Summary

Important: Some fields on this tab page cannot be changed after they have been saved. They will be disabled in Edit mode, so it is important that you make your selection carefully.
Under no circumstances should a consultant or user attempt to make a 'backdoor' change to these fields.

This tab page is compulsory.

Fields

Ordinary:

This field is mainly used for statistical reporting, such as the Quarterly Statistical Survey. Generally, if the allowance is not for overtime then it is ordinary time, so Ordinary = Yes.

Reason:

This field is used primarily with the Time & Attendance module and allows you to attach a reason code to the allowance.

For example, you can attach a default reason code of SWOC - Sick Leave without a Certificate to a sick leave allowance that is used when an employee does not have a certificate. If the default reason code is not relevant then the user can change it during transaction entry.

Note: You can use reason codes in Daily View to set flags and provide costing information.

Hidden allowance:

• Yes

  The transaction is not visible in Standard transactions, but is visible in Permanent and Historical transactions. This option ensures users are not distracted by transactions such as on-costs.

• No

  The transaction is always visible.

Suspended allowance:

• Yes

  The allowance cannot be used in Standard transactions.

  For example, multiple employees have a car allowance set up as a permanent transaction. If the company wants to suspend payments of this allowance for the whole company, then rather than entering a suppress date in each permanent transaction, they can suspend the allowance.

• No

  The allowance will be paid.

General Ledger code:

This field is active when Paying = No. Enter the applicable contra-GL code. The general ledger code is used to export allowance information into general ledger software.

General Ledger description:

This field is active when Paying = No. Enter the description of the general ledger code that you specified above.

Leave Credit to pay:

This field is active when Type = ‘V. Leave Credit Paid’. Select the leave credit that will be debited when you enter a transaction using this allowance.

Advance AL Rate Code (NZ) / Pro-rata AL Rate code (Aus):

This field is active when Type = ‘L. Annual Leave’. The rate that you select applies to leave taken in advance only.

If you want to use a different rate from the rate set up on the annual leave table for the Accrued unit payout rate/rule (NZ) or Pro-rata unit payout rate/rule (Aus), then select the applicable rate.

Loading cash-out allowance (Aus):

This field is only accessible to Allowances configured for Annual leave cash-out, i.e. the allowance settings are:

• Type = L. Annual Leave
• Paying = Yes
• Tax override = Yes
• Tax override type = Bonus

Selecting an allowance here, means the amounts calculated for leave loading to be paid with annual leave cash-out are transacted using this allowance record rather than bundling it into the annual leave allowance.

Only correctly configured leave loading cash-out allowances can be selected; i.e. the allowance settings must be:

You will only be able to select allowances with the following settings:

• Type = A.Allowance
• Subtype = Leave Loading Cashed-out
• Paying = Yes
• Tax override = Yes
• Tax override type = Bonus

Show Weeks Absent (NZ):

If you select Yes, then a Weeks Absent field appears on the transaction entry screen when a user adds this allowance transaction. When the user enters a value in this field, it is added to the Absent weeks field on the Employees - O/s tab when the pay is closed. This field can only be set to ‘Yes’ when the allowance is non-paying and the Type equals:

• A. Allowance
• C. ACC
• H. Hourly
• R. Salary
• S. Sick Leave
• V. Leave Credit Paid

When you add a value to the Weeks Absent field in Transaction View, the value will be used in the weeks on leave without pay UDA LWOPWEEKS UDA.

If the treatment of LWOP is to Reduce Weeks Worked, you have two options.

The first option (recommended) is to enter the weeks absent in full including the first week and to enter the overall start date as the 'Absence start date'. PayGlobal will use this date to identify in which pay the first week occurred and to exclude it automatically.

The second option is that the number of weeks one needs to capture as LWOP excludes the first week. In this case NO 'Absence start date' must be captured.

Dates are always reflective of actual dates absent, and transaction is added to a pay period that matches actual LWOP taken dates.

If LWOP spans multiple pays it is recommended to add a LWOP transaction per pay and appropriate number of weeks absent.

For the first option e.g. weekly pay, away for 3 weeks, first week starting on 1st March 2020 LWOP =1 and Absence Start Date ='01/03/2020', 2nd week LWOP = 1 and Absence Start Date ='01/03/2020', 3rd week LWOP = 1 and Absence Start Date ='01/03/2020'.

For the second option , e.g. weekly pay, away for 3 weeks, first week LWOP = 0, 2nd week LWOP = 1, 3rd week LWOP = 1.

If the treatment of LWOP is to Move end date of the Annual Leave entitlement, then Weeks Absent should reflect the total number of weeks that the employee has been absent. i.e. include the first week of absence and should have the 'Absence Start Date'.

Is LWOP (NZ):

Added in v4.70

Is LWOP is used specifically for identifying unpaid paid leave transactions that are expected to have an impact on an employee's Annual Leave entitlements (see Entitlement Date Rule field on the employee's Annual leave table).

This helps you comply with the Holidays Act 2003 - Section 16 (2)(b).

Is LWOP is only enabled in the following cases:

• 'Allowance Type' = 'A. Allowance, H. Hourly, V. Leave Credit Paid'
• 'Paying' = No
• 'Show Weeks Absent' = Yes

Otherwise this field will be disabled.

See also

General Ledger Hierarchy