Question
How do I view pay run warning messages in a finalised pay run?
Availability
| Payroll Plan: | Standard | Premium |
Answer
You can use the Warnings feature to view all the error messages the payroll platform has encountered within a finalised pay run.
View pay run warning messages
- Log into your Employment Hero Payroll platform.
- Click the Pay Run menu.
- Click on the finalised pay run that needs warning messages viewed.
- Click on the Warnings tab.
Helpful Hint
You can click the drop-down button to view further details about a specific warning.
Further information
Pay run warning definitions
| 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 therefore may need to have their rate of pay reviewed. |
| Employee with duplicate earnings lines. | The platform displays this warning when there is multiple earnings lines associated with the same timesheet line that contains the same units, pay rate, total earnings, and notes. |
| Employee may have missed leave entitlement. | The platform displays this warning for any employee whose leave entitlement has reached the maximum accrual for the year. |
| Employee with expired qualification. | The platform displays this warning when an employee's qualification has expired within the pay run period. |
| Employee with expired Tax Rate (STC or WT). | The platform displays this warning when the employee's tax rate has expired in that pay period. |
| Employee with negative earnings amount. | The platform displays this warning when the net payment amount for an employee is less than 0. |
| Employee with expired Student Loan Deduction Rate (SDR). | The platform displays this warning when an employee's SDR has expired in that pay period. |
| IRD Settings do not exist for this business. | The platform displays this warning when you have not completed your business IRD Settings. If you have not completed the IRD Settings, then the Payday filing reporting functionality will not be available. |
| Payday Filing has not been downloaded for reporting to the IRD. | The platform displays this warning when you finalise the pay run to advise that the Payday filing - Employment Information is available for you to review, download and upload to your IRD portal. |
| Payday filing amendments exist which must be reported to the IRD. | The platform displays this warning when you finalise the pay run to advise that the Payday filing - Employment Information Amendment is available for you to review, download and upload to your IRD portal. |
| 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(zero). This usually shows 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 therefore may need to have their rate of pay reviewed. |
| 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 dates back in the past and is therefore relevant to previous pay periods. |
| 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 part 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 for 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 for 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. |
| Previously terminated employee. | The platform displays this warning when an inactive employee with the status as previously terminated appears in the pay run. |
| Employees have 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. |
Author recommended
So you have now viewed your pay run warnings and you are now wondering, what next can I do. There are two recommendations I would make on this front and they are:
- Payroll pay run reporting: Pay run comparison This feature allows you to create a report that you can use to compare your organisation's finalised pay runs over a chosen time.
- Payroll pay run reporting: Pay run inclusions This feature allows you to create a report on the inclusions your organisation has processed within your finalised pay runs, with the ability to narrow this data down by employing entity, pay schedule and location.
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