What are the payroll workflow action types?

Action output options set for a particular payroll, take precedence over any options set for a group. If you are producing output files, e.g. pension provider files, and you want the files to go to a different location for each payroll because you have a folder for each payroll, then you will set the action for each payroll rather than one action for each group. This is because you can only specify one file location for the group.

 

When you select any of the actions, you are presented with a Workflow Options window. This window has three types of layouts that contain either of the following:

1. Actions with No Outputs or Settings - This window describes that there are no outputs or settings to which to set actions.
2. Actions with Output Options Only - This window describes the various output options to which to set actions.
3. Actions with Outputs and Settings - This window describes the various outputs and settings to which to set actions.

Actions with No Outputs or Settings

The following actions require no outputs or settings defined:

• Generate Timesheets
  
• Calculation
  
• Auto-enrolment
  
• Payment Run
  
• Submit FPS
  
• Check HMRC Status
  
• BACS Create
  
• Journal Extract
  
• Close Period

When you select any of the actions above you are presented with a Workflow Options window with no output of settings layout.

 

 

Actions with Output Options 

Some actions require output options where an output is produced. e.g.

• Calculation Exceptions
  
• RTI Validation
  
• Payslips
• Gross To Net
  
• Payroll Analysis
  
• Produce P45 (Save to file and Email options available only.)
• Generate PP Files
  
• Altered Pay
  
• Bank Detail Exceptions
  
• Duplicate Name
  
• Duplicate Bank Details
  
• Corrections
  
• AOE
  
• Loan
  
• Statutory Parental Payments
  
• Payroll Period Employee Tasks
  
• Mileage Claim
  
• Summary Payslip
  
• Company Sick Pay
  
• Pension/Benefit
  
• Payment
  
• Deduction
  
• Payment Run Details

The actions output set up includes a window that contains a series of Output Options:

 

 

You can set an action to have various output options. The options available are:

 

Name	Description
Printer	Choose this option if you want the report output to go directly to your selected printer.
File Types	Choose this option if you want the report output to be saved as either a: PDF; Excel or CSV file. Whichever file type you select, you need to select the Output folder location by clicking the  button.
Email	Choose this option if you want the report output to be emailed directly to a recipient.   Note: When you select the check box against this option, the Addresses button is enabled. For more information, see How Do I Set Up Emails via Payroll Workflow?
To Screen	Choose this option if you want to display the information as a new window on your screen (except for P45s).

Actions with Settings

The following actions require some additional settings. The settings required for each of the following actions are  different, and reflect the options that need to be set for each action. 

 

Name	Description
Payslips	The settings within the Payslips – Workflow Options window are similar to the settings you currently choose when printing payslips. You can choose to print Employee Address on Payslip and apply this to all payslips or per Employee setting; whether you wish to add the Employment ID in Addressee section; or to Print payslips with zero net pay and finally whether you wish to Include Published Payslips which are published to the print run. Once you have selected these settings, you can then choose how you want the payslips to be sorted.   Note: If you keep the default option of Employment ID, then there is no need to add a second sort option. However, if you choose an alternative first sort, then you will need to provide a second sort option. You can add a message to your payslips through the Message free text box, which is in Employer Setup. For more information, see How Do I Insert Messages onto Payslips?
Publish Payslips	The settings within the Publish Payslips – Workflow Options window allow you to publish by Employment ID, Organisational Chart, Paypoint, or Surname. And allows you to Publish payslips with zero net pay.
Gross to Net	The settings within the Gross To Net – Workflow Options window allow you to sort the report by either Employment ID, Surname, Organisation Unit, or Pay Point. If you require the report to be sorted by either Employment ID or Surname, then you only need to select the output option. But if you need the report to be sorted by either Organisation Unit or Pay Point, then you will require a second sort by option unless you select to Subtotal by Sort.
Generate PP Files	You can produce the Auto Enrolment (AE) Enrolment and Contribution pension provider files in Payroll Workflow, against the desired payroll and send the files to the Pension Provider, by selecting the desired Pension Provider and Scheme.
Altered Pay	The settings within the Altered Pay – Workflow Options window allow you to include starters and/or leavers in the report, set the threshold and/or threshold difference by percent or value. You can also include one or more categories in the report.
Duplicate Name	The settings within the Duplicate Name – Workflow Options window allow you to show duplicates from other payrolls linked to selected payrolls. You can also include one or more payrolls in the report.
Duplicate Bank Details	The settings within the Duplicate Name – Workflow Options window allow you to show duplicates from other payrolls linked to selected payrolls. You can also include one or more payrolls in the report.
Corrections	The settings within the Corrections – Workflow Options window allow you to select the report type and/or suppress results where net effect is zero. You can also include one or more adjustment headings in the report.
AOE	The settings within the AOE - Workflow Options window allow you to select the sort order by Employment ID, Organisation Unit,  Paypoint, Surname, Organisation Unit - Employment ID, Organisation Unit - Paypoint, Organisation Unit - Surname, Paypoint - Employment ID, Paypoint - Organisation Unit, Paypoint - Surname, Subtotals only - Organisation unit, Subtotals only -Paypoint. You can also include one or more addition headings in the report.
Loan	The settings within the Loan – Workflow Options window allow you to select the sort order of the addition headings by  Employment ID, Organisation Unit, Paypoint, Surname, Organisation Unit - Employment ID, Organisation Unit - Paypoint, Organisation Unit - Surname, Paypoint - Employment ID, Paypoint - Organisation Unit, Paypoint - Surname, Subtotals only - Organisation unit, Subtotals only - Paypoint. You can also include one or more addition headings in the report.
Statutory Parental Payments	You can select one or more statutory payments to report on.
Summary Payslip	The settings within the Summary Payslip – Workflow Options window allow you to sort the records by Employment ID, Organisation Unit,  Paypoint, Surname, Organisation Unit - Employment ID, Organisation Unit - Paypoint, Organisation Unit - Surname, Paypoint - Employment ID, Paypoint - Organisation Unit, Paypoint - Surname, Subtotals only - Organisation unit, Subtotals only -Paypoint. You can select to display the full adjustment detail or the Subtotal amounts by adjustment heading. You can also include zero payslips which contain zero hour contracts.
Company Sick Pay	The settings within the Company Sick Pay–Workflow Options window allow you to Include All records or only include records where Employee is on less than full pay.
Pension/Benefit	The settings within the Pension/Benefit – Workflow Options window allow you to Report on individual schemes, All pension scheme summary or All benefit scheme summary. You can select one or more pension schemes to report on.
Payment	The settings within the Payment – Workflow Options window allow you to report on one or more adjustment headings.
Deduction	The settings within the Deduction – Workflow Options window allow you to report on one or more adjustment headings.
Pay Element Report	The settings within the Pay Element Report - Workflow Options window allow you to report on pay elements within Cintra iQ such as the employee's additions and deductions.
Pay Variance	The settings within the Pay Variance - Workflow Options window allow you to report on a value or percentage threshold, set the threshold difference, and include starters and/or leavers.