Error
| Type | Feature | Error Description |
|---|---|---|
| Sync error | Employee file | Primary pay category is not valid |
Explanation
The Payroll classic platform has updated settings regarding pay categories and reclassified some pay categories to the primary category. This has restricted the list of pay categories that will appear against the primary pay category field in an employee's HR Employee file.
An employee’s primary pay category setting determines the default category used when determining their earnings. To help you out with this change, a primary pay category cannot be:
- A pay category linked to a leave category (e.g. annual leave taken)
- A pay category that has been set up as a fixed unit, for example, a first aid allowance.
- A pay category that is a linked category for example, overtime
Helpful Hint
If you are unsure of which pay category is a primary pay category for a specific employee, you can log into Employment Hero Payroll classic and access the employees' Pay Run defaults on the Payroll classic platform's employee file feature. By clicking on the Pay Category drop-down, within the Pay Run defaults section, you will see subheadings, such as Primary Pay Category, award pay categories, and so on.
Important
Please note that if you make no changes, it will not affect the employee’s current profile or their pay. However, the next time that you update the employee’s profile, for example, changing their personal details or bank details, a sync error will occur with the Payroll classic platform and you will need to take the below actions to correct the error.
Solution
You will need to update the employee settings on the Employment Hero platform to correct the primary pay category and resolve this error.
- Log in to Employment Hero.
- Click the People icon.
- Click the Employees List icon.
- Select the employee that needs a salary added.
- Click the Pay details tab.
- Click the Salary history tab.
- Click the Create a new salary button.
- Fill in the following fields:
Important
All fields should be identical to the employee's latest salary history, except for the Pay Category field. In the Change Reason field, you can select the Other option and enter a custom comment.
- Effective from.
- Industrial instrument.
- Classification
- Pay rate template.
- Anniversary date.
Important
Employment Hero uses the information within the Anniversary Date field and the Pay Rate Template field to calculate when to apply a pay rate increase to an employee file.
- Pay rate.
Helpful Hint
This field is only editable if you are not using an industrial award.
- Superannuation.
Helpful Hint
This field is only visible if you are not using an industrial award and have set the pay rate as per annum.
- Pay category.
Helpful Hint
This field is only editable if you are not using an industrial award.
If you cannot see the correct pay category for this employee, then you will need to update your data from payroll. For details on to do this, refer to the following article.
- Leave allowance template.
Important
The leave allowance template provides the public holiday dates for each state. So if you select the wrong leave allowance template, it will affect how your employees can apply for and submit leave requests.
- Pay schedule.
- Change reason.
- Comments.
- Click the Save button.
Further Information
You cannot assign a pay category configured to a leave category as a primary pay category. Where employees are taking extensive periods of leave, you should still assign employees a pay category used for earnings, for example, salary or Permanent/Casual Ordinary Hours. The platform will pay employees against the applicable leave-taken pay category, when you process the leave request in the relevant Pay Run.
You cannot assign a pay category configured as a fixed unit, as a primary pay category. You should still assign employees to a pay category used for earnings, for example, salary or Permanent/Casual Ordinary Hours. If the employee receives the fixed unit pay category on a recurring basis, for example, Director’s Fee, you can add this entitlement as an additional earnings line in the employee’s profile. If you need additional information on setting up an additional earnings line, refer to the following article.
You cannot assign a pay category configured as a linked category, as a primary pay category. Employees need to be assigned to the parent pay category used for earnings, for example, salary or Permanent/Casual Ordinary Hours. If the employee receives the linked category on a recurring basis, for example, Travel Hours, you can add this entitlement as an additional earnings line in the employee’s profile. If you need additional information on setting up an additional earnings line, refer to the following article.