Maintain Pay Element Definition

Enables you to create and update pay elements. If you are using the system as an integrated payroll and HR system, the department responsible for setting up pay details generally carries out this task for new employees.

When employees are paid, a breakdown of the amount they receive is provided on payslips. These payslips contain a list of payments (salary, overtime, etc.), a list of deductions (income tax etc.), and the appropriate net pay. Payment and deduction items are known as pay elements.

Pay elements can be assigned to organisational objects such as grades, or directly to the employee, and should be set up before you set up the organisational objected and employees.

Pay elements are identified by a unique four-digit numeric code. Codes in the range 1000 to 9999 are available for you to set up and maintain. Codes in the range 0001 to 0999 are reserved for system use (and you cannot edit certain fields).

Before you can fully complete all the pay element definition fields, you should have already set up:

Pension schemes using Pension Schemes.
Monetary tables using Monetary Table Definition.
Cost centres using Maintain Cost Centres.
Payslip messages using Payslip Message.
Banks/building societies using Financial Institutions.

To access this window, enter fast path HRPAYELMT.

Basic Detail

Long, Short Desc

Enter full and abbreviated descriptions respectively, to represent the pay element throughout the system.

Desc Detail

Click WINDOW to display Pay Element Descriptions, where you can maintain various descriptions for this pay element.

Payment/Deduction

Enter P or D to indicate whether this pay element represents a payment or deduction respectively.

Payment Destination

To specify the purpose of the pay element, enter one of the following:

E	Expenses to be paid via the payment system of the Expenses module and to be ignored during pay runs of the Payroll module. Expenses cannot be paid via the Expenses module unless you enter E here.
P or null	Payments or deductions to be processed via pay runs within the Payroll module.

Element Type

If you are setting up a pay element, enter the type or select one from the drop-down list. The options are set up in the PETYPE narrative category.

Note: Many of the details you are prompted to enter for pay elements are dependent on its type. Once a pay element is set up, you must be careful changing the settings in this field.

Sub-Type

Select a pay element sub-type from the drop-down list to further categorise the pay element. The options are set up in the PESBTP narrative category.

Ees/Ers Indicator

This field is only available for N type pay elements. Enter C to allow employer only values, B for both employee and employer values, or leave blank for employee only values.

Type Detail

This field is used to set the amount to be paid for this pay element. Click WINDOW to display one of the following windows depending on the selection in the Element Type field:

Grade Related

This field is not enabled if you entered C in the Ees/Ers Indicator field. Enter Y if the pay element is related to both a grade and spinal column.

Pension Related

Click WINDOW to display Pension Related Details, where you can indicate whether or not the pay element is used for pension calculations.

Second Currency

Enter a currency ID if you want to enable the employee and/or employer amounts to be entered/displayed in this currency in N, R and P type pay element windows for the selected pay element, or select one by clicking window to display Currency Selection.

Note: When a second currency has been specified in this field it must not be changed.

T & A Code

Enter a Time and Attendance code to be used for the specified pay element in the Time and Attendance module. This field is only available for non-system Normal or Rated Payment type pay elements.

Process Detail

Pay Element Live

Enter Y if this pay element is available for use, or N otherwise. The default is Y. For example, you could set this field to N for pay elements that represent a once a year staff bonus payment, and then change it to Y for the pay period in which the bonus is paid.

Grosses

Click WINDOW to display Accumulator Selection where you can select a country for which you want to view or amend accumulator details for the currently selected pay element.

Optional Accs

Click WINDOW to display Value Accumulator Selection where you can set up optional value accumulators.

Vetting Detail

Click WINDOW to display Vetting Details, where you can specify a series of checks you want the system to make to prevent erroneous data being entered or calculated for this pay element.

Unit Accs

This field is only available for R type pay elements. Click WINDOW to display Unit Accumulator Selection where you can set up unit accumulators.

Process Detail

Click WINDOW to display Processing Control Flags which holds a range of processing control parameters for the pay element.

Costing Detail

Click WINDOW to display Costing Details, where you can set up costing rules for the pay element.

More Detail

Click WINDOW to display Miscellaneous Details, which holds a range of miscellaneous information about the pay element.

Normal Pay Indicators

This field is not enabled if you entered C in the Ees/Ers Indicator field. Click WINDOW to display Normal Pay Indicators, where you can specify whether the pay element is regarded as being part of Normal Pay in certain calculations.

Payslip Message

Enter a payslip message code for this pay element, or select one from the drop-down list. This message is usually displayed on payslips for all employees who are allocated this pay element.

Obsolete Date

Enter the date on which this pay element becomes obsolete.

Buttons

Notes

Click this button to display Maintain Note Detail, where you can enter any notes or comments you want to record.

User Fields

Click this button to display Simple User-Defined Field Data if user-defined fields have been set up by your system administrator. These are extra fields used to record additional information that are specific to your organisation.

Linked Elements

Click this button to display Display Elements Linked to This Element, where you can view a list of all pay elements that are linked to this pay element.

MD41S1, MD41S1A