Payroll Processing
How do I recalculate an employee's profile (payslip)?
This feature is available on all PaySpace editions. To recalculate an employee's profile/payslip, click the edit icon and then the "Save" button of any component on the Edit Payslip screen. Navigate > Employee > Payroll Processing > Edit Payslip
Why is the employee's package not automatically pulling through onto their payslip?
This feature is available on all PaySpace editions. If the employee's "Pay Package Automatically" indicator is disabled on the Pay Rate Details screen, it will not automatically pull through onto their payslip on the Basic Pay component. Navigate > ...
Can I email PDF payslips to employees in bulk?
This applies to all PaySpace editions. No. Payslips can only be emailed to registered ESS users by clicking the "envelope" icon against the closed periods on the Edit Payslip screen. Navigate > Employee > Payroll Processing > Edit Payslip The ...
How do I change the taxable percentage on an employee’s Travel Allowance component?
This feature is available on all PaySpace editions. Should an employee's Travel Allowance component be taxed at 20%, add the Travel Business Usage note component to either their Edit Payslip or Recurring Payroll Components screens and specify at ...
Why is the Opening balance field greyed out on the Loan Deduction component?
This applies to all PaySpace editions. The Opening balance field, on a Loan Deduction component, will be greyed out if it was previously added on the Recurring Payroll Components screen. Insert an amount in the "Increase or decrease opening balance" ...
Where can I view an employee's tax certificates?
This feature is available on all PaySpace editions. An employee's tax certificates and Year to Date (YTD) figures can be viewed and downloaded on the Tax Certificates / Historical Drill Down screen under the Payroll Results section of the employee's ...
How do I resolve the following payslip error: Cannot calculate once off input for an employee that is suspended?
This applies to all PaySpace editions. If an attempt to insert a once-off component onto a suspended employee's payslip, and the "Do Not Allow Any Once Off Input During Suspension Period:" checkbox is enabled on their Suspension screen, the following ...
How do I make a component inactive?
This feature is available on all PaySpace editions Should a component no longer be in use, it can be edited and made inactive on the Payroll Components screen. Navigate > Config > Payroll > Payroll Config > Payroll Components > extra options ...
How does the system calculate a gross up portion?
This applies to all PaySpace editions. The system calculates gross-ups as follows: 1. Calculate gross-ups after all other components: When calculating the gross-up portion, the system will take into account other taxable income to ensure that the ...
How do I configure the system to automatically add a component to all employees?
This feature is available on all PaySpace editions In order for the system to automatically add a component to employees' Recurring Payroll Components screen, enable the "add component to all employees" extra option when configuring the component on ...
How do I activate the Retroactive function?
This feature is available on the Master payroll edition. The Retroactive Functionality allows you to process backdated payroll changes. When activating a retroactive calculation on the Bulk Actions Screen, the system will automatically calculate the ...
Why is an employee's IRP5 blank when they have a tax record?
This applies to all PaySpace editions. An IRP5 will return blank if the affected employee's effective date on the Pay Rate Details screen is later than their employment date. To resolve this issue, make sure that the effective date on the Pay Rate ...
How do I clear run errors linked to an employee terminated in a previous tax year?
This applies to all PaySpace editions. If the terminated employee has payslips linked to the current tax year, delete the payslip or ensure that the following calculations settings are not enabled: Navigate > Configuration > Payroll > Payroll Config ...
Is there a report that lists all the approved claims an employee submitted?
This feature is available on the Premier and Master payroll edition. PaySpace does not have a Standard Claims report that can be generated from the Reports menu. A Completed Claims report can be downloaded directly from the "Completed" tab on an ...
Why does the system not allow the value of an employee's tax paid to go into a negative?
This feature is available on all PaySpace editions. As of March 2022 following changes were been made to the system in respect to negative results of the South African tax calculation - For all frequencies, MTD PAYE will no longer go into a negative ...
How do I ensure that the employee's grade is reflected on the PDF payslip?
This applies to the Premier and Master payroll edition. Once an employee is linked to a grade on their Position screen, it will automatically reflect on their PDF Payslip. If an employees grade is not reflecting on their PDF payslip, ensure that the ...
How do I hide the leave balance section and leave accrual column on the PDF payslip?
This feature is available on all PaySpace editions To hide the leave balance section and leave accrual column on the PDF Payslip, enable the following options on the Hide/Show Payslip Items screen. Navigate > Config > Payroll > Payslip > Hide/Show ...
Why can't I add some components on the Recurring Payroll Components screen?
This applies to all PaySpace editions. Ensure the required component was created/exists on the Payroll Components screen (company level) in the open run, so that it is available on the Recurring Payroll Components screen. Navigate > Configuration > ...
Where can I view an employee's Year To Date totals?
This feature is available on all PaySpace editions. An employee's tax certificates and Year to Date (YTD) figures can be viewed on the Tax Certificates / Historical Drill Down screen under the Payroll Results section of the employee's record. ...
How do I remove a recurring component?
This feature is available on all PaySpace editions Once Recurring components are linked on employee level, they cannot be deleted on company level. However, they can be made inactive. Payroll Components Step 1: On the applicable Recurring Component, ...
How do I remove a recurring component from being a part of package for an employee without changing it on company level?
This feature is available on all PaySpace editions. A component can be removed from being a part of an employee's package amount by disabling the "In package" checkbox when editing it on the Recurring Payroll Components screen. Navigate > Employee > ...
Can the system combine the tax result values into one gross-up value should more than one gross up be inserted onto a payslip?
This feature is available on all PaySpace editions. Enable the "Summarise the tax result values into one gross up value should more than one gross up be posted." checkbox under the Gross ups section on the Calculation Settings screen. Navigate > ...
What could cause the Basic Pay value to differ from the Employee Package?
This feature is available on all PaySpace editions This will be the result of components specified as part of package. An employee's Basic Pay will differ from their Package captured on the Pay Rate Details screen if there are components specified as ...
How do I setup Pay Rate Categories?
This feature is available on the Premier and Master payroll edition. Pay Rate Categories allow an employee to be linked to a defined pay rate. It can be configured on Pay Rate Categories screen. When adding a new employee or applying an increase, the ...
How do I add a new Pay Rate record to an employee?
This feature is available on all PaySpace editions A new Pay Rate record can be added to an Employee on the Pay Rate Details screen or collectively via the Bulk Actions screen. Navigate > Employee > Payroll Processing > Pay Rate Details Option 1: The ...
If an employee is transferred to a new company during the month, will their salary be prorated accordingly?
This feature is available on all PaySpace editions. Yes. If an employee is transferred from one company to another during the month, their salary will be prorated in each company according to the termination and new employment date. For instance, the ...
Can employee packages be increased by a percentage?
This feature is available on all PaySpace editions. Yes. Employees pay package may be increased as a percentage, either on their individual Pay Rate Details screen or collectively on the Bulk Actions screen. Option 1: Increasing Pay Packages as ...
Where can employees’ Pension Fund Reference Numbers be recorded?
This feature is available on all PaySpace editions. An employee's Pension Fund Reference Number can be recorded on their Recurring Payroll Components screen, in the corresponding employee deduction and employer contribution components. Navigate > ...
Can the Basic Pay component amount be captured in the Package field on the Pay Rate Details screen?
This feature is available on all PaySpace editions. Yes. The Basic Pay amount can be captured in the Package field on an employee's Pay Rate Details screen. Navigate > Employee > Payroll Processing > Pay Rate Details Navigate > Employee > Payroll ...
How do I add a recurring component?
This feature is available on all PaySpace editions A Recurring component is a regularly appearing component in an employee’s payroll, forming part of their standard compensation package. Recurring components are calculated and included in every pay ...
How do I add a Once Off component?
This feature is available on all PaySpace editions A Once Off component refers to a one-time payment or deduction that is added to an employee's payroll. Unlike Recurring components, a Once Off payroll component is a one-time payment or deduction ...
How are employee salary increases captured?
This feature is available on all PaySpace editions. An employee's salary increase can be captured as a specific amount or as a percentage of their previous package. The increase can either be captured individually for each employee or collectively ...
Payroll Processing | Increases
About Increases can be applied individually on the Pay Rate Details Screen or collectively using the Bulk Actions-functionality to upload to the Pay Rate Details Screen. This article will clarify how to apply an individual increase. Edition This ...
Payroll Processing | Processing on the Payslip Edit Screen
Overview Once off payslip components refer to the payroll items that should be added directly to the Payslip Edit Screen. These payroll items are only relevant to the current pay period. Typical examples include Overtime, Unpaid Time, Leave Pay and ...
Payroll Processing | The YTD Take On Screen
Overview Where a new company is registered on the system during the tax year, you have the option to process year-to-date figures on an employee’s YTD Take On Screen. If this is not done before the first Open Run is processed, you will have to ...
Payroll Processing | The Pay Rates Screen
About The Pay Rates Screen defines the employee’s package details as well as the frequency of payment. When an increase is applied a history of increase records will accumulate at the bottom of the Pay Rate Details Screen. Tip The Pay Rates Screen is ...
Payroll Processing | Run Errors
Overview Run errors are conditions that need to be fulfilled before a run will close, either automatically or manually, for example a payslip record displaying a negative net pay. Edition This feature is available on all PaySpace editions Navigation ...
Payroll Processing | Creating Pay Rate Categories
Overview Pay Rate Categories link a defined pay rate value to an employee. Once you have created the categories, it is linked on the Employee Pay Rate Details Screen. When adding a new employee or applying an increase, the package will default to the ...