Overview
While you are working on your company's payroll, you might notice a warning or two pop up. There are different types of warnings. Some need to be actioned in order to finish payroll, whereas others can be dismissed. This article will list and explain the different types of warnings you may encounter.
Permissions
You need to ensure that you have the Manage Payroll permission to be able to work on payroll. However, you will also need Manage Employment Position History if you want to make any changes to an employee's position to fix potential warnings.
Warnings
Once you have added employees to a payroll, you might see a yellow ribbon with warnings for your attention:
Clicking on Review Warnings will open up a window with all the warnings in that particular payroll:
As you can see from the above, some warnings are shown in red, whereas others are shown in yellow.
Those in RED are warnings that must be resolved to allow you to finalise payroll. Those in YELLOW will not prevent you from finalising payroll if not actioned.
Different types of warnings
Here you can see the different types of warnings and what they mean:
Red Warnings
| Warning | Action required |
| No tax status for employee | Go to the employee's details page and select a tax status |
| Cannot determine SSC benefit because employee has no date of birth set | Go to the employee's details page and input their date of birth |
| No SSC benefit status for employee | Go to the employee's details page and select and SSC Benefit status |
| Overlapping positions for period | Go to the employee's employment page and amend overlapping dates |
These warnings will not let you continue to work on payroll unless you fix the warning (and refresh the payslip) or delete the relevant payslip. Whilst you have such warnings, the Lock all button on the payroll will be hidden. Instead, Calculate payslips will be shown:
Yellow Warnings
- This will appear if you have leave entries which are not attached to the payslip. This could be because the leave relates to a previous period and was added later, or because the leave was added after the payroll was created. You can attach the leave by going to the payslip, clicking on the leave tab, and ticking the leave. Then press calculate and save.
- This will appear if leave is cancelled after being attached to a payslip. To resolve this warning, you can go to the payslip and refresh it, or you may untick the leave to unattach it, and press calculate and save.
- This will appear if an employee's details/position information has been changed after the employee was added to payroll. Here, you will need to refresh the payslip to reflect the changed fields.
- This will appear if an employee was terminated and does not have any leave pay off in their payslip. By default, terminated employees will have their leave pay off automatically added. This warning might appear if you remove the leave pay off. If you are aware of this, you may dismiss the warning.
- This will appear if an employee is paid based on approved clocked hours, and basic hours are approved after creation of the payslip. In that case, you can either refresh the payslip, or else go to the Time & Attendance tab in the payslip, tick the approved basic hours, press calculate and save.
- This will appear mostly on payslips of casual workers whose basic hours/amount have not yet been added. It is not advisable to have a payslip with a negative net. Here, unless you add hours/adjustments that bring the net amount to a positive figure, our suggestion is to the delete the payslip from the payroll.
- This will appear if the system notices that the employee has worked less hours than their job schedule states. If you are aware of this and are in agreement the hours, you may dismiss the warning.
- This will appear if an employee does not have approved hours during a period in which those hours are expected to fall. You can approve the hours and refresh the payslip, or dismiss the warning if you are aware of the reason.
- This will appear when an employee has a gross amount but tax is €0. The reason for this could be that the employee is below the taxable threshold. But it might also indicate missing information such as previous payroll data from an old employment. If you are aware of the tax being 0, you may dismiss the warning. Otherwise, after updating the necessary data, refresh the payslip.
- If, for whatever reason, you encounter a duplicated payslip, kindly contact us on support@talexio.com
- This warning is shown when an employee's IBAN does not match the bank's BIC code. Here, you will need to double check the employee's financial details, update them, and refresh the payslip."Employee Name"This warning is shown if an IBAN does not match the account holder. You will need to confirm the employee's financial details, amend if necessary, and refresh the payslip.
- This warning is shown if an employee's payment type is 'Manual' and 'paid by cheque'. Paid by Cheque is selected when the cheque layout is printed automatically through Talexio. If you would like to set up cheques on Talexio, reach out to us.
- The system will not allow you to book leave with negative hours. Should you encounter this error, kindly contact us on support@talexio.com
- When an employee's salary is lower than the stipulated minimum wage of the year in question.
- When a payment type is updated after a payroll is locked, users are notified with a warning both at payroll level and also when the payment file is generated. This applies for any type of payment type change; From Direct to Manual and vice versa. The same check will also apply if the employee is updated to be paid by cheque from any of the other payment types.
- When an employee has multiple positions in a payroll, with the older position paying the employee through clockings, and the newer one being a fixed schedule position, this warning will be shown for you to confirm that the basic hours are correct.
No Warnings
When you have no warnings, a green ribbon will show:
Dismissing warnings
To ignore warnings, simply click on the 'X' near the warning:
You may choose to ignore the warning for all future payrolls, and you may also revert the warning.
It is important to refresh a payslip, after any modification to paysiip record. It is also recommended to lock the payroll ONLY after these warnings have been addressed completely. Warnings that may arise due to the changes done AFTER a payroll is locked will NOT show.