You are here: Preceda Modules > Payroll > Express Payments Entry > Termination Wizard

Termination Wizard

The Termination Wizard guides you through a series of windows that relate to the various termination processes. These processes terminate and pay an employee outside normal payroll processing.

The Termination Wizard has additional functionality compared to Express Pay Wizard when terminating employees (i.e. The National Employment Standards can be incorporated into the payment calculation, applying the Redundancy or Time in Lieu conditions).

Prerequisites

Rules and Guidelines

Select Start Wizard.

ClosedTerminations Pending

This section of the Wizard allows for a new termination to be entered or displays any previous entries generated via this process that have been either approved or held.

 

Changing the status from Held to Approved:

ClosedID Number

The employee's ID number is selected when creating a new termination entry.

 

Unlock Selected Entries

This button is used when multiple sessions of Preceda are open and accessing the same termination record. The system will request that the record is unlocked before selection can be made.

ClosedDrill Down on Termination Records

This is the section where termination transactions, Active or Held, are displayed. When drilling down on any of these transaction you have the choice of:

  • Changing the Status of the transaction.
  • Assigning a different user to the transaction.
    The Assign to User ID fields allows for a different user to access Held termination records.
    (Define User - Appear on "Assigned To" List field)

 

Select Next >> to continue with the workflow or select Back >> to return.

 

ClosedSelection
ClosedID Number

This displays the selected employee ID number and name.

ClosedPaid up to Date

This displays the date that the termination pay will be calculated to.

ClosedTermination Date*

This displays the date the employee is leaving the company.

ClosedTermination Reason*

This displays the Reason Code for the Termination.

ClosedRelease Date

This displays the date the payment is to be released.

ClosedPayment Method

This displays the payment method to be used.

Code Description
B Bank Credit
C Cheque Payment
E Cash Payment
N No Payment

 

ClosedStandard A/D's

Do you want to include the Standard Allowance/Deduction codes that are setup in the employee's Salary window?

ClosedStandard Non-Contributory Super

Do you want to include employer superannuation?

ClosedGenuine Redundancy
Code Description
Y Leave is taxed according to the Lump Sum Rules
N Leave is taxed as marginal

 

ClosedAuto Pay

Indicate if the employee is to be auto paid or not.

Setting this to 'Y' enables the system to calculate the Autopay hours and pro-rate them based on the termination date.

ClosedPeriod End Date*

Enter the last date of the period.

The date entered here will be used the same way as it is used in the Express Pay Wizard where the costing, salary, and any other relevant effective dated files will be used as part of the termination calculation.

ClosedAdditional Payments

Use an Additional Payment code, the codes selected will change the calculation methods that is be used other than the default rate.

 

Payroll Overrides

ClosedDeduction Lots Override

Do you want to override the deduction lot to be used for this Payrun?

01 to 99 This value nominated the number of allowance/deduction lots to be applied in this Termination
00 Stops all allowances/deduction activity for this employee in this Express Payment.

 

ClosedTax Weeks Override

This overrides the number of weeks over which the Gross Pay is spread to determine the tax to be deducted. If the override is not required, leave this field blank.

01 to 99 Specify the number of weeks over which the Gross Pay is to be spread in determining the tax to be deducted.
00 Suppress the automatic calculation of tax. This does not affect the automatic calculation of tax on termination payments.

 

ClosedTax Adjustment

 This displays the amount of the adjustment if there is any adjustment to be made to the employee's taxation. 

  • This is the value which will be added to or deducted from the standard taxation calculated by Preceda
  • A negative is entered with a preceding '-'.
  • The amount of this validation will be shown as an adjustment in the pay record.

 

 

Redundancy/In Lieu of Notice Payments

ClosedRedundancy

Is this a bona fide redundancy?

Code Description
Y This is a bona fide redundancy
N This is not a bona fide redundancy

 

ClosedSeverance

 This displays the number of week severance pay to be paid out.

  • This field is only accessible if the Redundancy field is set to Y.

 

ClosedPay rate to use

This displays the pay rate that will be used when calculating redundancy.

ClosedWeekly Hours

This displays the base rate to be used in the calculation of redundancy.

  • This rate defaults from the base hours setup in the employee's payment details window.
  • The calculation of redundancy is based on the Pay Rate x Base Hours x Severance weeks.

 

ClosedPayment Code

This displays the Allowance/Deduction code used for the calculation of Severance Pay.

ClosedPayment in Lieu of Notice

This displays the number of weeks to be paid in lieu of notice.

ClosedWeekly Hours

This displays the base rate to be used in the calculation of a Payment in Lieu of Notice.

ClosedPay Rate to use

This displays the Pay Rate to used in the calculation of Payment in Lieu of Notice.

ClosedPayment code

This displays the Allow/Deduct Codes used for the calculation of Payment in Lieu of Notice.

 

Termination Pay

ClosedCode

There are up to four Redundancy/Termination codes to choose from.

 

For a Genuine Redundancy, the Severance and Notice of Termination can be combined and the resultant value compared against the Redundancy Threshold.

The 'Combine for Tax' tick box will only activate if the first Termination Pay Code is a Termination Type 'R' (Redundancy) and the second Termination Pay Code is a Termination Type 'T' (Notice of Termination). If the first Termination Pay Code is Termination Type 'T' (Notice of Termination), the tick box will not display.

The tick box will only be used to link the calculations of the first two Termination Pay Codes.

A notational message will be displayed to the right of the Termination Pay Code descriptions if the 'Combine for Tax' tick box has been displayed.

 

Additional Instructions

ClosedTransfer

Is this employee to be transferred to another entity within the organisation?

  • This option does not perform the transfer.

 

ClosedAdvise Super Fund

Was the employee's Superannuation Fund notified regarding the termination?

ClosedTerm Ref Field 1, 2 and 3

If required, any of the three termination user-defined fields can be entered.

ClosedComments

Comments about the termination can be entered in this field.

 

Import of Time Card Entry Details

ClosedImport from Time Card Entry

Are there any entries of Time (entered via the Time Card Entry process) to be imported into the calculation of termination pay?

  • If Y is selected the Pay Separator to Import field is activated.

 

ClosedPay Separator to Import

This displays the Pay Separator which the hours will be paid under.

ClosedPost Data from Time

Are there any approved Time Editor records to be imported?

ClosedPost Up To Date

Enter the end date when the approved records are to be imported.

  • This field is activated when the Import from Time Card Entry field is set to Y.

 

Select Next >> to continue with the workflow or select Back >> to return.

 

ClosedTermination Pay Details

Depending on which Termination Pay codes are selected will depend on which Termination Values are shown on this window. This window displays summary information of the termination/redundancy.

This window will also display any automatically calculated additional one week pay if the employee is over 45 years of age and has completed at least two years of service. The following message appears when termination employees over 45 years:

Select Next >> to continue with the workflow or select Back >> to return.

 

ClosedLeave Details

The Leave Details displays all the Leave Entitlements for the employee being terminated and displays annual entitlements, leave already taken, the date the leave is accrued, and the accrual method code.

To review any of the leave types in details, check the corresponding Review Leave Type box next to the leave entitlement to be viewed.

Each of the selected leave entitlements are viewed in the Review section of the process.

Select Next >> to continue with the workflow or select Back >> to return.

 

ClosedWarnings

This section displays any warnings that have been enabled from the Warnings Termination Wizard.

Select Next >> to continue with the workflow or select Back >> to return.

 

ClosedDetail Entry

This section displays any standard allowance/deductions codes, provided that the Standard A/D field is flagged with Y. Bank Deduction details will be included.

Details entered in the Termination Pay window will be displayed.

ClosedHours/Leave
ClosedHours Amount

This displays the number of hours that are to be paid to the employee.

ClosedDate From and To

For leave entries, type the date that this Leave Type begins and ends.

ClosedForce Payment

Indicate if the employee is to be paid regardless of them being entitled to it.

Code Description
Y Force the Payment to be made
N Force Non-Payment
Blank Do not force the payment

 

ClosedAccount

This displays the Account Number that the hours are to be allocated; this is different to the employee standard.

ClosedDepartment

This displays the department that these hours are to be allocated to.

ClosedLabour Costing 1, 2 and 3

This displays the Labour Costing 1, 2 or 3 codes that are to be allocated.

ClosedUser Costing 1,2 and 3

This displays the User Costing 1,2 or 3 codes that are to be allocated to the external costing system.

ClosedCosting Date

This displays the date the costing information that is to be transferred to an external costing system.

ClosedRate

If the rate for these hours is different to the standard rate established in the employee Salary window, a rate can be entered here for this line item only.

  • The maximum value for this field is '99999.9999'. A tooltip message ("The maximum value for this field is 99999.9999") will be displayed if you try to enter a rate that is more than the maximum value.
  • If you enter a value in this field, you must leave the Salary Code field blank.

  • If a termination is placed on hold and then retrieved, the rate override is set to zero.

 

ClosedSalary Code

A Salary Code can be entered to pay the hours selected only if using the Salary Code feature.

  • The system uses the rate established in the Salary Code window to calculate the hourly rate.
  • If using this field, leave the Rate field blank.

 

ClosedCalc Method

A Calculation Method entered here will override any Calculation Methods which have been entered on a Hours Type record or on the employee's Tax window.

ClosedDoctors Cert

Indicate whether a Doctor's Certificate issued has been issued or not.

This indicates which balance to reduce in the employee's sick leave entitlements.

Code Description
Y Reduce the balance of the employees sick leave entitlements. With Certificate.
N Do not reduce the balance of the employees sick leave entitlement. Without Certification
  • This only applies to Sick Leave and Worker's Compensation
  • If the entry is for Worker's Compensation, enter the Incident Number in the Comment field.

 

ClosedContinues

Indicate if the leave is a continuation from the previous Payrun.

This is only used when entering hours for Leave Types.

ClosedComments

 Any comments or references can be entered and is recorded in the relevant Leave History windows.

Safety Module

  • The Comments field is used to record the Incident Number.
  • This will only apply if the Hours Type Code has a Classification of W.
  • If an Incident Number is not entered, an error will be displayed.
  • When the transaction is processed through a Payrun, the Hours Payment is automatically linked to the incident.
  • This can be viewed through the Workers Compensation Payments window in the Safety module.
  • If the Incident Number is not known at the time of entry the transaction will still be processed. The payment can be linked to the incident after the Payrun via the Link Payments to Incidents window in the Safety module.

 

ClosedOther Leave Reason

This displays the reason for taking leave if the Hours Code entered was for an Other Leave Type or a User Defined Leave Accrual Method. This is recorded in the Other Leave History window.

ClosedLeave Reason

This displays the reason for taking leave if the Hours Code entered was for an Other Leave Type or a User Defined Leave Accrual Method. This is recorded in the Other Leave History window.

  • A Leave Reason must be entered for Hours Codes with a Classification of O.

 

ClosedCourse and Session

As hours transaction are entered which relates to Training the Course ID and Session ID's must be entered. When the transaction is processed through a Payrun, Preceda automatically links the hours payment to the Training Course/Session. This can then be viewed through the Training History window .

  • The Hours Type selected must have a Classification of Q.
  • If the Course/Session ID is not known, the transaction will still be processed. The payment can be linked to the Incident after the Payrun via the Link Session with Participant window.

 

ClosedAllowance/Deductions
ClosedType

This displays any Allowance/Deduction codes that are to be included in this payrun for this employee.

ClosedUnit

This displays the number of units to be paid to the employee for the selected Allowance/Deduction code. A value of at least one (1) must be entered.

  • A units value used to multiply the value in the Rate field can be specified. If a rate is not specified, the rate specified in the employee's Salary window is used or the value specified in the Allowance/Deduction window.

 

ClosedRate

This displays the value of the Allowance/Deduction. This rate will be multiplied by the Allowance/Deduction Units and included in the employee's payrun.

  • By typing more than one zero in this field, the operation of an existing Allowance/Deduction for this particular payrun will be suppressed.
  • The Overrides window should be used to suppress the payment of all the employee's allowance/deductions.

 

ClosedAccount

This displays an Account Number if these hours are to be allocated to a General Ledger account number.

ClosedDepartment

This displays a department if these hours are to allocated to a department.

ClosedLabour Costing 1, 2 and 3

This displays the Labour Costing 1, 2 or 3 codes that are to be allocated.

ClosedUser Costing 1, 2 and 3

This displays the User Costing 1, 2 or 3 codes that are to be allocated to the external costing system.

ClosedCosting Date

This displays the date the costing information is to be transferred to any external costing system.

 

Select Next >> to continue with the workflow or select Back >> to return.

 

 

Other Screens

ClosedReview

Each Review window displays the current accruals for Annual Leave for the employee. 

 

ClosedCalculated Payment

This window displays the final results of the calculations.

  • You can drill down on any of the lines to view full details of the payment to be made.
  • If the details shown are incorrect, either click Restart Workflow to start again and correct the parameters or select <<Back to return to the Details window.
  • The Gross, Tax and Net values are calculated and cannot be maintained.
  • To alter the Tax Value, it will be necessary to return to the Entry window and use an Allowance/Deduction code for Extra Tax or return to the Selection window to use the tax adjustment.

 

  • The following message appears when importing information from Time Card Entry :
    Express Payment contains imported Time Card Entries.
    Once this has been processed, review Time Card Details and adjust accordingly.

 

Select Next >> to continue with the workflow or select Back >> to return.

 

ClosedOptional Information

Optional windows that were specified during the Optional Windows Termination Wizard setup are displayed.

ClosedPayment Submission
ClosedTermination Number

This displays the system-generated Termination Number.

ClosedOption

Termination entries can be Canceled, Held or Accepted for processing.

Code Description
A Active. Details are passed through to the Release Other Payments window, awaiting release for payment
C Cancel. All entered details during this process are removed.
H Hold. Terminations can be edited and retrieved from the Termination Pending Screen in the Termination Wizard.

 

ClosedEmail Termination Report

This displays a termination report that can be emailed to a nominated person.

ClosedEmail to Payroll Office or Manager

Is the termination report to be emailed to either the Payroll Officer or the Manager? If yes, then enter the email address in the field provided.

ClosedEmail to Employee

Indicate if the termination report is to be emailed to the employee being terminated or not.

ClosedUse Email Address

If Email to Employee is flagged as Y, is the termination report to be emailed to their business or personal email account?

ClosedEmail Address

This displays the employee's email address.

 

Select Next >> to continue with the workflow or select Back >> to return.

 

 

Select Finish.

 

 

 

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