HOLIDAYS
These following table identifies the SDWorx-Pay engine codes for holidays:
| Name | Engine code |
| Holiday accrual replacement | H000 |
| Accrual balance increase this payrun only | H001 |
| Accrual balance decrease this payrun only | H002 |
| Default units override | H003 |
| Holiday average history stack exclusion from update | H004 |
| Holiday accrual amount replacement this payrun only | H005 |
| Holiday accrual balance replacement | H009 |
| Holiday accrual balance or value to be paid | H010 – H019 |
| Percentage of accrual balance to be paid | H020 |
| Holiday accrual exclusion indicator | H030 |
| Average holiday pay exclusion indicator | H040 |
| Earnings stacks zeroised indicator | H100 |
| Earnings stacks replacement (to be retired) | H101 – H113 |
| Earnings stacks replacement (new) | H120 |
| Units stacks replacement (to be retired) | H201 – H213 |
| Units stacks replacement (new) | H220 |
| Average holiday amount to be paid | H250 |
SDWorx-Pay supports:
- holiday accruals,
- average earnings facilities
- and holiday payment.
Holiday Entitlement
Almost all workers and employees are entitled to 5.6 paid weeks leave each holiday year as a minimum. This right is part of the Working Time Regulations:
- Regulation 13 : 4 weeks annual leave capped at 20 days to meet the requirements of the EU Working Time Directive
- Regulation 13a : an additional 1.6 weeks annual leave capped at an extra 8 days under UK law. These additional days can optionally be used by an employer to cover paid public holidays.
Holiday entitlement and mid year new starters
The statutory entitlement can be prorated for employees who commence employment part way through the holiday year.
The Working Time Regulations provide a 1/12th entitlement for each full or part month employed until the end of the holiday year (1st year accrual) and the entitlement in days is required to be rounded to half or fully days.
Holiday entitlement and mid year leavers
The statutory entitlement can be prorated for employees who leave employment part way through the holiday year.
The Working Time Regulations provide a prorated entitlement based on 1/365 for each day either from the start of the holiday year (or start of employment if later) until the date of leaving. The entitlement is rounded to 1/10th of a day.
Holiday Accrual
With changes in holiday pay law, it is likely that most legacy holiday accrual arrangement no longer meet the legal minimum requirements as defined by the Working Time Regulations alongside the Employment Rights Act.
Legacy holiday accrual scheme may have calculated and accumulated hours or cash amounts which would then be paid at a later date as holiday pay, in addition to normal pay.
Payroll Active calculates an average of an employee’s earnings or an average hourly rate, either of which can then be used in the calculation of holiday pay.
Holiday Average Pay
Under the Employment Rights Act, a weeks holiday was required to be paid a the average of the prior 12 weeks earnings, ignoring any weeks without earnings. This change in April 2020 for Great Britain (England, Scotland and Wales) to a new requirement to average of 52 paid weeks earnings, excluding zero pay weeks. The further period an employer is to look back to find 52 weeks with pay is 104 calendar weeks.
The calculation can be problematical in relation to two aspects:
- pay frequency – the legislation only addresses weekly paid frequencies
- timing – the earnings (whether paid or not) up to the last Saturday form part of the official calculation.
Employer may need to make choices on how they comply with the regulations and profile the risk or handling both the pay frequency and the timing of payments which do not exactly align.
The SDWorx-Pay solution offers an ability to average earnings for the pay frequency periods selected using pay data results.
For example, the average of:
- 52 weekly payments
- 26 fortnightly payments
- 13 lunar payment
- 12 monthly payments
It also offers a legacy option to calculation average earnings as an accumulation of hours and earnings to derive an hourly rate. Unless the hours being accumulated are fixed, it is likely that this method of operation by an employer would not meet the intended 52 paid week average earnings required.
Employers are advised to review their holiday pay schemes to ensure that any risks are reduced and that the chosen methods is a close to meeting the requirements of the latest regulations.
ACCRUAL METHODS
As a general principle, accrual methods are dated and are unlikely to meet the requirement of the current law. However, many employer still operate accruals.
SD Worx-Pay supports employers in one or none of the following eight accrual methods to be specified at company set-up time:
- Pro-rata hours worked multiplied by a rate. The hours are stored in an hours accumulator specified at set-up time, or can be adjusted using Accrual balance increase or decrease H001 or H002. The resulting cash amount can be replaced using Holiday accrual balance replacement -H009. The rate is defined at set-up time.
- Fixed cash amount. This can be specified at set-up time or is the amount entered against Holiday accrual replacement – H000.
- Fixed number of hours. This can be specified at company set-up time or is the number of hours entered against Holiday accrual replacement – H000.
- Percentage of worked hours. This is the percentage to be applied to the contents of an hours accumulator specified at company set-up time. The hours can be adjusted using Accrual balance increase or decrease – H001 or H002 or replaced using Holiday accrual balance replacement – H009. The percentage can also be specified at company set-up time or is the percentage entered against Percentage of accrual balance – H020. SDWorx Pay applies the percentage to the worked hours or the employee’s basic period hours set against Basic period hours/E058, whichever is the lower. If basic period hours have not been defined for the employee, SDWorx Pay assumes the value set at company set-up time, and if neither have been defined, it assumes 40 hours.
- Percentage of specified pay. This is the percentage to be applied to the contents of an earnings accumulator specified at company set-up time. The resulting cash amount can be adjusted using Accrual balance increase or decrease – H001 or H002 or the balance replaced using Holiday accrual balance replacement – H009. The percentage is specified at company set-up time.
- Hours worked multiplied by a rate. The hours worked are stored in an hours accumulator and multiplied by a rate, both specified at company set-up time. The resulting cash amount can be adjusted using Accrual balance increase or decrease – H001 orH002 or the balance replaced using Holiday accrual balance replacement – H009.
- Percentage of hours worked multiplied by a rate. This is the percentage to be applied to the contents of an hours accumulator and multiplied by a rate, both specified at company set-up time. The resulting cash amount can be adjusted using Accrual balance increase or decrease – H001 or H002 or the balance replaced using Holiday accrual balance replacement – H009. The percentage is specified at company set-up time.
- Entitlement. When option 8 is chosen, Holiday Pay Allowance, Rate Reference and Start Period Calendar must be filled in. The fields Default Value and Allow Negative Balance are optional. Percentage and Hours accumulators are not valid for option 8.
Average methods 1 or 2 can be used with Accrual Method 8.
You can replace the accrual amount (either entered directly or calculated) by entering a cash or hours amount for this payrun only, against Holiday accrual amount replacement – H005. You cannot adjust this amount (using Accrual balance increase or decrease – H001 or H002).
Whether you enter hours, cash, percentage or a Y/N indicator against an accrual payroll item depends on the accrual method chosen. The following table summarises the types of entry:
| H000 | H001 | H002 | H005 | H009 | H030 | H250 | |
| 1 | – | Hours | Hours | Cash | Cash | Y or N | – |
| 2 | Cash | Cash | Cash | Cash | Cash | Y or N | – |
| 3 | Hours | Hours | Hours | Hours | Hours | Y or N | – |
| 4 | – | Hours | Hours | Hours | Hours | Y or N | – |
| 5 | – | Cash | Cash | Cash | Cash | Y or N | – |
| 6 | – | Cash | Cash | Cash | Cash | Y or N | – |
| 7 | – | Cash | Cash | Cash | Cash | Y or N | – |
| 8 | – | Units | – | – | Units | Y or N | Units |
SD Worx-Pay holds holiday accrual balances for both the current year’s balance (balance 1) and the previous year’s balance (balance 2) and always adds holiday accrual into balance 1. At the start of the holiday year (defined at company set-up time), SD Worx-Pay adds balance 1 to balance 2 and zeroises balance 1. You can pay either all or part of a holiday balance, or both holiday balances.
The calendar that defines the holiday accrual start period is specified within set-up. This governs when balance 1 is added to balance 2 and zeroised.
AVERAGE EARNINGS FOR HOLIDAY PAY
In accordance with the Working Time Regulations and the Employment rights Act, Holiday pay is to be paid according to average earnings.
This average can be calculated as an hourly rate subject to a minimum rate, or an average earnings per pay period. When paying holidays at the average, payments can be hours at the average hourly rate, hours at the base rate plus the average rate, or days at the average gross rate.
When an average holiday hourly rate or average holiday earnings is to be used, the information that must be specified at company set-up time includes:
- The method to be used, which is either an hourly rate subject to a minimum rate, or an average earnings per pay period.
- The identifier of the earnings accumulator that will dictate which earnings are to be included in the average earnings calculation.
- The identifier of the hours accumulator that will be used to calculate the average rate for comparison against basic hours.
- The number of pay periods over which the average rate or gross is to be calculated, up to 52. This dictates the number of earnings and hours stacks used.
- A minimum rate to be applied to the calculated average and a base rate to be added to the calculated average.
- The standard number of days in the pay period.
- A default basic hours value to be used if none is present at employee level. If this is not set, 40 is assumed.
- An indicator that denotes whether the average is to be printed on pay slips.
Payroll Active holds up to 52 stacks of earnings and 52 stacks of hours, one of each for each pay period used to calculate the average. For average holiday gross calculations, only the earnings stacks are required.
You can amend the earnings and hours stacks at employee level. This causes Payroll Active to re-calculate averages before payments are made. You can also clear the earnings stacks of all but the latest periods specified (for example, clear all but the last four periods). Payroll Active calculates the average daily rate by dividing the holiday average gross per pay period by the standard number of days in the pay period. You can exclude an employee from holiday average calculations.
PAYMENT
You can specify the following payments of accrued holiday entitlement:
- All of balance 1 and/or all of balance 2, or a specified amount, using Holiday accrual balance or value to be paid – H010 – H019.
- A percentage of balance 1, and/or of balance 2, using Percentage of accrual balance to be paid – H020.
For accrual balances in hours, Payroll Active multiplies the number of hours by the holiday pay rate specified at company set-up time.
If when specifying an amount to be paid (either cash or hours) you do not nominate a balance from which the amount is to be taken, Payroll Active reduces balance 2 first, and then if this balance is exhausted, it reduces balance 1. If you nominate balance 0, then the payment is considered a statutory holiday payment.
At company set-up time, the implementor can specify that if the balance is less than the entered value, the balance goes negative, or the balance is paid and a warning is printed on the Exception Report.
Payroll Active adds holiday accrual pay to the holiday pay allowance specified at company set-up time when defining holiday accrual and pay details. If one is not specified then Payroll Active uses allowance 01.
Holiday pay based on average earnings is paid using Average holiday amount to be paid – H250 – H259. The number of periods and hours or days are calculated as payments based on the average hourly rate, hours at the base rate plus the average rate, or days at the average gross rate, as specified at company set-up time.
SIGNED INPUT
You can enter positive or negative cash and hours amounts against some of the holiday 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:
- Percentage of accrual balance to be paid/H020
- Holiday accrual exclusion indicator/H030
- Average holiday pay exclusion indicator/H040
- Earnings stacks zeroised indicator/H100
The effect of entering a negative amount against:
- Accrual balance increase/H001
- Accrual balance decrease/H002
is to reverse the effect; that is, an increase becomes a decrease, and a decrease becomes an increase.
Note:
- The following reports and documents can be affected as a result of managing holidays:
- Exception Report
- Input Error Report
See
- ALLOWANCES, for details of holiday allowances.
- EMPLOYEE, for details of days holiday taken and holiday entitlement days
- EMPLOYEE, for details of an employee’s basic hours.
- EMPLOYEE, for details of how to override the number of pay periods (up to 52) over which the employee’s holiday accrual is to be calculated.
- EMPLOYEE, for the standard number of days in the employee’s pay period.
- RATES AND WORKED HOURS, for details of rates of pay.
- TAX, for the effect of holidays taken on tax periods.
HOLIDAYS PAYROLL ITEMS
| HOLIDAY ACCRUAL REPLACEMENT | H000 |
Use H000 to enter or replace an employee’s accrual amount. Format 1 ppppppppppp
Where ppppppppppp is the cash amount in pence to be added to the employee’s accrued holiday pay each pay period, up to 11 numeric characters. This is accrual method 2.
Example
The fixed cash amount specified at company set-up time is replaced by £35.00. This amount is added to the employee’s accrued holiday earnings each pay period: H000 3500
Format 2 hhhhhmm or hhhhhdd
Where hhhhhmm or hhhhhdd is the new accrual amount in hours and minutes or hours decimal, up to 7 numeric characters. This is accrual method 3.
Example 1
The fixed number of hours is 37 hours and 30 minutes (entered as a hours decimal): H000 3750
Example 2
The fixed number of hours is 35 hours: H000 3500
Note:
- If a fixed cash or hours amount has been specified at company set-up time, a cash or hours amount entered against H000 will replace the company-level amount.
- Whether you enter a cash amount or hours depends on the accrual method specified at company set-up time (method 2 requires cash amounts and method 3 requires hours amounts).
- If you enter a value against H000 and the accrual method is not one of 2 or 3, Payroll Active displays ERROR – NOT VALID FOR ACCRUAL METHOD n.
- Use Holiday accrual amount replacement/H005 to replace the employee’s holiday accrual amount by a cash or hours amount, for this payrun only.
- Use Accrual balance increase or decrease/H001 or H002 to increase or decrease the accrual amount for this pay period only
| ACCRUAL BALANCE INCREASE | H001 |
| ACCRUAL BALANCE DECREASE | H002 |
Use H001 or H002 to increase or decrease the accrual amount, for this payrun only. Format 1 ppppppppppp/n
Where ppppppppppp is the increase or decrease in accrual amount, in pence up to 11
numeric characters, optionally to adjust accrual balance n, where n can be 1 or 2. If you do not specify a balance, Payroll Active assumes balance 1.
Example 1
The fixed cash amount specified at company set-up time is increased by £3.50:
H001 350
Example 2
The fixed cash amount specified at company set-up time is decreased by £2.75 and adjusts accrual balance 1: H002 275/1
Format 2
hhhhhmm/n or hhhhhdd/n
Where hhhhhmm or hhhhhdd is the increase or decrease in accrual amount in hours and minutes or hours decimal, up to 7 numeric characters, optionally to adjust accrual balance n, where n can be 1 or 2. If you do not specify a balance, Payroll Active assumes balance 1.
Example 1
The number of hours is decreased by 5.5 hours:
H002 550
Example 2
The number of hours is increased by 3 hours and adjusts accrual balance 2: H001 300/2
Note:
- The amount of cash or hours held against Holiday accrual amount replacement/ H000 is increased or decreased for this payrun only.
- Whether you enter a cash amount or hours depends on the accrual method specified at company set-up time (methods 2, 5, 6 and 7 require cash amounts and methods 1, 3
and 4 require hours amounts).
- You can specify which accrual balance is to be adjusted; the default is balance 1.
- H001 andH002 are valid for all accrual methods.
- Use Holiday accrual amount replacement/H005 to replace the employee’s holiday accrual by a cash amount, for this payrun only.
- Use Holiday accrual balance replacement/H009 to replace the holiday accrual balance.
- You can enter successive amounts against each of H001 and H002 in the same pay period. At the time of the payrun, Payroll Active totals the amounts against each, and increases or decreases the accrual amount accordingly.
| DEFAULT UNITS OVERRIDE | H003 |
Use H003 to set the default number of units used in a holiday average calculation.
Format
nnnnnn where this value is entered to 4 decimal places.
Example 1
The employee’s default number of units is to be set to 5.0000:
H003 50000
| HOLIDAY AVERAGE HISTORY STACK EXCLUSION FROM UPDATE | H004 |
Use H004 to specify that the employee’s holiday average history is to be updated, not updated for this period only, or permanently not updated until further notice.
Format
Y or N or P (where N is the default)
Example 1
The employee’s holiday average history is NOT to be updated in THIS PERIOD ONLY. (Reverting to N automatically from next period):
H004 Y
Example 2
The employee’s holiday average history is to be updated in this and future periods:
H004 N
Example 3
The employee’s holiday average history is NOT to be updated in this and all future periods (this will remain until reset by entering H004 N):
H004 P
| HOLIDAY ACCRUAL AMOUNT REPLACEMENT | H005 |
Use H005 to replace the employee’s holiday accrual by a cash or hours amount, for this payrun only. Format 1 ppppppppppp
Where ppppppppppp is the cash amount in pence to be added to the employee’s accrued holiday pay for this payrun only, up to 11 numeric characters.
Example
The accrual amount is replaced with £47.00 for this payrun only. This amount is added to the employee’s accrued holiday earnings: H005 4700
Format 2 hhhhhmm or hhhhhdd
Where hhhhhmm or hhhhhdd is the hours amount in hours and minutes or hours decimal, up to 7 numeric characters, to be added to the employee’s accrued holiday hours for this payrun only.
Example
The accrual amount is replaced with 15.25 hours for this payrun only. This amount is added to the employee’s accrued holiday hours: H005 1525
Note:
- The effect of using H005 is to override any permanent accrual amount, either specified at company set-up time or entered against Holiday accrual replacement/H000.
- You can use H005 for any accrual method.
- You cannot use Accrual balance increase or decrease/H001 or H002 to increase or decrease the accrual amount entered against H005.
| HOLIDAY ACCRUAL BALANCE REPLACEMENT | H009 |
Use H009 to replace the balance accrued (which Payroll Active automatically calculates and holds against H009).
Format 1 ppppppppppp/n
Where ppppppppppp is the new accrued balance, in pence up to 11 numeric characters, and optionally specify the balance n, where n can be 1 or 2. If you do not specify a balance, Payroll Active assumes balance 1.
Example
The new accrued balance is £270.00:
H009 27000
Format 2 hhhhhmm or hhhhhdd
Where hhhhhmm or hhhhhdd is the new accrued balance in hours and minutes or hours decimal, up to 7 numeric characters, and optionally specify the balance n, where n can be 1 or 2. If you do not specify a balance, Payroll Active assumes balance 1.
Example
The new accrued balance is 50.5 hours: H009 5050
Note:
- Whether you enter a cash amount or hours depends on the accrual method specified at company set-up time (methods 1, 2, 5, 6 and 7 require cash amounts and methods 3
and 4 require hours amounts).
- H009 is valid for all accrual methods.
- Use Accrual balance increase or decrease/H001 orH002 to increase or decrease the accrual amount for this payrun only.
- Use Holiday accrual amount replacement/H005 to replace the employee’s holiday accrual by a cash amount, for this payrun only.
- Use H010 to pay the employee the balance held against H009 (or a specified cash amount, which will be deducted from the balance in H009)
| HOLIDAY ACCRUAL BALANCE OR VALUE TO BE PAID | H010 – H019 |
.
Use H010 – H019 to pay 0-9 periods of holiday, plus the balance accrued against Holiday accrual balance replacement/H009 or a value that will be deducted from the balance against H009.
Format 1
Blank
Example 1
Pay no periods holiday, but pay the whole of accrual balances 1 and 2:
H010
Example 2
Pay 3 periods holiday, and the accrual balances 1 and 2:
H013
Format 2
/n
Where n is the balance number, and can take the value 0, 1 or 2.
Example 1
Pay 2 periods plus the accrual balance 1:
H012 /1
Example 2
Pay 4 periods but no accrual balances:
H014 /0
No balance is reduced.
Format 3
ppppppppppp/n
Where ppppppppppp is the cash amount, optionally to be paid from accrual balance n, where n can be 0, 1 or 2.
Example 1
Pay 3 periods plus £40.00 from accrual balance 2:
H013 4000/2
Example 2
Pay 4 periods plus £35.00, without reducing either balance:
H014 3500/0
No balance is reduced, but the payment of £35.00 is treated as a statutory payment (for example a Bank holiday).
Example 3
Pay 2 periods plus £45.00, but from no nominated balance:
H012 4500
Since no balance has been nominated, balance 2 is reduced first, and then if this balance is exhausted, balance 1 is reduced. Format 4
hhhhhmm/n or hhhhhdd/n
Where hhhhhmm or hhhhhdd is the hours to be paid, in hours and minutes or hours decimal, up to 7 numeric characters from accrual balance n, where n can be 0, 1 or 2.
Example 1
Pay 1 period plus 35.5 hours from accrual balance 2:
H011 3550/2
Example 2
Pay 1 periods plus 25 hours and 45 minutes, but from no nominated balance (entered as hours decimal):
H011 2575
Since no balance has been nominated, balance 2 is reduced first, and then if this balance is exhausted, balance 1 is reduced. Note:
- If the accrual method is either 3 or 4, enter the amount as hours. Otherwise, enter the amount as cash.
- The employee is paid for the number of periods specified by the last numeric character of the datacode plus the amount specified.
- If no balance is nominated, balance 2 is reduced first, and then if this balance is exhausted, balance 1 is reduced.
- If the nominated balance is less than the calculated value, a company set-up indicator specifies whether or not the balance will become negative, in which case Payroll Active prints WARNING – HOLIDAY BALANCE NEGATIVE on the Holiday Exception Report, or that just the balance is paid, in which case Payroll Active prints WARNING – HOLIDAY BALANCE PAID.
- Payroll Active adds holiday accrual pay to the holiday pay allowance specified at company set-up time when defining holiday accrual and pay details. If one is not specified then Payroll Active uses allowance 01.
- The Employee status marker/E001 with the marker L triggers the payment of both holiday accrual balances. That is, when an employee leaves, the contents of both accrual balances are automatically paid.
| PERCENTAGE OF ACCRUAL BALANCE TO BE PAID | H020 |
Use H020 to pay the employee a percentage of the accrual balance held against Holiday accrual balance replacement/H009.
Format 1
%%%%%%%
Where %%%%%%% is the percentage of the accrual balance that is to be paid, to three decimal places, and up to 7 numeric characters.
Example
The employee is paid 12.500%, but from no nominated balance.
H020 12500
Since no balance has been nominated, 12.5% is paid from both balances.
Format 2
%%%%%%%/n
Where %%%%%%% is the percentage of the accrual balance n that is to be paid, where n is 1 or 2.
Example
The employee is paid 15.000% of accrual balance 1: H020 15000/1 Note:
- If no balance is nominated, balance 2 is reduced first, and then if this balance is exhausted, balance 1 is reduced.
- If the nominated balance is less than the calculated amount, a company set-up indicator specifies whether or not the balance will become negative, or that just the balance is paid. In either case, a warning is printed on the Exception Report.
- Payroll Active adds holiday accrual pay to the holiday pay allowance specified at company set-up time when defining holiday accrual and pay details. If one is not specified then Payroll Active uses allowance 01.
- The Employee status marker/E001 with the marker L triggers the payment of both holiday accrual balances. That is, when an employee leaves, the contents of both accrual balances are automatically paid.
| HOLIDAY ACCRUAL EXCLUSION INDICATOR | H030 |
Use H030 to specify that the employee is or is not to be excluded in holiday accrual calculations.
Format
Y or N (where N is the default)
Example
The employee is not included in holiday accrual calculations:
H030 Y
| AVERAGE HOLIDAY PAY EXCLUSION INDICATOR | H040 |
Use H040 to specify that the employee is or is not to be excluded from average holiday hourly rate or average holiday gross calculations.
Format
Y or N (where N is the default)
Example
The employee is included in average holiday pay calculations: H040 N
Note:
• If H040 is set to Y, the employee’s holiday pay cannot be based on average holiday calculations.
| EARNINGS STACKS ZEROISED INDICATOR | H100 |
Use H100 to zeroise average earnings and hours stacks, but for a specified number of periods.
Format
n or blank Where:
- n specifies that all but the latest n periods average stacks are to be cleared and n can take the value 0 to 13.
- Blank specifies that all stack periods are to be cleared.
Example
Average earnings and hours stacks are cleared, but for the latest 4 periods:
H100 4
Note:
- Use H100 only if one of the two average pay methods has been specified at company set-up time. Otherwise Payroll Active displays the message ERROR – NOT VALID FOR AVERAGE METHOD 0.
| EARNINGS STACKS REPLACEMENT | H101 – H113 |
Use H101 – H113 to replace the amount in one of the first 13 earnings stacks.
Format ppppppppp
Where ppppppppppp is the new amount in the specified earnings stack, in pence, up to 11 numeric characters.
Example 1
The new amount in earnings stack 01 is £350.00:
H101 35000
Example 2
The new amount in earnings stack 12 is £756.00: H112 75600 Note:
- Specify the earnings stack with the last two numeric characters of the datacode.
- If you amend earnings stacks, Payroll Active re-calculates the average earnings before making payments.
- The number of hours stacks is specified at company set-up time.
- These codes are to be deprecated. The preference is to use H120 – see below, where the row within the stack is specified in facet 1 rather than encoded within the datacode number.
| EARNINGS STACKS REPLACEMENT | H120 |
Use H120 to replace the amount in one of the 57 earnings stacks (of which 56 can be entered without being lost in the period in which it is entered).
Format1 nn/ppppppppp
Where nn is the row to be amended within the earnings stack, and ppppppppppp is the new amount in the specified earnings stack, in pence, up to 11 numeric characters.
Example 1
The new amount in earnings stack 42 is £350.00:
H120 42/35000
Format2 nn/ppppppppp/ddmmyyyy
Where nn is the row to be amended within the earnings stack, ppppppppppp is the new amount in the specified earnings stack, in pence, up to 11 numeric characters and ddmmyyyy is a date to be associated with the entry.
Example 1
The new amount in earnings stack 42 is £350.00 with the date 10 May 2021 associated with it:
H120 42/35000/10052021
- If you amend earnings stacks, Payroll Active re-calculates the average earnings before making payments.
| UNITS STACKS REPLACEMENTS | H201 – H213 |
Use H201 – H213 to replace the number of units in one of the first 13 unitsstacks.
Format hhhhhmm or hhhhhdd
Where hhhhhmm or hhhhhdd is the new number of unit hours, in hours and minutes or hours decimal, up to 7 numeric characters.
Example 1
The new number of unit hours in hours stack 05 is 45.5:
H205 4550
Example 2
The new number of unit hours in hours stack 13 is 35.5 hours:
H213 3550
Note:
- Specify the units stack with the last two numeric characters of the datacode.
- If you amend the units stacks, Payroll Active re-calculates the average earnings before making payments.
- The number of units stacks is specified at company set-up time.
- These codes are to be deprecated. The preference is to use H220 – see below, where the row within the stack is specified in facet 1 rather than encoded within the datacode number.
| UNITS STACKS REPLACEMENT | H220 |
Use H220 to replace the amount in one of the 57 units stacks (of which 56 can be entered without being lost in the period in which it is entered).
Format1
nn/ hhhhhmm or nn/ uuuuudd
Where hhhhhmm or uuuuudd is the new number of unita, in hours and minutes or decimal, up to 7 numeric characters.
Example 1
The new number of unit hours in hours stack 05 is 45.5:
H220 5/4550
Example 2
The new number of units in stack 13 is 35.5 units:
H220 13/3550
Format2
nn/hhhhhmm/ddmmyyyy or
nn/uuuuudd/ddmmyyyy
Where hhhhhmm or uuuuudd is the new number of unit hours, in hours and minutes or units decimal, up to 7 numeric characters, and ddmmyyyy is a date to be associated with the entry.
Example 1
The new number of units in stack 05 is 45.5 with the date 10 May 2021 associated with it:
H220 5/4550/10052021
- If you amend earnings stacks, Payroll Active re-calculates the average earnings before making payments.
| AVERAGE HOLIDAY AMOUNT TO BE PAID | H250 |
Use H250 to pay holiday at the average rate and reduce the balance (which may either be the default balance or optionally a specified balance 1 or 2).
Multiple entries of H250 act cumulatively. If after accumulating all entries in a given period, the total is more than the available balance then company settings will dictate whether the available balance will be paid and will then be set to 0, or the full amount will be paid, and the balance will be allowed to go negative. See notes below.
Use H250 for accrual method 8 only (usage for other methods is no longer recommended).
Format 1
nnnnnnn
Where nnnnnnn is the number of units at the average gross rate, up to 7 numeric characters.
Example
Pays 0.15 units at the average gross rate:
H250 15
Format 2
nnnnnnn/n
Where nnnnnnn is the units to be paid, up to 7 numeric characters, from accrual balance n, where n can be 0, 1 or 2.
Example 1
Pay 25.50 units from accrual balance 1:
H250 2550/1
Example 2
Pay 25.75 units, but from no nominated balance:
H250 2575
Since no balance has been nominated, balance 1 is reduced.
Example 3
Pay 30.5 units, without reducing either balance:
H250 3050/0
No balance is reduced, but the payment based on 30.5 units is treated as a statutory holiday payment.
Note:
- Average holiday pay exclusion indicator/H040 and you attempt to use H250, Payroll Active displays ERROR – EMPLOYEE EXCLUDED FROM AVERAGE.
- H250 only if one of the two average pay methods has been specified at company set-up time. Otherwise, Payroll Active displays the message ERROR – NOT VALID FOR AVERAGE METHOD 0.
- WARNING – HOLIDAY BALANCE NEGATIVE on the Holiday Exception Report, or that just the balance is paid, in which case Payroll Active prints WARNING – HOLIDAY BALANCE PAID.
- adds holiday accrual pay to the holiday pay allowance specified at company set-up time when defining holiday accrual and pay details. If one is not specified, then SDWorx-Pay uses allowance 01.
Last updated 21/4/2023 (PSP)