Payroll - Employee

Menu Selection: Document - Payroll - Employee

Purpose

This document allows the user to process the pay for an employee.

Prerequisites

Employee Master Records should have been created via the Payroll - Create Employee document.

Any custom time types must have also been established via the Payroll - Time Types document.

Context

This document should be used to process pays for employees. The sequence of events to pay for a employee is: -

  1. Select the employee.
  2. Click the Create Cycle button.
  3. Change the current pay cycle where necessary.
  4. Click the Confirm Pay button.
  5. Click the Check Leave button.
  6. Print out the current document, and give to employee.

If changes need to be make to the current pay cycle, before the ABA has been sent to the bank for processing, tick the Reverse field and click Confirm Pay. Reversing should only be attempted during the currency of the same pay period.

A certain amount of inside is required when using this document, particularly when used in conjunction with the processing of jobs (WIP Ledger).

The Payroll Employee is divided in two sections.

The first section allows the user to set up the standard pay cycle for this employee. The entries in the Standard Pay Cycle table are used to establish a recurrent set of postings to be used each pay period to initialise the Current Pay Cycle table.

The second section corresponds to the actual employee pay rate for the current pay cycle. The Create Cycle button is used to copy the Standard Pay Cycle entries into the Current Cycle Table.

A particular pay cycle is identified by a Week End Key of the form YYYYMMDD for example 20031026 for Sunday 26th October 2003. The Week End Key is always the Sunday at the end of the period. The Week End Key is calculated with reference to the Working Date in the Sign On form. This means that you can work in various different pay periods by manipulating the Working Date, but take care! It is always easier to use the natural date sequence from week to week if you can.

About This Screen

Head of the Document
Field Enterable? Instructions
Employee Yes Type in the employee’s key (or click the right mouse button) and select the key from the list.
Title Yes Type in the employee's title.
Status Yes Type in the employee's status.
Award Yes key for award
Tax Scale Yes key for Tax Scale
Tax File No Yes Type in the employee's tax file number.
Super No Yes Type in the employee's super membership number.
Date Of Birth Yes Type in the employee's date of birth.
Start Date Yes Type in the date when the employee's employment commenced.
Finish Date Yes Type in the date when the employee's employment terminated.
Name, Address, Street, Suburb, State, Post Code Yes Type in the employee's name and address details.
Phone, Mobile, eMail Yes Type in the employee's contact details.
Periodicity Yes Type in the periodicity key (or click the right mouse button) and select the key from the list. This is used for display purposes on various payroll reports.
Tax Weeks Yes Type in the number of pay weeks for this pay period. Failure to specify the correct number of pay weeks could result in the employee being charged the incorrect amount of tax.
BSB, Bank Account Yes Type in the employee's bank account details.
Pay Rate, Pay Rate2, Pay Rate3, Pay Rate4, Pay Rate5, Pay Rate6 Yes Type in the monetary value the employee is going to be paid per hour at the specified rate.
Job Rate, Job Rate2,
Job Rate3, Job Rate4, Job Rate5, Job Rate6		 Yes Type in the monetary value to be charged to a job per hour at the specified rate.
Charge Rate,
Charge Rate2,
Charge Rate3,
Charge Rate4,
Charge Rate5,
Charge Rate6		 Yes Type in the monetary value the customer is going to be charged per hour at the specified rate.
Taxable YTD No Shows the taxable year to date.
Non Taxable YTD No Shows the non taxable year to date.
Tax YTD No Shows the tax year to date.
Nett YTD No Shows the net year to date. This is the Taxable YTD + Non Taxable YTD - Tax YTD.
SGC Percent Yes Superannuation Guarantee Charge
SGC Dollars Yes Dollars override for SGC
SGC Confirmed No Superannuation Guarantee Charge
Super Fund Yes Dollars override for SGC
Dependents Yes Annual dependents allowance deduction
Tax Percentage Yes  
Tax Override Yes
Standard Taxable No Displays the total standard gross taxable amount.
Standard Tax No Displays the total standard calculated tax.
Standard Non Taxable No Displays the total standard non taxable amount.
Standard Nett No Displays the standard nett for this employee.
Reverse Yes Tick this field and click the Confirm Pay button to reverse any pays that have already been confirmed.
Nett Confirmed No Displays the total nett confirmed. This amount is automatically calculated when the user clicks the Confirm Pay button.
Week End Key No Displays the weekend key. This is determined by the working date.
Pay Cycle Yes Select the pay cycle to be used. Leave blank if processing one pay per week (for this employee).
Annual Leave Open Yes Annual Leave Opening Balance
Annual Leave Used No Annual Leave Used Since Opening Date
Annual Leave Rate Yes Type in the rate at which annual leave is to be accumulated. The default is 0.416153
Annual Leave Avail Yes Annual Leave Available
Sick Leave Open Yes Type in the opening sick eave balance.
Sick Leave Used No Sick Leave Used Since Opening Date
Sick Leave Rate Yes Type in the rate at which sick leave is to be accumulated. The default is 0.104038
Sick Leave Avail Yes Sick Leave Available
Since Yes Opening Date for Leave
Hours No Displays the total number of hours worked this pay period.
Taxable No Displays the total gross taxable amount earned for this pay period.
Calculated Tax No Displays the total calculated tax for this pay period.
Non Taxable No Displays the total non taxable amount earned for this pay period.
Nett No Displays the nett for this employee for this pay period.

Standard Pay Cycle
Field Enterable? Instructions
Ledger Yes Type in the ledger (or click the right mouse button) and select the key from the list. For processing standard pays, this should be set to TRADING.
Account Yes Type in the account (or click the right mouse button) and select the key from the list. For processing standard pays, this should be set to WAGES.
Sub Account Yes Type in the sub account (or click the right mouse button) and select the key from the list. For processing standard pays, this should be left blank.
Type Yes Type in the time type (or click the right mouse button) and select the key from the list. For processing standard pays, this should be set to NORMAL.
Quantity Yes Type in the standard number of hours this employee gets paid for.
Non Taxable No Displays the non taxable total for this line.
Taxable No Displays the taxable total for this line.

Current Pay Cycle
Field Enterable? Instructions
Branch Yes Type in the branch (or click the right mouse button) and select the key from the list. For processing standard pays, this should be left blank.
Ledger Yes Type in the ledger (or click the right mouse button) and select the key from the list. For processing standard pays, this should be set to TRADING. To process the pay to a job you should specify the WIP ledger.
Account Yes Type in the account (or click the right mouse button) and select the key from the list. For processing standard pays, this should be set to WAGES. To process the pay to a job you should specify the job number.
Sub Account Yes Type in the sub account (or click the right mouse button) and select the key from the list. For processing standard pays, this should be left blank.
Date Yes Type in the date for this entry. If the time is covered of several days, specify the last date of work.
Type Yes Type in the time type (or click the right mouse button) and select the key from the list. For processing standard pays, this should be set to NORMAL.
Quantity Yes Type in the standard number of hours this employee gets paid for. If the rate field is blank, type in the taxable dollars the employee should get paid.
Rate Yes Type in the pay rate for the employee. This should be a number in the range of 1 to 6. If this field is left blank, the Quantity field represents the amount the employee will be paid, rather than the number of hours worked.
Pay Rate No Displays the dollar rate per hour the employee will get paid.
Non Taxable Yes Displays the non taxable total for this line.
Taxable Yes Displays the taxable total for this line.

Transaction Processing

Button Description
Create Cycle Clicking the Create Cycle button will copy the standard cycle to the current cycle. Once this has been done, changes can be made to the current cycle. 
Confirm Pay Clicking the Confirm Pay button will confirm the current pay cycle. After the pay is confirmed, to reverse a pay (before the ABA is set to the bank), tick the Reverse field and click the Confirm Pay button again.
Check Leave  

From Here

After all employees have been paid you should use the Payroll Summary Report to produce a list of employees with summary totals of the amounts for Gross Nett and Tax on a Year to Date and Period to Date basis. A hard copy of this report should be filed as a continuing reconciliation record of payroll operations.

N.B. As well as producing report output, the Payroll Summary Report also creates a file on the server's hard drive at c:\work\payroll.aba which contains data in the Australian trading banks ACPA format suitable for importation by electronic banking software such as National Online, Westpac Deskbank, and other conforming software products.