Calculation and Disbursement after Pay Process for November as a Separate Pay Process

The pay process for November must be settled and posted.

Any corrections made in the monthly salary in December, resignations or reports made after this calculation will not be taken into account though. It is advisable to initiate a disbursement with the pay process for December to take all differences into account.

The procedure for the payment of the 13th Payday as a separate pay process after the definite pay process for November is as follows:

Open the required Payroll journal.

The Calculation of 13th/14th Payday function can be found under Navigate / Report.

•Choose whether you want to calculate the 13th or the 14th Payday. Both values can also be calculated in a single work step.

•For the settlement dates, set the filter to the current calendar year from January 1 until December 31.

•Answer the question whether the current wage should be taken into account with Yes and set the date filter to December 1 – December 31.

•Set the number of months to 1. This way, the portion for December is also taken into account. In addition, the processed salary items incl. any disbursements of the 13th Payday are taken into account.

•If required, set filters for individual employees or directly calculate the 13th Payday for all employees.

•The amounts of the 13th Payday are now listed in the Payroll journal. They are calculated based on the current salary types settings. The % value stored in the refunding of absences is calculated based on the total amount of the adjusted salary types currently subject to a compulsory amount for the 13th Payday.  

•If all amounts are checked and okay, they can now be settled and posted using a separate pay process. If additional amounts are to be disbursed with this separate pay process, e.g. bonuses, gratuities, shares in results, etc., they can also be included into the Payroll journal or stored in salary items.

•Choose “Process Payroll” and enter the relevant payroll area. Remove the flag for child allowances to mark the pay process as additional. No more child allowances will be retrieved and the working time calendar (target/actual time calculation) will not be taken in-to account as well. Enter the salary types that are also to be settled effectively now in the Wage Items tab. (disbursement of 13th monthly wage and other possible payments of bonuses, gratuities, etc.) If you want to take multiple salary types into account, separate individual salary types by pressing “Alt Gr+7”. You will be informed that filters are set to salary types. Confirm this message with Yes.

•Hourly-paid employees: If you disburse the 13th Payday for hourly-paid employees at this point in time, please note that only the salary period from January to November is taken into account. Release a remaining payment of the 13th Payday for hourly-paid employees together with or after the pay process for December.

Are the calculated amounts correct? If they do not match the expected amounts, do not manually change the amount. We recommend that you find the source of the difference. Prior to adjusting the settings, delete the journal rows. To do this, check the salary type settings. For example, if you only want to pay 1/12 of the monthly salary as the 13th Payday, then only the Monthly Salary salary type and possibly even a Monthly Salary correction salary type may have the Obligation for the 13th ST box checked. The settings are based on the provisions that apply to you like GAV, OR or regulations. Please consult about them accordingly and configure the settings.

Once all adjustments have been made, recalculate the amounts again as described above. The latest settings will always be taken into account for disbursement obligations.

The deferred value is not adjusted. All differences between the provision amount and the amount disbursed should be cleared in the FIBU and BBA manually.

The changes have an effect on 13th Payday provisions of the new calendar year. The 13th Payday provisions and the disbursement at the end of the year will correspond to 1:1 next year, provided that no adjustments during the year are made.

Carry out further tests. Usual Report journal evaluation options are available for this purpose.

To pay the 13th Payday after the definite pay process for November, begin the additional pay processes processing as described above.