Splitting Costs

Splitting Costs

About

An employee can only be linked to one organisation unit on the Employee Position Screen. Should an employee report to more than one organisation unit, costing will have to be used to apply a percentage split of the employee’s components in the General Ledger Report.

Edition

This feature is available on all PaySpace editions.

Splitting Variable Costs

When an employee reports to more than one organisation unit and the percentage split varies from the one pay run to the next, Bulk Entries functionality can be used to indicate the percentage split in organisation units.

Navigate > Bulk Actions


An example of the General Ledger Report before splitting variable costs


Note! Before Splitting Variable costs, confirm the employees Cost Centre  on the employees Position Detail Screen.

To process Splitting Costs, access Bulk Actions, Screen Type: Employee, Action type: Payslips and download the MS Excel template


You can also refer to the Tips & Tricks Tab on the MS Excel Template for a guideline on how to apply cost splitting.


An extract of the MS Excel Bulk Actions Template where costs have been split to different Cost Centres


Once the MS Excel template has been processed and uploaded, the cost splitting will reflect on the employee’s Payslip Edit Screen.

Navigate > Employee > Payroll Processing > Edit Payslip

Once the MS Excel Spreadsheet has been uploaded, a link will be available on the employee’s components of their Payslip Screen. Should the percentage split be adjusted on any once-off component on the Employee Payslip Screen, the system will automatically apply it to all the other components.

To view and to change the percentage cost  split access the employees Edit Payslip Screen > other actions and select the once off cost split option.


An extract of the Once Off Cost Split Screen


An extract of the General Ledger Report After Splitting Variable Costs per Cost Centre


Note!
  1. The MS Excel template should be uploaded only after the payroll has been finalised and before the General Ledger Report is exported.
  2. Only the organisation units not selected on the Position Detail Screen should be added in the MS Excel template to be uploaded.
  3. Should the percentage split be changed on the Payslip Edit Screen, the system will still apply a validation check to ensure the total split adds to 100%, The General Ledger Report will also be updated to reflect this change.

Splitting Fixed Costs

When an employee reports to more than one organisation unit, and the split remains the same every pay run, you can indicate the split on the Employee Recurring Costing Screen. 

An Extract of the General Ledger Report: Before Splitting Fixed Costs per Cost Centre


Navigate > Employee > Costing > Recurring 

An extract of the Employee Recurring Costing Split Screen.




When exporting the General Ledger Report, the report will apply the percentages as processed on the Employee Recurring Costing Split Screen:

An Extract of the General Ledger Report: After Splitting Fixed Costs


Note!
  1. Should the employee’s percentage split differ for one pay run from the percentage split indicated on the Employee Recurring Costing Screen, use the MS Excel template to correct. The percentages indicated on the Employee Recurring Costing Split Screen will apply again from the next pay period going forward.
  2. ​Should the user first upload the percentage split in a MS Excel template and then apply a different percentage split on the Employee Recurring Costing Split Screen during the same pay period, the percentages specified in the MS Excel template will apply. The percentages indicated on the Employee Recurring Costing Screen will apply again from the next pay period going forward.

Important Comments

Tips
  1. The MS Excel Spreadsheet should be uploaded only after the payroll has been finalised before the General Entry Report is exported.
  2. The total of the employee’s Costing Split must always add to 100%.
  3. Applying percentages on the Employee Recurring Costing Screen, will not create the link on the Employee Edit Payslip Screen to overwrite the percentage split.

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