The final stage in the pay cycle is to terminate (complete) the pay cycle process. Up until you run pay cycle termination, you can remove employees and recalculate them any number of times, until all employees have pay details that are correct. Only when you have terminated the pay cycle, can the employees be paid for the next pay period.

Note: If necessary, you can undo an employee’s pay calculation after pay cycle termination. For more details, see Payslip Reversals.

Note: A screen is not displayed for pay cycle termination unless it has been enabled. The screen displays a warning message informing you that other processes must be run before termination takes place. To enable the pay cycle termination screen, you must create a new task via the Maintain Tasks option. In the Maintain Tasks option create new task HR69S4 - Term. Pay Cycle + Confirm, and then via the Multiple Screens field add screen MD69S4.

Termination Procedure

The termination procedure consists of the following main processes:

  1. If the control group that the employee is attached to has N selected against the Temporary Input field on the Pay Calculation Parameters screen, then the temporary pay element details for each employee are deleted.
  2. If the control group that each employee is attached to has N selected against the Payslip History field on the Pay Calculation Parameters screen, then the payslip details for the employee are deleted after being used to update the employee’s records.
  3. The system marks any temporary pay elements that are retained as being processed, so that any supplementary pay runs do not try to process them. See Running a Supplementary Pay Cycle for details.
  4. The system uses each pay run pay element to update the employees’ records with new year-to-date totals.
  5. The system uses each pay run pay element to work out all new reducing or accumulating balances that may be defined for the pay element.
  6. The National Insurance Grosses Summary window on the employee’s SMP Detail screen, used by the system in the average week’s pay calculations for SMP and SSP, is updated with this pay period’s National Insurance gross amount (pay element 0910). If the employee’s pay type is a multiple of a week/month, then an entry in the National Insurance grosses summary details is written each week/month. Any historical entries now outside the limit entered in the Weekly/Monthly Limit field on the SSP Rates and Parameters screen, are deleted.
  7. If the employee has received SMP this pay period, then all weeks in the employee’s MPP that were paid this period are marked as having been paid. If SMP has been paid for the number in the Number of Weeks in MPP field in Maintain SPLP Parameters, then the MPP is marked as being complete, and no more SMP is due for the employee.
  8. The fields Last Paid Year, Period and Date on the employee’s Basic Pay Detail screen are updated with this pay period’s details. Any employee with a D, F, NT or National Insurance tax code who was paid on a cumulative basis have their tax code basis reset to week 1/month 1.