The system will automatically calculate some of the pay fields such as monthly rate or daily rate when you have added a salary or hourly rate value for an employee. This will be based on a combination of the pay rate and contracted hours and days as well as the pay type.
If the system is unable to calculate any of the fields, you will see red X's within the employee's pay screen and this will indicate there is an issue with the pay set up that may cause an issue with importing the pay record into the payroll system and need to be corrected.
If pay data has been loaded into the system for employees via Data Manager, it is important the input data is reviewed thoroughly as Data Manager will bypass any approval stages set up. This can lead to incorrect pay set ups being in place should as the employee being on the wrong pay type (e.g. set to paid for contracted hours or shifts when they should be paid for their hours or shifts worked on the rota).
If an employee does not have a pay record input in the system, the system should automatically flag this within the employees' profile within the Diagnostics area.
The Diagnostics area can be found by following the below steps:
Click the icons next to the employee's name and position when loading their profile.
Click into the Admin area of their profile and select Diagnostics.
📌Note: The Diagnostics area will use a traffic light system (red, yellow, green) to indicate whether there are any issues with any of the data entered or not entered against an employee. The Status description should also help you to understand the cause of the red or yellow light. Red means this is preventing payroll or the rota usually whilst yellow is a warning and green means it is set up correctly.
There are some reports available within Access People Hospitality that can help you to validate pay set up:
The Data Extract reports located in Standard Reports will contain employee pay details.
The Pay History report (Other Reports) can be run to view the pay history of all employees within a report format. As this is an Other Report, you may need to request this be added to your system with Support.
System Health Checks report group (Other Reports) is a group of reports which can be used to identify any possible issues in the system. This includes reports for pay set up and diagnostics issues (person activation).
📌Note: If you are unsure about the pay set up of an employee, how to check for issues or if you are in need of one of the mentioned reports, contact us.