If the payroll period is closed, you may need to issue a manual payment. When canceling a payment, first record an alternative payment in the accounts system, then enter the manual payment in PeopleXD to update the employee's cumulatives and reflect the adjusted figures on the next FPS.
To issue a manual payment for a closed payroll period, follow the steps below.
Click CorePay then click Update.
Click Advanced Updated Features then click Issue a Manual Payment.
Fill the following mandatory fields:
Employee Reference number.
Payroll Period
PO Number: Optional - This is the purchase order number.
Issue Date: This needs to be in line with the employees' appointment start and end dates, assuming it is appointment-based.
PAYE Code
No. Of Days
Add payment details in columns.
Enter the Employer NI / PRSI section in the box underneath the manual payments. This should be filled out as applicable. If not applicable and no NIable/PRSIable pay is being recorded for this period you can zero out these boxes.
Ensure Pay Codes, values and Appointment_ID are entered correctly within the Manual Payment Pay Codes entry section, incorrect entries cannot be amended. Values must be entered as positive figures and the multiplier on the pay code will be applied.
Ensure the correct Appointment and NI Details are added within the relevant section.
Do not enter Nett Pay, this will be automatically generated and displayed when all pay codes have been generated and Nett Pay clicked.
Click Save. The view history details and cumulative details will be adjusted automatically.
If a payslip is required, click Copy Payslip before leaving the Issue Manual Payment screen. A printed payslip will not be available as part of this process, only a copy payslip. All values are manual entries, i.e. the system does not calculate Salary, PAYE etc.
If there is to be an additional payment to the employee, a cheque would have to be written or a manual credit transfer. The system will not create a cheque or a bank file for the manual payment.
If the manual payment was for a previous tax year, to update the P60 details :
In Back Office - Click CorePay then click Update, Advanced Update Features, Year End, and then Maintain Year End Cumulative Details.
In Portal - Go to Payroll Dashboard select Year End, Select the company and click Manage, Post Cleardown Activities - Maintain Cumulatives
If the manual payment is being recorded for housekeeping purposes due to an employee being moved to an incorrect pay group and then back to the correct pay group the cumulative values should be corrected before the manual payment is recorded, where a cancel payment was processed for the payment in the incorrect pay group.