Why wasn’t the pre-funding invoice prorated?

Payroll pre-funding invoices are now pro-rated based on employment start and end dates, as long as the information is updated on the system by the time we issue the invoice.

Deadlines and Pro-ration Logic

For the pro-ration to be reflected on the pre-funding invoice, the relevant data (dates or leave requests) must be updated and approved before the 1st working day of the month.

Example:

• If the employee's termination date is updated before the 1st working day of the month, the pre-funding will be pro-rated (you will only be charged for the active days).

• If the employee's termination date is updated after the 1st working day of the month, the pre-funding will not be pro-rated (the invoice will reflect the full month's cost).

Recommendation: To be on the safe side and ensure your invoice is accurate, please ensure termination dates are updated by the offboarding team and make sure you approve leaves by the last day of the previous month.

Unpaid and Parental Leave

The same rule applies to leaves. For pro-ration to be reflected on the pre-funding invoice regarding Unpaid Leave or Parental Leave, the leave request must be added and approved before the 1st working day of the month.

How are discrepancies resolved?

If you update the system after the 1st working day of the month, the invoice will reflect the full month's cost based on the assumption of continued activity.

Any differences will be reconciled in the Reconciliation Invoice, which is issued after the end of the month. This invoice will reflect the actual number of working days the employee was active (or on leave) and adjust for any overpayments.

What should I do in the meantime? If you missed the deadline, please pay the Payroll Pre-funding invoice in full to avoid any delays in payroll processing or potential late fees. Any adjustments or credits will be handled in the reconciliation stage.