Allowances are a crucial part of employee compensation and must be accurately reflected in payroll to ensure correct payments and compliance.
If an assigned allowance does not appear or calculate correctly, several reasons may be responsible.
We’ve compiled a list of possible causes and how to resolve them. Follow the steps below based on the identified cause.
Generate Salaries and allowances job
The Generate Salaries and Allowances job has not been re-run since the allowance changes were made.
When you update the allowance setup or employee allowances, ensure you rerun the Generate Salaries and Allowances job.
The timing of these changes is critical, particularly if they occur after the job has been run without re-run.
Allowance configuration
The allowance configuration is incorrect or not assigned properly to the employee.
For instance, a reducing balance type allowance will not generate if the Balance Due field on the employee record is not populated.
Additionally, a reducing balance pay code set up retrospectively will not process if the start date of the allowance is in a previous period.
Similarly, a percentage allowance will not generate if the applicable percentage pay codes (i.e. what to get a percentage of) are not set up for the allowance.
For more details, refer to:
How to set up an allowance (pay code)
How to assign an allowance to an employee in PeopleXD Payroll
Remember to re-run the Generate Salaries and Allowances job after making any changes.
Positive Input
If the employee is on a positive input and there are no timesheet details for the period, a standard value allowance will not generate.
To resolve this, enter a timesheet with a value of 0.01 to trigger the allowance and rerun the "Generate Salaries and Allowances" job.
To check if an employee is on positive input, follow the steps below.
Click Employee then in the search field, search for employee.
Beside the relevant employee, click VIEW.
Click Tax Details then review the Paid from Timesheet.
Zero multiplier
An employee on a zero multiplier will not have a standard value allowance generated unless the Pay in Full indicator is enabled for the allowance pay code.
This indicator ensures that the allowance is paid in full, regardless of the employee's pay multiplier.
If needed, enable the Pay in Full indicator by following the steps in the relevant section below.
Portal
Click Settings then under Codes, click Pay Codes.
In the Search field, search for the relevant pay code.
Click the three-dot icon, then click Edit.
Click Rules then click ADD.
From the Rule drop-down menu, select Pay in Full.
Turn on toggle then click OK.
Click NEXT then click SAVE.
Back Office
Click CorePay then click Reference.
Click Pay Codes then click Retrieve Pay Code.
Click General tab.
Don’t forget to rerun the Generate Salaries and Allowances job after saving any changes to the pay code.
Quarterly pay group
If an employee has moved from a quarterly pay group. Follow these steps in back office.
Click CorePay then Employee.
Click Advanced Employee Features then click Amend Employee Sundry Profile.
Clear out the fields Payment Frequency and Next Payroll Period.
These fields should only be populated for quarterly personnel.
Click the save
icon.
Zero multiplier with a date effective
The employee was put on a zero multiplier with a date effective for the end of the payroll period. This was input mid payroll period.
It will use the zero multiplier from the most recent salary history entry to generate the allowance for the entire payroll period.
If needed, you can raise this issue via the "Submit an Idea" link on the online community for further consideration.
End period
If it’s a 54-week year but the end period for the allowance is set to 53, you will need to update it to 54.
A support analyst needs to make this change, as payroll users cannot do it manually.
Please raise a new case online and reference the title of this article.
GL posting override setting
At the pay code level, if the general ledger (GL) posting override setting is enabled but no cost center is set, you might encounter errors in the pay290.logXXXX file.
Look for the following error, where XXXXX represents the employee number:
"P100a -> ERROR fetching EMPLOYEE DETAILS - CURRENT EMPNO (XXXXX/p100g py_cost_allocation.allocates call)
ORA-01400: cannot insert NULL into ("COREHR"."TIMESHEET"."COST_CENTRE"
To resolve this, follow the steps below in portal.
Click Settings then click Codes.
Click Pay Codes then search for the relevant pay code.
Click the three-dot icon, then click Edit.
Click General Ledger.
📌Note: Input a cost centre at the pay code level and leave the override enabled, or disable the override to allow the cost centre to default to the employee's cost centre.
Click SAVE.
Salary line added
If you added a salary line but didn't commence it before completing the pay period, the allowance may display when you run the generate salaries and allowances, but it will disappear during validation.
To resolve this, ensure that the salary line associated with the allowance has been commenced and sent to payroll.
Only allowances linked to salary lines that have a current status of commenced will generate.