In this article will focus on pay run warnings that may appear, and how you can configure warnings in your QuickBooks for pay runs.
Warnings could appear as soon as a pay run is created, or during the pay run (depending on what actions are performed in the pay run.
To view warning details
- Click on the word Warning.
- Click on the warning expand the details.
List of warnings and what they mean
BACS details missing
You will not be able to generate a payment file for the pay run as BACS Details have not been provided (Note: If you don't want to generate a payment file, you can ignore this warning).
Employee expense without a tax code selected
This is displayed when an expense has been applied in a pay run and does not contain a tax code. This is only applicable where a business is connected to on online journal service and has synced their tax codes against the expense categories.
Employee has reached their leave cap
This will be displayed for any employee whose leave entitlement has reached the maximum accrual for the year. For example, say an employee is entitled to 'Special Leave' and the maximum accrual entitlement for this leave is 10 hours per year. When the employee reaches the accrual and now has a balance of 10 hours for the leave year, this warning will appear.
Employee taking more leave than is accrued
This is displayed when an employee is attempting to take more leave than they have accrued.
Employee with birthday
This is displayed when an employee has a birthday during the pay run period and therefore may need to have their rate of pay reviewed.
Employee with duplicate earnings lines
This is displayed when there is more than one earnings line associated with the same timesheet line that contains the same units, pay rate, total earnings and note.
Employee with earnings below NMW/NLW
This is displayed if an employee has not earned above the National Minimum Wage/National Living Wage.
Employee with expired qualification
This is displayed when an employee's qualification has expired within the pay run period.
Employee with late submission reason
The late submission is when you are sending in the FPS (Full Payment Submission) file late, so after the pay date. This could happen because you need to correct YTD figures, or you have had to pay an employee something that has been missed. You need to select a reason (they are listed in a dropdown box) as to why you are sending a late submission of the FPS file, otherwise HMRC will automatically apply a penalty.
Employee with negative earnings amount
This will be displayed when the net payment amount for an employee is less than 0.
Employee with pension contribution refund
If the employee has had a refund from the pension contribution.
Employee with tax code update applied
The employee has had a tax code updated and applied to the pay run.
P9 tax code notices
A P9 is issued by HMRC between February and the start of the tax year to inform you of specific tax codes changes. These should not be applied until the pay runs are in the new tax year. Note: The system will automatically check for any changes.
Employee with unknown National Insurance Number
This is displayed when the employee's National Insurance (NI) has not been provided.
Employee with unpaid earnings
This will be displayed when an employee has an earnings line with hours applied, but the total value of the earnings line is 0. This usually indicates there's an error with the employee's rate of pay.
Employee with work anniversary
This is displayed when the anniversary of the employees start date occurs during the pay run period and therefore may need to have their rate of pay reviewed.
Error applying tax code update to employee
The system hasn't been able to apply a tax code update. The error message should explain what's wrong, for example the tax code could not be applied due to an unauthorised EmpRef so the error would need to be fixed to stop it from happening again.
Incomplete pay run tasks
This is displayed when tasks have been created but not completed for the pay run in question.
Leave request ends before pay run dates
This is displayed when an employee's leave request dates back in the past and is therefore relevant to previous pay periods.This warning is important as it highlights only a portion of the leave request should be applied in the pay run.
Pending expense requests
This is displayed when an employee has submitted an expense request pertaining to that pay period that is yet to be approved. Pending expense requests will not be processed in the pay run unless approved. Additionally, for automated pay runs, pending expense requests will not be automatically processed in the pay run.
Pending leave requests
This is displayed when an employee has submitted a leave request pertaining to any dates within that pay period, that is yet to be approved. Pending leave requests cannot be applied in the pay run unless approved. Additionally, for automated pay runs, pending leave requests will not be automatically applied in the pay run.
Pension auto-enrolment status changed
This is where an employees auto enrolment status has changed.
Pension scheme requires authorisation
Either the user hasn't authorised the scheme with the pension provider in PensionSync, or the authorisation details have been changed and the user needs to re-authorise using the new credentials to make a submission.
Previously terminated employee
This is displayed when an inactive employee who has previously been terminated appears in the pay run.
Pro rata earnings within period for new or terminated employees
The system is calculating a part payment either due to employee leaving or starting part way through a pay run.
Terminated employee with outstanding recurring expenses
This is displayed when a previously terminated employee, who is still owed an expense reimbursement amount from their expense pay run inclusion, appears in the pay run.
How to configure warnings for your pay run
You can choose which warnings display for a certain pay schedule in your QuickBooks. All you need to do is:
- In the Payroll Settings, go to Pay Schedules.
- Select the pay schedule you want to set up warnings for.
- In Pay Run Warnings, select Click here to configure. You will be presented a list of warnings which you can choose from.
- Tick to select the warnings you would like to appear. Alternatively, you can untick the warnings you want to stop displaying on pay runs for this pay schedule.