Select and edit employee pays

Task 3: Select and edit employee pays

The Select & Edit Employee’s Pay window displays the standard pay details and timesheet amounts (if applicable) for employees who are paid according to the selected pay frequency.

To select and edit an employee’s pay

1	If you want to exclude an employee from the pay run, click in the select column () next to the employee’s name.

2	If you want to view the pay details for all employees before you record their paycheques, click Preview Pay Details. The Payroll Verification report appears.

3	If you need to change the pay details for an employee, click the zoom arrow () next to the employee’s name. In the Pay Employee window that appears, you can:

▪	change the hours worked

▪	record holiday and sick pay

▪	record any other types of pay

▪	assign job numbers to payroll category amounts

▪	change the employee’s bank account details.

If you need to make any of these changes, see the procedures below.

To change hours worked for an hourly employee

You may need to change the standard hours worked by an employee if they are not being paid for a full standard pay period, for instance, if they have only worked a portion of their usual hours.

note : Editing hours recorded on a timesheet

You can edit an employee’s timesheet hours in the Pay Employee window. However, any timesheet adjustments you make here will not update hours entered on timesheets, timesheet reports or, if you record time-billing activities, activity slips.

1	In the Select & Edit Employee’s Pay window, click the zoom arrow () next to the employee’s name. The Pay Employee window appears.

2	Change the hours worked for the applicable wage categories and press Tab. The payroll category amounts are calculated automatically and displayed in the Amount column.

3	Click OK. The Select & Edit Employee’s Pay window reappears.

4	Repeat from step 1 for each employee whose hours you want to change.

To record holiday and sick pay

note : Holiday and sick pay hours recorded on a timesheet

If you’ve entered holiday and sick hours on a timesheet, you don’t need to follow this procedure.

1	In the Select & Edit Employee’s Pay window, click the zoom arrow () next to the employee’s name. The Pay Employee window appears.

2	Type the number of sick or holiday hours in the Hours column for the appropriate wage category and press Tab.

▪	If you have set up this wage category to automatically adjust the employee’s base pay details, the amount for this wage category is calculated and the Base Hourly (or Base Salary) wage category details are adjusted.

note : Automatically adjusting Base Hourly or Base Salary amounts

Before base pay details can be automatically adjusted, you need to select the Automatically Adjust Base Hourly or Base Salary Details option in the Wages Information window for the holiday or sick pay payroll category you are entering. For more information, see Wages Information window.

▪	If you have not set up this wage category to automatically adjust the employee’s base pay details, reduce the number of hours allocated to the Base Hourly wage category or the amount allocated to the Base Salary wage category by the amount entered for the holiday or sick pay payroll category.

3	If you want to record the details of the leave taken, click the zoom arrow next to the leave category and enter the details in the Leave Tracking Information window that appears.

4	Click OK. The Select & Edit Employee’s Pay window reappears.

note : Automatic adjustment is made to entitlement hours balance

When you record the transaction, the hours you entered will be subtracted from the number of hours the employee has accrued.

To record other types of pay

note : Other types of pay recorded on a timesheet

If you’ve entered other types of pay—such as sales commission and bonuses—on a timesheet, you don’t need to use this procedure.

Before you enter these details, the wage categories you intend to use should already be assigned to the employee. For information on assigning a wage category to an employee, see Entering employee payroll information.

1	In the Select & Edit Employee’s Pay window, click the zoom arrow () next to the employee’s name. The Pay Employee window appears.

2	In the Hours or Amount fields next to each appropriate wage category, type the hours or amounts you want to record.

3	Click OK. The Select & Edit Employee’s Pay window reappears.

To assign jobs to payroll category amounts

Job numbers can be assigned to payroll category amounts to track the wage expense of work performed. You can assign one or more jobs to each payroll category.

1	In the Select & Edit Employee’s Pay window, click the zoom arrow () next to the employee’s name. The Pay Employee window appears.

2	Type or select the job number in the Job column corresponding to the payroll category.

3	If you want to assign multiple jobs to a payroll category:

a	Click in the Job column corresponding to the appropriate payroll category and then click the search icon (). The Allocate Jobs window appears.

b	Click in the select column () next to each applicable job and type the amount in the Amount column.

c	Click OK. The Pay Employee window reappears.

4	Click OK. The Select & Edit Employee’s Pay window reappears.

You can also assign a default job to an employee in the Standard Pay section of the employee’s card. For more information, see Entering employee payroll information.

To change an employee’s bank account details

If you pay your employees electronically, you can change an employee’s bank account details for this pay run.

1	In the Select & Edit Employee’s Pay window, click the zoom arrow () next to the employee’s name. The Pay Employee window appears.

2	Click Banking Details and enter the required bank details in the Banking Details window that appears.

3	Click OK. A confirmation message appears:

a	If you want to update the employee’s bank details for all subsequent pay runs, click Yes.

b	If the change to bank details is for this pay only, click No.

4	Click OK. The Select & Edit Employee’s Pay window reappears.