Table of Contents
How does salary get transferred to payroll
The annual salary as entered into the remuneration section in HR, will get transferred to payroll. This salary should be entered as the full time salary, as it will be multiplied by the FTE factor held for the employee and this amount will then be paid to the employee.
What if my employee is paid by spine point in payroll?
If the employee is to be paid by grade and spine point in payroll, then enter the grade and pay step in HR, and select the ‘Pay spine point salary as’ option in the additional details of the job. The spine point will transfer to payroll and the employee will be paid the relevant amount for that spine point, multiplied by the FTE held in payroll for the employee.
How does FTE and work pattern data get transferred to payroll?
Transferring Full-Time Equivalent (FTE) and work pattern data from Human Resources (HR) to payroll can be done in two different ways, depending on the setup of your payroll system.
Using Time Management -> Work Pattern History in Payroll:
| Name | Description |
|---|---|
| FTE Calculation | |
| Additional Details | You have the option to record the contracted weeks per annum and the contracted days per week. These fields can be disabled if they are not relevant to your payroll system. |
| Data Transfer | The data is then transferred to payroll with the effective date of your change. |
Using Position Based Working Time History in Payroll:
| Name | Description |
|---|---|
| FTE Calculation |
The FTE in payroll will be calculated from the values above as: For example, if the contracted hours per week are 15 and the standard full-time hours per week are 40, with both contracted and standard full-time weeks per year being 52.14, the FTE would be: These values will be transferred to payroll, and the FTE will be applied to the annual salary figure. |
In both scenarios, there is an additional FTE field in HR used for HR analytics. This field should be completed separately and is not used in payroll calculations. The primary difference between the two methods lies in the formula used for calculating FTE and the way this calculation impacts payroll processing, particularly in the case of the second method, where the annual salary figure is adjusted based on the FTE calculation.
How do payroll numbers get assigned when using CintraHR?
When a new job is created in HR, this will prompt the creation of a new employment record in payroll if the person is not already in current employment.
The Employment ID (payroll number) will be assigned in CintraIQ payroll as the next available number when the employment record is created.
The Employment ID will automatically be updated back to the Payroll Number field on the person profile in HR.
How do I use CintraHR with my outsourced payroll?
You will process all new starters, leavers and changes to salary, working time and supervisors through CintraHR.
The procedure for processing payroll remains the same as a standard outsourced service, but CintraHR is the source of basic employee details.
Additional information outside of this (for example one-off payments, pension details, other payments and deductions) should all be provided via Cintra Cloud payroll portal.
How do leavers get processed?
When a job end date is finalized in CintraHR, this is transferred immediately to payroll, and the employee’s position and employment is ended.
If the person has more than one concurrent job in CintraHR, the employment record in payroll will only be closed when the last open job is ended in CintraHR.
How do bank details get updated?
Employees can access and update their own bank details in CintraHR via the payroll menu.
Administrator amendments to bank details can be made via Cintra Cloud portal or CintraIQ payroll.
How do I set an employee up with their annual leave entitlement when using CintraHR?
Annual leave entitlement for an employee should be set up within CintraIQ payroll.
See How do I create holiday entitlement? for more details.
How do end dates get treated in payroll for fixed term contracts?
For fixed term jobs in CintraHR, the user has the ability to set, amend and remove an expected end date on the job record. Setting or amending an expected end date will set or amend the end date on the position, salary and working time in payroll. The employment end date will remain open until the job end date is finalised in HR.
When the company (job) end date is finalised in HR, this date will be transferred to payroll as the Employment end date (leaving date).
If the person has multiple concurrent jobs in HR, then only when the last job end date is finalised, will the date be transferred to payroll as an Employment end date.
If all concurrent job end dates have been finalised for a person, and a new job is then created in HR for the same person, beginning on the day after their last existing job end date, then in payroll, their employment end date will be removed (assuming they have not had a P45 issued) and a new position created for them.
How do I check for any errors in data transfer?
Any issues with data transfer from CintraHR to payroll can be checked and viewed in Cintra Cloud under the CintraHR log option.
This log is accessible to any cloud user with full payroll access and will show the time of the HR update, the person's name and a description of the error. The error description will indicate what action needs to be taken. The log will also include a link that will take you to the HR record (dependent on HR access and record permissions).
How do I switch someone from a pay grade to a spot salary?
If you are using pay grades and pay spines (or steps) to pay your employees, the 'Pay spine point salary as' field in HR is used to determine whether the remuneration amount is to be set up as a spot salary, or if the assigned grade/paystep should be used to drive the salary payment in payroll.
To switch an employee from a spine point to a spot salary:
For the required effective date:
Update the 'Pay Grade' field in HR to No Pay Grade
Update the 'Pay spine point salary as' field to Not Applicable
Update the annual salary amount in the remuneration section to the required salary.
In payroll, the grade and spine point will also need to be ended for the employee. To do this, go to the Spine Point History screen in payroll, and enter the end date for the spine point (this will be the day before you want the spot salary to start: