Available for the following Payroll plan: Free Payroll, Core Payroll
Available for the following user access level: Admin
Question
How do I view pay run warning messages in a pay run?
Answer
You can use the Warnings feature to view all the error messages the payroll classic platform has encountered within a pay run.
Helpful Hint
You can customise the pay-run warnings that display via the Pay Schedule Settings feature.
Viewing pay run warning messages
- Click the Pay Run menu.
- Click on the pay run that needs warning messages viewed.
- Click on the Warnings tab. You can click the drop-down button to view further details about a specific warning.
Further information
Pay run warning definitions
| BACS details missing. | The platform displays this warning when there are no available bank account details provided for a pay run. |
| Employee expense without a tax code selected. | The platform displays this warning when applying an expense in a pay run, and it does not contain a tax code. This only applies with a business connected to an online journal service and that has synced their tax codes against the expense categories. |
| Employee has reached their leave cap. | The platform displays this warning for any employee whose leave entitlement has reached the maximum accrual for the year. |
| Employee taking more leave than accrued. | The platform displays this warning when an employee is attempting to take more leave than they have accrued. |
| Employee with birthday. | The platform displays this warning when an employee has a birthday during the pay run period and may need to have their rate of pay reviewed. |
| Employee with duplicate earnings lines. | The platform displays this warning when there are multiple earnings lines associated with the same timesheet line that contains the same units, pay rate, total earnings and notes. |
| Employee with earnings below NMW/NLW. | The platform displays this warning when an employee does not have earnings above the National Minimum Wage or National Living Wage. |
| Employee with expired qualification. | The platform displays this warning when an employee's qualification has expired within the pay run period. |
| Employee with late submission reason. | The platform displays this warning when you send a late submission via an FPS file late, i.e. after the pay date. This could happen because you need to correct YTD figures, or you missed an employee payment within the pay run. You will need to select a reason you are sending a late submission via an FPS file; otherwise the HMRC will automatically apply a penalty. |
| Employee with negative earnings amount. | The platform displays this warning when the net payment amount for an employee is less than 0. |
| Employee with pension contribution refund. | The platform displays this warning when the new payment for an employee is less than 0. |
| Employee with tax code update applied. | The employee has a tax code updated and applied to the pay run. |
| P9 tax code notices. | The platform displays this warning when the HMRC sends out P9s between February and the start of a new tax year, but there are specific tax code changes for the next tax year and that you should apply these until you are running a pay run in the new tax year. |
| Employee with unknown National Insurance number. | The platform displays this warning when an employee has not provided their National Insurance number. |
| Employee with unpaid earnings. | The platform displays this warning when an employee has an earnings line with hours applied, but the total value of the earnings line is 0. This usually means that there is an error with the employee's rate of pay. |
| Employee with work anniversary. | The platform displays this warning when the anniversary of the employees start date occurs during the pay run period and they may need to have their rate of pay reviewed. |
| Error applying tax code update to employee. | The platform displays this warning when the platform could not apply the relevant tax code. |
| Incomplete pay run tasks. | The platform displays this warning when created tasks for the pay run in question require completing. |
| Leave request ends before pay run dates. | The platform displays this warning when an employee's leave request is backdated and is therefore not relevant to the current pay period. |
| Leave request extends past pay run dates. | The platform displays this warning when an employee's leave request spans multiple pay periods. This warning is important as it highlights only a portion of the leave request that needs applying in the pay run. |
| Pending expense requests. | The platform displays this warning when an employee has submitted an expense request pertaining to this pay period and still needs approval. The platform does not allow you to apply pending expense requests to a pay run unless approved. For automated pay runs, the platform will not apply pending expense requests in the pay run. |
| Pending leave requests. | The platform displays this warning when an employee has submitted a leave request pertaining to any dates within that pay period that need approving. The platform does not allow you to apply pending leave requests to a pay run unless approved. For automated pay runs, the platform will not apply pending leave requests in the pay run. |
| Pension auto-enrolment status changed. | The platform displays this warning when an employee's auto-enrolment status changes. |
| Pension scheme requires authorisation. | The platform displays this warning when either the user has not authorised the scheme with the pension provider via PensionSync. Alternatively, the authorisation details may have changed and the user needs to re-authorise using the new credentials to make a submission. |
| Previously terminated employee. | The platform displays this warning when an inactive, previously terminated employee appears in the pay run. |
| Employee had a start/termination date within the pay period. | The platform displays this warning when an employee, set up with default standard hours, has either started employment or terminated employment mid-pay period and so the platform calculates pro rata hours. This warning acts as a reminder to check that the platform has calculated the employee's pro rata hours correctly. |
| Terminated employee with outstanding recurring expenses. | The platform displays this warning when a previously terminated employee, owed an expense reimbursement amount from their expense pay run inclusion, appears in the pay run. |