Marlin HR enables pay advices to be printed or emailed to employees using the Pay Advices Report.
Pay advices can be viewed and sent by selecting Payrun > Pay Advices from the menu bar (or Reports > Pay Advices).
For further information regarding pay advice requirements, visit the Fair Work website.
Generating Pay Advices
Payrun > Pay Advices
When opening the Pay Advices module, the Generate Pay Advices pop-up will open.
To generate pay advices:
- Select the relevant pay run in the section at the top
- Select the employees to generate pay advices for in the section at the bottom
- Click Generate
The Pay Advices Report will open, showing the pay advice for the selected employee.
Different employees can be selected by clicking on them in the menu on the left.
Printing Pay Advices
To print pay advices, click on the Print icon at the top of the Pay Advices Report window.
In the Select Employees to Print pop-up that opens:
- Tick the checkboxes for the employees whose pay advices you want to print
- Tick the checkbox at the top to include employees who have their delivery method set to email
- Tip: All employees can be simultaneously selected using the All button at the bottom left
- Click on the Print button at the bottom right
Emailing Pay Advices
To email pay advices, click on the Email icon at the top of the Pay Advices Report window.
In the Select Employees to Email pop-up that opens:
- Tick the checkboxes for the employees whose pay advices you want to email
- Tip: All employees can be simultaneously selected using the All button at the bottom left
- Click on the Email button at the bottom right
Employees' document delivery preferences can be set to email by ticking the Document Delivery checkbox at the bottom of the Contact Details section in the Personal tab of their Employee Maintenance file.
Email Passwords
Emailed pay advices are password-protected.
Each employee's password is:
- Their Employee Code (case sensitive) + first 4 digits of their Joined Date (ignore slashes)
These details can be found in their Employee Maintenance file.
This password is the same for each pay advice, so you only need to provide it to each employee once.
In the image above:
- The employee's code is DAVCOV
- Their joined date is 02/01/2024
So, their password would be DAVCOV0201
This password cannot be changed unless the Employee Code is changed (and even then, it only applies to pay advices sent after the change).
If the password doesn't work: Check whether there is an accidental space at the start or end of the Employee Code in Employee Maintenance (Personal tab).
To fix: Remove the space, save and re-send the pay advice.
Previous Year Pay Advices
Payrun > Pay Advices
Pay advices for previous years can be generated by clicking on the Filter by Financial Year drop-down at the bottom-right of the Select Pay Run section of the Generate Pay Advices pop-up, and ticking the relevant year(s) to include.
The generated pay advices can then be printed or emailed, as usual.
Pay Advices By Employee
Payrun > Pay Advices
Pay advices can also be generated by employee, instead of by pay run.
To generate pay advices for a specific employee:
- Click on the By Employee button in the Generate Pay Advices pop-up
- Select the Employee in the section at the top
- Select the Pay Advices to Include in the section at the bottom
- For previous years: Use the Filter by Financial Year drop-down at the bottom-right
- Click Generate
This can be useful if the employee requires all pay advices for the current, or any other, financial year.
Pay Advice Comments
Comments can be added to pay advices for all employees in a pay run or for individual employees.
Standard comments can also be added for specific earnings, allowances and deductions.
General Comments
To add a comment that will appear on the pay advice for all employees:
- Enter it in the Pay Run Message field, before initialising a pay run
Individual Comments
To add a comment that will only appear on the pay advice for an individual employee:
- Double-click on them after initialising a pay run
- Enter the comment in the Individual Message field at the bottom of their Pay Advice screen
Earnings, Allowances and Deductions Comments
Standard comments can also be added to earnings, allowances and deduction types in their relevant Maintenance modules.
These comments appear beneath the relevant pay advice fields, whenever they are included in a pay run.
These comments can be added using the Pay Advice Comment fields at the top of the relevant pay item's Details tab.
These comments are useful for showing whether payments include any loading.
Annual Leave Entitlements
To show annual leave entitlements on pay advices:
- Select System > Leave Types from the menu bar
- Open Annual Leave or Annual Leave With Loading in Edit mode, as required
- Tick the Show On Pay Advice checkbox
- Click Save
Missing Employee Details
If annual leave entitlements are not showing on some employees' pay advices, it could be because some details in Employee Maintenance are incomplete.
To check and fix:
- Open Employee Maintenance (Main > Employee Maintenance)
- Open the relevant employee in Edit mode
- Click on the Pay Details tab
- Check there is a value in the Ordinary Hours Per Pay box
- If not: Enter the relevant figure
- Check that the Normal Days Worked checkboxes are ticked
- If not: Tick the relevant boxes
- Click Save
Once fixed:
- Close the Pay Advices module
- Re-open it
- Re-generate pay advices for the affected employee(s)
- Their leave entitlements should now appear.
Missing Leave Entitlements
If annual leave entitlements are not showing on some employees' pay advices, it could also be because they do not have any leave entitlements set up.
figures not zero in screenshot / or should they be blank?
To check:
- Open Employee Maintenance (Main > Employee Maintenance)
- Open the relevant employee in Edit mode
- Click on the Entitlements tab
- Check that Annual Leave or Annual Leave With Loading is listed, with figures in the Annual Entitlement and Hours Per Pay columns
figures not zero in screenshot / or should they be blank?
If there are no figures in the leave columns:
- Confirm by opening Leave Entry (Main > Leave Entry)
- Open the relevant employee
- Confirm that the accrued leave balance at the bottom of the page is zero
Fix by:
- Adding Leave Entitlements
- Assigning them to the employee
If leave entitlements are added after a pay run is initialised:
- Then they will not have accrued for that pay run and will start from the next one.
If the accruals were meant to commence on the completed pay:
- You will need to perform Leave Balance Adjustment to add the accrued leave hours for the completed pay run
Entitlements Showing for Casual Employees
If leave entitlements are showing on pay advices of casual employees who are not entitled to them, it is probably because they have been set up with leave entitlements in Employee Maintenance.
To check and fix:
- Open Employee Maintenance (Main > Employee Maintenance)
- Open the relevant employee in Edit mode
- Click on the Entitlements tab
- Select a leave type they are not entitled to
- Click on the Edit button below:
- Change the Annual Entitlement (Hours) to zero
- Click Ok
- Repeat for each relevant leave type
This prevents further leave being accrued for those leave types; however, you will not be able to delete the leave type from the employee until after End of Year close-off—since leave types with activity recorded against them must be retained for historical and STP reporting purposes until the current year's data is finalised.
If the employee already has an accrued leave balance, due to the incorrect setup, you also need to do a Leave Balance Adjustment to reduce their leave balances to zero.
Salaried Employees
See the Salaried Employees help guide for information about leaving Standard Hours & Hourly Rate off pay advices for salaried employees.
Payroll Contact Details
See the Payroll Contact Details help guide for information about changing payroll contact details on pay advices.
