Hi all - Payroll is not my speciality an ...

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    Aline Zil

    Beverly, I have received this link... we have lots to do.

     

    https://fc.force.com/customer/s/article/Fourth-Products-and-Covid-19

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    Beverly Flint

    That actually makes me feel better to know I'm not alone! Seems it could be a useful thing to have - hopefully someone with lots of experience can point us in the right direction and help us out

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    Beverly Flint

    Hi, I have that link and the documents are useful but I'd still like to know that I'm covering everything I need to do so just thought a checklist, if anyone had one, would be really useful for me. I can then use all the release notes from that link to follow the steps required 🙂

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    Aline Zil

    Hi Beverly... I'm in the same boat! I hope someone can help us! 😉

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    Beverly Flint

    @Lauren Harvey​  we are a bureau customer so if there is any more information you can supply I'd appreciate it. My queries were more related to placing the people on furlough, changing the salaries for those it applies to, how to deal with rotas and making amendments for the week they were put onto furlough as some had already been paid for shifts, how to work out hours for the flexible guys, etc. I want to ensure that everything in the HR side of the system is correct which is why I was asking for the checklist if anyone had done one, I don't want to miss anything vital that needs to be done - thanks 😊

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    Lauren Harvey

    @Aline Zil​ 

    @Beverly Flint​ 

     

    😊

     

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    Lauren Harvey

    Hi ladies :)

     

    There is no generalised start to end checklist, unfortunately. Process will depend whether you are a bureau or an inhouse customer, and the nuts and bolts will be payroll specific.

     

    However, here are a couple of general guides for checking and approving....Hope these help.

    https://fc.force.com/customer/s/article/WFM-Payrun-Approval-Process

    https://fc.force.com/customer/s/article/WFM-Approving-Payroll

     

    Please do write back to us if you have questions off the back of these.

     

    Best,

    Lauren

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    Anonymous User

    No problem at all, happy to help. This is new for all of us, and it is changing every day so there is so much to consider to ensure we get it right and people are paid accurately & on time :)

     

    I have just seen that Legislation on Furlough someone on sick leave has changed as well now. Before if they were on Sick Leave & SSP you couldn't furlough until that had ended. Now the gov.uk site states that you can choose to furlough and stop the sick pay.

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    Aline Zil

    @Annette Bomzer​ Thank you so much. I think I'm doing the right thing than.

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    Beverly Flint

    It's all so confusing but agree, I'd rather do it that way than amend everyone's salaries - I'll ask about doing it this way too

     

     

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    Beverly Flint

    Hi Annette,

     

    This is a great help thanks and I have already done some of the above - I do have a couple of questions you can maybe help with though:

     

    I've done the sheet as you've done and have sorted salaried / flexible pay and I've already put everyone on furlough, all 360 of them! (couldn't wait for the batch upload any longer)

    We are also paying 80% - do I need to clear all the salaries in each person's record and replace with the 80% salary? I saw an article that suggested we need to do this so was about to do that next.

     

    In regards to flexible hours though, what do we need to do with these? I've calculated the averages - how do we deal with these ones? This is around 50% of our payroll

     

    Appreciate any help you can offer especially when you are so busy yourself

     

    Bev 🙂

     

     

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    Anonymous User

    Hi Beverly,

     

    Glad I could help.

     

    I asked the question about the salaries myself as I dont want to clear or adjust anyones annual salary plus I want it to be clear on the payslip that this is the 80% furlough (not salary). So I am going to import "Furlough Payment" and then I asked if someone is flagged as Furlough would this automatically stop salary or do I need to clear the "salary" payment out. I had a response from Fourth, "You will need to amend the usual salary payment type but this can be deleted by batch in the payroll module. If you use our bureau, your payroll specialist will be able to help you with this process."

     

    Therefore I wont be touching the employees records or amending the annual salary field. I am just going to remove the payroll payment for that month by this batch process and then import a "Furlough Payment" in its place.

     

    For the flexible/average, if they are paid by the rota process then thankfully no payments will have come from the rota for any furlough period but again, I will be importing the calculated "Furlough Payment" for them as well ... so I will have a very big payment import spreadsheet for April if not May too! :)

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    Anonymous User

    Morning,

    I am the new Payroll Manager for my company (new role, only started 16th March, what a time to start a new job!) I have over 20 years working in Payroll so whilst there isnt a defined checklist & Fourth is a new system for me, here are the processes I have been working through and considering for the payrolls I am processing:

     

    1. I used a custom report to get every current employee out into a spreadsheet with all of the data I thought I would need (Start Date, NI Number, Salary, Hourly Rate, Contract type (Salaried, Flexible, Casual). I also included Absence Dates & Statutory Start & End Dates to check for anyone on Sick or Statutory Leave that couldn't be furloughed (or had a deferred furlough start date)
    2. Of the Furlough People, establish which are salaried (therefore using the annual salary they were on as at 28th Feb & which need to have an average calculation (e.g. variable pay due to flexible working)
    3. Consider if there are any salary sacrifice deductions that need to be accounted (e.g. Salary less Childcare Vouchers = 100% earnings)
    4. Consider if there are any regular contractual payments that need to be included in the earnings (e.g. Car Allowance)
    5. Furlough the relevant employees on Fourth (I personally am trying to hold on for the batch update release that is expected this week)
    6. Decide how you wish to pay the employees and use the guides for salaried and average pay employees. (We are paying 80% so I am going to be clearing monthly salary/allowance in the pay run & paying a newly created "Furlough Payment" instead.)
    7. Keep in mind that whilst the furlough screen on the employees record will show a calculated amount, Fourth have confirmed this is using basic payments only so if you have additional contractual payments or salary sacrifice amounts that need to be accounted, you may need to calculate furlough payments outside of the system and import them in the payment spreadsheet.
    8. If using Rotas - ensure any periods worked pre-furlough that haven't been paid are still processed. Any period during Furlough shouldn't need a Rota as they are not working
    9. Keep clear records of everything calculated because HMRC can retrospectively audit so it will be worthwhile keeping notes to any calculations and decisions you made.
    10. Remember to complete the NMW uplifts if appropriate for your company. Whilst these will not effect Furlough payments (as they are based on 2019/20 earnings), for anyone still working, for anyone training & for those returning to work later on, these rates will be required.

     

    Thats all I can think of at the moment, still working through my own long list so probably still have things i havent thought of myself yet but hopefully that gives a good starting point.

     

     

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    Aline Zil

    @Beverly Flint​ I could create the new payment types but I'm still reading a lot of articles and getting more confused!

    @Lauren Harvey​ We would appreciate if you can help us.

    1) I need to double check if I have done everything I need for the furlough process.

    2) I'm also put as OFF in the rotas for everybody who is on Furlough, is this right? Shouldn't they disappear from the rotas as they are on furlough?

    3) I have created the new types of payments how do I apply those types for the employees?

     

    Ladies, if you need anything, please contact me: 07883 289 112.

     

    Thanks.

     

    Aline

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    Aline Zil

    Thanks @Beverly Flint​ . Feel free to call me. It will be nice to exchange experiences. (My number is in the previous comment).

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    Beverly Flint

    @Aline Zil​  I've reached out again for help with one of my payroll specialists so maybe will get some answers - doesn't help that my Customer Success Manager is now off on furlough!! I feel that I'm going round in circles trying to get some help!! If I do get any further forward I'll let you know 😏

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    Beverly Flint

    @Aline Zil​  Are you any further forward in understanding the process yet? I'm still stumbling around so if you have a better understanding of it now then I'd appreciate any tips! 😣

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