You may need to create pays in advance or pay more than one pay period in a pay run when for example:
your company is shutting down over the Christmas break and you want to pay 2 (or more) periods instead of 1
you're going on leave and want to process the pays in advance, as you will be away
an employee has requested that they receive Leave in advance
There are two options for processing pays in advance and it is up to you to choose the relevant option for your organisation:
Include the advance pay in the normal pay run
Process periods in advance
Option One - Include the advance pays in the normal pay run
Use this option if you are paying one employee in advance, e.g. when the employee has requested their leave in advance. You can also use this option to pay all employees in advance. To do this, either:
Change the Number of Periods in the transaction, e.g. from 1 to 2, if you were paying two periods. This will tax the transaction over two periods and apply two lots of Autopay, Additions, Deductions, Bank Splits and Superannuation, where applicable.
Enter multiple transactions e.g. one for the normal period and one for the advance pay.
Things to consider
If you are paying all employees in advance when you update leave, you can update a future date, e.g. the end date of the advance period.
The EFT file, Pay Advices, STP Pay Event and Reports will include the normal pay and the advance pay.
For advance pays for all employees, when you complete the End of Pay, you can change the End of Next Period to be the next Period End Date you will process.
If you import leave from a third-party system using Leave Processing, there is no option to import the leave in advance. In the first period, override the hours in the timesheet to be the total leave hours and change the number of periods. In the subsequent periods, delete the transaction. Alternatively, place the leave on hold and process it in the final week and delete it from the timesheet.
If you are paying one Employee in advance and they are autopaid, you can suspend the Autopay for future periods. For more information, refer to the article Suspend Autopay for an Employee.
Option Two - Process Pays in Advance
You could use this option if you are paying all employees in advance.
To do this, you would :
Once you've completed your Normal Pay, enter the transactions early e.g. the week before going on leave or Christmas shutdown. This could be by importing leave or transactions, entering timesheets or using Multi-Employee Timesheet (MET).
Process the pays as per your normal process with the below considerations.
Things to consider
When producing the EFT Export File, change the Date to be Processed by the Bank. This will default to today's date, but change it to the date you want the bank to process the file.
You will need to produce Pay Advices to trigger the STP Pay Event. You can change the Advice Date, this will default to today's date.
When you produce Pay Advices using Upload to ESS or Email, these will be made available to the employees when you click Produce. If you are not ready to send the Pay Advices to your employees, but want to create the STP Pay Event, change the Delivery Method to Print and print them to a PDF. You can re-print the advices at a later date and use Upload to ESS or Email as the Delivery Method.