You can add in pay period absences under the ‘Change’ button menu – right click the employees name down the left hand side, select ‘Open and Pay Employee’, click ‘Change’ and then select the ‘Absence Recording’ tab along the top:
After clicking ‘Add New Absence’ you can select a number of different absences from the ‘Absence Type’ drop down menu.
Setting up SSP
Sick leave is added period by period, so a week by week or month by month, depending on how you pay the employee.
Right click on the employees name and select ‘Open and Pay Employee’ to bring up the open and pay screen
Click on the ‘Change’ button on the open and pay screen
Select the ‘Absence Recording’ tab along the top. NOTE: Any changes here will affect the current pay period only
Click the ‘Add New Absence’ button and select ‘Sick Leave’ from the ‘Absence Type’ drop down menu:
You can access this screen by selecting the employees name down the left hand side and then selecting ‘Employee’ > ‘Open and Pay Employee’ >
Enter the ‘Start Date’ and ‘End Date’ (including waiting days) of the sickness. Note that the date entered in the finish date is included as a day off sick.
The number of ‘Qualifying Days’ used in the SSP calculation can be set. Qualifying Days are the number of days that the employee works in a normal working week.
Set the ‘Basic Pay Adjustment’ in the bottom right hand corner:
o Reduce Standard basic pay by Statutory Pay:
This option reduces the basic pay by the SSP amount, thus giving you the same gross total pay, just a combination of SSP and ‘Basic Pay’.
o Do not Pay Basic Pay:
This option will clear the employees ‘Basic Pay’ to 0.00, leaving only the automatically calculated SSP amount
o Pay Basic Pay as entered:
This option allows you to pay whatever you want to the employee in ‘Basic Pay’ alongside the automatically calculated SSP amount
Click on 'Save Absence' button along the bottom
Click ‘Close’ along the bottom to return to the ‘Open and Pay’ screen
Any SSP calculated will appear under the ‘Additions’ box on this open and pay screen:
Recording Holiday
Setting up Holiday Entitlement
You will first need to setup holiday entitlement for the employee(s) before you can record and pay holiday through the software.
Right click the employees name down the left hand side and select ‘Employee Maintenance’ > ‘Personal’ – in here you can setup the employee holiday allowance:
Holiday Hours:
If the employee’s holiday entitlement is measured in hours tick the ‘Holiday Hours?’ tick box. If left un-ticked the holiday entitlement will be measured in days.
If the system doesn’t hold enough information to calculate the Average Weekly Earnings automatically, you will be asked to enter the Average Weekly Earnings for the eight weeks prior to the absence.
The sick pay will calculate the amounts automatically for you – as long as the employee earns above the LEL (Lower Earnings Limit) and that this is or they have had a continuous absence for
4 days (within a 56 days period).
The first 3 days of SSP are known as qualifying days and they are not payable. The most up to date SSP details can be found under the ‘Help’ > ‘Rates’ > ‘SSP’.
Before recording holiday leave, holiday entitlement should be specified against the employee(s) under ‘Employee’ > ‘Employee Maintenance’ > on ‘Personal’ tab.
Holiday Allowance:
The total amount of holiday entitlement should be entered here.
Holiday Taken:
Displays the amount of holiday taken, half days appear as 0.5.
Recording Holiday
Once you have setup holiday entitlement for you employee(s) you can then record it when going to pay the employee for the pay period.
Holiday is recorded when paying the employee: Right click the employees name down the left hand side and select ‘Open and Pay Employee’ > ‘Change’ > ‘Absence Recording’ Click the ‘Add New Absence’ button and select ‘Holiday’ from the ‘Absence Type’ drop down
box. Enter the ‘Start Date’ and ‘End Date’ as required
Enter in the days/hours they have taken in the ‘Holiday Taken’ box Click ‘Save Absence’
Continue to the next section of the manual below ‘Recording Holiday Additions’.
Recording Holiday Additions
Once the Holiday has been recorded, you will need to setup an addition if you want to pay out holiday alongside any basic pay the employee is receiving. This will then show the holiday and basic pay separately on the payslip.
If you have not already done so, you will need to create an addition:
Creating a Holiday Addition:
Whilst still on the ‘Absence Recording’ tab (continuing on from the ‘Recording Holiday’ section of the manual above) – click on the ‘Additions’ tab
Click the ‘Create Addition’ button in the bottom right hand corner Click the ‘Add New’ button of the new screen that pops up
Enter the addition name under ‘Description’ as ‘Holiday’ or ‘Holiday Pay’, whatever you want to call it (the name will appear on the additions)
This function is used purely to record holiday dates and holiday taken and does not calculate holiday pay automatically - If holiday pay needs to be applied as an addition, where you can specify the amount
Set a short code if required (for importing additions using spreadsheets in Payroll Bureau/Specialist)
Tick the relevant ‘Subject to’ tick boxes (Tax, NI and Att. Earn will be ticked by default) Specify a rate/rate factor if paying the holiday addition on an hourly rate
Click ‘Save’ and ‘Close’.
Once a Holiday Pay addition has been created you can add this addition against the employee:
Adding in a Holiday Addition:
Whilst still in the ‘Open and Pay Employee’ > ‘Change’ screen click on the ‘Additions’ tab Select ‘Add New Addition’
Select the Holiday addition you have created from the drop down box Enter in the ‘Amount/Hours’ you want to pay the employee
Click ‘Save Addition’ and then ‘Close’
The holiday pay figure will appear in the ‘Additions’ column of the open and pay screen:
You can now calculate and pay the employee.
Any holiday days/hours taken will be recorded under ‘Employee Maintenance’ > ‘Personal’: