Other Controls

Use this tab to specify the details of other controls for the selected employee.

Cost Centre

Use this field to allocate an employee to a payroll category, to include them in the payroll process. When you change the payroll category, you might also change the employee’s template against which all of the payroll controls are attached (if the new category has a different template attached to it). By changing the category, it is therefore possible to change the employee from being monthly paid to weekly paid. Take care when you change the payroll category, because such a change can alter the payment data.

If your system is straightforward and the majority, if not all, of your employees are attached to the same payroll category, you can set a default for this field in the Category/Cost Centre field on the Defaults tab of the Module Definitions window. The default is applied to all new starters, so all new employees introduced to the personnel database are immediately attached to the defined category. You can change the default for the selected employee in this field.

HR Record Status

Select the status for the HR record from the drop-down list.

The system prohibits any payments for employees who have an HR record status of Left or Suspended. Any other user-defined status entries can be created and will, from a payroll perspective, be considered as active. The period end process automatically sets the status to Left, if a leaving date is present against the selected HR record and this is earlier than the recognised end date of the pay period being closed. If you want to change this status but avoid the next period end process from resetting it again to Left, then you should also consider amending the employee’s leaving date.

You can set a default for this field in the HR Record Status field on the Defaults tab of the Module Definitions window. You can change the default for the selected employee in this field.

Student Loan

Students are expected to start repaying their loan the following April after they finish their course, regardless of whether they graduate. Select this check box to start deducting payments.

However, repayments only begin when an employee’s income is above the threshold at which student loan payments take effect. If an employee earns less than the threshold, repayments are deferred until their income reaches the threshold. When an employee’s income falls below this level during their career, student loan repayments stop until the employee again earns an income above the threshold.

If an employer takes on an employee that has an outstanding student loan, it is the employer’s duty to deduct repayments from the employee’s wage and forward them to HMRC (through the PAYE system).

Employers are automatically sent a Start Notification from HMRC, to notify them when to start deducting repayments from the employee’s weekly/monthly wage. At this point, select this check box to start the deductions from the employee’s net pay.

The system attempts to calculate a student loan repayment when the Student Loan check box is selected. If a start or end date is set, the system compares them against the end of the current pay period before attempting to proceed with a calculation. To calculate an employee’s student loan repayment, the system must use the employee’s gross pay that would normally be used to calculate national insurance contributions. The system examines the settings in the Threshold and Rate fields on the References tab in the Module Definitions window. When the employee’s NIable gross pay (calculated by the system by using the payroll code settings for the pay elements that are processed) is greater than the threshold for student loans, the system calculates a percentage (using the setting for the Rate field) of NIable earnings above the threshold for student loans. For example, if the monthly threshold is £1300  (the annual threshold is 12 x £1300), and the monthly NIable pay is £1500, and the percentage rate is 10%, the student loan deduction is calculated as 10% of £200 (1500 – 1300, the monthly NIable pay minus the threshold for the month).

Start Date, End Date

If the student loan repayments start in a future pay period, type (or click  and select) the date in the Start Date to define the payroll period in which the first deductions take place.

P45 / P46 Type

Use this field to indicate whether the selected employee is included in the next run of the P45 Print wizard if they have left. This wizard produces a printed P45/P46 and a submission to HMRC and enables you to choose whether you produce them using a date selection, range selection, or those who have this field set. After the wizard has completed the submission or print, there is an option to use it to reset this field, or you can do it by changing it here.

If the employee is attached to a weekly payroll template, via the payroll category described above, you may want to pay the employee an advance payment for a forthcoming holiday. In such an instance, it will be necessary to ensure that the correct national insurance and PAYE are calculated for the current week and the holiday period.

Holiday Pay Weeks

In the pay period immediately before the holiday period, you should set this field to the number of weeks holiday pay to be paid. This allows the system to recognize the advance element and calculate the deductions accordingly. Ensure this identifier is reset in the next pay period to avoid a repeat scenario being executed. Note that this flag should only be set to calculate holiday credit for weekly paid employees who are not directors.

Payslip Type

Select the payslip type from the drop-down list. The payslip type defines how to provide the employee’s payslip.

The options are:

  • Printed, in which case the employee is included in the payslip print run.
  • Self Service, in which case it is assumed that the employee accesses his payslip through the Portal.
  • None.

Address On Payslip

Select Yes from the drop-down list to indicate that the employee’s address appears on his payslip, or select No.

For information about the details you enter on the Sickness tab, click here.