While processing your pays you may see alerts on the Draft Pay screen if there's an aspect of the pay that requires your attention. These alerts can be seen in the header of the pay, as well as next to the name of the affected employee.
Types of Alert
Error - This will be shown as a red icon and will prevent the pay from being sent. These errors are related to crucial issues with the pay that must be fixed in order to proceed.
Warning - These are displayed as a yellow icon and are intended to bring your attention to a particular aspect of the pay. They won't prevent the pay being sent, but may prevent expected functionality. You should check each warning before deciding whether to proceed with the pay.
To see additional information on the alert you can either hover your cursor over an alert triangle or click into the Employee with the Warning/Error to see an explanation of what has caused the alert.
Errors will completely prevent a pay from being sent. The only error for PayHero pays is:
A valid number of Work Days are required for Employees being paid in a pay cycle.
To correct this error, you'll need to enter the number of days worked over the pay period by clicking into the affected employee from the draft pay and entering the value into the 'Work Days' field at the top. If you wish to prevent this error occurring, the Work Days field will be automatically populated for any employees who have a detailed Work Pattern in their Employment tab, or who record timesheets.
Warnings won't stop the pay from being sent, but they are intended to prevent any potential oversights or provide an explanation of what's taken place in a pay. You should decide whether you wish to apply changes, or ignore the warning.
There may be a warning in the pay you are aware of, such as an employee exceeding their sick leave due. If you're happy to include this in the pay regardless, you can simply ignore the alert or alternatively, click the 'x' on the warning banner to hide the details for the alert.
The warning icons will still exist next to the employee name and in the pay header.
Alternatively, if the warning is one that can be fixed outside of the pay you can remove the employee from the pay and then add them back once the issue is fixed in order to reload the pay without the warning.
The possible warnings which can appear in a pay include the following:
- An alt day has not been accrued as [HOLIDAY NAME] is not an otherwise working day.
This means the employee worked on a public holiday, but PayHero determined that the holiday was not an Otherwise Working Day for the employee, so didn't accrue an alternative day. If you wish to apply an alternative day for the employee you can manually add that to the balance after sending the pay.
- Exceeded alternative leave due
- Exceeded annual leave due
- Exceeded sick leave due
- Exceeded time bank due
These warnings notify you that an employee taking leave is exceeding the balance of leave Due to them. If you're happy for them to take the leave in advance you can simply ignore the warning. This is particularly the case for employees taking Annual Leave who have enough Estimated Leave Due to cover their leave. Learn more about leave balances here: Employees - Leave
- [HOLIDAY NAME] not paid as it is not an otherwise working day for this employee.
This means the employee didn't work on a public holiday, and PayHero determined that the holiday was not an Otherwise Working Day for the employee, so didn't pay them for the day off. If you wish to pay them for the day off anyway, simply add the Public Holiday pay line into their pay.
- [HOLIDAY NAME] not paid due to extended unpaid leave.
- [HOLIDAY NAME] not paid due to parental leave.
- [HOLIDAY NAME] not paid due to unpaid leave.
The pay contains a public holiday, but the employee was not paid for the day off due to an extended absence covering the pay period. If you wish to pay them for the day off anyway, simply add the Public Holiday pay line into their pay.
- Salary amount may be incorrect. Insufficient work pattern to determine leave days.
The employee doesn't have a sufficient Work Pattern or timesheet history for PayHero to work out Otherwise Working Day. As a result, PayHero was unable to accurately determine their leave days and salary - you may need to manually adjust their leave days in the pay, and update their Salary hours accordingly (salary hours will become available to edit as soon as you make changes to the leave quantity). Alternatively, if the employee should have a more detailed Work Pattern set, you can remove them from the pay, update their Work Pattern, then add them back into the pay.
- The Holiday Pay amount for this employee is not [HOLIDAY PAY PERCENT]
The employee is on Holiday Pay As You Go but their Holiday Pay payment is not equal to 8% (or their Holiday Pay Rate if different) of their gross earnings for this pay.
- There is a Direct Credit payment line for this employee but they do not have a bank account set.
The pay contains a payment amount against the pay line 'Direct Credit', but the employee doesn't have a bank account in their settings. If you use our Bank Batch Files to pay your employees, this employee would not receive payment. To correct this, remove the employee from the draft pay, update their bank account, then add them back into the draft pay.
- There is a leave line with 0 days. Leave days are used to reduce the employee's leave balance.
A leave line in the pay has had the 'Days' set to 0. Days are required in order for the employee's balances to accurately reduce - ensure you set the Days on the leave line.
- There is an Extended Unpaid Leave line for this employee. This will extend their holiday anniversary date.
The employee has Unpaid Leave of more than a week, which is being processed as Extended Unpaid Leave and will push out their next holiday anniversary accordingly. Learn more about Unpaid Leave here.
- There is an unapproved leave request that will not be included in this pay.
The employee has a leave request which falls in the pay period, but which was not approved at the time the pay was created. To correct this, remove the employee from the draft pay, approve (or decline) their leave request, and add the employee back into the draft.
- There is time for a day that also has an approved leave request.
The employee has timesheet entries on a day that also includes a leave request. It's important to check the employee hasn't recorded hours worked when they were actually on leave, however this may be correct if the employee took a half day of leave and worked half a day.