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Year end procedures in Africlock
If you DO NOT fall under any of the bargaining councils, this document generally applies to you as it stands. Where you do fall under a bargaining council, you may need to deviate from the procedure to comply with their requirements.
We strongly recommend that you do not interrupt the normal flow of pay slips at the end of the year. There is a temptation to create a single big pay slip that covers everything due at the end of the year, including leave pay for the whole December holiday, and annual bonuses. However, yielding to this temptation holds specific consequences for your first January pay slip, as well as possible difficulties around income tax calculation.
We prefer that if, for example, you normally pay on a weekly cycle, that you keep doing that, also for the weeks that have not yet passed, AFTER entering any vacation leave that is due to workers. The system will then allow you to create advance pay slips in the normal way, for all weeks ending in the holiday period. By doing this, workers will receive their normal wages for the leave period, and any confusion around leave pay is then eliminated. Generally speaking, leave pay is simply the wages due to workers for any periods when they are on PAID leave.
Any additional payments such as annual bonuses may then be applied to any of the pay slips for the holiday period. Note: We do have a way of paying December bonuses before the end of the month, using an 'interim pay slip', which is then taken into the next normal pay slip for accounting purposes.
At the end, once all the pay slips for the holiday period have been prepared, you may use the printout 'Employee totals: Table format' to confirm that each worker will be remunerated correctly (the printout will work correctly even if you select more than one pay period). You can do the same with the bank export, if you would prefer doing a single consolidated transfer per employee.
Please call the office if you have doubts so we can help you avoid the known pitfalls.
