SDWorx-Pay – Allowances

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Company & Employee Payslip Messages

ALLOWANCES

ALLOWANCE ENGINE CODES IN THE FORMAT NNNF

These are the SDWorx-Pay allowances payroll items:

NameEngine Code
Allowance amount replacement0010 – 9900
Allowance increase this pay-cycle only0011 – 9901
Allowance decrease this pay-cycle only0012 – 9902
Allowance proportional increase this pay-cycle only0013 – 9903
Allowance proportional decrease this pay-cycle only0014 – 9904
Allowance replacement this pay-cycle only0015 – 9905
Allowance eligibility indicator0016 – 0906
Salary sacrifice enrollment period0017 – 0907
Allowance balance0018 – 0908
Allowance to date replacement0019 – 9909
Predetermined round-up carried forward amount9910
Flat overtime amount to-date9918
Premium amount to-date9919
Occasional allowance 19920
Occasional allowance 29930
Predetermined gross pay9940
Net pay for payroll adjustment9950
Global allowances proportional increase this pay-cycle only9993
Global allowances proportional decrease this pay-cycle only9994
NI-liable non-taxable earnings to date9998

SDWorx-Pay lets you manage up to 990 allowances, numbered 001 to 990. For each employee you can manage allowances in the following ways:

  • Set up or replace the value of the allowance permanently. Depending on how the allowance has been defined at company set-up time, you enter a cash amount in pence or a percentage of an earnings accumulator.
  • Increase or decrease the value of the allowance, for this pay-cycle only. Depending on how the allowance has been defined at company set-up time, you enter a cash amount, piece rate amount, or days holiday, sick or unpaid.
  • Increase or decrease the value of the allowance proportionally Allowances, for this pay-cycle only. You enter a number of days which, together with the number of base days defined at company set-up time, is used by SDWorx-Pay to calculate the increase or decrease.
  • Override whatever has been submitted for this allowance for this pay-cycle only. You enter a cash amount only.
  • Set the eligibility of the allowance. If the allowance has been defined at company setup time as a percentage allowance, setting the eligibility indicator Allowances enables the employee to receive the allowance, and for the company-level percentage to be overridden at employee-level.
  • Replace the accumulated value of the allowance to-date. You enter a cash amount only.

The form of allowance Engine Codes is NNNF, where NNN is the allowance number, in the range 001 to 990, and F  takes the values shown in the following table:

FunctionValue
Allowance amount replacement0
Allowance increase this pay-cycle only1
Allowance decrease this pay-cycle only2
Allowance proportional increase this pay-cycle only3
Allowance proportional decrease this pay-cycle only4
Allowance replacement this pay-cycle only5
Allowance eligibility indicator6
Salary sacrifice enrolment period7
Allowance balance8
Allowance to date replacement9

Some allowance numbers are reserved, as shown in the following table:

Allowance  Allowance number
Basic pay              001
Basic pay for hourly paid              002
Overtime hours              003
Overtime hours              004
Overtime cash              005
Guaranteed pay              019
Statutory Maternity Pay              070
Statutory Sick Pay              071

In addition to managing individual allowances, SDWorx-Pay lets you:

  • Replace the round-up carried-forward value. At company set-up time a rounding-up option can be specified, for example to the nearest £1 either for cash only or all employees. When SDWorx-Pay calculates net pay, the amount is rounded up and the difference is the round-up carried forward, which will be automatically recovered at the next pay-cycle.

Also at company set-up time, a monthly salary rounding indicator can be set to specify whether monthly-paid employees’ allowances are to be rounded up or down to the nearest pence, when they are not exactly divisible by 12.

If negative net pay (caused by statutory and voluntary deductions being greater than the employee’s gross earnings) has been specified at company set-up time as allowable, and negative net pay has been calculated, it will be shown on the payslip as a negative amount, and reported on the Pay Journal and Financial Summary. Otherwise, the negative pay is rounded up to zero, and the negative value stored and carried forward.

Use Predetermined carried forward amount/9910.

  • Replace the cash amounts earned at the flat overtime rate and the premium overtime rate. Use Flat overtime amount to-date/9918 and Premium amount to-date/9919.
  • Set up to two occasional allowances for this pay-cycle only. These accept a cash amount only (together with the title of the allowance), which is included in the gross pay for this pay-cycle. Whether or not the allowance is subject to tax, NI and pension deductions is specified at company set-up time. The title printed on payslips is taken from the title you enter with the amount. Use Occasional allowance 1/9920 and Occasional allowance 2/9930.
  • Replace an employee’s gross pay for this pay period only. Use Predetermined gross pay/9940.
  • Replace an employee’s net pay for this pay period only. Use Net pay for payroll adjustment/9950.
  • Increase or decrease an employee’s basic pay and all cash allowances by a proportional number of days, for this pay-cycle only. Use Global allowance proportional increase or decrease/9993 or 9994.
  • Replace an employee’s accumulated total of allowances that have been set up as subject to NI but not income tax. Use NI-liable non-taxable earnings to date/ 9998.

ALLOWANCE TYPES

At company set-up time, the input type that is allowed for each allowance is defined:

  • 0: Cash amount
  • 1: Hours amount (in hours and minutes or hours decimal)
  • 2: Units
  • 3: Hours and rate
  • 4: Piece rate
  • 5: Percentage
  • 6: This time value for an allowance calculated on a cumulative basis.

For allowances that accept input types 1, 2 and 3, enter the allowance value using a set of worked hours Engine Codes (prefixed by W) that relate directly to allowance Engine Codes (for example, W050 indicates an employee’s hours worked against allowance 05). That is, you enter employee’s hours using the appropriate worked hours Engine Code (see WORKED HOURS). However, if the allowance is being used for holiday pay, sick pay or unpaid leave, you enter the days using the input type 2, against the appropriate allowance Engine Code 0011 – 9901 or 0012 – 9902.

PERCENTAGE ALLOWANCE

For each percentage-based allowance, the earnings accumulator (of which there are 20) is specified at company set-up time. The percentage value can also be specified at company set-up time or you can override it at employee level. Whichever method is used, you can replace, increase or decrease the allowance for this pay-cycle only (but with cash amounts only).

To enter a percentage value against an allowance, the allowance must have been defined at company set-up time as a percentage allowance, and you must have set the eligibility indicator to allow the percentage allowance for the employee (using Allowance eligibility indicator/0016 – 9906).

VALIDATION LIMITS

At company set-up time, a maximum and minimum value for each allowance can be defined, together with indicators that specify how the allowance is to be paid if it is over or under the maximum and minimum values:

  • For percentage allowances, an allowance can be paid over the maximum allowed or only up to the maximum allowed.
  • For other allowances, a warning message is displayed if the allowance exceeds the maximum.
  • For percentage allowances, an allowance can be paid under the minimum allowed, or if the allowance amount is insufficient, a fixed minimum amount can be paid.
  • More complex limits can be applied via SDWorx-Pay especially on cumulative allowance. If you require this facility, ask your Help line.

Allowance values that are outside the specified limits are shown on the Exception Report, with the message identifying the allowance by name.

HOLIDAYS, SICK DAYS AND UNPAID LEAVE

At company set-up time, allowances can be set up as holiday, sick days or unpaid leave allowances. For each of these types of allowances, the input type has been defined as U (units), enabling you to enter days only. SDWorx-Pay uses the rate defined for each allowance (see WORKED HOURS) to calculate the amount to be paid against the allowance, and deducts it from the basic pay allowance 01.

A holiday allowance is independent of the Holiday Accrual Average Pay allowance (20), for which you enter cash and/or hours (see HOLIDAYS). The number of days you enter against the holiday allowance automatically updates the days against Holiday taken/E912 and offsets it against the employee’s holiday entitlement (entered using Holiday entitlement/E913).

Whether or not an allowance is paid during holidays is specified at company set-up time.

A sick days allowance is independent of the Statutory Sick Pay allowance (71), for which sick days are entered as linked or unlinked days (see SSP). SSP days are accumulated through the tax year and zeroised at the end of the tax year, whereas sick days entered against a sick allowance are accumulated through the company year, and are offset against the employee’s sick days entitlement (entered using Sick days entitlement/E911). The number of days you enter against the sick days allowance automatically updates the days against Sick days taken/E910.

SDWorx-Pay increments the accumulated unpaid leave days as a result of days you enter against the unpaid leave allowance, and by the employee exceeding the sick days and/or holiday entitlement (see Unpaid leave/E914).

GUARANTEED SALARY

If an employee is guaranteed a minimum salary, use Guaranteed pay/A190 with the guaranteed amount as a period figure. Each time the payroll is run, if the true earnings are less than the guaranteed salary, the amount is made up and the difference noted on the payslip.  Those elements of pay that qualify for the guarantee system must have been specified at company set up time.

Amend the guaranteed amount by using Increase allowance/A191 or Decrease allowance/A192. 

Refer to the relevant sections in this chapter for validation of allowances.

FREQUENCY AND PAY PERIODS

The number of pay periods used in the calculation of allowances is defined in the following ways:

• At company set-up time, in accordance with the processing schedule’s standard calendar.

• At employee level you can override the company-level number of periods using the employee-levelOverride number of pay periods/E800 orE801 and Override number of periods for allowances/E802.

You can also suppress all permanent allowances, and pay adjustments for this pay-cycle only, for a specified number of pay periods, using Override number of pay periods for adjustments only/E802.

At company set-up time the frequency of payment of an allowance can be specified.

For each allowance, a calendar can be specified at company set-up time that determines the tax periods when balances are to be zeroised. For such allowances, SDWorx-Pay zeroises their balances automatically at the start of the pay period.

PAYROLL ADJUSTMENTS

In situations where an error has been made in the previous pay-cycle, SDWorx-Pay allows you to enter amendments to the previous period pay, and then processes these amendments as if it were running the previous period pay-cycle.

To enable SDWorx-Pay to validate payroll adjustments, enter the gross pay (the total of all the predetermined allowances) against Predetermined gross pay/9940, and the net pay (the gross pay minus the total of all the predetermined deductions) against Net pay for payroll adjustment/9950. If the validation fails, all payroll adjustments for the employee are rejected. Note that if either gross pay or net pay are zero, you must enter these values against 9940 or 9950.

Use Previous period reversal/E072 to reverse all payments made in the previous pay period, and Pay payroll adjustment/E070 to pay the previous period’s adjustment. Payroll adjustments are shown in the Cost Analysis totals and in allowance reports.

Note that all payroll adjustment data must be entered from the Payroll Adjustment screen or using form-type CD. Refer to Appendix E for a list of all payroll items associated with payroll adjustment.

STARTERS AND LEAVERS

At company set-up time, each cash allowance can be included or excluded in the calculation of proportional pay for starters and leavers. See EMPLOYEE for more details.

MISCELLANEOUS ALLOWANCE CHARACTERISTICS

At company set-up time, the following characteristics of allowances can be defined:

  • Whether the allowance is non-payable. This would allow you to apply PAYE or NI calculations to a benefit (such as payrolling benefits in kind) but not pay it as part of gross or net pay. For example, tmust be paid on retail vouchers, but they are not paid through SDWorx-Pay.

Non-payable allowances can be excluded from being printed on payslips and supressed from the financial summary. Company overheads such as contributions to private health schemes can also be excluded from appearing on payslips.

  • Whether the allowance is a net-to-gross allowance.  If so, you can enter the net amount to be paid to the employee, and leave SDWorx-Pay to calculate the associated gross amounts of taxable pay, taxable pay on which NI contributions are calculated, and pensionable pay. The additional amount of gross pay can be shown either as one amount or as separate amounts for tax, NI and pension. Net-to-gross allowances can be taxable, pensionable or NI’able.

SIGNED INPUT

You can enter positive or negative cash amounts against some of the allowance payroll items, by preceding the amount with a positive or negative sign. If you enter no sign, a positive amount is assumed. The exceptions are:

  • Allowance proportional increase/0013 – 9903
  • Allowance proportional decrease/0014 – 9904
  • Allowance eligibility indicator/0016 – 9906
  • Global allowances proportional increase/9993
  • Global allowances proportional decrease/9994
  • Allowance increase/0011 – 9901 when entering piece rate amounts
  • Allowance decrease/0012 – 9902 when entering piece rate amounts Note that the effect of entering a negative amount against:
  • Allowance increase/0011 – 9901
  • Allowance decrease/0012 – 9902

is to reverse the effect; that is, an increase becomes a decrease, and a decrease becomes an increase.

COST CODES

You can follow the amounts entered for each of these allowance payroll items with a solidus (/) and a 1 – 20 character cost code that SDWorx-Pay will use in the production of costing reports:

  • Allowance increase/0011 – 9901
  • Allowance decrease/0012 – 9902
  • Allowance proportional increase/0013 – 9903
  • Allowance proportional decrease/0014 – 9904
  • Allowance replacement/0015 – 9905
  • Occasional allowance 1/9920
  • Occasional allowance 2/9930
  • Pre-determined gross pay/9940
  • Global allowances proportional increase/9993
  • Global allowances proportional decrease/9994
  • Note:
  • If you attempt to enter details for any allowance that is not defined at company set-up time, SDWorx-Pay will reject the details and print INVALID – ALLOWANCE NOT SETUP on the Input Error Report.
  • If an allowance is based on hours or hours and rates or units, use worked hours Engine Codes to pay allowance amounts for this pay-cycle only.
  • The following reports and documents can be affected as a result of processing allowances:
    • Input Error Report – Exception Report
    • Allowances Report
    • Financial summary
    • Cost Analysis
    • Worked Hours Return See
  • EMPLOYEE
    • for details of how to override the number of additional pay and allowance periods.
    • for details of holidays, sick days, unpaid leave days and entitlements.
    • for details of payroll adjustments.
    • for details of starter and leaver proportional pay.
  • HOLIDAYS for details of how to manage holiday accruals.
  • RATES for details of hourly rates.
  • WORKED HOURS for details of worked hours Engine Codes and premiums.

ALLOWANCE PAYROLL ITEMS

ALLOWANCE TO DATE REPLACEMENT0010-9900

Use 0010 – 9900 to set up or permanently replace an allowance payment amount with a cash amount or percentage value. Format 1 ppppppppppp

Where ppppppppppp is the payment amount, in pence, up to 11 numeric characters.

Example 1

If you enter a basic annual pay of £24000.00 for a monthly payroll, £2000 is the pay that will be held against 0010:

0010 2400000

This example assumes that the company set-up details specify that annual amounts are entered for monthly payroll employees.

Example 2

If you enter a basic annual pay of £16250.00 for a monthly payroll, SDWorx-Pay calculates the monthly amount as £1354.167. If the company set-up details specify that rounding to the nearest pence is up (rather than down), the monthly rounded-up amount held against 0010 is £1354.17, otherwise it will be £1354.16.

0010 1625000

This example assumes that the company set-up details specify that annual amounts are entered for monthly payroll employees.

Example 3

The employee is to receive a regular shift allowance of £15.30 each month. At company level, the shift allowance is set as allowance 006. Since the employee is on a monthly payroll, you enter the annual allowance amount £183.60.

0060 18360

This example assumes that the company set-up details specify that annual amounts are entered for monthly payroll employees.

Example 4

The employee is to receive a regular meals allowance of £7.50 each week. At company level, the meals allowance is set as allowance 085. Since the employee is on a weekly payroll, you enter the weekly allowance amount £7.50:

0850 750

Format 2 nnnnnnn

Where nnnnnnn is the percentage to be used in place of the company level percentage (up to 7 numeric characters and to three decimal places).

Example 1

Allowance 008 is set up as a percentage calculated London allowance, with the percentage set at company level, say 5.000% (and the existing employee level percentage not used). The allowance is calculated as the percentage of the accumulator specified for this allowance.

0080 0

In this example, the existing employee-level percentage value is cleared by entering 0 against 0080.

Example 2

The company level percentage of 5.000% for allowance 008 has been replaced (for this employee only) by 6.000%.

0080 6000

Note: •

  • Allowances 001, 002, 003, 004, 005, 019, 070 and 071 are reserved for specific use. Although 001 and 002 are reserved for basic pay, you can set up or replace a pay amount under any other non-reserved allowance.
  • If an allowance is based on hours, hours units, or hours and rates, you must enter hours as worked hours (using datacodes prefixed with W, see RATES). However, if the eligibility indicator is set to allow an allowance for basic paying hours for the employee (see Allowance eligibility indicator/0016), SDWorx-Pay calculates the value of the allowance as the specified rate multiplied by the employee’s basic paying hours (held against Basic paying hours/E059). This means that you need not enter hours worked each pay period if the hours are fixed.
  • Entering a cash amount:
    • The allowance cash amount can be a negative value, in which case the amount of the allowance is deducted from basic pay.
    • For monthly payroll employees, company set-up details specify whether an annual or monthly amount is entered.
    • Company set-up details specify whether rounding is up or down.
  • Entering a percentage value:
    • To enter a percentage value against an allowance, the allowance must have been defined at company set-up time as a percentage allowance, and the eligibility indicator must have been set to allow the percentage allowance for the employee. (0806= Y or N.) Use Allowance eligibility indicator to apply the percentage allowance for the employee. The percentage value you enter overrides the percentage value defined for this allowance at company set-up time.
  • If the percentage value for the allowance entered at company set-up time is to be used (instead of being overridden at employee level), do not use the Engine Code, or if there is an existing employee-level percentage, enter 0 against the Engine Code.
    • If you enter a percentage greater than 7 numeric characters, SDWorx-Pay displays INVALID ALLOWANCE PERCENTAGE.
  • If the allowance is not defined at company set-up time as a percentage allowance and you attempt to enter a percentage, SDWorx-Pay displays ALLOWANCE PERCENTAGE DOES NOT MATCH INPUT TYPE.
  • Use Allowance increase/0011 – 9901 or Allowance decrease/0012 – 9902 to increase or decrease allowances by a cash amount or piece rate for this pay-cycle only.
  • Use Allowance proportional increase/0013 – 9903 to increase or decrease allowances proportionally for this pay-cycle only. Note: Ensure you have set up base proportionate days at company level.
  • Use Allowance replacement/0015 – 9905 to replace an allowance cash amount for this pay-cycle only.
  • Use Allowance balance replacement/00to replace an accumulated allowance balance with a cash amount.
ALLOWANCE INCREASE0011-9901
ALLOWANCE DECREASE0012-9902

Use 0011 – 9901 to increase an allowance, or 0012 – 9902 to decrease an allowance, by a cash amount, piece rate value, or a number of days of holiday, sick or unpaid leave, for this pay-cycle only. Format 1 ppppppppppp

Where ppppppppppp is the increase or decrease to the allowance, in pence, up to 11

numeric characters.

Example 1

The employee’s basic pay is increased by £150.00 for this pay-cycle only:

0011 15000

Example 2

The employee’s basic pay is decreased by £25.00 for this pay-cycle only:

0012 2500

Example 3

The employee who has a regular shift allowance of £15.30 each month is to lose the allowance (number 005) for this month only:

0052 1530

Example 4

The employee who receives a regular meals allowance (number 085) of £7.50 each week is to receive an additional £2.50 for this week only:

0851 250

Format 2 NNNNN/ppppppp/nnnnn

Where:

  • NNNNNis the number of units, up to 5 numeric characters.
  • ppppppp/nnnnn is the piece rate (in pence, up to 7 numeric characters) and number of units (up to 5 numeric characters).

This corresponds to input type 4. SDWorx-Pay calculates the piece rate value by multiplying NNNNN and ppppppp, dividing the result by nnnnn, dividing that result by 100, and discarding any remainder.

Note that if you omit the delimiters (/), the format must be 5, 7 and 5 numeric characters.

Example 1

The employee’s piece rate allowance 029 of 150 units at the piece rate of £5.00 per 50 units is to be paid for this pay-cycle only:

0291 150/500/50

The allowance of £15.00 is paid for this pay-cycle only.

Example 2

The employee’s piece rate allowance 030 of 10 units at the piece rate of £2.00 per unit is to be deducted this pay-cycle only:

0302 10/200/1

The allowance of £20.00 is effectively a negative amount and is deducted for this pay-cycle only.

Format 3 ddddd

Where ddddd is the number of days holiday, sick leave or unpaid leave taken, up to 5 numeric characters. This is input type 2.

Example 1

The employee has taken 5 days holiday, and allowance 020 is defined as a holidays allowance. SDWorx-Pay calculates the employee’s holiday pay using the holiday pay rate set for allowance 020, and deducts the amount from the basic pay allowance (001).  SDWorx-Pay updates the number of days holiday taken (held against Holiday taken/E912) and compares the new total with the employee’s holiday entitlement (held against Holiday entitlement/E913). 0201 500

Example 2

The employee has taken 7 days sick leave, and allowance 021 is defined as a sick leave allowance. SDWorx-Pay calculates the employee’s sick leave pay using the sick pay rate set for allowance021,and deducts the amount from the basic pay allowance (001). SDWorx-Pay updates the number of sick days taken (held against Sick days taken/E910) and compares the new total with the employee’s sick days entitlement (held against Sick days entitlement/E911). 0211 700

Example 3

The employee has taken 5 days unpaid leave, and allowance 022 is defined as an unpaid leave allowance. SDWorx-Pay calculates the employee’s unpaid leave pay using the unpaid leave rate set for allowance 022, and deducts the amount from the basic pay allowance (001). SDWorx-Pay updates the number of unpaid leave days taken (held against Unpaid leave/E914). 0221 500 Note:

  • You can use 0011 – 9901 and 0012 – 9902 to adjust an allowance with cash amounts or piece rate details only. To increase or decrease allowances proportionally for this pay-cycle only, use Allowance proportional increase/0013 – 9903 and Allowance proportional decrease/0024 – 9904. Note: Ensure you have set up base proportionate days at company level.
  • You can enter a calculated piece rate value or units and a piece rate (in which case SDWorx-Pay calculates the piece rate value).
  • Company set-up details specify whether the allowance accepts cash amounts, or piece rate values. Note that the number of pieces are not shown on the payslip, only the cash value payable.
  • Use Allowance replacement/0015 – 9905 to replace an allowance cash amount for this pay-cycle only.
  • If the resulting allowance is outside the allowance’s validation limit, the allowance is given, but SDWorx-Pay prints a warning on the Exception Report.
  • When entering days holiday, sick or unpaid leave:
    • Enter days against a sick pay, holiday or unpaid leave allowance, whether or not the employee is hourly paid.
    • Enter sick days against a sick pay allowance rather than SSP linked or unlinked days when you wish SDWorx-Pay to reduce the employee’s entitlement and record the number of sick days taken in the company year, rather than the tax year.
    • See for details of the action that SDWorx-Pay takes when the number of days taken as holiday or sick leave exceeds the employee’s entitlement.
    • You can enter successive amounts against each of 0011 – 9901 and 0012 – 9902 in the same pay period. At the time of the pay-cycle, SDWorx-Pay totals the amounts against each, and increases or decreases the allowance accordingly.
ALLOWANCE PROPORTIONAL INCREASE0013-9903
ALLOWANCE PROPORTIONAL DECREASE0014-9904

Use 0013 – 9903 to increase a cash allowance, or 0014 – 9904 to decrease a cash allowance proportionally, for this pay-cycle only.

Format nnn

Where nnn is the number of days on which the proportional increase or decrease is to be calculated, up to 3 numeric characters.

Example 1

The proportional increase to basic pay is based on 2 days:

0013 2

If for example, the employee’ weekly basic pay is £250.00, and the number of base days for weekly employees is set in the company details to 5, SDWorx-Pay calculates the increase as £250.00 divided by 5, and multiplied by 2, which equals £100.00. The new basic pay for this pay-cycle only is therefore £350.00.

Example 2

The proportional decrease to basic pay is based on 4 days:

0014 4

If for example, the employee’ annual basic pay is £24000.00, and the number of base days for annually paid employees is set in the company details to 365, SDWorx-Pay calculates the decrease as £24000.00 divided by 365, and multiplied by 4, which equals £263.01. The new basic pay for this pay-cycle only is therefore £263.01 subtracted from the monthly salary of £2000.00, which equals £1736.99.

Example 3

The proportional increase to allowance 015 is based on 4 days:

0153 4

If the employee’s annual amount for allowance 015 is £183.60, and the number of base days for annual employees is set in the company details to 365, SDWorx-Pay calculates the increase as £183.60 divided by 365, and multiplied by 4, which equals £2.01. The new amount for allowance 5 for this pay-cycle only is £185.61.

Example 4

The proportional decrease to allowance 085 is based on 2 days:

0854 2

If the employee’s weekly amount for allowance 85 is £7.50, and the number of base days for weekly employees is set in the company details to 5, SDWorx-Pay calculates the decrease as £7.50 divided by 5, and multiplied by 2, which equals £3.00. The new  amount for allowance 85 for this pay-cycle only is therefore £4.50.

Note:

  • If the resulting allowance is outside the allowance’s validation limit, the allowance is given, but SDWorx-Pay prints a warning on the Exception Report.
  • Use Allowance increase/0011 – 9901 and Allowance decrease/0012 – 9902 to increase or decrease allowances by a cash amount or piece rate for this pay-cycle only.
  • Use Allowance proportional increase/0013 – 9903 and Allowance proportional decrease/0014 – 9904 to increase or decrease cash allowances proportionally for this pay-cycle only.
  • Use Allowance replacement/0015 – 9905to replace an allowance cash amount for this pay-cycle only.
  • You can enter successive amounts against each of 0013 – 9903 and 0014 – 9904 in the same pay period. At the time of the pay-cycle, SDWorx-Pay totals the amounts against each, and increases or decreases the allowance accordingly.
  • You can also globally update all permanent Allowances and Deductions.
ALLOWANCE REPLACEMENT0015-9905

Use 0015 – 9905 to replace an allowance amount for this pay-cycle only.

Format ppppppppppp

Where ppppppppppp is the allowance amount, in pence, up to 11 numeric characters.

Example 1

The new basic pay for this pay-cycle only is £275.00:

0015 27500

Example 2

The new amount for allowance 015 for this pay-cycle only is £17.50:

0155 1750

Example 3

The new amount for allowance 085 for this pay-cycle only is £12.00:

0855 1200

Note:

  • You can replace an allowance amount for this pay-cycle only with cash amounts only.
  • Use Allowance increase/0011 – 9901 or Allowance decrease/0012 – 9902 to increase or decrease allowances by a cash amount or piece rate for this pay-cycle only.
  • Use Allowance proportional increase/0013 – 9903 or Allowance proportional decrease/0014 – 9904 to increase or decrease allowances proportionally for this pay-cycle only.
  • If the new allowance amount is outside the allowance’s validation limit, the allowance is given, but SDWorx-Pay displays a warning on the Exception Report.
ALLOWANCE ELIGIBILITY INDICATOR0016-9906

Use 0016 – 9906 to specify that the employee can receive a particular percentage-based allowance or an allowance for basic paying hours.

Format

Y or N

Where:

  • Y specifies that the employee is eligible for a percentage-based allowance or an allowance for basic paying hours.
  • N specifies that the employee is not eligible for a percentage-based allowance or an allowance for basic paying hours. The default is N.

Example

The employee is to receive allowance 015, which is a percentage-based allowance. The amount of allowance 015 will be calculated and automatically added to the employee’s basic pay. 0156 Y

Note:

  • To enter a percentage value against an allowance for an employee, the allowance must have been defined at company set-up time as a percentage allowance, and the eligibility indicator must have been set to allow the percentage allowance for the employee. • If the allowance is an hourly paid allowance, the eligibility indicator must be set to allow the allowance for the employee. SDWorx-Pay calculates the value of the allowance as the specified rate (see RATES and WORKED HOURS) multiplied by the employee’s basic paying hours (held against Basic paying hours/E059). This means that you need not enter hours worked each pay period if the hours are fixed.
SALARY SACRIFICE IN ENROLMENT PERIOD0017-9907

Use 0017 – 9907 to set the salary sacrifice amount in the enrolment period.

Format

ppppppppppp

Where ppppppppppp is the salary sacrifice in the enrolment period amount, in pence, up to 11 numeric characters with a leading sign.

Example 1

The salary sacrifice in the enrolment period amount is £-275.00:

0015 -27500

Note:

  • The value must not be greater than 0.
ALLOWANCE BALANCE0018-9908

Use 0018 – 9908 to specify the balance held against the allowance. This can be used when the allowance is configured at company setup to have either a “Payment” or “Reduction” balance. If the allowance is configured to have a balance type of “none”, then this data item has no effect.

Format

ppppppppppp

Where ppppppppppp is the allowance balance amount, in pence, up to 11 numeric characters.

Example 1

The allowance balance amount is £275.00:

0018 27500

Note:

  • The balance value is always positive and typically reduces towards zero (except when a correction is being made). Thus, the value entered here must not be less than 0.
  • If the allowance is configured at company setup to have balance type “reducing”, the this-time allowance amount will under normal circumstances be negative and will be added to the balance, thus the balance will reduce. At the point where the balance reaches zero the allowance will cease to be calculated.
  • If the allowance is configured at company setup to have balance type “payment”, the this-time allowance amount will under normal circumstances be positive and will be subtracted from the balance, thus the balance will reduce. At the point where the balance reaches zero the allowance will cease to be calculated.
  • If the allowance is configured at company setup to have balance type “none”, the value held in the balance field is not updated and will have no effect on the continued calculation of the allowance.
ALLOWANCE TO DATE REPLACEMENT0019-9909

Use 0019 – 9909 to replace the current total amount paid to date on a particular allowance.

Format ppppppppppp

Where ppppppppppp is the new total amount paid to date on the allowance, in pence, up to 11 numeric characters.

Example

The current total amount paid on allowance 085 is replaced with £225.00: 0859 22500

Note:

  • The amount paid to-date on each allowance is set to zero according to a calendar specified at company set-up time.
  • The amount paid to-date is shown on the Allowance Report.
  • Using cleardown calendars you can accumulate allowance balances over a company specified year. For example, Tax Year or the company’s financial year.
PREDETERMINED ROUND-UP CARRIED FORWARD AMOUNT9910

Use 9910 to enter a predetermined carried forward amount, which can be a rounding-up or a negative net pay carried forward amount.

Format ppppppppppp

Where ppppppppppp is the amount to be carried forward to the next pay-cycle, in pence, up to 11 numeric characters.

Examples

The amount to be carried forward to the next pay-cycle and taken from the employee is 44 pence:

9910 44

Note:

  • The amount you enter against 9910 replaces any existing round-up or negative net pay amount.
  • Engine Code 9910 takes effect after payroll processing (in contrast to Engine Code Predetermined brought forward amount/D910, which takes effect before payroll processing). • Round-up is normally calculated on cash net pay amounts where, for example, a minimum of £1 coins are used.
  • SDWorx-Pay prints the round-up carried forward value on the employee’s payslip as a carried forward amount, and recovers it from the employee on the next pay-cycle.
  • The round-up carried forward amount is shown on the payslip and on the Pay Journal and Financial Summary.
FLAT OVERTIME AMOUNT TO-DATE9918

Use 9918 to replace the total cash amount to-date, at the flat overtime rate.

Format ppppppppppp

Where is ppppppppppp is the new cash amount to-date, in pence, up to 11 numeric characters.

Example

The new total cash amount to-date at the flat overtime rate is £472.50:

9918 47250

Note:

  • Use 9919 to replace the total cash amount to-date, at the premium overtime rate.
PREMIUM OVERTIME AMOUNT TO-DATE9919

Use 9919 to replace the total cash amount to-date, at the premium overtime rate.

Format ppppppppppp

Where is ppppppppppp is the new cash amount to-date, in pence, up to 11 numeric characters.

Example

The new total cash amount to-date at the premium overtime rate is £394.75: 9919 39475

Note:

  • Use 9918 to replace the total cash amount to-date, at the flat overtime rate.
OCCASIONAL ALLOWANCE 19920
OCCASIONAL ALLOWANCE 29930

Use 9920 and9930 to set occasional allowances 1 and 2. These are allowances that apply for this pay-cycle only.

Format

ttttttttppppppppppp

Where

  • tttttttt is the title of the occasional allowance, consisting of a full 8 alphanumeric characters, some or all of which can be spaces.
  • ppppppppppp is the value of the allowance, in pence, up to 11 numeric characters.

Example

The employee receives £175.00 against an allowance titled CAR POOL:

9920 CAR POOL17500

Note:

  • You must specify the title with 8 characters, even though some can be spaces.
  • You can enter sterling values only.
  • Company set-up details specify whether or not the allowance is subject to tax, NI and pension deductions.
  • The allowance is paid for this pay-cycle only.
  • You cannot adjust occasional allowances.
  • The title of the allowance is printed on the employee’s payslip.
PREDETERMINED GROSS PAY9940

Use 9940 to enter a predetermined amount of gross pay, for this pay-cycle only.

Format ppppppppppp

Where ppppppppppp is the new gross pay, in pence, up to 11 numeric characters.

Examples

The employee’s weekly gross pay is £250.00, for this pay-cycle only:

9940 25000

Note:

  • A predetermined gross pay sets the pay for the employee for this pay period. No other allowances or adjustments are paid.
NET PAY FOR PAYROLL ADJUSTMENT9950

Use 9950 to enter the manually calculated net pay.

Format ppppppppppp

Where ppppppppppp is the net pay, in pence, up to 11 numeric characters.

Example

The employee’s weekly net  pay is £215.00, for this pay-cycle only:

9950 21500

Note:

  • Enter an amount against 9950 when making payroll adjustments (which are a set of predetermined amounts for allowances and deductions, of type CD). To enable SDWorx-Pay to validate payroll adjustments, enter the gross pay (the total of all the predetermined allowances) against Predetermined gross pay/9940, and the net pay (the gross pay minus the total of all the predetermined deductions) against 9950. If the validation fails, all payroll adjustments for the employee are rejected.
  • Use Previous period reversal/E072 to reverse all payments made in the previous pay period.
  • Payroll adjustments are shown in the Cost Analysis totals.
  • Payroll adjustment data must be entered only from a Payroll Adjustment screen or using a form-type CD. Refer to Appendix E for a list of all payroll items associated with payroll adjustment.
GLOBAL ALLOWANCES PROPORTIONAL INCREASE9993
GLOBAL ALLOWANCES PROPORTIONAL DECREASE9994

Use 9993 or 9994 to increase or decrease an employee’s basic pay and all cash allowances proportionally, for this pay-cycle only.

Format nnn

Where nnn is the number of days on which the proportional increase or decrease is to be calculated, up to 3 numeric characters.

Example 1

The proportional increase to the employee’s basic pay and allowances is based on 3 days. If the employee’s weekly basic pay and allowances totals £295.00, and the number of base days for weekly employees is set at company level to 5, SDWorx-Pay calculates the increase as £295.00 divided by 5, and multiplied by 3, which equals £177.00. The new basic pay and allowances total for this pay-cycle only is therefore £472.00.

9993 3

Example 2

The proportional decrease to basic pay is based on 2 days. If the employee’s weekly basic pay and allowances totals £182.00, and the number of base days for weekly paid employees is set at company level to 7, SDWorx-Pay calculates the decrease as £182.00 divided by 7, and multiplied by 2, which equals £52.00. The new basic pay and allowances total for this pay-cycle only is therefore £52.00 subtracted from the weekly total of £182.00, which equals £130.00.
9994 2

Note:

  • If a base figure has not been defined at company level, the amendment is rejected with the error message GLOBAL PROPORTIONAL BASE NOT SET UP.
  • If you enter a number of days greater than the base figure, SDWorx-Pay accepts the entry but displays the message WARNING – EXCEEDS LIMIT on the Amendment Report.
  • Use Allowance increase/0011 or 0021, or Allowance decrease/0012 or0022 to adjust the basic pay.
  • Use Allowance proportional increase/0013 or 0023, or Allowance proportional decrease/0014 or 0024 (to proportionally increase or decrease basic pay.
  • Use Allowance replacement/0015 or 0025 to replace basic pay for this pay-cycle only.
  • Use Allowance increase/0031 – 9901 or Allowance decrease/0032 – 9902 to adjust an allowance.
  • Use Allowance proportional increase/0033 – 9903 or Allowance proportional decrease/0034 – 9904 to proportionally increase or decrease an allowance.
  • Use Allowance replacement/0015 – 9905-to replace an allowance for this pay-cycle only.
  • The amendment and amount calculated by SDWorx-Pay is shown on the Amendment Report.
NI-LIABLE NON-TAXABLE EARNINGS TO-DATE9998

Use 9998 to replace an employee’s current accumulated total of earnings that are subject to NI but not income tax.

Format ppppppppppp

Where ppppppppppp is the new accumulated total, in pence, up to 11 numeric characters.

Note:

  • The current total cannot be added to or subtracted from, only replaced.
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AEO/EA
Company & Employee Payslip Messages

Last updated 8/3/2023 (PSP)