How to change an employee’s Employment Type for WorkForce Payroll
Due to there being the need to change employees’ Employment Type, we have implemented the ability, to be able to do so. We have enabled this feature mainly as on occasion, employee data is inserted into the system incorrectly.
Note: Should you wish to change the employment type for an employee midway through their engagement, it is important to note that you need to create a duplicate employee and amend accordingly, as using this process for that purpose, will result in errors with your eLodgement file.
Step 1: Undoing pay runs that the employee is included in
To remove an employee from a pay run, you will be required to undo your pay runs until the engagement date of the employee. This can be done by using the ‘Undo Run’ feature in WorkForce Payroll. For example, if the employee was engaged in January 2020, the pay runs for 2020 must be undone until pay run 1 of 2020.
Step 2: Changing the Employment Type for the employee
Once the pay runs have been undone, kindly proceed to the employee’s employment type field that resides in the Employment Details tab and change the Employment Type to the desired selection. After which, click the ‘Save’ button.
Step 3: Reprocessing the pay runs where the employee was included, for their Employment Type to be updated
The next step is to reprocess just the employees to update the employee’s payroll data from the pay run. This can be done by clicking the ‘Edit’ button shown below, and selecting the employee to reprocess once the page had loaded.
IMPORTANT: Please ensure that the ‘Keep Previous Parameters’ is ticked before processing all employees. This step must be repeated for all pay runs in which the employee was processed. Please note that some values may change due to reprocessing.
Before doing the above, please ensure that you have a copy of all the reports related to each pay run (for example, the Payroll Analysis report, FS5s, etc.).
Step 4: Generate any necessary WorkForce Payroll reports
After updating the employees from the pay runs and have reprocessed accordingly, proceed to generate all the FS5s for each month, the all FS3s for all employees, and then the FS7 (and eLodgement if you are running the end of year process to file your data with CFR).
To search for more information on how to use WorkForce, please visit: https://workforce.com.mt/documentation/