The purpose of Payroll Preperation is to make all the necessary additions and deductions to the "basic" salary or wage that was set within
"C" "Edit/Create payroll database". These may be transitory adjustments such as overtime , travel expenses and "IOU's" or they could possibly be more enduring adjustments such as
Tax Credit, loan repayment and SMP.
If you select :
"1" "Prepare input:Overtime/Payments/Deductions"
from the opening menu and then "M" - for Monthly you will see the following screen:
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Soap plc
30 Apr 2003 Processing M1 2004
Menu
Name Janine Butcher BUT01
Basic £250.00 Hour Rate £2.234
(N)ext
(P)revious
(O)time
(S)tatutory Payments
p(A)yment
(D)eduction
p(E)nsion
(T)ax NI Over-ride
(C)alculate
(Q)uit
Please enter choice
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The employee database is sorted on "eecode".,ie "BUT01".
Note that the title states
"30 Apr 2003 Processing M1 2004"
The weekly and monthly payrolls contain "non-starters" and as there doesn't exist any
database entries from previous periods' "run-down" the programme deduces that the first
processing period must be period 1.
If you were to create and start your payroll from another period then the programme checks that all
the employees are "starters" and then requests you to enter the period number.
Therefore, the only occasion when you will be asked to enter the period number is when you first start your
payroll and it solely consists of starters.
Use the "N" and "P" keys to cycle through the database.
2.1.Overtime
Let's start putting in some data. Type "O" ............for over-time
_______________________________________________________________________________
Soap plc
30 Apr 2003 Processing M1 2004
Menu
Name Janine Butcher BUT01
Basic £250.00 Hour Rate £2.234
Enter a number ,p(a)yment,(d)eduction or q to quit this sub-menu
1 O/T: 1T 0.00
2 O/T: 1.5T 0.00
3 O/T: 2T 0.00
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Give Janine Butcher 4 hrs overtime at double-time.....type "3" and then "4"
and "Return".
Quit and (C)alculate. ( It isn't necessary to select Calculate for correct payroll processing. It is there so that
you can get immediate feed-back on the results of your input .)
[ The Soap plc database has these 3 Overtime profiles . You can can change or add to these
if you prefer . See section on "Payment & Deduction Profiles" ]
The payslip will appear in the "vi" text editor. If this is a new experience for you , I apologise but....DON'T PANIC....type ":q" RETURN
.. that's "colon little q" and you'll be back on terra firma.[ "vi" is like the browser "lynx".......... spartan and speedy........nice ;-) ].
[ If you prefer to use another text editor such as emacs or joe then you can
select from the main menu:
"B" "Edit Organisation Database"
and change the "EDITOR" to your choice.
"emacs" is good for ease of printing to a postscript printer.
If your working in a shell terminal within XWindows then EDITOR="kwrite" , KDE's
Advanced Editor works fine although not as fast as "vi". If there are other editors that deserve a mention please
email your suggestions. ]
Exiting the text editor will bring us back to the previous menu .[ Indeed, this is the only way back into payrollBash.]
If you wanted to delete the 4 hrs then you would edit it and enter "0" in place of the "4".
So to delete numbers whilst in payroll preperation enter "0". To delete "letter/s" use "space".
2.2 Statutory Payments
Let's proceed to (S)tatutory Payments
______________________________________________________________________
Soap plc
30 Apr 2003 Processing M1 2004
Menu
Name Janine Butcher BUT01
Basic £250.00 Hour Rate £2.234
Enter a number ,(o)vertime,(d)eduction or q to quit this sub-menu
1 SSP 0.00
2 SMP 0.00
3 SPP 0.00
4 SAP 0.00
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The programme allows for automatic calculation of SSP . If you want to erase the calculated figure and its attendant report then re-enter 0 in this field.
The programme produces a payment schedule for SMP,SSP and SAP if the calculation option is chosen.
These facilities are still under development so the results should be verified by manual calculation or by using the calculator programme on the "employers paye cd" issued by the IR or by going to the Inland Revenue web site and using the online calculator.
If you pick up a problem please forward a stat pay problem report.
The year-end P14 and period P11's will pick up these figures .
[ The Soap plc database has these as "dismiss" payments. That is to say that if you enter a figure
for eg. SMP of £76.00 in period 2 then the following period will automatically have nothing in this
field. You can change "dismiss" to "keep" if you prefer - but not recommended . See section on "Payment & Deduction
Profiles" ]
2.3 Payments
Now proceed to p(A)yments
______________________________________________________________________
Soap plc
30 Apr 2003 Processing M1 2004
Menu
Name Janine Butcher BUT01
Basic £250.00 Hour Rate £2.234
Enter a number ,(o)vertime,(d)eduction or q to quit this sub-menu
1 Mileage 0.00
2 Misc Expenses 0.00
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[ The Soap plc database has these as "dismissed" payments. That is to say that if you enter a figure
for eg. Mileage of £36.65 in period 2 then the following period will automatically have "0.00" in this
field. You can can change "dismiss" to "keep" if you prefer . See section on "Payment & Deduction
Profiles" ]
2.4: Deductions
Now proceed to (D)eductions.
___________________________________________________________________
Soap plc
30 Apr 2003 Processing M1 2004
Menu
Name Janine Butcher BUT01
Basic £250.00 Hour Rate £2.234
Enter a number ,(o)vertime,p(a)yment or q to quit this sub-menu
1 Student Loan 0.00
2 I O U 0.00
3 Loans 0.00
4 Savings 0.00
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"Student Loan" can be calculated automatically by entering "A" or alternatively manually by entering the amount to be deducted. If
you enter "A" you could then go back to "Calculate" to see the result of payroll processing. If there are insufficient earnings for a deduction to
be taken a message to that effect is sent to the error.log.
"Loans" is a "reducing" type of a "keep" deduction profile .See section on "Payment & Deduction
Profiles"
When you enter the first
deduction for the employee for this category it will ask for the "balance".
Thus, if
the loan was for £100.00 and to be paid-off at £25.00 per month then the entry would
look like the following and the payslip would have the c/f balance ( ie., £75.00 ) printed.
_____________________________________________________________________
Soap plc
30 Apr 2003 Processing M1 2004
Menu
Name Janine Butcher BUT01
Basic £250.00 Hour Rate £2.234
Enter a number ,(o)vertime,(s)tatutory payments,p(a)yment or q to quit this sub-menu
1 Student Loan 0.00
2 I O U 0.00
3 Loans 25.00 Balance 100.00
4 Savings 0.00
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The following month the screen would automatically read
3 Loans 25.00 Balance 75.00
and no further input would be required.
Once the loan is totally paid-off this line reverts to "0.00"
You can at any period change both the "deduction" and/or the "balance".
2.5: Pensions
Now proceed to p(E)nsions.
___________________________________________________________________
Soap plc
30 Apr 2003 Processing M1 2004
Menu
Name Janine Butcher BUT01
Basic £250.00 Hour Rate £2.234
Enter a number ,(o)vertime,p(a)yment or q to quit this sub-menu
Pension Amount lel uel Type SCON(COMP only)
1 0.00 0.00 0.00
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There are 5 fields to be completed. Only field 1 and field 4 are compulsory.
Amount
: If it is a flat amount then enter accordingly. If however it is
a % then enter a number less than 1 eg., .09 or 0.09. to represent 9%.
To delete a Pension entry enter "0".
-
lel
: This is the Annual lower earnings limit for a percentage based pension.
If you have set a CLEL(Company lel) then if this field is "skipped" the CLEL
will be used.
-
uel
: This is the Annual upper earnings limit for a percentage based pension.
If you have set a CUEL(Company lel) then if this field is "skipped" the CUEL
will be used.
Type
: STAKE COMP COSR APP. This is compulsory and will be checked to ensure there
is consistency between the NI Code and the Pension Type.
SCON(COMP only)
: This will only be offered for submission if the previous Pension
type selected was COMP. If the default SCON as set by "B" "Edit Organisation Database"
is required then this field may be "skipped".
2.6 Tax/NI Override
Now proceed to (T)ax NI Override.
___________________________________________________________________
Soap plc
30 Apr 2003 Processing M1 2004
Menu
Name Janine Butcher BUT01
Basic £250.00 Hour Rate £2.234
Enter a number ,(o)vertime,p(a)yment or q to quit this sub-menu
1 Tax override
2 EENI Override
3 ER Override
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Functions as expected. To give rebates enter negative figures.