Pay Run Health Checks

Payroll Health Checks ensure the accuracy and compliance of your pay runs by identifying and requiring the resolution of errors and warnings before finalisation.

During each pay run, users will be notified of all errors and warnings. The errors must be resolved before finalising a pay run. These notifications serve three primary purposes:

  • Ensuring Legal Compliance: Some errors help our customers comply with payroll regulations. This is crucial to avoid legal issues, penalties or incorrect payments.

    • Example: Employee missing an employment start date. This will prevent the employee from being included in the UIF Declaration and also incorrect ETI calculations.

  • Identifying Potential Data Issues: Certain errors and warnings assist users in identifying and resolving issues with the data linked to the payroll, ensuring accuracy and incorrect pay run calculations.

    • Example: Employees are terminated and their leave pay-outs have been scheduled, but leave has not been configured in this pay run. This ensures all leave-related payments are correctly processed.

  • Providing Informational Messages: Informational messages highlight noteworthy points that may not require immediate action but could be important for review before finalising the pay run.

Pay Run Health Errors

All errors will prevent you from finalising a pay run. This is to ensure that all payroll calculations are correct and that all information is legally compliant.

Employees scheduled for resignation but leave pay out not configured

Employees in the current pay run are scheduled for resignation and they have pending leave pay outs but the leave pay out is not configured in the pay run settings. This is essential to make sure that the leave payout is configured correctly. To resolve this issue:

Employees have missing or incomplete personal information

Employees have missing or incomplete personal information that may prevent incorrect statutory deductions or monthly filing submissions. It is important to make sure that the status of each employee's statutory deductions / contributions (UIF, PAYE and ETI.) are set.

To resolve this issue you can edit the information:

ETI is enabled for employees in this pay run but not configured correctly

Employees are enabled for ETI but ETI configuration is not set up for the current pay run. To resolve this issue:

Incomplete Company Configuration

Company details linked to this pay run are not complete. To resolve this issue:

Employees are not active in the current pay run

Employee has one of the following issues:

  1. End dates are before the start of the current pay run, or their start dates are after the end of the current pay run. To resolve this issue:

  2. These employees currently do not have a start date of employment. To resolve this issue:

Pay Run Health Warnings

While you can still finalise a pay run when warnings are present, it is highly advisable to ensure they are expected, as they will impact the calculation of each affected employee’s wages.

Employees scheduled for resignation in this pay run

These employees have been scheduled for resignation. If they have leave balances, that will also be paid out in this pay run. All these employees will not be in the next pay run. If employees have been scheduled for resignation incorrectly, follow these steps to cancel the resignation: Revert Resignation.

Employees with negative sick leave balances

Employees will incur negative leave balances if more leave is captured on the Employee Overview Report than is available. To edit captured leave: Leave Data Review.

Employees with negative annual leave balances

Employees will incur negative leave balances if more leave is captured on the Employee Overview Report than is available. To edit captured leave: Leave Data Review.

Employees with unusual earnings detected

Employees have earnings that are significantly higher or lower than the average for their group. This can be caused by employees that are either inactive, or configured incorrectly.

Employees are earning R0 or less

Employees have earnings that are significantly higher or lower than the average for their group. This can be caused by employees that are either inactive, or configured incorrectly.

Employees with missing clock ins

These employees have clocked out but there is no clock in for the day. No hours will be calculated. To resolve this issue:

Employees with missing clock outs

These employees have clocked in but there is no clock out for the day. No hours will be calculated. To resolve this issue:

Employees with missing clock templates

Employees have clocked in on a day but there is no configured clock template for that day. To resolve this issue:

  • Make sure the employee is allocated to a team, and that team is linked to a clock template.

  • Make sure the clock template is configured for each day of the week.

Employees have present days with overlapping leave

Employees have clocked in on a day and it overlaps with their captured leave. To resolve this issue:

Employees present but not assigned any open pay run

When employees are loaded into Agrigistics, they can start clocking in immediately; however, to be paid, they first need to be added to a pay run. This notification alerts you to any employees who were active during the pay run period but are not currently included in a pay run. To resolve this issue:

  • If the employees are not supposed to be clocking in, resign them immediately.

  • If the employees are active, add them to a pay run to ensure they get paid.

PAYE Earnings Under Threshold

This error indicates that an employee is currently paying PAYE but is earning less than the weekly, fortnightly, or monthly threshold. To resolve this issue please refer to this section:

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