Supplementary Pay Slips can be used to correct employees' leave payments when:
An employee on leave was paid for hours worked instead of leave in the normal pay run.
An employee was paid the incorrect leave type.
An employee was paid leave but worked those hours.
The following steps will guide you through reversing hours worked and processing them as Annual Leave.
Two entries will be required on one Supplementary Pay Slip; one to add the leave taken and another to reverse the monies paid (incorrectly) in the original pay slip.
Ensure that your PPE date is the correct date; Supplementary Pay Slips should be done after normal timesheet entries for a PPE, they are normally the second pay slip for a pay period.
Go to File, Maintenance, Supplementary Pay Slip, read the warning screen, and select Yes. The warning screen explains that the boundaries of a normal pay have been removed, therefore, the pay slip needs to be checked very carefully before saving. Select the correct employee. On the Time Sheet screen, click Clear and answer Yes to delete all rows, then click Next and go to the Adjustments screen.
On the Adjustments screen, select Leave on the left and Add. Enter the leave transaction, i.e., the days(s) that should have been entered, OK. This will reduce the employee’s leave balance and register this day as leave taken.
Now the (original) incorrect pay must be reversed:
Still on the Adjustments screen, select Allowances on the left and Add. Select an Allowance which is a Deduction, with the Taxed, Include in SC Gross, and Include in Super Calculation boxes ticked. Enter the value of the normal hours to deduct, OK. This is normally the same value as the Annual Leave.
Click Next to go to the payslip screen. The pay slip should show a deduction (of the gross figure) and an addition of the leave payment, with a net figure of zero. If the employee gets Leave Loading, they will have a net (Leave Loading amount) that will need to be transferred to their bank account.
You can now Save the payslip.
Important: Make sure you double-check the pay slip before saving.
The following steps will guide you through reversing leave hours that were paid as the incorrect Leave Type, i.e., Annual Leave, was paid and it should have been Sick Leave.
Two entries will be required on one Supplementary Pay Slip; one to add the sick leave taken and another to reverse the annual leave entry on the original pay slip.
Ensure that your PPE date is the correct date; Supplementary Pay Slips should be done after normal timesheet entries for a PPE, they are normally the second pay slip for a pay period.
File, Maintenance, Supplementary Pay Slip, Read the warning screen, and select Yes. The warning screen explains that the boundaries of a normal pay have been removed, therefore, the pay slip needs to be checked very carefully before saving. Select the correct employee. On the Time Sheet screen, click Clear and answer Yes to delete all rows, click Next to go to the Adjustments screen.
On the Adjustment screen, select Leave on the left and Add. Enter the Sick Leave entry (the correct leave type) and OK. This will reduce the employee’s Sick Leave balance and register this day as Sick Leave taken.
Now the (original) incorrect entry must be reversed:
Select Leave on the left again and Add. Enter the (incorrect) Annual Leave entry, put a negative hour value in the hours field to credit back the Annual Leave hours to the employee’s leave entitlement. OK.
Click Next to go to the payslip screen. The pay slip should show an addition of the correct leave payment and a deduction of the incorrect leave type, with a net figure of zero.
You can now Save the payslip.
Important: Make sure you double-check the pay slip before saving.
The following steps will guide you through reversing leave hours, paid incorrectly as leave; the employee was at work and should have received the hours on his time sheet.
Two entries will be required on one Supplementary Pay Slip; one to add the time worked and another to reverse the leave taken (incorrect transaction) on the original pay slip.
Ensure that your PPE date is the correct date; Supplementary Pay Slips should be done after normal timesheet entries for a PPE, they are normally the second pay slip for a pay period.
File, Maintenance, Supplementary Pay Slip, Read the warning screen and select Yes. The warning screen explains that the boundaries of a normal pay have been removed, therefore the pay slip needs to be checked very carefully before saving. Select the correct employee. On the Time Sheet screen, enter the hours that should have been entered as hours worked but was incorrectly entered as leave, Next to go to the Adjustments screen.
On the Adjustments screen, select Leave on the left and Add. Enter the (incorrect) Leave entry, put a negative hour value in the hours field to credit back the leave hours to the employee’s leave entitlement. OK. This will credit back the employee’s leave hours and increase his balance.
Click Next to go to the payslip screen. The pay slip should show a positive value for the hours worked and a negative value for the leave that you reversed, resulting in a zero net figure.
You can now Save the payslip.
Important: Make sure you double-check the pay slip before saving.
Note: If you are rebanking an employee’s wage, it will not reduce the amount on the aba file. It will only reduce the amount in the employee’s year-to-date earnings records.
If you are putting through an additional payment for an employee, you may choose to do this in the current PPE or in the next PPE. If you choose to do it in the current PPE, you will need to re-run any reports printed and distributed to reflect this additional payment. If you make the payment in the next PPE, you will need to remember when creating the aba file at the end of that PPE that it should not balance to the payment summary.