Payroll
Create pay claims, expenses and mileage. Set up salaries, payments and payscales.
By Cristiana1 author105 articles
Grades and payscales
Set up negotiating bodies, grades and payscales.
- Delete a payscale from a negotiating bodyFollow these steps to remove a payscale from a negotiating body starting with a certain date.
- Change the description of a payscaleYou can change the name of a payscale by following these steps.
- Change a grade's export codeFollow these steps to change the export code for a grade in the Access Education People system.
- Create a negotiating body in Pay Grade Not PayscaleFollow these steps to set up a new negotiating body in the Pay Grade Not Payscale menu.
- Uplift a negotiating body using a spreadsheetWhen changing the values for pay scales it is possible to paste directly from a spreadsheet by following the steps in this article.
- Delete an effective date on a negotiating bodyIt is not possible to delete an effective date on a negotiating body but you can follow the steps in this article to resolve the issue.
- Add a new payscale to a grade on a negotiating bodyFollow these steps to create a new payscale and add it to a grade or pay element.
- A negotiating body uplift has not been applied to an employeeFollow these steps if you've created a new effective date on a negotiating body but this hasn't generate a salary line for an employee.
- Hourly rate showing as 0 on the negotiating bodyFollow these steps if you've entered the FTE salary on payscales but the hourly rate isn't being calculated and is displayed as zero.
- Hourly rate on negotiating bodyThis article provides information on how the hourly rate on negotiating bodies is calculated.
- Add and amend pay gradesFollow these steps to add a new pay grade on a negotiating body or make changes to an existing one.
- Delete a negotiating bodyThis article provides guidance on deleting a negotiating body.
- Set up increments on a negotiating bodyYou can set up an increment on a negotiating body that takes place automatically by following the steps in this article.
- Add payscales with a new effective dateFollow these steps to create new payscales with an effective date that is not currently set up on the negotiating body.
- Edit payscales with an existing effective dateYou can change the values of payscales with an existing effective date by following the steps in this article.
- Update hourly rates on a negotiating bodyYou can update hourly rates on a negotiating body that has been set up as an 'Hourly Rate' negotiating body.
- Add payscales with an existing effective dateYou can add a new pay scale on a negotiating body without creating a new effective date.
- Uplift a negotiating body by a percentageThis article offers guidance on uplifting the pay scales on a negotiating body by a percentage.
- Uplift payscales twice on the same dateThis article offers information on adding payscales twice on the same effective date.
- Error: 'Calculation failed to return a result'Follow this workaround to resolve the error 'Hourly rate for Salaried Staff calculator. Calculation failed to return a result when updating Payscales' when making changes to payscales.
Claims
Payroll claims, expenses and mileage.
- Grade/Rate dropdown blankFollow these steps if you are unable to select an option from the Grade/Rate dropdown when creating a claim for an employee.
- Approver limit on expensesIf you are receiving an 'Unable to escalate' when submitting a claim to an approver, this may be due to their approver limit.
- Sort payroll claims by dateFollow the guidance in this article to sort payroll claims by date.
- Unable to submit mileage claim with a vehicle less than 3 years oldThis article explains why an employee will be unable to submit mileage claims without MOT although their vehicle is less than 3 years old.
- Unable to select a section when creating a claimFollow these steps if a user is unable to select a section from the organisation structure when creating a payroll claim.
- Remove Add Fuel Receipt from My ExpensesThis article provides information on the Add Fuel Receipt button in My Expenses, Self Service.
- Location address in the Mileage Claims section is incorrectFollow the guidance in this article if you've added a location when creating a mileage claim but the address is picked up incorrectly.
- Can employees see the 2nd approval level of their pay claim in Self Service?This article provides information on viewing the 2nd level approver from Self Service for claims you've submitted in Self Service.
- Amend an open claim when the creator is not availableThis article provides the step to take if an employee has created a claim but hasn't submitted it and is now unavailable to do so.
- Approver unable to delete a claim from their NotificationsFollow these steps if the approver for a claim needs to remove it from showing in their Notifications page.
- Add passengers on a mileage claimFollow these steps to set up a passenger rate and add a number of passengers to your mileage claim.
- Create and assign a mileage schemeFollow these steps to set up a new mileage scheme and assign it to an employee.
- Save button not working on mileage claimFollow these steps if users are unable to save their mileage claims.
- Employee can see other schools in Payroll ClaimsFollow these steps if an employee has too much access when going to the Payroll Claims menu, like seeing claims from schools they shouldn't have access to.
- Edit commute miles when adding a mileage claimFollow these steps to give users permission to edit the Commute Miles field when adding a mileage claim.
- Evidence dropdown list does not include all optionsFollow these steps if you are adding an expense claim but do not have all options in the Evidence dropdown list, such as 'No Receipt', 'Receipt with VAT number', 'Receipt…
- Expense categoriesFollow the steps in this article to add or amend an expense category and to enter payroll codes for expenses.
- Employee not available when creating a batch claimFollow these steps if you are creating a new payroll batch claim and the employee you need to add is not available in the dropdown list.
- Incorrect claim value when adding mileageFollow these steps if you are creating a mileage claim from Self Service but the value of the claim is too low or too high for the miles entered.
- Mileage claims not calculating as expectedThis article provides more information on why a mileage may not be calculated as expected.
- Claim hasn't progressed to the second approverFollow these steps if a pay claim, expense or mileage hasn't reached the second approver.
- Error: 'This area still needs setting up by your system administrator'Follow these steps if you receive the message 'This area still needs setting up by your system administrator' when going to Payroll Claims.
- Batch payroll claim hasn't exportedFollow these steps if one of the claims in the system hasn't pulled through to Payroll.
- Create or edit payroll claim templatesFollow these steps to set up a payroll claim template which can be used when creating batch payroll claims.
- Batch claim statusesThis article provides information on what each claim status means.
- Delete a pay claims batch that has been submittedYou can delete a pay claims batch that has been submitted but not yet processed.
- Element not available in the dropdown when creating a claimFollow these steps if a pay element is not displayed in the Element dropdown when creating a payroll claim.
- Pay claim assigned to an unavailable approverIf a pay claim is assigned to an approver that can no longer approve or reject it, another user can look into doing this from their end.
- Can a batch pay claim be amended while temp covering?If a batch pay claim has been submitted by another user, you will not be able to edit or submit it by temp covering.
- MILE code missing from mileage claimThe MILE code can be added on a mileage scheme and in the Global settings page.
- Error: 'No matching mileage scheme rate found'The error 'No matching mileage scheme rate found' when adding mileage means that a rate is not created for the employee's vehicle fuel type.
- Create a batch mileage claimFollow the steps in this article to create a new batch mileage claim.
- Create a batch expense claimFollow the steps in this article to create a new batch expense claim.
- Error: 'You can't submit claims that are older than 90 days'Follow the steps in this article to resolve the error 'You can't submit claims that are older than 90 days' when submitting mileage claims.
- Add all employees in section to a payroll claimUse the 'Automatically add all employees in section' checkbox to add all users from a section to a payroll claim.
- Mileage claims not reaching the Payroll softwareFollow these steps if mileage claims submitted from Access Education People don't reach Payroll.
- Pay claim not pulling through to PayrollFollow these steps if a pay claim added in the system does not go through to the Payroll software.
- Approve or reject a pay claimFollow these steps to approve or reject a pay claim if you have been set up as an approver.
- Set up an approver for batch claimsFollow these steps to set up the approver for all batch claims submitted for a section.
- Create a batch payroll claimYou can create a batch payroll claim to add claims for other employees by following the steps in this article.
- Error: 'None set' on payroll claimsFollow these steps if you have added a pay element on a claim and after saving it's displaying the message 'None set'.
Payroll settings
Set up payroll periods, calculators and pay elements.
- School name not appearing on payslipIf the school's name isn't displayed on employee payslips you can follow these steps to add it.
- Change the format or information on payslipsThis article provides information on how the format of the payslips is set up and if it's possible to change it.
- Create and amend calculatorsYou can make changes to the calculations for the monthly, daily and hourly rates by amending the calculators on the system.
- Change a National Minimum Wage schemeIf you need to update the NMW values for the current year, or if an employee's NMW is pulling through incorrectly, you can amend the NMW scheme by following the…
- Create a new pay elementThis article provides the steps to add a new pay element on Access Education People.
- Change pay datesThis article provides information on setting up pay dates for each payroll period.
- Pay element can't be added as addition to basic payFollow these steps if you are unable to select a pay element when adding additions to basic pay.
- Obtain a certificate for the SFTP/FTP file uploadThis article provides guidance on how to receive the new certificate for SFTP/FTP file upload on your third party software.
- Unable to select a payscale when configuring a TLRFollow these steps if you cannot choose the payscale you need when setting up a TLR pay element and linking it to a negotiating body.
- Add a new payment method typeThis article provides information on payment method types in the system.
- Add or change a payroll’s tax referenceYou can add or change the tax reference for a payroll on the system by following the steps in this article.
- Change calculations from using the FTE Salary to the Actual Salary valueFollow these steps if you want to change the monthly, daily or hourly rate calculations from using the FTE Salary to the Actual Salary value.
- Change the name of a payrollFollow these steps to rename a payroll on the system.
- Set up a pay element as an addition or deductionFollow these steps to determine whether a pay element will behave as an addition or deduction.
- Restrict access in Salary ChangesThis article provides information on the Salary Changes menu and how to access it.
- Blank minimum wage when adding employeeWhen adding a salary, the minimum wage will be displayed as 0.00 if no values have been set for this employee's age range.
- Add a new PayrollThis articles provides information on how to set up a new Payroll in the system.
- Change the daily rate calculation for salaried staffYou can change how an employee's daily rate is calculated by amending the calculators on the system.
- Add a new payroll periodFollow these steps to set up payroll periods in the system.
- Add cost codesFollow these steps to add cost codes.
- Create an overtime pay elementFollow these steps to create an overtime element and add it to claims.
- Link a pay element to a negotiating bodyYou can set up a pay element to pull through the values from a negotiating body by following these steps.
- Calculate hourly rate based on working weeksThis article explains how to change the hourly rate calculation to use an employee's working weeks rather than the number of weeks in year.
Admin payslips and exports
Upload payslip files and export data from HR to Payroll.
- HR Export optionsThis article offers information on the option in the Export Type dropdown on the HR Export.
- Upload P60 filesYou can upload P60 files in the Admin Payslips menu by following these steps.
- Employee transferred to another school already shows on the Payroll JournalThis article explains why an employee that has been transferred to a different school with a future date is already showing on the Payroll Journal for that school.
- A terminated employment is exporting to PayrollThis article provides information on why an employee's terminated employment may get exported to Payroll.
- Absence export stops partway throughThis article explains why an absence export may stop before it's completed.
- Duplicated payslipsThis article offers information on why an employee's payslips may show twice on their profile.
- Previously exported absence has been exported againThis article explains why an absence that has already been exported to Payroll may have been exported again in the current month.
- Self Service expenses have not been exported to PayrollFollow the steps in this article if expenses submitted from Self Service haven't been sent to Payroll.
- Absence export file is too largeThis article provides information on why your Absence export file may be too large.
- VAT value not pulling through on Claims ExportThis article provides information on which details of the claim will show on the export.
- Error: 'Has not left all their employments' message when uploading P45This article provides information on receiving the error 'Has not left all their employments' when uploading a P45 file.
- Export additions and deductionsFollow these steps to export permanent additions and deductions
- Unable to import payslips from PayrollThis article provides information on importing payslips from Payroll.
- Check if the export to payroll has been runFollow these steps to check when the latest export to payroll has been done.
- Error: 'Object reference not set to an instance of an object' on HR ExportFollow these steps if employee data is exported to Payroll with the error 'Object reference not set to an instance of an object'.
- Employee's cost code affects Payroll Control Journal salary totalsFollow these steps to resolve any issues with an employee's cost codes causing issues with the Payroll Control Journal.
- Cost codes for an employee exporting incorrectly to PayrollFollow these steps to amend the HR system if an employee's cost codes are exporting incorrectly.
- Change the Enquiries page informationYou can edit the information shown on the Enquiries page within the My Payslips menu in Self Service by following these steps.
- View an employee's P60This article offers information on access to another employee's P60 file.
- P60 file fails to processThis article provides guidance on resolving the issue of a P60 file that cannot be uploaded successfully.
- Tax year missing when sending payslip notificationIf a tax year is missing from the Payslip Notification dropdown, the payslips may not have been uploaded yet.