Payroll (Cloud)

Step-by-step guide

Introduction

If an employee has repaid more than they owed, or if they incorrectly advised you that they had a loan when they did not, please follow the steps below to stop the loan and process a refund.
 

Contents

• Ending Student or Postgraduate Loan
• Processing a refund and reporting it on the FPS

Ending Student or Postgraduate Loan

To stop any further Student Loan or Postgraduate Loan deductions:

1. Locate the employee in the Employee section.
2. Edit Tax Settings.
3. For Student Loans, select No Student Loan.
   For Postgraduate Loans, set the Postgraduate Loan Type to No.
4. Click Save.

The system will stop calculating the deduction from the next pay run.
 

Processing a refund and reporting it on the FPS

Note: The functionality to process Student and Postgraduate Loan refunds is only available to System Admins. If no one in your team can see the pen button next to + Add deduction please raise a ticket including a link to the employee in the relevant pay run and confirm the amount that needs to be refunded.

After ending the Student or Postgraduate Loan, please go into the current pay run and click the pen buttonnext to + Add deduction.

 

 

Enter the Student or Postgraduate Loan refund as a negative amount. When refunding a Student Loan, please also ensure you select the correct loan type you are refunding.

Click Save

The refund amount will be paid back to the employee and reported on the FPS as below.