Adding a New Frequency

Adding a New Frequency

About

Frequencies refer to the pay cycles within a company e.g. monthly, bi-weekly or weekly. When a new company is added on the system, the frequencies are created. Thereafter, you can add more frequencies if necessary. If only one frequency is set-up on the system, the option to move between frequencies will not be available.

Edition

This feature is available on all PaySpace editions.
Navigate > Config > Payroll > Payroll Config > Pay Frequencies

Overview

The system offers a pre-defined workflow path that guides you through the sequence of adding a new frequency. The Add New Frequency Workflow consists of the following screens:


An extract of the Company Pay Frequencies Screen.


To add a new frequency select the option "if you would like to add a new frequency click here."


Complete the Parameter's of the new frequency and select Save and next step.


Note! You need to add a tax certificate prefix number to every frequency to ensure that the CSV Tax File generates correctly.

Check and confirm that the Company Payslip Pay Dates Screen is correct, if you added a weekly or fortnightly frequency ensure that the runs generated are correct and linked to the correct Month.

Important Comments

Possible Reasons for Creating New Frequencies
  1. Paying employees based on different pay cycles, will require you to add a new frequency.
  2. Should groups of employees be paid on different pay dates, it is advisable to create a new frequency.
  3. Should there be a group of people not getting paid on the payroll, but you want to load them for reporting or legislative reasons, a new frequency may be beneficial to exclude the group from monthly standard reports.
Important Considerations when Creating New Frequencies
  1. Company Payroll Components and General Ledger Entries are added per frequency.
  2. Besides the legislative reports, most standard reports are generated per frequency by default.
  3. Should an employee be transferred to another frequency, the record in the old frequency will be terminated and added as a new employee in the other frequency. This will result in separate tax certificates for the employee for each frequency.
  4. Before adding a new frequency, consider the advanced Organisation Structure including grades,regions and pay points as an alternative to group employees.
Tip
A new frequency can be deleted if no values have been posted to any employees’ Payslip Screens.
Company Pre-Registration - and Reminder Contact Details Screen
Since the Company Pre-Registration – and Reminder Contact Details Screen were completed when the company was registered on the system, the progress of the workflow on the left navigation pane will automatically indicate these screens as completed.