5.01 Maintain Employee
The employee browse option lists all employees entered into the employee master entry screen. You have the ability to find, display and print from this window. For more information on these options, refer to Operator Prompts at the front of this manual.
As you move through these screens, you will find that some fields are an integral part of the data processing requirements which will be individually referred to as to their purpose, and others fields are used for reference purposes only or for integrating with other Transmate modules such as Fleetmate, Freightmate and ComplianceMate.
For the purpose of the Paymate manual, only the fields relevant to the entry of payroll will be explained in detail.
Mandatory fields are employee code, company code, tax scale, payment method, RDO accrual, general ledger code and department code, and you will not be able to save the record if these fields are incomplete. To move between these screens use either the next page arrows located at the bottom right hand corner of the screen, or using your mouse to click on the page tab at the top of the screen.
The first screen is for general information for recording employee name, address, date of birth, status (active, permanent, casual, etc), and start and finish dates, contact name and telephone numbers.
Employee code – this field is 6 characters long and can be either alpha or numeric or combination of both. A suggestion on the style of code could be the first four letters on an employee’s surname followed by his initials, e.g. John Bruce Smith could be SMITJB.
Company Code – if you have more than one company that an employee works for, that employee must be set up in each of the companies for payroll purposes.
Name & address – is used for address on payslips and PAYG summaries.
Address Details - Please ensure that only the following characters are used in the address details. A-Z, 0-9, space & / apostrophe, ", and hyphen. Please make sure that there are no full stops. Suburb, state and postcode details are to be in correct fields not in the first address line.
First Name & Surname – is required to be entered separately. This information is collected when the PAYG summaries are printed at the end of the year.
Date of Birth – is required to be in the format of dd/mm/yyyy.
Status – this field denotes whether an employee is permanent, casual, on Workcare, etc. One other function of the employee status is to assist in calculating superannuation. Superannuation will only calculate on employees with a status of “active” or “permanent”. If the status of an employee is “inactive” then that employee will not appear in the “enter pays” option.
Current Status – employed or terminated. If terminated, the termination date can be recorded on the top right hand side of the general tab, and can also be recorded on the ‘Other’ tab under the section for employee work periods.
State – the state field is used to link driver rates and trip rates when calculating a pay.
Base Pay – this field is used to note an employee’s base weekly rate of pay. If a figure is entered into this field, superannuation will calculate on this amount, regardless of the employee’s gross pay.
The second screen is for recording of licences (drivers, dangerous goods, forklift), superannuation fund details and medical records.
Award\Agreement – Information entered in this field will be printed on the payslip.
Classification under Award – Information entered in this field will be printed on the payslip.
The fields relating to the employee’s superannuation fund will print on the payslip, and is also used on the Superannuation Guarantee Report.
Superannuation amount – this field can be used if the superannuation payable for an employee is a set weekly super amount. If no amount is entered into this field, then superannuation is calculated from the % entered in the Company records on normal times hours, sick leave, RDO, Workcare, public holiday, annual leave, long service leave, back pay and trips. Time and half, double time and other overtime is not included for this calculation.
There is also a checkbox to manually calculate superannuation, this is particularly useful if an employee is casual and does not normally reach the minimum amount payable for superannuation to be calculated on. If this checkbox is ticked, the superannuation can be calculated manually when the pay is entered.
The third screen is for the recording of any general notes you may want to keep on record about an employee. You have the ability to print the notes if you wish.
The fourth screen is for the recording of employee tax file number, tax rebate, hourly rate, other overtime rate, pay frequency (weekly, fortnightly or monthly), payment method (bank, cash, cheque), employee bank account details, general ledger account, department code and tax scale.
Tax File Numbers - Must contain numbers only. No Spaces or other characters. E.g. 123-456-789 is not acceptable. It must be 123456789
Tax Rebate - if an employee is eligible for a tax rebate/offset, the amount of the annual rebate can be entered in this field. When a pay is entered, the tax rebate amount will be divided by 52 and the tax will automatically be calculated and reduced by the correct amount, e.g.: $1000/year rebate = $19.23/week reduction in tax payable.
Overtime rate - is to be used when the overtime rate is different from the normal rate x 1.5. An example of this would be when an employee’s normal hourly rate is $25.00. Normal overtime 1.5 is $37.50, but in certain circumstances, he may be entitled to $40.00.
Pay Frequency – Paymate caters for weekly, fortnightly and monthly pays. You will need to specify which category an employee falls under as this information is used when entering pays. Only the names of employees who are identified in each category will be able to be accessed when entering pays. For example, if drivers are paid weekly and administration staff are paid fortnightly the employee list will be filtered accordingly when pays are entered.
Tax Scale – an employee will supply you with a tax file number declaration, the tax scale selected will depend on the employee circumstances. Please refer to the Australian Taxation Office if you are unsure.
Use HECS Tax Scale – tick this box if the employee has indicated on the tax file number declaration that he/she has an accumulated Higher Education Loan debt.
Use SSFS Tax Scale – tick this box if the employee has indicated on the tax file number declaration that he/she has an accumulated Financial Supplement debt.
General Ledger – select the default wages expense account from the chart of accounts.
Payment Method – determines how an employee will be paid. If payment method EFT is selected, the employee’s bank details will need to be entered as per the format on the screen print. A bank .aba file can be created for all employees selected to pay by EFT, and this file can be uploaded into you banking software for transmitting to the bank for processing.
Bank Account Splits
Paymate has a function whereby you have the ability to split an employees pay to multiple bank accounts.
To do this you will firstly need to set up the main bank account. Once this has been set up, using your mouse, right click into the white grid box for the bank account splits and the following screen will display.
Enter in the details of the additional bank account, including notes if required, then select save. The amount nominated on the additional bank account record will be split into this account first and then the balance will be allocated into the main bank account.
The employee entitlements screen is for recording of RDO’s, accruals rates for sick leave, annual leave, leave loading, rostered days, and long service leave.
Accrue by – entitlements can be calculated and accrued by two methods, hourly and weekly. How the entitlements accrue need to be decided prior to calculating and entering the accrual rates.
Accrual rates - The accrual figures are calculated by dividing the number of hours of leave an employee is entitled to in a year by 52 weeks. It is recommended that the accrual by week’s option is used, especially for those employees that are paid by trip rate or kilometre rate.
Information entered into this screen is used when entering a pay for calculating annual leave, personal leave, long service and rostered days off by using a combination of the number of pay weeks worked in the pay period times the accrual figure entered here. The accrual is recorded in the employee’s ytd records and these figures can be displayed or excluded from printing on the payslip. An entitlements report is available in the reports menu.
- Accrue by weeks - For example: an employee is entitled to 4 weeks annual leave, and works 40 hours per week, making 160 hours per year of annual leave. The 160 hours is then divided by the number of weeks (52) in a year, leaving an accrual rate of 3.0769 hours per week. Use the same formula for calculating personal leave and long service leave and RDO’s.
- Accrue by hours - For example: an employee is entitled to 4 weeks annual leave and works 40 hours per week, making 160 hours per year of annual leave. The 160 hours is then divided by the number of weeks (52) in a year, the figure is then divided by the hours per week (40) he works, equals an accrual rate of 0.0769 hours per week. This hourly rate is then multiplied by the number of normal hours worked for a pay period
Union number and name can also be recorded in this screen.
Lump Sum A, B, D, E – If an employee is entitled to a Lump Sum payment, the amount will need to be calculated manually and entered onto this screen. When a PAYG summary is printed, the gross figure will be reduced by the amount entered in the Lump Sum fields.
The employee incident report browse screen allows for the recording and viewing of all employee incidents. To enter an incident right mouse click on the grid and the following screen will appear. You can select to add, edit or delete incident details.
The employee incident report detail entry provides you with the ability to record incidents and improvements in employee performance. These incidents can be raised in a number of ways (internal audit, supplier failure, customer complaint, improvement idea, external audit, preventative action, accident). The areas for entering the details of the incident are free-form fields allowing for as much detail as necessary in each area. When all details have been recorded, select save.
This screen is for the recording of any recommended or completed training courses. To enter training records right mouse click on the grid box for recommended or completed courses and the following screen will appear. Enter details as required and the select save. You can select to add, edit or delete details.
Additional information relating to an employee can be recorded in this screen.
The last screen on the employee file is for recording information such as work diary information, personal checklist details and interception details. For casual employees or if an employee is terminated and then returns to work, a list of the work periods can be recorded here.
5.02 Maintain Pay type