Summer 2019

Take Back Control During Pay Processing: Locking Pay Periods

Why lock pay periods?

This stops employees from making last-minute changes to their leave and timesheets and gives you space to process the payroll. Find this feature in Administrator > Pay Point Setup > Lock Pay Periods. You can stop changes being made to timesheets from a specific date and time (from today until the end of the current pay period), or make a lock effective immediately (lock now). Locks remain in place until the pay is processed (you can also manually remove locks by clearing out the dates and times).

There is also an option (Lock Date Costing) to prevent employees from making changes to historical costing timesheets that were created before a specified date, so costing reports can be finalised.

Who can be locked out?

You can lock out non-approvers to give approvers a chance to approve leave and timesheets without changes being made to them. You can then lock out all employees (including approvers) just before pay processing.

Leave Analytics: Key Informational Codes

Why leave informational codes are so important

For the most part, informational codes operate under the radar, triggering calculations and controlling system functions. Some informational codes are added to timesheets, pay adjustments and employee masterfiles. Others exist deep within the system, capturing and assimilating data throughout the year. You can tap into this treasure trove of data simply by reporting on informational codes. Codes that are ripe for the picking are leave codes. By reporting on these codes, or including them in queries, you can see the total value of employee leave and check that they have accrued the correct leave for the period.

Which informational codes?

Here are three informational codes that are definitely worth your time:

  • MOVANN automatically records the net accrual of annual leave hours for all employees after pay processing (excluding leave taken in that period).
  • ANNACR automatically records the annual leave accrual balances for each employee for a period after pay processing.
  • ANNLVE does the same, but for entitlement balances.

All informational codes are available to each leave type.

How to report information collected by these codes

  • ANNACR and ANNLVE can be used to post leave liability to your GL.
  • MOVANN can be used to post leave movement values to your GL.
  • Include all three in Query Manager or Payroll Analyst to report on average leave balances for past periods.
  • Tag all three in Payroll Analyst to report how leave is costed (based on employees’ current default cost centres).
  • Create a query under the Advices category in Query Manager to see how leave was costed, by pay period for each employee.

For more information, see F1 help.

Reporting Spotlight: Getting Organisational Insights

Affinity contains a large number of ready-made Crystal Reports (Main Menu > Reporting > Crystal Reports) that report on a wide range of data in your system.

ORG16 Organisation Establishment Export Report

Shows current filled positions, and which positions they report to. If you output to a spreadsheet you can then sort and filter by things like group, division and department.

ORG17 Organisation Hierarchy Vacant Positions

Shows current vacant positions. Useful for managing position hierarchy and planning succession.

HRM40 Employee Postions and Incumbents

Shows which incumbent positions report to which incumbent positions. Has an advantage over Query Manager which shows the positions, but doesn’t indicate which are filled and which are empty.

Pay Elements That Change How Payments Are Processed

In this edition of Did You Know, we look at six pay elements that control how employee payments are processed and paid.

ALLDED

If added to a timesheet or a pay adjustment, ALLDED finds all active allowances, deductions and informational codes in the employee masterfile then pays/deducts/processes by the number of pay periods specified. For example, if you enter 3 units of ALLDED, 3 pay periods worth of allowances, deductions and informational codes will be processed for the employee. If you enter 99 units of ALLDED, all deductions and informational codes will be stopped for this pay only.

ALLWKS

If added to a timesheet or a pay adjustment, ALLWKS finds all active allowances in the employee masterfile then pays the number of pay periods specified. For example, if you enter 3 units of ALLWKS, 3 pay periods worth of allowances will be processed for the employee. If you enter 99 units of ALLWKS, all allowances will be stopped for this pay only.

DEDWKS

Works the same as ALLWKS, but for deductions only.

NOPAY

If entered into an employee’s timesheet or type 2 pay adjustment, NOPAY fully stops that employee’s pay.

PAYWKS

PAYWKS combines the functionality of ALLWKS, BNKWKS, DEDWKS and TAXWKS into one pay element. If a situation arises where you need to apply the actions that all of these pay elements perform, then use PAYWKS to type 2 pay adjustments and timesheets.