Suspend an item

Qualifiers

  1. An item will no longer be deducted from the Employee's pay because

    1. It has come to it's natural end

    2. The Employee has changed their packaging arrangements

    3. The Employee is leaving or has left

Final Pay Run Date

  1. Make a note of when the final pay run is for this contract. E.g. 15/12/2021

  2. The date may be in the past

  3. It's OK if this is a date in the near future

  4. You can future-date an item you are suspending, the future-dated pay runs and disbursements will still process.

Update the Item

Option A - the current End Date is correct

The item has come to it's natural end

  1. Navigate to Employees / Item

  2. Click on Vary button

  3. Status - change to 'Suspended'

  4. Click on Save button

Option B - the item needs to end now and the End Date is dated in the future

  1. Navigate to Employees / Item

  2. Copy the amount in Deduction Per Pay

  3. Click on Vary button

  4. Remaining Cycles - change to '0'

  5. End Date - this will update and is now blank

  6. Deduction Per Pay - paste in correct amount (it may have recalculated)

  7. Status - change to 'Suspended'

  8. Click on Save button

Deduction Per Pay is adjusted to retain the pre-existing deduction for informational purposes.

Option C - the item needs ends in the future but the End Date needs to change

  1. Navigate to Employees / Item

  2. Copy the amount in Deduction Per Pay

  3. Click on Vary button

  4. End Date - select the date of the final pay run (noted in Final Pay Run Date above)

  5. Deduction Per Pay - paste in correct amount (it may have recalculated)

  6. Status - change to 'Suspended'

  7. Click on Save button

Remaining Cycles will update to match the new End Date you have selected, or you can update Remaining Cycles to get the required End Date.

Deduction Per Pay is adjusted to retain the pre-existing deduction for informational purposes.

If the Disbursement Type is Claim

There may be claims that have been processed and are currently 'Pending Funds' that are scheduled for a payroll deduction and disbursement after the item's Suspend Date.

  1. Contract ID - click on this hyperlink to get to Contracts / Maintenance

  2. Check to see if there are any pending claims

  3. App # - click on pending record to navigate to Contracts / Claim

  4. Review the claim ( use the Funds Check pop-up to review a summary).

  5. If the last pay run has already happened and this claim will not be paid

    1. Click on Delete button to remove the claim record (you may want to advise the employee about this)

    2. If these claims are not deleted, they will be shown on the Claim Checks exception report when the contract's suspend date has passed, until they are deleted.

If the Disbursement Type is Periodic

The payment schedule needs to be updated so that the payments match the billings created up to the item's suspend date.

  1. Contract ID - click on this hyperlink

  2. Navigate to Contracts / Billing

  3. Life Budget Totals - make a note of the Net, GST and Total amounts

  4. Navigate to Contracts / Payments

  5. Click on Vary button

  6. Total Payments - edit to reduce the number of payments so that the Payments Total matches the Life Budget Total

  7. If a part-payment is required - edit and update the values of the remaining pending payment row.

  8. Suspended contracts that don't balance will be shown on the Payment Checks exception report.