Advance Payments

Marlin HR enables employees to be paid in advance.

This is done by processing Normal pay runs for future pay periods early, for all or specific employees.

Key Points

Pay run type and order:

• Use Normal pay runs, not Adjustment pay runs
• Process pay runs in Pay to Date order
• Pay periods cannot be skipped or processed retrospectively

Pay Qty:

• Employees already paid for the selected Pay to Date show in red with a Pay Qty of "0"
• Select the following pay period to return them to a Pay Qty of 1
• Casuals always show a Pay Qty of 1

Payment dates:

• Processing in advance does not mean paying in advance
• Enter the correct Date Paid on each pay run, as your bank uses it to schedule payment (see Banking File)
• Alternatively, give a colleague the Pay Advices and Pay Disbursement reports with the payment dates

Journals:

• Post each pay journal from your Marlin inbox to the correct GL period

All Employees

If you are going away for several weeks and employees need to be paid each week, but nobody else can operate the payroll system:

• Process a normal pay run in advance for each pay period you will be away.

To process pay runs in advance:

• Add leave entries for all employees taking leave during the periods being processed,
• • Use the correct From and To dates
• Initialise the pay runs (Payrun > Payrun Processing)
• • Type of Payrun: Normal
• Pay to Date: End date of first pay period being processed in advance
• Date Paid: Date the actual payment is to be made
• • If you upload Banking Files, your bank uses this date to schedule payment
• Select all employees to be paid
• • Check that Pay Qty shows 1 for all selected employees
  • Process the pay run as normal
• Repeat for each pay period to be processed in advance

Multiple periods can be processed on a single pay run, however:

• This restricts them to a single Date Paid
• And a single pay journal,
• • Which can only be posted to a single GL period

If you use banking files:

• Upload and authorise them before going away
• Each pay run is then paid automatically on its specified Date Paid

Specific Employees

Add leave entries for all employees taking leave in the pay periods being paid in advance, using the correct From and To dates.

Select Payrun > Initialise Pay Run and set Type of Payrun to Normal.

Pay period has not been processed:

• Set Pay to Date to the end of the current pay period
• Select all employees to be paid for the current pay period
• Check that Pay Qty shows 1 for everyone
• Set the Pay to Date forward for each employee being paid in advance, by the number of pay periods to pay in advance
• Process the pay run as normal
• • Pay Qty for these employees is now greater than 1.

Pay period has already been processed:

• Set Pay to Date to the end of the last pay period to be paid in advance
• Select only the employees to be paid in advance
• Check that Pay Qty reflects the number of pay periods being paid in advance
• Process the pay run as normal

Partial Periods

If an employee is paid in advance for leave that ends part way through a pay period, there are two options:

Pay up to the last pay period before the leave ends:

• The employee is not paid in advance for leave days in the pay period they return in
• They receive a full pay on their return

Pay up to the pay period the leave ends in:

• The employee is paid for all their leave in advance
• Days between the end of the leave and the end of the pay period are included as Standard hours
• To avoid paying these work days in advance, zero the Standard hours before finalising the pay run

Pay period the employee returnes in:

• If the work days were pre-paid as Standard hours and nothing else is owed (e.g. overtime): leave them off the pay run
• Otherwise: Include them and pay the work days and any overtime
• • The employee appears in red with a Pay Qty of 0, as their Normal pay run for this period has already been processed
  • HR treats their pay as an adjustment pay run
  • Everyone else's are still treated as a normal pay run
  • All figures default to 0, so enter any hours and amounts manually