How to Set Up Separate Payslips
About the Setup of Separate Payslips
To be able to use Separate Payslips in a Processing Period you must specify on the Company Miscellaneous Screen that Separate Payslips are to be used.
To specify that Separate Payslips are to be used:
- Click on Company.
- Click on Miscellaneous.
- The Company Miscellaneous Screen will be displayed.
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As soon as you have selected (ticked) the Does this Company use Separate Payslips? field, a <Separate Payslips> button will be displayed at the bottom of the screen. This button will lead to the Setup Screen for the different Separate Payslips.
The first time you tick the field on the Company Miscellaneous Screen, you will be taken straight to the Setup Screen.
The <Separate Payslips> button indicates that Separate Payslips have been activated and leads to the Setup Screen for the different Separate Payslips.
Setup Screen for Separate Payslips
The Setup Screen is used to identify the Separate Payslips which are to be used in the processing period. When you click on the <Separate Payslips> button on the Company Miscellaneous Screen, a warning message will be displayed.
This warning message reminds you that when you close the Setup Screen, the amounts on all the Separate Payslips will automatically be reset according to the Earnings and Deductions which are specified for each of the Separate Payslips.
Different screens are available for selection:
- General.
- Link Earnings 01 – 36.
- Link Earnings 37 – 72 (VIP Premier Payroll - if you have selected to activate the Additional Earnings and Deductions functionality).
- Link Deductions 01 – 36.
- Link Deductions 37 – 72 (VIP Premier Payroll - if you have selected to activate the Additional Earnings and Deductions functionality).
General
General Screen
| Field on this Screen | Action to be taken? |
|---|---|
| How many Separate Payslips do you Plan for this Period? | Select the number of Separate Payslips that you plan for this processing period from the Combo Box. A maximum of 7 Separate Payslips may be defined. |
| Are you doing a Leave Pay Payslip for this Period? |
Select (tick) this option if you are going to use a Leave Pay Payslip for this processing period. As soon as this field is selected, a Leave Pay Payslip will be added as the last Separate Payslip description. You may not alter this description. If this option is used, you will only be able to specify 6 other Separate Payslips. The Leave Pay Payslip will always be the last Payslip in the list, but it does not have to be printed last. |
|
Descriptions for Separate Payslips |
A default description field will be displayed for each Separate Payslip you specified in the Combo Box. Each Separate Payslip must have a unique name. Enter your own description. You will not be able to delete a Separate Payslip description if any Separate Payslips for that description have already been printed. |
| Accumulate Calculation Screen Hours and Units to: | The default Separate Payslip to which the hours or units from the Calculation Screen will accumulate will be the 1st Payslip, but may be altered to the required Separate Payslip number. |
Earnings
Link Earnings Screen
On the Link Earnings Screen, you select which Earnings need to print on which Separate Payslip.
In each field you will have to select either Fixed, Amount, Both or Not Used.
These selections refer to the columns on the Payslip Screen.
Selecting Fixed, Amount and Both
Both
If you select Both for the 1st and for the 2nd Payslip, all the Earnings on the Main Payslip will accumulate to the 1st Separate Payslip until you have printed the 1st set of Separate Payslips. Once you have printed the 1st set of Separate Payslips, the 1st Separate Payslip Screen will be frozen. Any input that is done after the 1st Separate Payslip has been printed, will accumulate to the 2nd Payslip.
Amount and Both
If you select Amount for the 1st Payslip and Both for the 2nd Payslip, all the figures in the Amount column will accumulate to the 1st Payslip and all Fixed amounts to the 2nd Payslip, UNTIL you print the 1st set of Separate Payslips. Any input that is done after the 1st set of Separate Payslips has been printed, will accumulate to the 2nd Separate Payslip.
Amount and Fixed
If you select Amount for the 1st Payslip and Fixed for the 2nd Payslip, all the figures in the Amount column will accumulate to the 1st Separate Payslip and all the Fixed amounts will accumulate to the 2nd Separate Payslip. Once you have printed the 1st Payslip, the 1st Separate Payslip Screen will be frozen. Any input done in the Amount column of the Payslip Screen, will now accumulate to the Difference Separate Payslip Screen as only Fixed amounts are specified for the 2nd Payslip.
Deductions
Link Deductions Screen
You can only include or exclude the entire amount from a Payslip, except in the case of Leave Pay Payslips.
The Company Contributions will print on the same Payslip as the Deductions. When you link the Deductions, the Company Contributions are automatically linked as well.
If you select to see a Deduction on more than one Payslip, for example, the 1st & 2nd Payslips (excluding the Leave Pay Payslip) the entire amount will accumulate to the 1st Payslip, until it is printed. Input that is done after the 1st Separate Payslip has been printed, will be accumulated to the 2nd Separate Payslip.
If the company makes use of Rounding, it will automatically be linked on all the Separate Payslips.
If you select (tick) the Link all Ded’s option, all Deductions for the specified Payslip will be selected at once. If you do not select (tick) the Link all Ded’s option, each block will have to be selected manually.
Tax on the Separate Payslips
Tax will automatically be linked to print on all Separate Payslips. Tax will be calculated on each Separate Payslip based on the Earnings that will print on that Payslip.
If, after you have printed the 1st Separate Payslips, you do more input on the Main Payslip, tax will be recalculated on all Earnings. If the tax that was deducted on the 1st Payslip was too little, the difference will be printed on the last Payslip that has Earnings and Deductions.
UIF on the Separate Payslips
UIF will automatically be linked to print on all Separate Payslips. UIF will be calculated on each Separate Payslip based on the Earnings that will print on that Payslip.
UIF will be calculated in numeric sequence from the left-most Separate Payslip to the last defined Separate Payslip on the right. For example, if the employee reaches the UIF Limit on the 3rd Payslip no UIF will be calculated on Payslips 4 –7.
Certain Earnings are excluded from UIF, e.g. Commission. If you have a Separate Payslip with only Commission on it, no UIF will be calculated on that Payslip.
UIF adjustments will be printed on the last Payslip that has Earnings and Deductions.
Rounding on the Separate Payslips
Rounding is applied to each of the Separate Payslips, so that the Nett Amount for each of them is Rounded Up to the denomination which you have indicated on the Company Miscellaneous Screen.
Items that will not be split between Separate Payslips
Perks Tax items, Calculation and Own screen amounts, as well as Leave Days which are printed on your Normal Payslips, will print in total on each of the Separate Payslips, i.e. they are not split between Separate Payslips.
It is important to do ALL input, before printing any Separate Payslips.
Messages that may be displayed when you Close the Setup Screen
Certain messages may be displayed when you exit the Setup Screen with incomplete/invalid specifications:
1. If you have not linked all Earnings and Deductions to at least one Separate Payslip:
You will have to link all Earnings and Deductions in order to avoid having differences on the Difference Payslip. Should there be any differences, you will not be able to do the Start of a New Period into the next processing period.
2. If you have specified a Leave Pay Payslip:
If you have already activated Leave Pay for employees, but not yet paid them, you will have to deactivate Leave Pay for them and activate Leave Pay again, so that the Leave Pay Separate Payslip can be generated for these employees.