November 2nd 2023, Release Note: WFM UK | Payroll Module: Investment Zone Legislation, New User Interface

Summary

Feature 1	Feature 2
Investment Zone Location Ahead of the new Investment Zone legislation coming into effect on 6th April 2024, a new Location tickbox has been added	Payroll Module - New User Interface Certain pages of the Payroll module are now available in the new user interface (UI)

Release date for all features: November 2nd 2023

 

Investment Zone Location

• Enabled by default? - No
• Set up by customer admin? - No
• Enable via support ticket? - No
• Affects configuration or data? - Yes

What's Changing?

A new tickbox to enable a location as an 'Investment Zone' has been added.

Reason for the Change

On 6th April 2024, new legislation will come into effect that will, with respect to payroll, mean employers can benefit from Employers National Insurance relief if specific sites within their business are recognised as being within Investment Zones.

 Please note: It is understood that it is very unlikely the Investment Zone legislation will have a direct effect on the hospitality industry but Workforce Management is being updated with the Investment Zone changes to ensure full compliance with payroll legislation. More information can be found here. 

Customers Affected

All customers using the HR and Payroll modules.

Release Note Info/Steps

Please note: Whilst the new flag is available to select from 2nd November 2023, enabling a location as an Investment Zone before the portal is rolled forward into the 2024/2025 tax year won't have any effect and will not allow the new National Insurance categories to be used. A complete update will be provided when the functionality is updated in full.

It is important to note that enabling a location as an Investment Zone incorrectly and making use of the new National Insurance categories is not permitted by HMRC.

 

To enable a location as an Investment Zone location, go to:

• HR > Company Admin > Locations
• Select an existing Location
• Tick Investment Zone?
• Select Save

Fig.1 - Investment Zone selection in HR - Classic UI

Fig.2 - Investment Zone selection in HR - New UI

 

Payroll Module - New User Interface

• Enabled by default? - Yes - only for those customers using the new UI
• Set up by customer admin? - No
• Enable via support ticket? - No - please liaise with your Fourth contact to have the new UI enabled
• Affects configuration or data? - No

What's Changing?

Redesign of the Payroll module’s user interface on the following pages - select from the list below to go straight to that section:

• Payment Types
  • Auto Creation For New Employees
    • Add New Payment
  • Starters & Leavers
  • Add New Payment Type
  • Add New Calculated Payment Type
  • Assign PAYE Company to Existing Payment Type
• Create New Pay Basis
• Employment Payment Summary (EPS)
• Global Settings
  • Variable Payments/Deductions Global Settings

• Deduction Types - Assign PAYE Company

• View Past Pay Basis
• Complete Payroll
  • Pay Run Reference
  • Close in Progress
  • Completed Successfully
• Edit BACS Dates
• Payroll Preview Selection Pop Up
• Employee Payroll Summary

Reason for the Change

To give the product a more modern look and feel, and to improve the overall user experience.

Customers Affected

The new UI is available for the Payroll, Rota, HR, Tronc, Tronc 2, Benefits, Pension, and Scheduling modules. 

 Please note: The new Payroll UI will default to 'Off' for all customers who do not already have the new UI enabled. To get it enabled, please liaise with your Fourth contact.

Release Note Info/Steps

All functionality within the system will remain the same. The main user experience changes are shown below.

 There may be other minor changes to the Payroll module which are not detailed within this document.

 

Payment Types

• To access the Payment Types page, go to Payroll > Administration > Payment Types

The existing UI page is shown in Fig.1.

Fig.1 - Payment Types - Existing UI

The new UI page is shown in Fig.2.

Fig.2 - Payment Types - New UI

 

Payment Types > Auto Creation For New Employees

• To access the Auto Creation For New Employees page, go to Payroll > Administration > Payment Types > Auto Creation For New Employees

The existing UI page is shown in Fig.3.

Fig.3 - Payment Types > Auto Creation for New Employees - Existing UI

The new UI page is shown in Fig.4.

Fig.4 - Payment Types > Auto Creation for New Employees - New UI

 

Payment Types > Auto Creation For New Employees > Add New Payment

• To access the Add New Payment (Auto Creation For New Employees) page, go to Payroll > Administration > Payment Types > Auto Creation For New Employees > Add New Payment

The existing UI page is shown in Fig.5.

Fig.5 - Payment Types > Auto Creation for New Employees > Add New Payment - Existing UI

The new UI page is shown in Fig.6.

Fig.6 - Payment Types > Auto Creation for New Employees > Add New Payment - New UI

 

Payment Types > Starters & Leavers

• To access the Starters & Leavers (Payment Types) page, go to Payroll > Administration > Payment Types > Starters & Leavers

The existing UI page is shown in Fig.7.

Fig.7 - Payment Types > Starters & Leavers - Existing UI

The new UI page is shown in Fig.8.

Fig.8 - Payment Types > Starters & Leavers - New UI

 

Payment Types > Add New Payment Type

• To access the Add New Payment Type page, go to Payroll > Administration > Payment Types > Add New Payment Type

Please note: The UI update is the same for when creating a brand new payment type or editing an existing one.

The existing UI page is shown in Fig.9 and Fig.10

Fig.9 - Payment Types > Add New Payment Type - Existing UI

Fig.10 - Payment Types > Add New Payment Type - Existing UI

The new UI page is shown in Fig.11, Fig.12 and Fig.13

Fig.11 - Payment Types > Add New Payment Type - New UI

Fig.12 - Payment Types > Add New Payment Type - New UI

Fig.13 - Payment Types > Add New Payment Type - New UI

 

Payment Types > Add New Calculated Payment Type

• To access the Add New Calculated Payment Type page, go to Payroll > Administration > Payment Types > Add New Calculated Payment Type

 Please note: The UI update is the same for when creating a brand new calculated payment type or editing an existing one.

The existing UI page is shown in Fig.14 and Fig.15

Fig.14 - Payment Types > Add New Calculated Payment Type - Existing UI

Fig.15 - Payment Types > Add New Calculated Payment Type - Existing UI

The new UI page is shown in Fig.16, Fig.17 and Fig.18

Fig.16 - Payment Types > Add New Calculated Payment Type - New UI

Fig.17 - Payment Types > Add New Calculated Payment Type - New UI

Fig.18 - Payment Types > Add New Calculated Payment Type - New UI

 

Payment Types > Click existing Payment Type > Assign PAYE Company

• To access the Assign PAYE Company page, go to Payroll > Administration > Payment Types > Click Existing Payment Type > Assign PAYE Company

The existing UI page is shown in Fig.19.

Fig.19 - Assign PAYE Company to Payment Type - Existing UI

The new UI page is shown in Fig.20.

Fig.20 - Assign PAYE Company to Payment Type - New UI

 

Create New Pay Basis

• To access the Create New Pay Basis page, go to Payroll > Administration > Company Setup > Select Company > Company Details > View Pay Basis > Create New Pay Basis

The existing UI page is shown in Fig.21 and Fig.22

Fig.21 - Create New Pay Basis - Existing UI

Fig.22 - Create New Pay Basis - Existing UI

The new UI page is shown in Fig.23, Fig.24 and Fig.25

Fig.23 - Create New Pay Basis - New UI

Fig.24 - Create New Pay Basis - New UI

Fig.25 - Create New Pay Basis - New UI

 

Employment Payment Summary (EPS)

• To access the Employment Payment Summary page, go to Payroll > HMRC Data Exchange > Employment Payment Summary (EPS)

The existing UI page is shown in Fig.26.

Fig.26 - Employment Payment Summary - Existing UI

The new UI page is shown in Fig.27.

Fig.27 - Employment Payment Summary - New UI

 

Global Settings

• To access the Global Settings page, go to Payroll > Administration > Global Settings

The existing UI page is shown in Fig.28.

Fig.28 - Global Settings - Existing UI

The new UI page is shown in Fig.29.

Fig.29 - Global Settings - New UI

 

Global Settings > Variable Payments/Deductions

• To access the Variable Payments/Deductions Global Settings page, go to Payroll > Administration > Global Settings > Variable Payments/Deductions

The existing UI page is shown in Fig.30.

Fig.30 - Global Settings > Variable Payments/Deductions - Existing UI

The new UI page is shown in Fig.31.

Fig.31 - Global Settings > Variable Payments/Deductions - New UI

 

Deduction Types - Assign PAYE Company

• To access the Assign PAYE Company to Deduction Types page, go to Payroll > Administration > Deduction Types > Click existing Deduction Type > Assign PAYE Company

The existing UI page is shown in Fig.32.

Fig.32 - Assign PAYE Company to Deduction Type - Existing UI

The new UI page is shown in Fig.33.

Fig.33 - Assign PAYE Company to Deduction Type - New UI

 

View Past Pay Basis

• To access the View Past Pay Basis page, go to Payroll > Administration > Company Setup > Select Company > Company Details > View Pay Basis > Select Pay Basis > View Past Pay Basis

The existing UI page is shown in Fig.34.

Fig.34 - View Past Pay Basis - Existing UI

The new UI page is shown in Fig.35.

Fig.35 - View Past Pay Basis - New UI

 

Complete Payroll > Pay Run Reference

• To access the Pay Run Reference page, go to Payroll > Select current Pay Run > Select All > Ok on pop up > Complete Payroll > Pop Up for Pay run Reference will appear

The existing UI page is shown in Fig.36.

Fig.36 - Pay Run Reference - Existing UI

The new UI page is shown in Fig.37.

Fig.37 - Pay Run Reference - New UI

 

Complete Payroll > Close in Progress

• To access the Close in Progress page, go to Payroll > Select current Pay Run > Select All > Ok on pop up > Complete Payroll > Pop Up for Pay run Reference will appear > Enter Reference and Save

Please note: The UI update is the same regardless of if the payroll is closed by clicking 'Process Employees' or 'Complete Payroll'.

The existing UI page is shown in Fig.38.

Fig.38 - Closure in Progress - Existing UI

The new UI page is shown in Fig.39.

Fig.39 - Closure in Progress - New UI

 

Complete Payroll > Completed Successfully

• To access the Completed Successfully Page page, go to Payroll > Select current Pay Run > Select All > Ok on pop up > Complete Payroll > Pop Up for Pay run Reference will appear > Enter Reference and Save > Allow to close

Please note: The UI update is the same regardless of if the payroll is closed by clicking 'Process Employees' or 'Complete Payroll'.

The existing UI page is shown in Fig.40.

Fig.40 - Completed Successfully - Existing UI

The new UI page is shown in Fig.41.

Fig.41 - Completed Successfully - New UI

 

Edit BACS Dates

• To access the Edit BACS Dates page, go to Payroll > Administration > Company Setup > Select Company > Company Details > Click Pay Basis > Edit BACS Dates

The existing UI page is shown in Fig.42.

Fig.42 - Edit BACS Dates - Existing UI

The new UI page is shown in Fig.43.

Fig.43 - Edit BACS Dates - New UI

 

Payroll Preview Selection Pop Up

• To access the Payroll Preview Selection Pop Up page, go to Payroll > Select Current Pay Run > Preview

The existing UI page is shown in Fig.44.

Fig.44 - Payroll Preview Selection Pop Up - Existing UI

The new UI page is shown in Fig.45.

Fig.45 - Payroll Preview Selection Pop Up - New UI

 

Payroll Preview - On Screen Progress Bar

• To access the On Screen Preview page, go to Payroll > Select Current Pay Run > Preview > Select Preview Type and On Screen Preview Mode > Run Preview

The existing UI page is shown in Fig.46.

Fig.46 - Payroll Preview Progress Bar - Existing UI

The new UI page is shown in Fig.47.

Fig.46 - Payroll Preview Progress Bar - New UI

 

Employee Payroll Summary

• To access the Employee Payroll Summary page go to Payroll Module > Click a Current Pay Run > Find and Enter Employee record

Please note: The payroll summary can also be accessed by going into an employee records and click View Payroll Summary. The employee must be a current employee attached to a payroll to do this.

The existing UI page is shown in Fig.48.

Fig.48 - Employee Payroll Summary - Existing UI

The new UI page is shown in Fig.49.

Fig.49 - Employee Payroll Summary - New UI