Summary

Opening a pay forces PayGlobal to set accumulators. You can then enter employee transactions.

When you open a standard pay, PayGlobal performs the following processes:

• Checks which employees are included in this pay sequence. If Employee | Dates tab Is onboarding to PayGlobal = "Yes" for an employee, this indicates that the employee is onboarding and is not yet ready to be paid. This employee will not be included in the pay sequence, even though they may be attached to the pay period to be opened.
• Checks which employees have pending updates from external systems. If Employee | Integration tab Has pending update = "Yes" for an employee, this indicates that there are outstanding changes that should be applied to the employee before they are paid. A warning to this effect will be added to the Audit log but this will not prevent the opening, processing or closing of the pay.
• Opens a pay sequence and generates a sequential pay sequence number.
• If an employee has Payroll | Payments tab | Auto-pay = "Yes", then permanent transactions are copied into the standard pay and other transactions can be created for salaried employees, casual employee leave allowances and loan transactions.
• If an employee is starting within the standard pay, the pay header fields, Days worked this period and Profiled hours this period, are adjusted based on the employees profiled hours and days.
• If the database contains Allowance Type R. Salary allowances, then salary transactions will be generated for employees with Payroll | Payments tab | Payment type = "Salaried" and Auto-pay = "Yes". However, R-type salary allowances do not automatically reduce payments when the pay contains leave transactions so salary payments are usually created using payroll rules and Allowance Type - H. Hourly allowances.
• If any employees are attached to an annual leave table with Setup tab | Annual leave pay employee type = "Casual", then annual leave transactions are generated for these employees. As a result, casual employees have no annual leave liability.

For more information, see Open a Standard Pay.

PayGlobal must generate a pay sequence so you can pay employees using standard transactions. When you open up a standard or manual pay, PayGlobal automatically allocates the next sequential number (sequence number). PayGlobal uses the sequence number as a reference for that period when you process, close or report on a pay.

Standard pay accumulators

Before you open a standard pay, the required accumulators must be set up and attached to Period Calendars records. When you open a pay, these records are displayed in the Standard Pays to Open for Pay Period form.

If a "No periods to open" message appears, check the Period Calendar. You may need to set up new accumulators.

Pay Sequence Numbering System

When you open a pay, you select a sequence number that is associated with a set of accumulators. The sequence number is derived from the Period Calendar that divides the year into pay sequences for standard pays. The sequence number is not necessarily unique.

Selecting the sequence number tells PayGlobal which accumulators it should use for the new pay. PayGlobal then generates a unique pay sequence number that it uses to reference the pay.

Recommendations

Complete all reporting for the previous pay before you open a new pay.

Ensure that you open standard pays for the same period code in chronological order. For example, after you close W/1, open W/2. Although you can have multiple standard pays open for the same period code (such as W/2, W/3 and W/4), we strongly recommend that you have only one open. For example, you should process and close W/2 before you open W/3 to ensure that employee leave balances, year-to-date balances and accumulators are correct.

Confirming that the Pay is open

Click the Pay Status icon on the PayGlobal toolbar to determine the current status of a pay.

• A red cross means the pay is open, but not fully processed.
• A green tick means the pay is open and fully processed.
• A hard-drive icon means the pay has been successfully closed.

Validating Employees

Employees are included in a pay only when their:

• Start date is less than or equal to the pay period end date.
• Termination date is empty.
• Period is the same as the Pay Period Code.

Leave for Casual employees

Pay processing automatically calculates annual leave for casual employees attached to a casual annual leave table. Casual employees are paid their annual leave as part of their wages so they have no annual leave liability.

Overdue annual leave (NZ)

In New Zealand databases, PayGlobal can automatically include overdue annual leave in an employee's wages when you open a standard pay in the following conditions:

• Database contains an allowance with Allowance Calc Method - L. Pay overdue holiday pay (NZ)
• Employee's Annual Leave tab contains an Overdue Accrued ($) value. This would only have been populated automatically prior to 2014.