Intro to Pay Mode

Navigation: People | Employees | Employee | Action | Pay Mode

Who can access Pay Mode?

Pay Mode is accessible to your payroll staff, including the payroll manager or payroll administrator.

Payroll staff typically use the Pay bubble in Jemini. However, they may sometimes need to access individual employee Pay Mode in the People bubble. These reasons could be to:

• Fix errors and warnings uncovered in the running of the pay cycle.
• Add additional transactions to an employee's pay cycle.
• Check or edit individual employee pay, tax, leave, KiwiSaver, superannuation, ESCT, and bank account details in the pay cycle.
• Make sure an employee's final pay transactions are correct when the employee is being terminated.

Fixing errors and warnings uncovered in the running of the pay cycle

When you run a pay cycle (Pay > Pay cycles), you may need to manage individual pays that have been processed with errors or warnings.

Select Manage individual issues to see which employees were affected. You can then navigate to that employee's Pay Mode (People > Employees > Employee > Action).

• Errors in an employee's pay status will be outlined in red.
• Warnings in an employee's pay status will be outlined in orange.
  

How to add a transaction

To add a new transaction to an employee's pay cycle, follow these instructions:

1. Open the employee's Pay Mode (People > Employees > Employee > Action > Pay Mode).
2. Under Controls, make sure the correct PAY PERIOD is selected (the default selection is the current pay period).
3. Select the PAY CYCLE you want to edit.
4. Select Add Transaction.
5. Select a payroll transaction.
6. Select a payroll transaction from the list (use the search or filter functions to narrow down the list).
7. Enter the details as required (each transaction type will have different buttons and fields to enter).
8. Select the Submit icon.

How to edit a transaction

To edit a transaction in an employee's pay cycle, follow these instructions:

1. Open the employee's Pay Mode (People > Employees > Employee > Action > Pay Mode).
2. Under Controls, make sure the correct PAY PERIOD is selected (the default selection is the current pay period).
3. Select the PAY CYCLE you want to edit.
4. Find the transaction you want to edit, then select the Edit icon in that row. This will open the PAYROLL TRANSACTION panel.
5. We don’t have the typical functionality for transactions. Instead there are three options:

   • Override the amount
     Available on all transactions. You can enter a new amount, and you must also enter a comment that explains why the new amount is entered.
     

   • New amount or end date ongoing transaction
     Available on all ongoing transactions that are added by the user. It shows a This Period - Ongoing toggle so you can either override the amount for the current pay cycle or change the ongoing transaction. For ongoing transactions, you have the option to change the End date or change the Value of the ongoing transaction. When you select Value, you can set a new amount that will be applied from a specific date.
     

   • Edit Hourly pay rate transaction.
     Hourly Pay - Override Amount toggle that allows you to choose to change the HOURLY RATE / HOURS WORKED or override the amount.
     

How to delete a transaction

You can delete a transaction if the Delete icon on the transaction line is red.

Terminating an employee

Typically, the employee will be terminated by HR using the Termination bubble. However, payroll managers should be across this process to make sure the termination pay cycle is correct.

In the Add termination panel, you can select Save & go to pay mode. This will take you to the employee's termination pay cycle in their Pay Mode and allow you to check that the automatically applied transactions are correct.