The Change

We have added a new permission which controls whether users have access to edit the “Exclude Employee from Payroll” tick box found in the Employment Details screen within the HR & Payroll module with the additional ability to use the batch process “Include Employees in the Payroll” under this same permission.

Release Date: 19-Feb-2015
 

Reason for the Change

New functionality released in November 2014, allowing users to exclude new starters from being included in payroll automatically was made available however there was not an individual permission to prevent users from editing the ‘’Exclude Employee from Payroll’’ tick box.
 

Customers Affected

This is to be made available to all People System customers using the Payroll & HR Module.
 

How does this affect you?

This new permission will allow you to control who has access to edit the “Exclude Employee from Payroll” tick box found under both modules. 

This permission will also allow you to control who has the ability to batch include employees to payroll under the “Include Employees in the Payroll” menu item. 

Only the Admin login will be assigned this permission as default upon release. The Admin login can be used to assign this permission to Administrator/Super User templates or user access profiles. Once done, the permission can then be assigned to other user templates/profiles as required without the use of the Admin login. Further instruction provided on page 2.

Until assigned, users will not be able to edit the ‘exclude employee from payroll’ tick box or be able to use the batch ‘include employee in payroll’ option.

For Admin login details, your portal Administrator should in the Submit a Request form for the username and password.
 

Release Notes

A new permission has been added under Assign User Access and Templates within both the Payroll and HR Modules. The permission is “Exclude from Payroll (allow HR&Payroll)”. 

This permission can be assigned by following the paths below:

Template Level (using Admin login only)

User Level

Please view below the way in which the permission will be displayed under both modules:
 

Fig 1 - Permission Within The Payroll Module

Fig 2  - Permission Within The Payroll Module

• This new permission can be enabled in either HR or Payroll, if done in HR it will automatically provide this access in Payroll and vice versa if given in Payroll.
• If this permission is assigned, it provides the user with capability to edit the “Exclude Employees from Payroll” checkbox regardless if the global setting ‘Exclude New Employees from Payroll’ is turned on or not. (Payroll > Administration > Global Settings > Settings For The Adding Of Employees To Payroll).
• The sub menu “Include Employees in Payroll”, the user will be able to select the Company & Pay Basis. On search, the employees who have not been included in payroll will be shown, and the user will be able to use the batch process on including the employees into payroll.
• As per current functionality, once an employee has been paid, the “Exclude from Payroll” tick box will be greyed out and you will not be able to exclude them from payroll. 

The below screens shows what users will not be able to edit when “Exclude from Payroll (allow HR&Payroll) is not assigned.

Path: Payroll or HR > Employee> Employee List > Employee Info > Employment Details “Exclude Employees from Payroll” is greyed out.

 

Fig 3 - Exclude From Payroll Is Greyed Out

• Under the ‘Include Employee in Payroll’ menu item, users will be able to view and select this option however the screen will appear as below disallowing the user from using the batch include process.

Fig 4 - Include Employees in Payroll

• Path: Payroll > Employees or HR > Employees the sub menu “Include Employees in Payroll” is still shown.
• When accessing this menu, the selection of Company or Pay Basis has been disabled. Therefore the user will not be able to view any employees who have not been included in the payroll.