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:

Pay run health checks

• 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

Leave 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:

• Configure leave pay out in the pay run settings

Employees have missing or incomplete personal information

Missing 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:

• Bulk edit employee personal information and select "Export Pay Run Errors"

  • If employees do not contribute to any of the statutory deductions, set them to FALSE in the corresponding columns on the sheet

• Change information for a single employee

  • If employees do not contribute to one of the statutory deductions, set them to No in the form under the Tax details section

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

ETI not configured

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

• Configure ETI in the pay run settings

Incomplete Company Configuration

Company details missing

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

• Configure Employer Information

Employees are not active in the current pay run

Employees not active

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:

   • If the employee is currently inactive, remove them from the current pay run.
   • If the employee was active in the past, but have been re-enrolled, create a new active period:

     • Create active period for a single employee

       • Create active periods for multiple employees

         • Add employee start dates to the column and import

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

   • If the employee is still active, create a new active period for this employee:

     • Create active period for a single employee
     • Create active periods for multiple employees

       • Provide a start date in the "Employment Start Date" column in the exported sheet

   • If this employee is not active, remove them from the pay run and resign them:

     • Remove from the current pay run
     • Resign employee

Employees active periods do not match pay run company

Pay run error

The company linked to the active periods for these employees does not match the company assigned to the pay run. Since the company for the pay run is configured during its creation, it cannot be changed afterward. To resolve this issue:

• If the company linked to the active period is incorrect, follow these steps to edit the company: Editing Active Periods
• If the employee is assigned to the wrong pay run, remove them from the current pay run and add them to the correct one: Add or Remove Employees from a Pay Run

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

Scheduled for resignation

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

Negative sick leave

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

Negative annual leave

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

Unusual earnings

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.

• Remove and resign employees if they are inactive

Employees are earning R0 or less

Earnings zero 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.

• Remove and resign employees if they are inactive

Employees with missing clock ins

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:

• Navigate to the Employee Overview Report and fix the exceptions.

Employees with missing clock outs

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:

• Navigate to the Employee Overview Report and fix the exceptions.

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

Overlapping days with leave

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

• Edit the leave that was captured for that employee.
• Override their hours if a partial leave day was captured.

Employees present but not assigned any open pay run

Employees not on a 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:

• Reasons for Unexpected PAYE Values.

Tax Code Issues

Medical Aid Tax Codes Validation

• Medical aid tax credit (4116) requires either employee medical aid deduction (4005) or employer medical aid fringe benefit (3810)

  • If a medical aid tax credit is declared, there must also be either an employee medical aid deduction or an employer medical aid fringe benefit.

• Employer medical aid contribution (4474) requires matching employer medical aid fringe benefit (3810)

  • If an employer medical aid contribution is declared, a matching fringe benefit must also be declared.

• Employer medical aid fringe benefit (3810) requires matching employer medical aid contribution (4474)

  • If an employer medical aid fringe benefit is declared, a matching employer medical aid contribution must also be declared.

• Employer medical aid contribution (4474) does not match employer medical aid fringe benefit (3810)

  • The values for the employer medical aid contribution and fringe benefit do not match.

Provident Fund Tax Codes Validation

• Employer provident fund contribution (4473) requires employer provident fund fringe benefit (3825)

  • If an employer provident fund contribution is declared, a matching fringe benefit must also be declared.

• Employer provident fund fringe benefit (3825) requires employer provident fund contribution (4473)

  • If an employer provident fund fringe benefit is declared, a matching employer provident fund contribution must also be declared.

• Employer provident fund fringe benefit (3825) is greater than employer provident fund contribution (4473)

  • The value for the employer provident fund fringe benefit is greater than that for the employer provident fund contribution.

Pension Fund Tax Codes Validation

• Employer pension fund contribution (4472) requires employer pension fund fringe benefit (3817)

  • If an employer pension fund contribution is declared, a matching fringe benefit must also be declared.

• Employer pension fund fringe benefit (3817) requires employer pension fund contribution (4472)

  • If an employer pension fund fringe benefit is declared, a matching employer pension fund contribution must also be declared.

• Employer pension fund fringe benefit (3817) is greater than employer pension fund contribution (4472)

  • The value for the employer pension fund fringe benefit is greater than that for the employer pension fund contribution.

Retirement Annuity Tax Codes Validation

• Employer retirement annuity contribution (4475) requires matching employer retirement annuity fringe benefit (3828)

  • If an employer retirement annuity contribution is declared, a matching fringe benefit must also be declared.

• Employer retirement annuity fringe benefit (3828) requires matching employer retirement annuity contribution (4475)

  • If an employer retirement annuity fringe benefit is declared, a matching employer retirement annuity contribution must also be declared.

• Employer retirement annuity contribution (4475) does not match employer retirement annuity fringe benefit (3828)

  • The values for the employer retirement annuity contribution and fringe benefit do not match.

Travel Allowance Tax Codes Validation

• Travel allowance (3701) requires travel allowance fringe benefit (4582)

  • If a travel allowance is declared, a matching fringe benefit must also be declared.

• Travel allowance fringe benefit (4582) is less than 20% of travel allowance (3701)

  • The travel allowance fringe benefit is less than 20% of the declared travel allowance.

• Travel allowance fringe benefit (4582) is more than 80% of travel allowance (3701)

  • The travel allowance fringe benefit is more than 80% of the declared travel allowance.