| | Setting up Separate Payslips for your company |
| Description | The Separate Payslips function allows you to split earnings and deductions across multiple payslips for a single employee within a processing period. Examples where you'll use this function are for bonus payslips, commission payslips and leave pay payslips during year-end close.  NOTE: Perform this setup at the start of a new pay period. after completing standard company setup changes. You'll need to activate the feature before starting any processing.
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| Resolution | Step 1 Enable the Separate Payslips function - From the Main Menu, go to Company.
- Select Miscellaneous.
- On the Miscellaneous Tab 2, tick 'Does this Company use Separate Payslips'.
- The Separate Payslips button appears at the bottom of the screen when activated.
Step 2 - Access the setup screen - Click Separate Payslips to open the setup screen
- A warning message will display. This reminds you that when you close the setup screen, all amounts on separate payslips will reset. This is based on the linked earnings and deductions
- Important:
- Set up separate payslips at the start of the pay period. Do this after completing standard setup changes (for example, payroll definitions, calculation methods)
- If you've printed or frozen a payslip, you need to unfreeze it to make changes
The setup screen includes the following sections (tabs): General screen |
Field on screen
| What to do | | How many Separate Payslips do you Plan for this Period? | Select the number of Separate Payslips that you plan for this processing period from the Combo Box. You can define a maximum of seven Separate Payslips. | | Are you doing a Leave Pay Payslip for this Period? | Select (tick) this option if you’re going to use a Leave Pay Payslip for this processing period. When you select this field, the system adds a Leave Pay Payslip as the last Separate Payslip description. You can't alter this description. If you use this option, you'll only be able to specify six other Separate Payslips. The Leave Pay Payslip is always the last Payslip in the list, but you don't have to print it last. | | Descriptions for Separate Payslips | The system displays a default description field for each Separate Payslip you specified in the Combo Box. Each Separate Payslip must have a unique name. Enter your own description. You won’t be able to delete a Separate Payslip description if you've already printed any Separate Payslips for that description. | | Accumulate Calculation Screen Hours and Units to: | The first Payslip accumulates the hours or units from the Calculation Screen by default, but you can change it to any required Separate Payslip number. | Link Earnings screen
Select which earnings you want to print on which separate payslip on the Link Earnings screen.
Select either Fixed, Amount, Both or Not Used in each field. NOTE: These selections refer to the columns on the Payslip Screen. Selecting Fixed, Amount and Both Both If you select Both for the first and second payslip, all earnings on the main payslip accumulate to the first Separate Payslip. This continues until you print the first set of Separate Payslips. After printing, the first Separate Payslip Screen freezes. Any input after that accumulates to the second payslip. Amount and Both If you select Amount for the first payslip and Both for the second, the figures in the Amount column accumulate to the first payslip. All fixed amounts accumulate to the second payslip. This continues until you print the first set of Separate Payslips. After printing, any new input accumulates to the second payslip. Amount and Fixed If you select Amount for the first payslip and Fixed for the second, all figures in the Amount column accumulate to the first Separate Payslip. All Fixed amounts accumulate to the second. After you print the first payslip, its screen freezes. Any new input in the Amount column now accumulates to the Difference Separate Payslip Screen because only Fixed amounts apply to the second payslip. Link Deductions Screen Deductions and company contributions - On the Link Deductions screen, you can only include or exclude the full deduction amount, except for leave pay payslips
- The system prints company contributions on the same payslip as the linked deductions
- When you link deductions, company contributions link automatically
- If you link a deduction to more than one payslip (excluding leave pay), the full amount appears on the first payslip
- Any input after you print the first payslip accumulates to the next payslip
- If the company uses rounding, it applies to all separate payslips
- Selecting Link all Ded’s links all deductions for the specified payslip. If not selected, link each deduction manually
Tax on separate payslips - Tax prints on all separate payslips automatically
- The system calculates tax per payslip based on the earnings on that payslip
- If you add input on the main payslip after printing the first separate payslip, the tax recalculates on all earnings
- Any shortfall from the first payslip prints on the last payslip with earnings and deductions
UIF on separate payslips - UIF prints on all separate payslips automatically
- UIF calculates per payslip based on the earnings on that payslip
- UIF applies in sequence from the first to the last defined payslip
- If you reach the UIF limit on a payslip, the system doesn't calculate UIF on subsequent payslips
- The system excludes certain earnings, such as commission, from UIF. If a payslip contains only commission, the system doesn't calculate UIF
- The system prints UIF adjustments on the last payslip with earnings and deductions
Rounding on separate payslips - Rounding applies to each payslip so that the net amount rounds up to the denomination set on the Company Miscellaneous screen
Items not split between separate payslips - Perks tax items, calculation and own screen amounts, and leave days print in full on each separate payslip. They aren’t split
Important:
Complete all input before printing any separate payslips. Messages when you close the Setup screen 1. If you haven't linked all Earnings and Deductions to at least one Separate Payslip: You need to link all Earnings and Deductions to avoid having differences on the Difference Payslip. if there are differences, you won't be able to proceed. 2. If you've specified a Leave Pay Payslip: If you've already activated Leave Pay for employees, but not paid them, you need to deactivate Leave Pay for them. Then you can activate Leave Pay again, so you can generate the Leave Pay Separate Payslip. |
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