Create Pay Adjustments

This article is about Humanforce Payroll. For help with Humanforce Workforce Management, start here.

In this article, we'll explain how to:

1. Create a Pay Adjustment
2. Add all necessary Pay Elements and
3. Generate a payslip for a Pay Adjustment.

Pay Adjustments can be processed at any time and can refer to a previous pay (for tax purposes).

Adjustments can be processed as an actual payment to an employee for monies owed. It can be a transaction entry for money already paid to an employee, but the figures need to be added in for their Payment History. 

Pay Adjustments are what-you-see-is-what-you-get. Linked Pay Elements will not apply in a Pay Adjustment. All elements that need to be paid must be added in.

Step One: Create a Pay Adjustment

1. Go to Payroll > Payroll Processing > Pay Adjustment. By default, Pay Adjustments being processed as part of the current pay run will be displayed. To view all adjustments, click Show All.
2. To add in an Adjustment click on the + icon.
3. Start typing the employee name or number and select the Employee from the auto complete drop list.
4. In the Transaction Type drop-down, select Adjustment. You can process more than one Adjustment or Reversal for an employee per process.
5. If you select Include in EFT the Balance Of Net will automatically be part of the EFT file for the next pay run. The EFT Release Date and Pay Date will reflect the date of the next pay run.
6. If the payments needs to be processed today and sent as a separate file to the next pay run then tick Is AdHoc EFT.The EFT Release Date will change to today’s date and a separate EFT file which you can upload into your banking system will be created. If using WIBS, see EFT via WIBS for how to approve and transmit the payment.
7. If needed, in the the Reference Pay Process drop-down, make a selection, and then select the appropriate payslip in the Reference Payslip Number drop-down.
   These fields allows you to indicate that the Pay Adjustment is related to a previous pay process. For example, missed overtime can be linked to the original payslip, ensuring the employee is taxed correctly, which is especially important if it is an additional payment for a previous pay period. Reference Pay Process is not a mandatory field. If you do not select a previous process, then the tax will calculate this payment as a stand-alone payment.
8. If a Reference Pay Process is not selected and you tick Include in EFT, you will then see the tick box asking, Is Paid in Advance (Payment for Future Period. This allows you to make payment in advance, for example, because an employee is going on 6 weeks Long Service Leave, and they would like the 6 weeks payment at the start of their leave. If selected, you also need to update the Number of Periods. This will ensure that the employee is taxed correctly. It will update the Date Paid To on their Employee Masterfile, so they are not paid their normal wages when they have been paid in advance.
9. In the Payment Type drop-down, select Balance of Net unless the employee wants the entire payment to go to a different bank account listed in the List of Pay Distributions on their masterfile. If this is the case, select A Selected Pay Split, and then select the desired bank account in the Bank Account drop-down. 
10. Add in the Work Reason, if applicable.
11. Add in any Comments needed.
12. Add in any Attachments needed.
13. Once you have selected the key information then click Create.

Note: If you wish to have Comments that are added into a Pay Adjustment printed on a Payslip go to 
Payroll > Payroll Payslip Configuration and select the Print Pay Adjustment Comments 
tick box, and click Update.

Step Two: Add all necessary Pay Elements, Calculate and Save.

Remember, Pay Adjustments are what-you-see-is-what-you-get, so you will need to add all necessary Pay Elements, even if they are set up as linked items (for example, Leave Loading and RDO Bank).

1. To add Pay Elements and additional information, click Add and fill out the fields. Repeat until all Pay Elements needed are listed.
2. Double check your selection for Include in EFT or not. Once you click Calculate & Save this field is no longer available. The only way to then include it in the EFT file is to delete the adjustment and start again.
3. Once you've added in all required elements, click Calculate & Save.
4. Review the calculations If needed, you can Delete a Pay Element or Change Pay Element. The same as a timesheet you can do Multi Costing in the Adjustment if required. Tax can also be overridden if required, in the Tax Override column. 
5. Note that the employee’s leave balances will shown as at the Last Entitlement Date (which is displayed in the Leave tab of an Employee’s Masterfile). This balance will not consider any leave that is in a Timesheet or another Pay Adjustment.
6. When you are happy with the Pay Adjustment, click Save.
7. Pay Adjustments to be included in the next pay run will show the Status as Complete. Nothing else needs to be done.
8. If the payment is an AdHoc EFT then it needs to be Finalised before you can download or send the EFT file. Open the Pay Adjustment by clicking the row, and click Finalise.
9. If using WIBS, the payment must also be Authorised
   • Go to Payroll > Pay Processing > EFT Adhoc Approval
   • Click on the transaction.
   • Click Approve. The EFT file will get sent to WIBS for processing immediately.

Step three: Generate a payslip for a Pay Adjustment

If you do a Pay Adjustment outside the pay cycle a payslip can be generated at that point in time. The adjustment must be an Adhoc EFT and also must be Finalised to be able to generate the payslip.

To generate a payslip for a Pay Adjustment:

1. Open the Pay Adjustment
2. Click Generate Payslip

By pressing this you will get a PDF pop up to view the payslip. This will also trigger the payslip to be sent via email to the employee. The payslip will still get generated when the payroll is Authorised and will appear in the Payslip Report generated to RMS.

If you do not press Generate Payslip then it will not get generated until the payroll is Authorised and then Payslip Report is generated to RMS.