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How to set up Pay Run Inclusions

SOLVED•by QuickBooks•8•Updated September 19, 2023

Pay Run Inclusions comprise of additional pay items that are set up against an employee and then automatically included in the pay run. The specific items include:

Deductions
Employer Liabilities
Expenses
Super Adjustments
Tax Adjustments

These can be set up to include a specific start date and end date (otherwise it can repeat indefinitely). To set up a Pay Run Inclusion for an employee, choose the relevant employee from the employee list and then select Pay Run Inclusions from the left hand menu.

Refer to the following instructions depending on what item you want to set up.

Setting up a recurring Super Adjustment

Note: Salary Sacrifice Super or Member Voluntary deductions should not be set up in this section. They should be set up as a recurring Deduction.

Select Payroll from the left hand menu
Select the employee and then select Pay Run Inclusions from the left hand menu
Select Add next to Super Adjustments
Select the applicable Amount (per pay run) option and provide the value ($ or %)
Enter any notes if you want the employee to see them on their pay slip
Select the options for When should this pay run inclusion start? And When should this pay run inclusion expire
Select Save

Setting up a recurring Tax Adjustment

An example scenario of when to use this would be when an employee has requested additional PAYG be deducted from their pay.

Select Payroll from the left hand menu
Select the employee and then select Pay Run Inclusions from the left hand menu
Select Add next to Tax Adjustments
Select the applicable Amount (per pay run) option and provide the value ($ or %)
Enter any notes if you want the employee to see them on their pay slip
Select the options for When should this pay run inclusion start? And When should this pay run inclusion expire
Select Save

Setting up a recurring Deduction

Select Payroll from the left hand menu
Select the employee and then select Pay Run Inclusions from the left hand menu
Select Add next to Deductions
Select the Deduction Category
Select the applicable Amount (per pay run) option and provide the value ($ or %)
Select the option for This deduction should be and Preserved earnings
Enter any notes if you want the employee to see them on their pay slip
Select the options for When should this pay run inclusion start? And When should this pay run inclusion expire
Select Save

Setting up a recurring Expense

An example scenario of when to use this would be when an agreement has been reached with an employee that the company will reimburse mobile phone expenses and will not form part of their gross wage.

Select Payroll from the left hand menu
Select the employee and then select Pay Run Inclusions from the left hand menu
Select Add next to Expenses
Select the Expense Category
Select the Location and Tax Code
Enter the applicable Amount (per pay run)
Enter any notes if you want the employee to see them on their pay slip
Select the options for When should this pay run inclusion start? And When should this pay run inclusion expire
Select Save

Setting up a recurring Employer Liability

Select Payroll from the left hand menu
Select the employee and then select Pay Run Inclusions from the left hand menu
Select Add next to Employer Liabilities
Select the Liability Category
Select the applicable Amount (per pay run) option and provide the value ($ or %)
Enter any notes if you want the employee to see them on their pay slip
Select the options for When should this pay run inclusion start? And When should this pay run inclusion expire
Select Save

Want to know more about preserved earnings?

Preserved earnings is defined as the minimum net earnings an employee must be paid before a deduction amount can be applied in the pay run. For example, an employee could have a garnishee order but part of the order includes that the employee's net pay cannot be reduced to less than $300 per week as a result of the garnishee order. To set this up of example, you would:

Select Once a minimum net earnings limit has been reached
Preserved earnings amount: enter 350
If the amount is not reached: here you can choose to have none or only part of the deduction amount processed in the pay run

Carry forward unpaid deduction amounts: here you can choose whether or not you want any unpaid deduction amounts to be carried over to following pay runs. For example, say an employee’s recurring deduction amount was fixed at $100 per pay run but only $50 was deducted in the pay run. If you choose to carry forward the unpaid deduction amount, the unpaid $50 will be carried over and a total of $150 will be deducted in the following pay run. If you choose not to carry it over, the unpaid $50 deduction amount will be disregarded and in the following pay run only the recurring $100 will be deducted.

Carry forward unused preserved earnings: here you can choose whether or not you want any preserved earnings that are paid below the preserved earnings carried forward. For example, an employee has preserved earnings set at $300. In one pay run the employee is only paid $200 in net earnings. If this setting is ticked, the difference of $100 will be carried over so that the preserved earnings for the next pay run will be $400.

Notes:

To edit an existing Pay Run Inclusion, simply select the name and the settings will appear. Make the relevant changes and select Save.
To delete an existing Pay Run Inclusion, hover your mouse over the inclusion so that the X appears. Select this icon and then select OK.
In order to set up recurring employee deductions, employer liabilities and expenses, the categories initially need to be created in Payroll Settings.

_{Content sourced from}Employment Hero

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