Final FDS Procedure

The Final FDS procedure involves processing the normal pay run in a slightly different way. There is no more money to be paid to staff. The Final FDS Run is just a  way of cross-checking that the correct PAYE has been paid by one and all for the year concerned.  

Many companies ended up having a mixture of payments with some or all staf being paid Just ZWL in some months and Both Currencies in others

The steps below should be repeated for any of the following three possibilities:

Just ZWL periods for 1st Semester; 

Just ZWL periods for the 2nd Semester; 

Multi Currency if there were any pay periods where staff were paid any US$

1. Start of Pay:

Change the flag indicating that this is a Final FDS Pay Run then state if run is for US$  or for ZWL plus the semester Enter a Pay Date and use the Interbank rate from the last pay period of the year If you have paid in both currencies and had periods with Just ZWL as well as any Christmas Bonus(es) in the ZWL periods, then you must first of all ensure that you have captured the Interbank rate for the Pay periods involved. 

2. Pay Generation:    

Create the 'Before Backup' that is suggested to you when you call up this routine. Then process the Pay Generation and  run the 'After Backup'.

3. PAYE Calculation:

It is very important for you to check out (and try to understand) the screen showing the methods used  in our calculation of PAYE - see separate detailed notes on this process. Please feel free to either speak to, or email, one of our staff if you need a further explanation of this very intricate process. We fully understand that it might not make immediate sense to all

4. Payroll Summary and Control Totals:    

Please have a look at these 2 reports to see if the figures make sense. You can also print Payslips if necessary

5. Final FDS PAYE Amounts:

The main objective of the FDS is to evaluate if there are any shortfalls or overpayments of PAYE for each individual during a given financial year.  So if there any Refunds these will be shown as negative PAYE figures and should, ideally, be paid back to the Employee either as cash or as a Bank Transfer. If there are any Shortfalls, then you need to decide whether or not these are significant enough to warrant taking off of the Employees next payslip. If not, then there is an option in the Allowances and Deductions screen that allows you to clear any negative pay once the Pay Update has been run.

6. Pay Update:

Please ensure that, if there are any significant differences in PAYE, you run the Pay Update so that these figures are included in the annual returns

7. Compare File Balances:

Please run this comparison once more - just in case