Summary

The Dates tab page records important dates for employees in your organisation.

Fields

Start date:

Date the employee started employment with your organisation. PayGlobal uses this date in the employee's Leave tab Start date fields for annual leave, sick leave, long service leave and leave credits (see Employees - Leave).

When you open a pay, PayGlobal includes an employee in that pay sequence only if their Start Date is less than or equal to the pay period end date.

Commencement date:

Records significant changes in employment, such as when an employee changes position or status (from casual to full-time). This field is used mainly for reporting, and it does not affect other areas in PayGlobal.

Anniversary date:

An employee's Anniversary date is system-generated and view-only. It is derived from the Start date plus 12 months and rolls over every 12 months.

The Anniversary date is the date of the employee's next anniversary of employment with the organisation. For example, if the employee started on 10/03/2009, then their next anniversary date will be 10/03/2010.

If you are transferring to PayGlobal from another system, then the anniversary date is set to the next anniversary date. Therefore, an employee with a start date of 21/03/2009 will have an anniversary date of 21/03/2010.

PayGlobal automatically populates the Anniversary date field as part of the closing procedures for the first pay period.

Review date:

Date of next salary, performance, incident or probation review.

Planned termination date:

Allows you to enter future termination dates for employees. Payroll and Rostering are the only modules that use this field.

When you open a standard pay, PayGlobal displays a message in the audit log for each employee whose planned termination date falls within the pay period date-range.

The virtual roster treats the planned termination date as if it were an actual termination date so no roster will be generated past the date.

This field is also available in Diary Rules. It can be marked automatically in Diary View using diary processing.

Termination date:

Date the employee stopped working for your organisation.

Although you can enter the Termination date manually, it is usually populated from the employee's:

• Termination transaction

  - or -

• Employee Termination record (Australia).

If an employee has a Termination date, then you can still pay them payroll transactions for post-termination payments, such as adjustments, back pay, and commission. You can enter any type of transaction made after the employee was terminated.

As a result, the following message appears when you delete an employee's Termination date:

“You do not need to remove the termination date to pay this employee because terminated employees can be paid. Are you sure you want to remove the termination date?”

• Yes - Termination date field remains empty.
• No - Termination date value is restored.

  Note: If an employee is terminated in a pay that has Opening balance set to "Yes", then the Termination date and Termination reason fields are not updated. You should not terminate employee's in an opening balance pay.

Termination Reason:

Records the reason that an employee stopped working for your organisation. Although you can enter the Termination Reason manually, it is usually populated from the employee's:

• Termination transaction

  - or -

• Employee Termination record (Australia).

In Australian databases, PayGlobal checks the employee’s age when you:

• Save an Employee Termination record that has a Termination Reason with Termination type = "Bona-fide redundancy or approved early retirement". If the employee is older than the retirement age (the pension qualifying age based on the employee's age on termination), then the following warning appears:

  “This employee has been terminated with “Bona-fide redundancy or approved early retirement” termination type and is [current pension qualifying age for the employee] years or older. These types of terminations are not valid for employees of this age. Do you wish to proceed in saving the record?”

• Process a Employee Termination transaction that has a Termination Reason with Termination type = "Bona-fide redundancy or approved early retirement". If the employee is older than the pension qualifying age, then the following warning appears in the audit log:

  “This employee has been terminated with “Bona-fide redundancy or approved early retirement” termination type and is [current pension qualifying age for the employee] years or older. These types of terminations are not valid for employees of this age. Check this record before proceeding.”

Retirement date:

PayGlobal automatically calculates an employee's Retirement date based on their Date of Birth and the Compulsory retirement age (see Company Settings - Misc).

Note: You can set up payroll rules that display a warning in the Process Pay audit log if an employee's Retirement date occurs in the current pay period or the next pay period.

Parental Leave:

Yes/No field that indicates whether an employee is on parental leave. This field must be updated manually.

In Australian databases, if an employee is on parental leave and you do not want them to accrue leave, then you should ensure that leave accruals are suspended with the current accruals left intact. On the Leave tab ensure that leave codes are set to accrue zero values. Do not remove the leave codes to suspend the accrual because this action will reset the employee's current accruals to zero.

P/L start date:

The date the employee's parental leave starts.

P/L end date:

The date the employee's parental leave ends.

These dates are managed manually and are used mainly for reporting purposes. Neither of the parental leave dates are used by any other areas of PayGlobal. For example, entering dates here will not automatically suspend leave accruals.

Length of service:

For current employees PayGlobal displays the length of time between the employee's start date and your PC/Server date (today's date).

For terminated employees' PayGlobal displays the length of time between the employee's start date and the employee's termination date.

Workforce management start date:

This field will only be visible if fully featured workforce management integration has been enabled within Company Settings. If a date is entered here, then this will be when workforce management integration with this employee is effective from. If no date is present or a date later than today's date is present, then workforce management integration for this employee is currently disabled.

Is onboarding to PayGlobal:

This is a Yes/No field to indicate when an employee is still in the process of being onboarded into PayGlobal. While the employee is in the process of onboarding (eg. the field is set to Yes) they cannot be added to pays and any payroll imported transaction data for the employee will be ignored.

Onboarding source:

This read-only field is used to indicate where the employee data originated from. This is blank for employees directly entered into PayGlobal but will be populated for those added to PayGlobal via workforce management integration.

Reinstating an employee who has been terminated in error

Clear the Termination date and Termination reason fields.

If this employee code is attached to a User Profile, then PayGlobal automatically updates the User Profile Termination date field each time the employee's Termination date is edited.