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Cash Rounding Activation

In Ace Payroll, you can control whether to round an employee's nett pay for coin split rounding purposes

  • on a per employee basis

  • you can specify a default value for all new employees

  • you can turn the feature off if not paying by cash.

Setting Default Value
  • From the front screen select Setup then Company Defaults then Payment Method.

  • All new programs are supplied with cash rounding turned off by default. To activate the feature, select payment by cash from the dialog below. Changing this company default value will change the value for all employees where a value has not been explicitly set for an employee. All new employees will have the new setting.

 

On A Per Employee Basis
  • From the employee modification screen, select Direct Credits then click the how paid panel shown below.

  • A dialog similar to the above is shown, only this time the setting relates to the selected employee only.

 

Overriding All Settings
  • If you previously paid staff in cash, then change to payment using direct credits, you can turn off all rounding irrespective of the employee settings.

  • The simplest way to do this is to select Setup from the Coin Split report, and round to 1 cent. This effectively eliminates all rounding.

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I have been paying my employees by cash and have now changed them all to direct credit. I notice a few of them still have a very small cash rounding adjustment. Why is this?
  • When Ace Payroll rounds a cash payment, it always advances a very small amount to the employee and the amount advanced is stored internally. The amount advanced is then taken into account when rounding the next cash payment.

  • For this reason, a balance of how much the employee has been overpaid due to rounding is kept in the system. When you change from "cash" to "cheque" the system reduces this balance to zero by deducting from the employee the amount advanced to them.

  • Once the rounding balance is reduced to zero Ace Payroll no longer makes any rounding adjustments unless the employee is again set to "cash".

I pay some employees in cash and can't quite understand the cash rounding logic. Why is an amount deducted from the employee sometimes, and at other times it is credited to the employee?
  • The rounding in Ace Payroll is designed so that at all times money is owed by the employee to the employer.

  • An employer is not allowed by law to make unauthorised deductions from an employee's wages, so the system advances money to the employee to round their wages to the rounding amount you specify, until a sufficient amount has been advanced in previous pay periods to make a deduction from the employee, the total amount of which never exceeds the accumulated advances.

More on Pay Calculation

  Pay Rate Structure   Cash rounding activation
  Regular payroll procedures   Must pay cash if employee insists
  Child support variation codes   Extra emoluments
  Overwriting PAYE deductions   Recording daily hours worked
  Allowing alternative holidays   Pay rate change mid period
  Checking previous period is filed   Minimum wage
  One off payments  
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More on Pay Frequencies

  Bi monthly date calculation   Changing all employee pay frequencies
  Period end or actual payment dates   Pay dates and multiple pay frequencies
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Updated: 31st March 2010
Published: 14th June 2006
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