Published Date:2 Jan 2019
FAQ No:0031
Payroll End Of Year Procedures
Before running the End of Year procedures, please make sure you are running version 2.2.111 or later of SPS.

You can check your SPS version by going on Help > About Shireburn Payroll System. You can force the update by going the Help > Web Update. After updating, please make sure the restart SPS.


1 - Online Leave Manager (Webleave) Users

The payroll End of Year process may not be run if any leave application/cancellation requests are pending approval in the WebLeave module. This may be verified by selecting the Leave History Report in the WebLeave module and tagging the options shown below. When running this report you must be logged in as administrator to have the ability to report for all users.



The same applies if any transactions are pending import into the payroll. This may be checked by going to the option in the screen shot below and verifying that no records are pending import in this screen. In case such records exist kindly contact the Shireburn support staff.



The system will warn users of any of the above situations when attempting to run the payroll end of year process.

The end of year procedure will automatically trigger the WebLeave End of Year process whereby the previous year's leave transactions in the WebLeave module will be tagged as archived and whilst they will remain available for reporting they may not be modified after this process.

The system will lock users out of the WebLeave system while the End Of Year process is running.


2 - Time & Attendance Users

To avoid carrying over old attendance data to the new year, users can archive as many dates as possible through the archiving functions in the T&A module before running the the End Of Year process. Archived data will not be carried forward to the new year but it shall remain accessible through previous years. Any T&A data including rosters left in the current files will be carried forward to the new year.


3 - Carry Forward Leave

When running the end of year procedure the system will ask if the you wish to carry forward outstanding leave balances to the new year. If the you confirm only the leave types marked as Carry Forward will be effected so be careful to review these settings before. This can be accessed from Main Menu > Leave Module > Leave Type.




4 - Running the End of Year Procedure

The following procedure should be run only after all payrolls for the current year have been finalised. The current year’s data will be automatically moved to the previous year directories so electronic lodgment and printing of FS3's and other end of year reports can be printed from the previous year after running the End of Year procedures. All reporting functions will also be available from this option. All previous years will remain accessible through functions available in the payroll.



Utilise the Admin > End of Year option to open the new year. The End of Year run routine must be run individually for each company and the user must exit and re-enter the payroll system before running End Of Year process on another company. The system will automatically take a full backup every time that the end of year process is run.




4.1 - Carrying forward outstanding leave balances without the Online Leave Manager (WebLeave)

The end of year process allows users to decide whether or not to carry forward the outstanding leave balances to the new year as opening entitlements. This is controlled by the user ticking the check box available in the End of year form as per above. By default the option is preset to carry forward entitlements but it can be de-selected.

This applies to all leave types except sick and injury leave. In the new year, after the end of year procedures have been run, the user has the opportunity to transfer any entitlements brought forward to another leave type. Eg. From OPT (Optional) to ACCU (Accumulated). This can be done through the ‘Convert Leave Codes’ button in the leave entitlement screen. ACCU would now reflect the leave carried forward while the new year’s entitlements would be created with the code OPT which can now be used after having converted the balances brought forward to ACCU. IF entitlement for type ACCU already existed any leave converted from OPT would be added to the existing ACCU entitlement.

4.2 - Carrying forward outstanding leave balances with the Online Leave Manager (WebLeave)

In this case the end of year process automatically carries forward the outstanding leave balances to the new year as opening entitlements. The check box option does not show in the end of year dialogue box.



Webleave users do not have the option to transfer any entitlements brought forward to another leave type. Eg. From OPT (Optional) to ACCU (Accumulated). A new leave type must be created for the new year's entitlements. We would recommend that the leave code used is indicative of the year Eg. OPT19 or VAC19.


5 - After End of Year Procedure: Updating required support files with New Year's rates

The following maintenance should be carried out in the Payroll system after the End Of Year run is processed for each individual company. These modifications are to be effected on to the new year before running the first payroll in the order shown below.

5.1 - SSC Categories: Support Files > Rates > SSC Categories

If you are running the latest payroll version, this support file will be automatically updated during the payroll End of Year procedure, hence no user intervention is required. It is recommended that the user reviews the rates in this file.



5.2 - Tax Rates: Support Files > Rates > Tax Rates

There were no changes to tax rates for the year 2019. Rates remain the same as 2018. The X and Z FSS Status refer to non-resident rates.



5.3 - Sickness / Injury Benefit Rates: Support Files > Rates > Unions/Deductions

This file contains information regarding the Sick/Injury Benefits and the end of year process will automatically change the rates for the following year.

If you are running the latest payroll version, this support file will be automatically updated during the payroll End of Year procedure, hence no user intervention is required. It is recommended that the user reviews the rate in this file.



5.4 - Public Holiday Calendar: Main Menu > Leave Module > Public Holidays

If you are running the latest payroll version, this support file will be automatically updated during the payroll End of Year procedure, hence no user intervention is required. It is recommended that the user reviews the entries in this file.



5.5 - Bonuses: Support Files > Rates > Bonuses

This file contains information regarding the quarterly statutory bonuses and the end of year process will automatically roll over the dates for the following year. The dates relating to calculation of part timers’ pro-rata leave and bonus may need to be adjusted according to the new year’s pay periods.

If you are running the latest payroll version, this support file will be automatically updated during the payroll End of Year procedure, hence no user intervention is required. It is recommended that the user reviews the dates in this file.



5.6 - Cost of Living Increase: Utilities > Global Basic Adjustment

The user should enter the appropriate weekly increase and an effective date. (The first date payable at the new rate, normally the first of January).

If the increase is also to be added to the pre-planned wage changes in the Pay Planner then check the option Pay Planner. If you do not use the pay planner, do not tick this option.

Part Timers: An option is available in the 'Global Basic Adjustment' function which allows users to stipulate an hourly increase which will also automatically be applied to all employees paid on an hourly basis.



5.7.1 - Creating new Leave Types: Main Menu > Leave Module > Leave Type

If you want to create a new Leave Type for the new year, in the payroll select the Leave Type option from the Main Menu to add a new leave type for the new year. In the example below we have created the leave type OPT19. Note the different posting dates related to the different leave types. This step is required if one is using the Online Leave Manager.

Note the Entitlement for 2019 is 208 hours.



5.7.2 - Convert Leave Codes: Main Menu > Leave Module > Leave Entitlement

If you are not an Online Leave Manager user, you may opt to not create a new leave type, and instead change the previous year's OPT/VAC leave to ACCU. This can be done by using the Covert Leave Codes button in the Leave Entitlement window. Using this function, the system will add all balances together. This step is not required if you did the above step (5.7.1).



Please make sure that the Entitlement for 2019 is changed to 208 hours from Main Menu > Leave Module > Leave Types.

5.8 - New Leave Entitlements: Main Menu > Leave Module > Leave Entitlement

These must be generated through the Global Leave Entitlement functions in the leave entitlement module accessed through Main Menu > Leave Module > Leave Entitlement.



5.9 System Variables: Admin > System Variables

The user should update the required new values in the record containing data relevant to the new year as shown below.




Disclaimer

To the best of our knowledge, any rates shown in the above screen shots are correct for the payroll year 2019 at the date of publication of this document, however we strongly recommend that you confirm these rates with the relevant authorities before calculating any payrolls.
Category:End of Year