On/Off Boarding
Can employees be transferred between companies that are not grouped?
This applies to all PaySpace editions. No. Employee's cannot be transfferred between companies that are not grouped. They will be have to be terminated in the one company and new employee records created in the next company.
How do I create a dummy employee record?
This feature is available on all PaySpace editions A dummy employee record can be created by following and completing the workflow on the Add New Employee screen. Navigate > On / Off Boarding > Add New Employee Important Select "B - Individual ...
How do I resolve this error message when transferring employees from one company to another: "Email address already registered"?
This applies to all PaySpace editions. To resolve the error, save a new email address on the employee's Basic Profile screen in the new company. Alternatively, make the email in the original company fictious by adding a character and save the correct ...
How do I reinstate a suspended employee on maternity leave, returning to work earlier than agreed upon?
This applies to all PaySpace editions. To reinstate an employee on maternity leave, returning to work earlier than agreed upon, edit the applicable suspension record and update the "Date Before Return" field on the Suspension screen. Navigate > ...
Where can I download the UI-19 report for a suspended employee?
This applies to all PaySpace editions. A suspended employee's UI-19 can be downloaded directly from their Suspension screen, i.e. click on the green download icon in the UI19 column on the History grid. Navigate > Employee > On/Off Boarding > ...
How do I change the frequency that an employee is linked to?
This applies to all PaySpace editions. To link an employee to a new frequency, their employee record needs to be transferred accordingly. Related FAQ How do I transfer an employee from one frequency to another within the same company?
How do I process a component as part of package on the Mock Payslip?
This applies to all PaySpace editions. To process a component as part of package on the Mock Payslip screen, enable the "Allow to be part of package:" checkbox when configuring the component on company level. Navigate > Configuarion > Payroll > ...
How do I reverse a transfer for an employee who was incorrectly transferred?
This applies to all PaySpace editions. To reverse an employee transfer the workflow of the original transfer record for the employee first needs to be completed. After completing the workflow for the employee delete the employee record. Note! If the ...
Can once off components be processed on the mock payslip?
This applies to all PaySpace editions. No. As per system design, only recurring payroll components can be processed on the mock payslip. A mock payslip, by nature, provides employees with an idea of their fixed earnings and deductions. Related FAQ ...
How do I resolve the error: "entity is not tracked" when transferring an employee?
This applies to all PaySpace editions. The error "entity is not tracked" displays when the employee transfer process is interrupted, which results in the affected record getting stuck in the workflow. The transfer workflow must be completed to ...
Do all suspension reasons allow for a UI-19 to populate for a suspended employee?
This applies tro all PaySpace editions. The only suspension reason which will not populate a UI-19 for a suspended employee is the "Other Suspension" reason as this suggests the employee is still in active employment, e.g. pending disciplinary ...
How do I configure the system to prevent an employee's recurring components from calculating during suspension?
This feature is available on all PaySpace editions To prevent an employee's recurring components from calculating during their suspension period, enable the "Do Not Calculate Recurring Components During Suspension Period:" checkbox on the applicable ...
How do I transfer an employee from one company to another?
This applies to all PaySpace editions. The transfer process of an employee from one company to another is initiated on the Transfer screen. Navigate > Employee > On / Off Boarding > Transfer Important! A new tax record will be created for the ...
How does the mock payslip differ from the PDF payslip?
This applies to all PaySpace editions. A watermark has been added behind the figures of a mock payslip, decreasing the risk of fraud from any person receiving a mock payslip from your company. Navigate > On / Off Boarding > Create A Mock Payslip
How do I configure the system to prevent an employee's recurring components from calculating while they are on maternity leave?
This applies to all paySpace editions. If an employee is placed on maternity leave using the Suspension screen, enable the "Do Not Calculate Recurring Components During Suspension Period:" checkbox on the applicable record, to prevent their recurring ...
Why would the tax on a mock payslip differ from that calculated on an active employee's payslip?
This applies to all PaySpace editions. The tax on a mock payslip will differ from that calculated on an active employee's payslips, because the active payslip may include once-off components and year-to-date figures, for which the mock payslip does ...
How do I change an employee's termination date and/or reason once the run is closed?
This applies to all PaySpace editions. An employee's termination reason cannot be changed by a company level user once the run is closed. Navigate > Employee > On / Off Boarding > Termination Complete and send the attached form to ...
How do I add medical aid dependents on the mock payslip?
This applies to all PaySpace editions. There is a section on the first occurrence of the Advanced Mock Payslip screen, where the number of medical aid dependants can be stipulated. Navigate > On / Off Boarding > Create A Mock Payslip
During the employee reinstatement process an employee, why does the system warn that the employee is not re-employable?
This applies to all PaySpace editions. The system will notify a user that an employee attempted to be reinstated is no re-employable, when the "Not re-employable" checkbox is enabled on their Tax Profile screen. Navigate > Employee > Basic ...
Why is the system preventing an employee from being transferred to a new company?
This applies to all PaySpace editions. Before transferring the employee, ensure that the current company's open runs' period start and end dates are aligned with the external company's runs' period start and end dates on the Payslip Pay Dates screen; ...
What would occur if I am unexpectedly removed from the workflow while creating an employee record?
This applies to all PaySpace editions. If you are unexpectedly removed from the workflow whilst creating an employee record, the system will record and save the last screen captured (ensure that the Basic Profile screen - step 1 is saved). The ...
How do I prevent the system from capturing duplicate ID numbers when onboarding new employees?
This applies to all PaySpace editions. To prevent the system from recording duplicate ID numbers during the onboarding process, enable the "Check for duplicate ID Number when engaging a new employee" checkbox under the Employee Settings section on ...
How do I configure the system to prevent an once-off components from being inserted on a payslip while an employee is suspended?
This applies to all PaySpace editions. To prevent once-off components from being inserted on a payslip during an employee's suspension period, enable the "Do Not Allow Any Once Off Input During Suspension Period:" checkbox on the applicable record on ...
On which screen is a new employee record linked to a frequency?
This applies to all PaySpace editions. During the onboarding process, a new employee can be linked to a frequency in the Company Frequency drop down field in the Employee Details section of the Basic Profile screen (Step 1 of 8). Navigate > On / Off ...
Can Business Partner or company level users access employees' payslips before and after their transfer?
This applies to all PaySpace editions. The payslip records that were processed in the previous entity for the employee, will be accessible from the affected employee's Edit Payslip screen in the new entity. Business Partner and company level users ...
Does the system allow for a new Directly Reports to Person to be reassigned to employees whose manager has been terminated?
This applies to all PaySpace editions. The below message will appear, when a manager's employee record is terminated, where the user will have the option to skip or proceed to the the reporting line reassignment. Navigate > Employee > Basic ...
Will an employee's loan components automatically be moved when they are transferred?
This applies to all PaySpace editions. No. Loan components will not be transferred as they have balances. These recurring components will have to be readded in the new frequency or entity.
Can an employee be terminated and reinstated starting a new tax record in the same run?
This applies to all PaySpace editions. No. The following error message will display when an employee is terminated and is trying to be reinstated on the Tax Profile screen: An employee cannot be reinstated in the same effective run in which their ...
How do I terminate an employee in the previous tax year?
This applies to all PaySpace editions. In order to terminate an employee in a previous tax year, ensure that they do not have payslips linked to the current financial year, and terminate them in the current period. Thereafter, complete and send the ...
Why are there no statutory components reflected on the mock payslip?
This applies to all PaySpace editions. The mock payslip is generated according to the open main run on the Payslip Pay Dates screen. Navigate > Payroll Cycle > Payslip Pay Dates > Open Runs Navigate > On / Off Boarding > Create A Mock Payslip > ...
How do I change an employee number after an employee is transferred?
This applies to the Premier and Master PaySpace editions. A transferred employee's employee number can be changed on the Basic Profile screen if the "generate employee numbers?" checkbox on the Basic Company Information screen is disabled. Step 1: ...
How do I place an employee on paternity/parental leave?
This applies to all PaySpace editions. An employee can be placed on paternity leave by creating a record on the Suspension screen and selecting "Parental" as the suspension reason. Navigate > Employee > On / Off Boarding > Suspension Step 1: Select ...
Should an employee be reinstated "Starting A New Record" or "Resuming This Record"?
This applies to all PaySpace editions. "Reinstate Starting A New Record": There are no restrictions to the amount of tax records an employee can have on the payroll. This option will create a new set of YTD accumulations and relevant when the ...
How do I terminate an employee in a closed run?
This applies to all PaySpace editions. To terminate an employee in a run that was recently closed, create an interim run attached to the main run or the last closed run and process the termination on the interim run. Related FAQs How do I terminate ...
How do I remove employee profiles stuck in workflow?
This applies to all PaySpace editions. An email notification will be sent to the user if employee profiles are stuck in workflow. The incomplete workflow can be accessed, by searching for the record on the Employee Search screen. The system will ...
How do I place an employee on maternity leave?
This feature is available all PaySpace editions. An employee can be placed on maternity leave by creating a record on the Suspension screen and selecting "Maternity/Adoption" as the suspension reason. Navigate > Employee > On / Off Boarding > ...
How do I create a mock payslip?
This applies to all PaySpace editions. The mock payslip enables you to calculate a prospective employee's net salary without having to do a manual calculation or add the employee to the payroll. All the parameters that can affect the tax calculation ...
How do I create a new employee record?
This applies to all PaySpace editions. A new employee record can be created by following and completing the workflow on the Add New Employee screen. Navigate > On / Off Boarding > Add New Employee Important! If, for any reason, you are directed away ...
How do I transfer an employee from one frequency to another within the same company?
This applies to all PaySpace editions. The transfer process of an employee from one frequency to another within the same company is initiated on the Transfer screen. For instance, if an employee is transferred from a monthly to a fortnightly ...
How do I suspend an employee?
This applies to all PaySpace editions. An employee can be placed on suspension by creating a record on the Suspension screen. Navigate > Employee > On / Off Boarding > Suspension Step 1: Select the + Suspension button. Step 2: Configure the pop up ...
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