Pay Day Alerts (Modals)

Feb 21, 2025

Pay Day Alerts (Modals)

There are several alerts (modals) that are displayed in

Pay Run (Step 1 of Pay Day),
Payees (Step 2 of Pay Day),
Process (Step 3 of Pay Day),
Pay Slips (Step 6 of Pay Day),

Pay Run Dates Undefined Alert (Modal)

The Pay Run Dates Undefined Alert (Modal) is displayed when a New Pay Run is selected and the Pay Run Dates have not been defined for any Pay Period within the Organisation.

To resolve this alert, please refer to Change the Organisations Regular Pay Run Dates for specific Pay Period

Pay Run Details Alert (Modal)

The Pay Run Details Alert (Modal) is displayed when selecting New Pay Run, Actions > Edit or Actions > View.

Pay Period allows you to select the Pay Periods with Regular Pay Run dates defined in either;

Pay Run Settings within the Organisation (Legal Entity) File.
Pay Run Settings within a Primary or Secondary Cost Centre File.

Cost Centre allows you to select which Cost Centre you want to process.

ALL allows you to process a Pay Run for ALL Payees regardless of the Cost Centre they are assigned to.
OTHER allows you to process a Pay Run for ALL Payees who are NOT assigned to any Cost Centre and those assigned to a Cost Centre that does not have Regular Pay Run Dates defined for any Pay Period.
The Names of any Cost Centres with Regular Pay Run Dates defined will also be displayed.

Pay Run Type allows you to select the type of pay run you want to process.

Regular is selected when processing your 'normal' Pay Run.
Out Of Cycle is selected when processing a Pay Run outside your 'normal' Pay Run. This is typically for correcting previously reported information and incorrect or once-off payments. Please refer to Correct a mistake which has been reported to the ATO.
Missed is selected if you are processing a paid pay run that was not previously entered or reported to the ATO and may also be used to correct previously reported information.

Period Start is disabled with all three Pay Run Type options and displays the Period Start Date as required based on the Pay Run Type selected. When;

Regular is selected, the Period Start Date is dynamically calculated based on the last Regular Pay Run processed for the same Pay Period and Cost Centre combination. If a Pay Run has not been previously processed, this date is obtained from either the Organisation or Cost Centre. If the Period Start Date is incorrect, please change either the Organisations' or Cost Centres' Regular Pay Run Dates.
Out Of Cycle is selected, the Period Start Date is dynamically calculated based on the Period End Date selected.
Missed is selected, the Period Start Date is dynamically calculated based on the Period End Date selected.

Period End is;

Disabled when Regular is selected and displays the next date, as required. If the Period End Date is incorrect, please change either the Organisations' or Cost Centres' Regular Pay Run Dates.
Enabled when Out Of Cycle or Missed are selected and allows you to change the Period End Date, as required.

Pay Day is enabled with all three Pay Run Type options and allows you to change the Pay Run Payment Date, as required.

Fiscal Week displays the relevant identity for the Pay Run. This is based on the ATO's guidance, which stipulates that Week 001 of the Financial Year always begins on 1st July and ends the following Saturday.

Pay Period displays the relevant identity for the Pay Run. This is based on the number of unique pay runs you have processed in e-PayDay Go within the Financial Year.

Global Pay Message allows you to define a custom message to be displayed on ALL Payees Pay Slips.

FAST-Pay Import allows you to import a FAST-Pay File based on the FAST-Pay Import Specification.

FAST-Pay Import Errors Alert (Modal)

The FAST-Pay Import Errors Alert (Modal) is displayed when there are one or more issues with the FAST-Pay.CSV. Below is an example of some of the errors that could be displayed.

FAST-Pay Import Success Alert (Modal)

The FAST-Pay Import Success Alert (Modal) is displayed when the FAST-Pay.CSV has been successfully imported.

Your Pay Run is Currently Loading Alert (Modal)

Due to the current performance issues that some users are encountering, we have temporarily introduced the following alert to advise the pay run is presently being loaded and the information cannot be accessed until after this disappears.

STP Submission Details Alert (Modal)

The Pay Run STP Status Icon will be changed to Validation Error if the Pay Run fails the pre-submission validation. You can view the Submission Details by selecting Actions > STP Submission Details.

Select Pre Validation Status (XML) to view the response.

Delete Pay Run Alert (Modal)

The Delete Pay Run Alert (Modal) is displayed when Actions > Delete is selected in Pay Day (Step 1 of the Pay Run).

To resolve this alert, select Yes to delete the chosen Pay Run. Otherwise, select No to cancel.

STP Previous Payroll ID Alert (Modal)

The STP Previous Payroll ID Alert (Modal) is displayed when the Status Icon is selected for a Payee whose Master File contains a Previous STP Payee Payroll ID.

To resolve this Alert, please exit the Pay Run and refer to either;

Visa Expired Alert (Modal)

The Visa Expired Alert (Modal) is displayed when the Status Icon is selected for a Payee whose VISA has expired.

To resolve this issue, please exit Pay Rum and change the Visa Number, Expiry, or Country for a specific Payee.

Cost Centres Alert (Modal)

The Cost Centres Alert (Modal) is displayed when the Status Icon is selected for a Payee who does not currently have a Default Cost Centre (Hours Allocation).

To resolve this issue, please refer to Update the Payees Default Cost Centre (Hours Allocation) setting.

Required Information is Missing Alert (Modal)

Due to the implementation of Awards/Agreements, the Required Information is missing Alert (Modal) is displayed when attempting to include a Payee in a Pay Run when neither an Award nor Agreement has been assigned.

To resolve this alert, please Add an Award or Agreement and assign it to the Payee to include them in the Pay Run.

Review Imported Payee Alert (Modal)

The Review Imported Payee Alert (Modal) is displayed when the Status Icon is selected for a Payee who has been imported in e-Port; however, their Payee Master File has not been accessed to confirm that the information has been correctly added into the relevant fields.

To resolve this alert, select OK, Exit the Pay Run and refer to Review your Imported Payees.

Gross Income Amount Exceeded Alert (Modal)

The Gross Income Amount Exceeded Alert (Modal) is displayed for a Payee using Exemption TFN 333-333-333 where the Gross Income exceeds the relevant Pay Period threshold.

To resolve this alert, exit the Pay Run and amend either of the following to ensure they will not exceed the Gross Income Threshold before the Pay Run can be processed,

Change the OTE Hours and Days Per Week to more accurately reflect the time worked each week OR
Change the Pay Template from Basic to Advanced and set the Quantity for all Pay Rates and Allowances to 0.

if the details in OTE Hours, Days Per Week and Pay Template cannot be updated as they are correct, enter the Payee's Tax File Number as supplied by the ATO.

👉 If the Payee has not applied for a Tax File Number, they must do so now. In this case, enter Exemption TFN 111-111-111, which will remain valid for another 28 days.

👉 If you do not enter a TFN, Exemption TFN 000-000-000 will be used, and the Payees Tax Treatment is changed to No TFN. Until a valid Tax File Number is entered, any payments made to the Payee will be taxed per Schedule 1, Scale 4.

Tax File Number Exemption Period Ended Alert (Modal)

The Tax File Number Exemption Period Ended Alert (Modal) is displayed when the Status Icon is selected for Payee using Exemption TFN 333-333-333 where they are now equal to or older than eighteen (18) years old. To resolve this alert, enter the Payee's Tax File Number as supplied by the ATO.

👉 If the Payee has not applied for a Tax File Number, they must do so now. In this case, enter Exemption TFN 111-111-111, which will remain valid for another 28 days.

Tax File Number Application Period Ended Alert (Modal)

The Tax File Number Application Period Ended Alert (Modal) is displayed when the Status Icon is selected for Payee using Exemption TFN 111-111-111 where the application period has ended.

To resolve this alert, enter the Payee's Tax File Number as supplied by the ATO.

👉 If the Payee has not applied for a Tax File Number, they must do so now. If you do not enter a TFN, Exemption TFN 000-000-000 will be used.

👉 If Exemption TFN 000-000-000 is used, and the Payees Tax Treatment was;

Regular, Seniors and Pensioners, Horticulturists and Shearers or Foreign Resident,
- Tax Treatment is changed to No TFN. Until a valid Tax File Number is entered, any payments made to the Payee will be taxed per Schedule 1, Scale 4.
Seasonal Worker Programme,
- Tax Treatment remains set to Seasonal Worker Programme per the ATO's requirements.
Working Holiday Maker,
- Tax Treatment remains set to Working Holiday Maker per the ATO's requirements.

Registered Employer Alert (Modal)

The Registered Employer Modal (Alert) is displayed when the Status Icon is selected for a Payee whose Tax Treatment Code is HUXXXX if Employer of Working Holiday Makers has been selected since the Payee was added.

To resolve this alert, select Ok to automatically update the Payees Tax Treatment Code to HRXXXX.

Deregistered Employer Alert (Modal)

The Deregistered Employer Modal (Alert) is displayed when the Status Icon is selected for a Payee whose Tax Treatment Code is HRXXXX if Employer of Working Holiday Makers has been deselected since the Payee was added.

To resolve this alert, select Ok to automatically update the Payees Tax Treatment Code to HUXXXX.

Employer SG Increase from 1 July Alert (Modal)

🎯 The alert below is also displayed when Actions > Edit is selected in Payees; please refer to Employer SG Increase from 1 July Alert (Modal) (Payee Master File).

The Employer SG Increase from 1 July Alert (Modal) is displayed when the Status Icon is selected for a Payee whose Employer SG Percentage is currently set to anything less than 11.50%. (on or after 1 July 2024).

Select Yes to change the Employer SG percentage as the ATO requires.

Otherwise, keep the Employer SG percentage as previously set (due to your Award) by selecting

Do not show again for this Payee if you do not want to be reminded that this Payee is being paid a lesser percentage.
then select No.

Award Details Changed Alert (Modal)

The Award Details Changed Alert (Modal) is displayed when the Status Icon is selected for a Payee whose Award has been changed, and those changes have not been applied to the Payee.

To resolve this alert, Update Employment for the relevant Payees based on changes to the assigned Award.

Agreement Details Changed Alert (Modal)

The Agreement Details Changed Alert (Modal) is displayed when the Status Icon is selected for a Payee whose Agreement has been changed, and those changes have not been applied to the Payee.

To resolve this alert, Update Employment for the relevant Payees based on changes to the assigned Agreement.

Payee on Leave Alert (Modal)

The Payee on Leave Alert (Modal) is displayed when the Status Icon is selected for a Payee who has been paid leave in a prior period, and the end date for that leave period either falls within the current pay run or on a future date. Select Yes to include the payee in the current pay run; otherwise, select No.

Payee Ceased Alert (Modal)

The Payee Ceased Alert (Modal) is displayed when attempting to add a Ceased Payee into the Pay Run.

To continue, select Yes, otherwise, select No. If Yes is selected, when Process is opened, it will function as if Cease Employment has been selected.

Remove Payee Alert (Modal)

The Remove Payee Alert (Modal) is displayed when the checkbox in Payees is deselected for a Payee who has either been,

previously processed (Status Icon Colour is Teal or Green)
imported using the FAST-Pay Import (Status Icon Colour is Yellow).

Select OK to remove the Payee from the active Pay Run; otherwise, select Cancel.

Remove Payees Alert (Modal)

The Remove Payees Alert (Modal) is displayed when the ALL checkbox is deselected in Payees.

To remove all Payees from the Pay Run, select Acknowledge. Otherwise, select Cancel.

Cease Employment Alert (Modal)

The Cease Employment Alert (Modal) is displayed when Cease Employment is selected in the Process Page for the required Payee and allows you to enter/select) the Cessation Date and Reason.

Cessation Date allows you to select the date the Payee's employment c, which may also be the date the Payee passed away.

Cessation Reason allows you to select the reason for the Payee's employment ceasing. These options have been provided based on the ATO's STP Phase 2 Requirements.

Voluntary cessation – an employee resignation, retirement, domestic or pressing necessity or abandonment of employment.
Ill health – an employee resignation due to medical condition that prevents the continuation of employment, such as for illness, ill health, medical unfitness or total permanent disability.
Deceased – the death of an employee.
Redundancy – an employer-initiated termination of employment due to a genuine bona-fide redundancy or approved early retirement scheme, or a non-genuine redundancy.
Dismissal – an employer-initiated termination of employment due to dismissal, inability to perform the required work, misconduct or inefficiency.
Contract cessation – the natural conclusion of a limited employment relationship due to contract/engagement duration or task completion, seasonal work completion, or to cease casuals that are no longer required.
Transfer – the administrative arrangements performed to transfer employees across payroll systems, move them temporarily to another employer (machinery of government for public servants), transfer of business, to outsourcing arrangements or other such technical activities.

Cost Centres Alert (Modal)

🎯 If Cost Centres is unavailable in Process (Step 3 of the Pay Run), refer to Change your Plan Level from Essential to Advanced.

The Cost Centres Alert (Modal) is conditionally displayed when Cost Centres is selected within the Process Page for the relevant Payee. The quantity for each applicable payment is allocated to the Payee's default Cost Centre (Hours Allocation) and is automatically reduced/increased when the quantity is changed for another Cost Centre.

If the Quantity for a Pay Type is changed in Process (Step 3 of the Pay Run), it increases or reduces from the hours allocated to the Payee's default Cost Centre (Hours Allocation) before increasing or reducing the quantity assigned to any other Cost Centre.

For example, John's default Cost Centre (Hours Allocation) is NL-DEV. As all his hours have been assigned to NL-DEV, any changes to the quantity in Process will change the hours allocated to NL-DEV.

Please refer to Allocate Cost Centre QTY/Hours for a Payee whilst processing their Pay or Amend Cost Centre QTY/Hours for a Payee in a posted Pay Run.

Comment/Reminder Alert (Modal)

The Comment/Reminder Alert (Modal) is conditionally displayed when add is selected if using the Advanced Plan, allowing you to set the Payee Comment is a reminder through the Pay Run, and choose the reminder date.

To be reminded about the comment or ceminder displayed on a date, then select Acknowledge. Otherwise, select Acknowledge without selecting a date.

Leave In Advance Alert (Modal)

The Leave In Advance Alert (Modal) is displayed when the following Pay Rates are loaded in Process if the End Date for the Leave Period i\s after the Period End Date of the Pay Run to cater for Withholding from leave payments for continuing employees.

Simply select if the payment relates to a future pay period and enter the number of weeks the payment should be taxed over.

For example, if the Payee is paid fortnightly and is paid one period in advance, enter 2 in the number of weeks field.

Annual Leave Loading Alert (Modal)

The Annual Leave Loading Alert (Modal) is conditionally displayed when Annual Leave has been added, and This Payee is entitled to Leave Loading is selected within the Payee Master File.

Negative Leave Balances Alert (Modal)

The Negative Leave Balances Alert (Modal) is displayed when the quantity of the Leave Type causes the current leave balance to be negative. This can occur when either one of the following Leave Pay Types is added in Process OR the quantity has been amended once added in the Pay Run.

Annual Leave
Sick & Carer's Leave
Long Service Leave
Time Off In Lieu (Taken)
Rostered Day Off (Taken)
Leave - Other

To continue, select Ok. Otherwise, select Cancel. If Cancel is selected, either the new Leave Type will not be added to the pay run, or the quantity of the Leave Type will be changed back to the previous amount.

Cashing Out Leave Alerts (Modals)

The Cashing Out Leave Alert (Modal) is displayed when either Annual Leave (Cashed Out) or Sick & Carer's Leave (Cashed Out) are selected within Process.

These alerts ensure you have visited the relevant information available from Fair Work Australia regarding the requirements for Cashing Out Annual Leave and/or Sick & Carer's Leave.

Gross Income Amount Exceeded Alert (Modal)

The Gross Income Amount Exceeded Alert (Modal) is displayed for a Payee using Exemption TFN 333-333-333 where the Gross Income exceeds the relevant Pay Period threshold.

To resolve this alert, enter the Payee's Tax File Number as supplied by the ATO.

👉 If the Payee has not applied for a Tax File Number, they must do so now. In this case, enter Exemption TFN 111-111-111, which will remain valid for another 28 days.

Back Payments Alert (Modal)

The Back Payments Alert (Modal) is displayed when a pay type within Back Payments is selected within Process.

This alert requires you to select if the payment is less than or equal to/more than 12 months overdue. If the Payment is

less than 12 months overdue and
1. relates to the current financial year,
  1. If the Payee has not been included in a prior pay run within the same Fiscal Year, you have the ability to adjust the Normal Weekly Earnings and Number of Pay Periods if required.
  2. If the Payee has been included in a prior pay run within the same Fiscal year, you are required to select the Pay Periods the payment applies to.
2. relates to a prior financial year, there are no further selections required.
equal to or more than 12 months overdue and
1. less than $1,200.00, there are no further selections required.
2. equal to or more than $1,200.00, you are provided with the ability to allocate the amount against the relevant Fiscal Year.

Schedule 7 Marginal Tax Calculation Alert (Modal)

The Schedule 7 Marginal Tax Calculation Alert (Modal) is displayed when the edit icon selects the relevant Pay Rates where the payment is more than $300.00.

The value entered into this alert is used in the PAYGW Calculation for these payments per Schedule 7 – Tax table for unused leave payments on termination of employment

Unused Annual Leave (after 17 August 1993)
Unused Leave Loading (after 17 August 1993)
Unused Long Service Leave (after 17 August 1993)

OTE Adjustment Alert (Modal)

The OTE Adjustment Alert (Modal) is conditionally displayed when the OTE Adjustment (+/-). Pay Rate is added in Process (Step 3 of Pay Day).

Unable to Salary Sacrifice Alert (Modal)

The Unable to Salary Sacrifice Alert (Modal) is displayed when Gross (Sal Sac) is $0.00 and a Salary Sacrifice Deduction is added to the Payees Pay.

If the value of the Salary Sacrifice is greater than the amount displayed in Gross (Sal Sac), the Unable to Salary Sacrifice Alert (Modal) is displayed when Gross (Sal Sac) is $0.00 and a Salary Sacrifice Deduction is added to the Payees Pay.

Salary Sacrifice Exceeds Gross Income Alert (Modal)

The Salary Sacrifice Exceeds Gross Income Alert (Modal) is displayed If the value of the Salary Sacrifice is greater than the amount displayed in Gross (Sal Sac), and the Payee does not have a Medicare Levy Surcharge and/or Study and Training Support Loan.

The Salary Sacrifice Exceeds Gross Income Alert (Modal) is displayed If the value of the Salary Sacrifice is greater than the amount displayed in Gross (Sal Sac), and the Payee does not have a Medicare Levy Surcharge and/or Study and Training Support Loan.

Salary Sacrifice Exceeds Gross Income (STSL/MLS) Alert (Modal)

The Salary Sacrifice Exceeds Gross Income (STSL/MLS) Alert (Modal) is displayed If the value of the Salary Sacrifice is greater than the amount displayed in Gross (Sal Sac), and the Payee has a Medicare Levy Surcharge and/or Study and Training Support Loan.

If the value of the Salary Sacrifice is greater than the amount displayed in Gross (Sal Sac), the Salary Sacrifice Exceeds Gross Income (STSL/MLS) Alert (Modal) is displayed If the value of the Salary Sacrifice is greater than the amount displayed in Gross (Sal Sac), and the Payee has a Medicare Levy Surcharge and/or Study and Training Support Loan.