--- title: "Pay Advices | HR Pay Runs" slug: "pay-advices" description: "Learn about Pay Advices in Marlin HR trusted payroll software for automotive workshops by Megabus." tags: ["Marlin HR"] updated: 2026-09-29T06:37:11Z published: 2026-09-29T06:37:11Z canonical: "help.megabus.com.au/pay-advices" --- > ## Documentation Index > Fetch the complete documentation index at: https://help.megabus.com.au/llms.txt > Use this file to discover all available pages before exploring further. # Pay Advices **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). Note For further information regarding **pay advice requirements**, visit the [Fair Work website](https://www.fairwork.gov.au/pay/pay-slips-and-record-keeping/pay-slips). ## 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](/hr/docs/employee-maintenance) 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 Note 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](/hr/docs/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](/hr/docs/employee-maintenance) file. This password is the **same for each pay advice**, so you only need to provide it to each employee once. Example **In the image above:** - The employee's code is **DAVCOV** - Their joined date is **02/01/2024** So, their password would be **DAVCOV0201** Note This password **cannot be changed** unless the Employee Code is changed (and even then, it only applies to pay advices sent after the change). Tip **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](/hr/docs/pay-advices#generating-pay-advices) pop-up, and ticking the relevant year(s) to include. The generated pay advices can then be [printed](/hr/docs/pay-advices#printing-pay-advices) or [emailed](/hr/docs/pay-advices#emailing-pay-advices), 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** Tip 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](/hr/docs/pay-advices#general-comments) in a pay run or for [individual employees](/hr/docs/pay-advices#individual-comments). Standard comments can also be added for specific [earnings, allowances and deductions](/hr/docs/pay-advices#earnings-allowances-and-deductions-comments). ### 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](/hr/docs/pay-run-processing#initialising-pay-runs) ### 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](/hr/docs/pay-run-processing#pay-run-details) ### Earnings, Allowances and Deductions Comments Standard comments can also be added to [earnings](/hr/docs/earnings-types), [allowances](/hr/docs/allowances) and [deduction types](/hr/docs/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. Tip 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](/hr/docs/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](https://help.megabus.com.au/hr/docs/leave-entitlements) - Assigning them to the [employee](https://help.megabus.com.au/hr/docs/employee-maintenance#entitlements-tab) Warning 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](/hr/docs/leave-balances-and-adjustments) 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](/hr/docs/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](/hr/docs/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. Note If the employee **already has an accrued leave balance**, due to the incorrect setup, you also need to do a [Leave Balance Adjustment](/hr/docs/leave-balances-and-adjustments) to reduce their leave balances to zero. ## Salaried Employees See the [Salaried Employees](https://help.megabus.com.au/hr/docs/salaried-employees#pay-advice) help guide for information about leaving Standard Hours & Hourly Rate off pay advices for salaried employees. ## Payroll Contact Details See the [Payroll Contact Details](/hr/docs/company-details-and-payroll-contact) help guide for information about changing payroll contact details on pay advices. **Print** button ![](https://cdn.document360.io/d7282b31-60c4-41e6-bf87-3f684d4da049/Images/Glossary/image-1718934109743.png?sv=2026-02-06&spr=https&st=2026-11-13T12%3A56%3A46Z&se=2026-11-13T13%3A56%3A46Z&sr=c&sp=r&sig=qQu3kpxfrCIYsK17jNFbd0S5Po2WG2ts8u5uKCI7Lmg%3D) **Email** button ![](https://cdn.document360.io/d7282b31-60c4-41e6-bf87-3f684d4da049/Images/Glossary/image-1756358956231.png?sv=2026-02-06&spr=https&st=2026-11-13T12%3A56%3A46Z&se=2026-11-13T13%3A56%3A46Z&sr=c&sp=r&sig=qQu3kpxfrCIYsK17jNFbd0S5Po2WG2ts8u5uKCI7Lmg%3D) **Edit** button ![](https://cdn.document360.io/d7282b31-60c4-41e6-bf87-3f684d4da049/Images/Glossary/image-1705889838140.png?sv=2026-02-06&spr=https&st=2026-11-13T12%3A56%3A46Z&se=2026-11-13T13%3A56%3A46Z&sr=c&sp=r&sig=qQu3kpxfrCIYsK17jNFbd0S5Po2WG2ts8u5uKCI7Lmg%3D) Shortcut: **F2** **Save** button ![](https://cdn.document360.io/d7282b31-60c4-41e6-bf87-3f684d4da049/Images/Glossary/image-1705904835202.png?sv=2026-02-06&spr=https&st=2026-11-13T12%3A56%3A46Z&se=2026-11-13T13%3A56%3A46Z&sr=c&sp=r&sig=qQu3kpxfrCIYsK17jNFbd0S5Po2WG2ts8u5uKCI7Lmg%3D) Shortcut: **F10**