Employee's rate changes can be actioned by:
Updating the Employee (Payroll, Maintenance, Employees)
Updating Pay Classes (Payroll, Maintenance, Rates)
Ticking Apply new rates to employee on process in Back Pay (Payroll, Transactions, Processing)
Using Employee Pay Rates or Pay Class Pay Rates in Update Pay Rates (Payroll, Transactions, Processing)
Importing changes via New/Edit Employees (Payroll, Maintenance, Employees)
Importing changes via Implement HR Changes (Payroll, Maintenance, Employees)
The new rate will be used in any transaction entered after the change has been saved. If the rate change occurs mid-period, on the transaction, enter one line at the old rate and one line at the new rate with the applicable hours.
Note: Changes made to Pay Classes will affect all employees, including Terminated Employees, and Terminated Employees will appear on the Employee Audit Report with a rate change. To avoid this, remove the Pay class from the Terminated Employee's Rate details before updating the Pay Class rate.
Rate Change via the employee record:
Go to Payroll, Maintenance, Employees, Employees.
Edit the employee.
Select Rate Details.
Enter the new rate in either:
Yearly Salary for an annual increase.
Auto Pay Amount for an amount per period increase.
Normal Rate for an hourly increase.
Click Calculate next to the rate you updated. This will apply the increase to the other rate fields. For example, if you update the Yearly Salary, the system divides it by the number of pay periods to calculate the Auto Pay Amount, and then divides by Normal Hours Paid to determine the Normal Rate.
Click OK to save.
To enable Rate Change details to be recorded:
If required, you can record when and why a rate has been changed.
Go to Payroll, Maintenance, General, General Parameters.
Select the Other tab.
Tick Enter Rate Change Effective Date & Reason.
Click OK.
When a change is made to an employee's rate and the change is saved, the Rate Change window pops up to enter the Effective Date and Reason.
Effective Date is mandatory, Reason is optional.
The Effective Date is a historical record for reporting purposes of when the rate is valid from. It will not affect when the rate is applied to transactions.
View Rate Changes
Rate Change details are available in Employee Enquiries on the Rate Changes tab when viewing a single employee or in IQB-EMP009 - Payroll Employee Salary Changes Report.
If the effective date or reason is incorrect, the administrator can change the incorrect value through Employee Enquiries.
To change a date or reason:
Log in as Admin.
Go to Payroll, Enquiries, Employee Enquiries.
Select the Employee and From Date and To Date. The date range will need to include when the change occurred.
Click View.
Select the Rate Changes tab.
Highlight the incorrect entry.
From the toolbar, click the Edit button and enter the correct details.
Click OK to save.