In PeopleXD, if you work in the public sector and utilize the work share and shorter working year module, you can maintain both work sharing and a shorter working year or parental leave when processing the year end.
📌Note: You can only set up work sharing patterns in Back Office.
Work sharing enables you to record patterns and generate a work share calendar for employees. There are two steps involved in this process, which are:
Purpose of work share patterns
The Work Share Pattern is used to record a new pattern or query an existing one in PeopleXD Payroll.
📌Note: Employees can have only one pattern at a time. When recording an employee for work sharing, apply the appropriate pay multiplier to their position or point. Note that this module does not generate multipliers.
There are two types of patterns:
Type | Description |
Compliant | This type of pattern has no impact on PRSI or pension. Payroll processes as though no pattern or calendar exist. |
Non-compliant | This type of pattern is where an employee works on a week on, week off pattern. Each week corresponds to a PRSI week. |
Record work share patterns
In PeopleXD Payroll, you can create new work share patterns to assign to your employees. To do this, follow the steps below in back office.
🤓Tip: You need to align non-compliant patterns with tax weeks.
Click CorePay then click Employee.
Click Advanced Update Features then click Work Sharing.
Click Record Work Share Patterns.
In the Record Work Share Patterns tab, add the following details of the new pattern type:
Employee number
Start date for the pattern.
Number of weeks in the work pattern: The number of weeks must be within the agreed set of patterns.
End date for the pattern: This field is optional.
Default status:
To set all days in the pattern to default to working days, enter W.
To set all days in the pattern to default to working days, enter O.
You can amend both later as required.
Days: For each week, select On or Off as required.
Click Save.
📌Note: Employees can only have one pattern at a time. If an employee already has a pattern applied, to apply a new one you need to first delete the old one.
Apply work share patterns
After you've created a new work share pattern, you can apply it to your employees.
📌Note: When you apply a work share pattern, this generates a calendar in the background for processing payroll. For payroll calculations, you can only use a non-compliant pattern.
To apply a work share pattern, follow the steps below in back office.
Click CorePay then click Employee.
Click Work Sharing then Click Generate Work Patterns.
In the Pay Group field, enter the pay group you're applying the pattern to.
Click OK.
Your new pattern takes effect once the task automatically completes.
Amend a work share pattern
To amend a work share pattern, you need to remove it from the records you use it on. Once you've removed it, you can amend the work share pattern.
To do this, follow the steps below in back office
Click CorePay then click Employee.
Click Work Sharing then click Record Work Share Patterns.
In the Amend/Delete Work Share Patterns field, enter an employee number.
Press Enter on your keyboard then update the reference data.
Delete an assigned work share pattern
To delete an assigned work share pattern for employees assigned to PeopleXD Payroll, follow the steps below in back office.
Click CorePay then click Employee.
Click Work Sharing then click Record Work Share Patterns.
In the Amend/Delete Work Share Patterns field, enter the employee number.
Press Enter on your keyboard then click Delete.
A message appears, click YES.
Delete an unassigned work share pattern
If you've created a work share pattern but no employees are assigned to it, you can delete it. To do this, follow the steps below in back office.
Click CorePay then click Work Sharing.
Click Record Work Share Patterns.
In the Amend/Delete Work Share Patterns field, enter the employee number.
Press Enter on your keyboard then click Delete.