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Updating allowance rates in the code table

Lo Buckley
Updated
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This help guide will show you how to Update Allowance rates.

 

Contents

 

Introduction

There may be instances where the value or percentage associated with an allowance or deduction calculation changes. In such instances you will need to update the allowance code to insert the effective date and new calculation parameters. You can then Update Allowances to insert new records for the employees attached to the allowance.

 

To update Allowances

  • Go to the following area:
    • Latest (left-hand) menu: Data Management > Code Tables
    • Pre-2025 (top) menu: System > System Administration > Code Tables
  • From the Job and Pay group choose Allowances
  • Click on the allowance code name to be updated and then go into the Allowance Rates tab
  • You will be presented with a list of all the changes to the allowance rates that the allowance has undergone
  • Click Add new record
  • Enter the date that the allowance rate is to be effective from and then enter the new amount or percentage as appropriate, select the Currency and whether the rate can be changed
  • Click Save changes
  • Click Update Allowances and then click Yes to confirm the changes
  • The update will be completed and the number of changed records displayed
  • Click OK
  • A new allowance record will be inserted for employees with that Allowance with the newly created effective date and rate which can be viewed in:
    • Latest (left-hand) menu: Job, Pay & Reward > Allowances
    • Pre-2025 (top) menu: Personal Data > Job, Pay & Reward Information> Allowances

Notes: 

  • This change will only be applied to those employees who have a current allowance, ie has not ended. The pre-existing allowance record will be closed with an end date of the day before the new allowance record
  • Update Allowances is particularly relevant to Fixed Amount allowances which will be unaffected by any Job and Pay changes, therefore this method is required to update rates in bulk

Important: If you are updating allowance rates as part of an annual review including salaries to all be effective from the same date, when employees' new Job and Pay records are inserted for pay increases, any active Allowances that are not a Fixed Amount, will be closed off and new records inserted from the Job and Pay From date, so if you try and Update Allowances from the code table after this, you will receive a duplicate warning:

Therefore any updates to Allowance rates in this scenario should be completed prior to the Job and Pay updates, and there is no need to Update Allowances from the Code Table (unless it is a Fixed Amount), as the new rates will be inserted alongside the Job and Pay record. Percentage rates will also update accordingly in line with any salary changes.

For more details on creating Allowance Codes, Fixed vs Variable Allowances, or applying them to employee records, please see the linked guides.

 

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