SmartPay | Deduction Reports (for UK only)

Introduction

This article provides a description of deduction reports, what they are, and what they contain. It also offers information on where to find deduction reports and how to download them.

Deduction Report

A deduction report provides the client with the information needed to make deductions to an employees' payroll on a case-by-case basis. Details include employee name, benefits used, total deduction amount, the current deduction, and how much is left to pay off. The report can be downloaded into a CSV format, or setup to be received via SFTP.

Where To Find and Download the Deduction Reports 

Deduction reports can be found within Reward Manager, under the SmartPay menu item.

Click on Administer to see the SmartPay dashboard. For deduction reports, click on the Payrolls tile.

All the client organization's payrolls are displayed there. Each payroll has separate deduction report, because different payrolls often have different deduction periods – for example, weekly or monthly.

Click Download Deduction Report located on the top right, as highlighted in the screenshot below:

The filters can be applied using the below criteria to create the desired deduction report.

• Select a payroll ex. monthly, weekly (any payroll which is already setup in SmartPay)
• Select a product ex. SmartTech, Cycle to Work, Childcare, etc.
• Select an application type: choose from New, Continue, Closing, Closed, Update, Cancelled,  Leaver, Paused, or All
• Select a period - a list with predefined periods will appear
• Summary Report and Detailed Report are the available options. The recommended one is the Detailed Report, which provides deduction information for each application per employee for the period. A Summary Report shows overall deductions per employee.
• Select format - CSV or excel

The deduction report is generated on cut-off date, excluding applications from this date, and it only includes dispatched applications. For example, if the cut-off date is always the 3rd of each month, the deduction report for May would be generated on the 3rd June for the period 03/05 - 02/06  and the next report will start from 03/06.

What's Included in the Report

The report will be in a CSV format, and will show the following fields:

• Employee ID: this is the employee's unique identifier, normally an employee number or payroll number
• First name: employee's first name
• Surname: employee’s surname
• Product: the product the employee has applied for
• Payroll name: the name of the payroll the employee is attached to
• Deduction amount: the amount the employee is due to have deducted in this deduction period – e.g month or week
• Outstanding deduction amount: the amount that is left to be deducted after this current deduction has been taken
• Total deduction amount: the amount that the employee owes in total
• Application date: the date and time the application was made
• Deduction period: the number of months that deductions are to be made for. It shows the period between the start of the first application and the end of the last application (if they have multiple applications), together with the number of deductions that will take place in that period based on their payroll dates.
• Deduction period outstanding: the period remaining until all deductions are made, in months or weeks, usually equal to the number of payments left to make. Sometimes, it may state fewer deductions than the number of months or weeks remaining; this is usually if the user has missed the payroll cut-off period. In this case, we reduce the deductions by 1 month to ensure that deductions end at the right time.
• Type: The status of the deduction
• Invoice Number: The invoice reference of the invoice the order was included in (if invoiced already)

Application Types

• New: any new application that’s been processed during the deduction period
• Continue: an application that’s already in the process of being paid off
• Closing: an application that’s in the last period – e.g.month or week – of its deduction
• Closed: an application that’s now been paid off and showing zero. These applications will show for one more period after the deduction period has finished.
• Update: possible to appear only in a summary report. This shows that an employee with an ongoing deduction from previous deduction periods has a new application from the current period so his due deduction has changed.
• Cancelled: the application was cancelled for some reason before the end of the deduction period
• Leaver: an application for which deduction started but employee was marked as ineligible/ a leaver so they need to pay the outstanding balance from the last payslip
• Paused: an application which was paused by the client due to a life event