How do I create/edit/delete corrections?

Corrections are used to make payments or deductions in a current period but apply tax/NI calculations according to the periods in which they should have been earned.

 

The Cintra iQ software is date driven; it enables you to go back and re evaluate tax and NI so that the amount owed is payed in the correct period. For instance, you can make corrections from the start of the tax year, and the system will work out the tax, NI, pension, spine points, and grades from that point forward.

 

In general any back dated payments will occur automatically via an employee's Post History, or Sickness event etc, and you can make ad hoc corrections as well.

To create a payment correction via post history

 

Changes to Post History can be related to salary, spine points or work patterns. 

 

  Working Patterns

Last month, an employee had reduced their hours from full time to part time 1/2 way through the pay period. You need to go back and make a correction. For this example, we are using Work Patterns as we are trying to get money on the payslip to show the actual correction.

Navigate to the Working Pattern Tab

1. Navigate to the Working Pattern tab on the employee's Post History form.
   Go to Cintra iQ: Employment record> Forms> Post History 

Close the Current Work Pattern Record 

1. Select the desired Post.
2. Open the Working Pattern record associated to the Post. The Edit Employee Post FTE form appears. 
3. Enter the To Date. 
4. Click the OK button. A message appears stating the FTE factor has been caculated to [value]. 
5. Click the OK button. The Work Pattern record is now closed.

Create a New Work Pattern Record 

1. Enter a From Date for the period you wish to correct. 
2. Select the desired Work Pattern. 
3. Select FTE Calculation Method: Direct Entry.
   Note: For more information about FTE Calculation Methods, see What are the FTE Calculation Methods?
4. Enter the FTE factor.
5. Click the OK button. The new Working Pattern record is created.

Calculate the Employee's Payslip 

1. Open the employee's Payslip_Period Summary form.
   Go to Cintra iQ: Employment record> Forms> Payslip
2. Click the Calculate button.  The following occurs:
   • The payments are recalculated and display what has been corrected, on the Gross to Net Summary tab. 
   • The tax, NI and pension contributions are adjusted accordingly to reflect the earnings in the pay period and display what has been corrected.
     Note: Student loans are not affected during a correction.
    

To create a correction via the calendar

1. Create the employee's Calendar event.
1. Navigate to the employee's Employment Calendar form.
   Go to Cintra iQ: Employment record> Forms> Calendar 
2. Right-click: New Calendar Event in the desired date. The Select Attendance Category pop up appears. 
3. Select Sickness from the drop-down list. 
4. Click the Next button. The New Sickness form appears. 
5. Fill in the desired information.
6. Ensure the Return to work date is entered. 
7. Click the OK button. The Sickness Calendar event is created. 
2. Calculate the pay for the pay period on the employee's Payslip, of when the Sickness event took place.
   1. The Sickness (SSP) payment is recalculated and is displayed as a correction, on the Gross to Net Summary tab. 
   2. The tax, NI and pension contributions are adjusted accordingly to reflect the earnings in the pay period and display what has been corrected.
      Note: Student loans are not affected during a correction.
1. Go to Cintra iQ: Employment record> Payslip.
2. Click the Calculate button.

To create a correction via payments and rates

 

Create/Amend Employee Payroll Entry 

Create/Amend the employee's payroll entry via Payments and Rates.

1. Navigate to the Set up Individual Allowances and Rates tab within the employee's Standing Allowance and Rates form. 
   Go to Cintra iQ: Employment record> Forms> Payments and Rates
2. Select the Show all allowances and rates headings option.
3. Select the desired Allowance/Rate Name in the left-hand pane.
4. Right-click: New in the right-hand pane. The New Post Holder Specific form appears.
   Note: Depending on how the addition heading is set up, the form is updated accordingly to reflect the Addition Type as Monetary Amount or Units Times Rates.
   Important! If you need to amend a record, enter a To date to close it, save, and then right-click: New.
5. Enter the Paid from Date.
6. Enter the Paid to Date.
7. Fill in the information.
8. Click the OK button. The Allowance and Rates record is created. For more information about Payments and Rates, see Frequently Asked Questions about Payments and Rates.
9. Click the OK button. 

Calculate the Pay for the Current Period 

Calculate the pay for the current period on the employee's Payslip.

1. The [Allowance/Rate Name] payment is calculated and is displayed on the payslip as a correction, on the Gross to Net Summary tab. 
2. The tax, NI and pension contributions are adjusted accordingly to reflect the earnings in the pay period and display what has been corrected.
   Note: Student loans are not affected during a correction.
3. Navigate to the Payslip_Period Summary form.
   Go to Cintra iQ: Employment record> Payslip.
4. Click the Calculate button.

Depending on how you set up your correction process, the method of amending the correction back to the pre-correction values is slightly different from each other. 

 

  Amendments

The best way to approach the amendments is to reverse the changes you made. The way to resolve this would be to go into the entry, make the change and then recalculate, which will amend the correction accordingly.

• Update Post History:
  Navigate to the employee's Post History window and amend the Spine Point and/or Work Pattern at source. e.g. Changing the Spine Point From Date back to 4th April 2020 instead of the currrent 4th April 2021 within Post History will remove the correction once you have recalculated the payslip.
  Go to Cintra iQ: Employment Record> Forms> Payroll Period Input 
  
  
• Update Payroll Period Input:
  This gives you the ability to manually change the entry without amending it at source. e.g. Sometimes a back dated pro rata doesn't give you the value you would like, (Pro ratas can often do this in shortened months (Feb versus Oct)). Therefore, navigate to the employee's Payroll Period Input and Corrections window, select the desired Payroll Period, open the desired Payments and Rates record, re-enter the Input Amount and then recalculate the payslip.
  Go to Cintra iQ: Employment Record> Forms> Payroll Period Input 
  
  
• Update Payments and Rates:
  Navigate to the Set Up Individual Allowances and Rates tab in the employee's Standing Allowances and Rates window and amend at source. Close the Contribution record, create a new one and then recalculate the payslip. This in turn will delete the correction. 
  Go to Cintra iQ: Employment Record> Forms> Payments/Rates 
  
  
• Remove Calendar Event:
  Navigate to the employee's Calendar and delete the event from there. Re-calculate the payslip. This in turn will delete the correction. You can then re-add the event in the Calendar.
  Go to Cintra iQ: Employment Record> Forms> Calendar

Important

Except for Calendar Events, you should not delete any lines of data within Cintra iQ as this could lead to corrections overlapping other corrections, which makes the problem very difficult to resolve. Or, a payment could have already been made, which also can make the problem more difficult. It is best practise to perform the following: 1. Never delete 2. Check Audit log. 3. Fix at source

How do I know what values to amend?

If you can't remember where you have made the amendments, you can unpick the changes by referring to the Audit Report, seeing where the changes were made and re-instating them one-by-one.  You can perform the following:

1. Navigate to the Audit form.
   Go to Cintra iQ: Tools> Auditing.
2. Select the desired File to audit to identify where the changes have occured. The form adjusts accordingly.
3. Select the desired Payroll.
4. Select the desired Period.
5. Select the desired option from the drop-down list.
6. 
7. Enter the Date/Time Range of the correction(s).
8. Select the desired user from the Select Records Maintained by Users pane.
9. Click the Next button. The Auditing window appears.
10. 
11. Scroll through to find the earliest change to a section and compare the Old Value with the New Value.
    Tip: Look at the Date and Time stamp to locate the desired change.
12. Keep a record so that you can make the changes in the necessary sections. 
13. Remember to recalculate the employee's payslip once the old values have been re-instated.