Payment Details

• An "Effective Date" or "as of date" is the date when something is considered to take effect. This may be different from the date upon which the event actually occurred or has been recorded.

• The Effective Dating Toolbar allows you to navigate to past/future dated records as well as make changes if required.

• The Effective Date field on the Toolbar allows you to view and select effective dated records available. Selecting a particular date refreshes the screen to display all records based on the chosen date.
• A Date Picker is provided enabling users to identify and display records which has effective dates that are not of current date.
• Editing the information on the drilldown window is done via selecting an effective dated record and clicking the Change button.

• Changing the Hire Date to an earlier date: In case the Hire Date gets changed to be made effective before the originally entered Hire Date, the first effective record on this screen will be updated with From date = New Hire Date.

  Example:

  John Doe is hired by Extreme Electronics for their Software division with Hire Date '01/03'2016'. As part of the Hire Process, the following records are created:

  From: 01/03/2016 To: 31/12/9999

  • Base Hours: 38
  • Work Pattern Code: Empty
  • Work Pattern Start Week: 0  

   

  Because there is a shortage of people in the division, John is asked to start by mid-February. Thus, it is required to change the original Hire Date that was negotiated to be '15/02/2016'. Once the date is updated, the following changes to the records are performed:

  From: 15/02/2016 To: 31/12/9999 --> where From date has been changed.  

   

• Changing Hire Date to a later date: Changing the Hire Date to a later date has an additional complexity as it may require adjustments to effective dated records prior to completing the change. This is because the new Hire Date cannot be after the To date of any existing Effective Dates records (in all effective dated areas in Preceda). Where this situation occurs, the user will get an error message "Hire Date cannot exceed Effective End Dates for employee." Thus, it is required to check the employee's effective dated records and perform the necessary adjustments, then get back to the Hire Date.

  For further details and examples, you may go to Effective Dating's Additional Information section.

The Base Hours selected is used to show the normal worked hours for the employee and can be used in calculating an hourly rate and leave calculations.

• If this value is changed, the system checks for any outstanding ESS transactions regardless of their status and displays the following:
  Warning: Change base hours could have wide system implications in the areas of leave and pay rates. Do you want to continue?

This is an employee's average base hours per day or Standard Days.

• The Standard Day is calculated for display purposes only.
• Read more about Standard Days.
• If an employee's Work Pattern Code or Base Hours code is changed, the Standard Days is recalculated and the new value is updated when the window is saved.

This is a work pattern code to be applied to this employee.

Work pattern codes are used extensively by the leave application process in Self Service.

This is the starting work pattern week based on the work patten code selected.

• The start week is updated each time a Roster Pattern Copy is performed.
• This can be changed manually.

A Payrun Group is used to group together employees who will have their pays processed at the same frequency/ time each payrun cycle. This field allows the user to select a group of employees to be included in a payrun.

This displays how often the employee is paid.

This is the method used to pay the employee.

Identify whether or not the employee is to be paid through the Auto Pay option.

 This is used in conjunction with the Auto Pay Hours field except in the following circumstance:

• If Y is specified and the employee has an Employment Type of E for External, then an allowance is generated, instead of hours.

This is an Hours Type Code that the auto pay is allocated. Only used if the employee is being paid by Auto Pay.

Example: Normal Hours- If the employee's Employment Type is E for External. Preceda will ignore this Hours Code when calculating pay and look for Allowance/Deduction Codes.

This displays the FTE value entered on the Position Definition window.

This is the number of FTE Hours per week to be updated.

This is the selected FTE Factor for this employee.

 This field is based on the setup of Program Control option FTE .

• If Program Control option FTE Position 14 is set to Y, the calculation is based on the employee's FTE Hours per Week (divided by) the position FTE Hours per Week (multiplied by) FTE Factor.
• If Program Control option FTE Position 14 is set to N or Blank, the Employee FTE value can be entered manually.

When using hardcopy Payslips, this is used to set and change the type of payslip to be produced for the selected employee. If changes are to be made to the payslip type for a number of existing employees, the Bulk Payslip Options Update can be used.

Payslip Type

When using email or SelfService payslip reporting, this field must be used for a new employee to set the correct payslip method.

The Payslip Type field should be left blank if the default pay advice is to be used.

Code	Description
E	ePayslip. Produce a payslip to be emailed. The Delivery Method field is made available. If email address have been entered into the employees Other Contacts window, it would be displayed.
N	Do not produce a Payslip
S	Produce a Security Pay Advice

 

Delivery Method

Code	Description
E	The Email To field is then made available.
H	Hardcopy - If the employee is to receive a printed Cold Seal AdviceEmail
S	SelfService - This is selected if the pay advice is not to be distributed, but is to be viewed by accessing Employee SelfService.

 

Email To

Identify where the email is to be sent to a business or personal address.

Code	Description
B	Business
P	Personal

 

An Ordinary Pay Rate may be setup and used as part of the Calculation Methods process.

When the Calculate Ordinary Pay process is performed as part of the payrun, the Ordinary Pay Rate field is updated with the hourly rate. This field may be overridden on this window if required.

Ordinary Pay Code

This is the Ordinary Pay Code to be used by this employee.

Ordinary Pay Rate

When the Calculate Ordinary Pay process is run, this field will be populated with the result of the calculation. This calculation is always an hourly rate.

• A value may be manually entered into this field, however if there is an Ordinary Pay Code on the record the value will be overwritten when the Calculate Ordinary Pay Process is run.

The Average Rates can be used in the calculation of an employee's pay. Six average rate values can be updated manually or calculated automatically and used for special calculations as setup in Calculation Methods.

Before average rates can be calculated, the Earnings History File must contain sufficient payrun details to enable an average to be calculated.

The average rate codes are formula codes defined in the Average Rates Rule.

• If there is insufficient pay history to calculate the average, the value will still be calculated but is displayed as a negative.

• When the Calculate Average Rate process is performed as part of the payrun, the Rate field is updated with the average hourly rate which can be overridden.

Code 1 to 6

This is the Average Rate code as setup in the Average Rates Rules.

Rate 1 to 6

This is the average Rate as calculated by the Calculate Average Rate process using the Average Rate Rules.

A Calculation Method can be assigned to any of the Hours Type Classifications.

• The Calculation Methods are used in the Payroll Calculation program and can be overridden in Time Entry.
• If a particular Calculation Method code applies to most or all employees and can be specified as a default in the relevant Hours Type window.