Pay Advice

According to the Fair Work website, the following information must be included on pay advice.

How to include Annual Leave entitlements on Pay Advices

It is possible to show annual leave entitlements on the employees pay advice.

To do this, select System > Leave Types from the menu toolbar.

Double-click on Annual Leave or Annual Leave With Loading as appropriate.

Tick the box labelled Show On Pay Advice then save the change.

Annual leave entitlements missing on Pay Advices for some employees only

Entitlements not showing on Pay Advices may be due to one of the following reasons.

Employees do not have any leave entitlements setup

Go into Employee Maintenance and select the Entitlements page.

Check that Annual Leave or Annual Leave With Loading is listed with figures in Annual Entitlement and Hours Per Pay.

Note that if the leave entitlements were added after the pay run was initialised then the accruals will not have occurred for that pay run but will start from the next pay run.

You can confirm this by going into Leave Entry, selecting the employee and confirming that the accrued leave balance at the bottom of the page is zero.

If the accruals were meant to commence on the completed pay run you will need to perform Leave Balance Adjustments to add the accrued leave hours for the completed pay run.

Some details in Employee Maintenance are incomplete

Go into Employee Maintenance and select the Pay Details page.

Ensure there is a value in the Normal Hours per Pay box.

Ensure that you have ticked the Normal Days Worked.

Save the changes; and close the Pay Advices screen then re-open it and regenerate the Pay Advices.

The leave entitlements should now appear.

Leave entitlements are showing on Pay Advices for a Casual employee

If leave entitlements are showing on the Pay Advices of a casual employee who is not entitled to leave entitlements, it is because they have been set up with leave entitlements in Employee Maintenance.

Go into Employee Maintenance and select the Entitlements page.

Edit each leave type that they are not entitled to and reduce the Annual Entitlement hours to zero and Save.

This will prevent any further leave hours being accrued for those leave types (you will not be able to delete the leave type until after EOY close-off).

If the employee already has an accrued leave balance due to the incorrect setup, you will also need to do a Leave Balance Adjustment to reduce their leave balances to zero.

How to reprint/re-email a Pay Advice for one employee only

Click on the Pay Advices favourite.

Select the By Employee tab then select the employee.

Select the required pay advice and click on Generate.

Click on the Printer icon to print or Email icon to email.

How to reprint/re-email a Pay Advice from a previous year

Click on the Pay Advices favourite.

Select the By Employee tab then select the employee.

Tick the ‘Include Previous Year’s Pay Advices’ check box to list all Pay Advices for the employee for all years they were employed.

Select the required pay advice and click on Generate.

Click on the Printer icon to print or Email icon to email.

How to print all Pay Advices for an employee for the current year (or all years)

Click on the Pay Advices button on the Favourites toolbar.

Click on the By Employee tab.

Click on the Employee.

If you want to include Pay Advices from previous years, tick the box labelled Include Previous Years Pay Advices.

Click on the ALL button to select all Pay Advices.

Click on Generate.

Click on the Printer icon to print.

How to leave Standard Hours & Hourly Rate off Pay Advices for Salaried employees

Please refer to Salaried Employees.

How to change the Payroll Contact details on Pay Advices

Please see Payroll Contact Details.

How to add a Comment to all Pay Advices

Before initialising the pay run, type the comment into the field labelled Pay Run Message.

It will be printed on all Pay Advices for this pay run.

How to add a Comment to one employee's Pay Advice

On the initialised pay run, double-click on the relevant employee and then type the comment into the field labelled Individual Message.

It will be printed on this employee's Pay Advice only.

How to Print/Email Pay Advices

Generate the Pay Advices on screen as normal.

Click on the Printer or Email icon.

The employee selection window will be displayed and list all employees with Document Delivery Method set to Print (or Email) in Employee Maintenance.

Select the appropriate employees and then click on the Print button (or Email button).

How to add Pay Advice comments for Earnings, Allowances & Deductions

From Marlin HR version 2.0.14 / 5.0.5 (to be released on 5 November 2021) you are able to add a standard comment on Earnings types, Allowance types and Deduction types in the maintenance screens.

Whenever the Earnings, Allowance or Deduction type is included on a pay run, this comment will automatically be printed beneath it on the Pay Advice.

This is especially useful when you need to clearly indicate on Pay Advices that a particular payment includes a loading component.

To indicate on Pay Advices for casual employees that a payment includes the Casual Loading, Select System > Earnings from the menu.

If you don't already have a separate Earnings type for payments to Casual employees.

Click on Standard Hours to highlight it and then click on the Clone icon.

Change the name to something suitable (e.g. Standard Hours - Casuals).

Enter an appropriate Pay Advice Comment to appear on Pay Advices whenever this Earnings type is used for an employee
If you already have a separate Earnings type for payments to Casual employees.

Open the Earnings type and enter an appropriate Pay Advice Comment to appear on Pay Advices whenever this Earnings type is used for an employee.

Save the changes.

In Employee Maintenance, make sure that your casual employees have this Earnings Type selected as their default Earnings type.