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Harmony Accounting Payroll Manual L e v e l 1 , 2 0 4 B a l a c l a v a R o a d , N t h C a u l f i e l d , V i c , 3 1 6 1 P h : 9 5 0 0 1 7 8 8 F a x :

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Manual Version 11B

This document contains notes on the Harmony Payroll Module. All care has been taken to make sure all details contained within this document are correct and up to date. Future Business Systems will not be held responsible in any way for any omissions or errors contained within this document.

2002 Future Business Systems©

Payroll

Last printed 12/12/2005 3:59:00 PM of 273


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INDEX OVERVIEW ...........................................................................................................................................7 SUMMARIZED PROCEDURE FOR SETTING UP THE HARMONY PAYROLL SYSTEM..11 1) PAYROLL MAINTENANCE.........................................................................................................12

1) EMPLOYEE MAINTENANCE..............................................................................................................12 <More Info>Menu..........................................................................................................................20

1) Employee Award Info ............................................................................................................20 2) Employee All/Ded Info ..........................................................................................................27 3) Bank Details ...........................................................................................................................31 4) Leave History .........................................................................................................................33 5) Leave Planning.......................................................................................................................35 6) Pay History.............................................................................................................................38 7) Employee Comments .............................................................................................................48 9) Expense Reports.....................................................................................................................59 A) FBT and CDEP Maintenance ................................................................................................62

2) ALL/DED MAINTENANCE ................................................................................................................63 1) Allowances & Deductions ..........................................................................................................63

Method for setting Allowances and Deductions:........................................................................65 2) Subsets of All/Deds.....................................................................................................................66

3) AWARD MAINTENANCE ..................................................................................................................70 <More Info>...................................................................................................................................73

1) Allowance/Deductions ...........................................................................................................73 2) View Employees ....................................................................................................................75 3) Rates Of Pay...........................................................................................................................75 4) View Pay Slip History............................................................................................................78 5) Leave Formulae......................................................................................................................79

4) TAX CODE MAINTENANCE ..............................................................................................................84 5) COST CENTRE MAINTENANCE.........................................................................................................88 6) BANK MAINTENANCE .....................................................................................................................91 7) SECURITY MAINTENANCE ...............................................................................................................93 8) EMPLOYEE VIEW.............................................................................................................................95 9) TIMESHEET MAINTENANCE.............................................................................................................96

3) PAYROLL PROCESSING .............................................................................................................98 SUMMARIZED PAYROLL PROCEDURES ................................................................................................98 DETAILED PAYROLL PROCEDURES......................................................................................................99

1) Payslip Entry/Maintenance ......................................................................................................100 The Payslip Processing Screen .................................................................................................106 Payroll Processing <More Info> Menu ....................................................................................113

2) Pay-slip Validation Report.......................................................................................................124 1) Payslip Validation ................................................................................................................124 2) Pay-slip Permanent Changes ................................................................................................127 3) Pay-slip Temporary Changes ...............................................................................................127

3) Process Pay-slip Entries ..........................................................................................................128 1) Bank Transfer.......................................................................................................................129 2) Direct Entry System .............................................................................................................129 3) Cash Report..........................................................................................................................132 4) Cheque Menu .......................................................................................................................132 5) All/Ded Subs Report ............................................................................................................133 6) Pay-slip Menu ......................................................................................................................133

4) Update Pay-slip Data...............................................................................................................134 4) PAYROLL UTILITIES.................................................................................................................135

1) DATE ENTRY.................................................................................................................................135 2) ROLL OVER MONTH......................................................................................................................136 3) SET VARIABLES ............................................................................................................................139

1) Employee Defaults ...................................................................................................................139 2) Payslip Defaults .......................................................................................................................147 3) Other Defaults ..........................................................................................................................152 4) Period & Leave Rates ..............................................................................................................159



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5) Group Cert Options..................................................................................................................164

Setting PAYG Payment Summary Options ..............................................................................166 6) All Ded Super Control..............................................................................................................167 7) Hecs Tables ..............................................................................................................................168 8) Rate Descriptions .....................................................................................................................169 9) FBT and ETP Rate ...................................................................................................................170 A) SFSS Tables .............................................................................................................................172 B) Public Holiday .........................................................................................................................173

4) ADVANCED FUNCTIONS ................................................................................................................174 1) Check PSH M.T.D. & Y.T.D.....................................................................................................174 2) Rebuild Payroll From PSH ......................................................................................................174 3) Create Initial PSH....................................................................................................................174 4) Clear Terminated Employees ...................................................................................................175 5) Clear Payroll Transactions......................................................................................................175 6) Initialise Employee Save ..........................................................................................................175 7) Rebuild No Leave Ent From PSH.............................................................................................175

5) RECORDS.......................................................................................................................................176 1) Group Numbers........................................................................................................................176 2) Expense Codes .........................................................................................................................178 3) Persons.....................................................................................................................................179

5) PAYROLL DIARY REPORTS ....................................................................................................180 6) PAYROLL CLOCK CARDS........................................................................................................181

1) CLOCK CARD MAINTENANCE........................................................................................................181 2) CLOCK ON ....................................................................................................................................182 3) CLOCK OFF ...................................................................................................................................182 4) CLOCK INQUIRY ............................................................................................................................183 5) CLOCK LIMITS...............................................................................................................................183 6) PASS OUT......................................................................................................................................186 7) PASS IN .........................................................................................................................................187 8) EMPLOYEES ON PREMISES ............................................................................................................187

PAYROLL REPORTS.......................................................................................................................188 1) EMPLOYEE REPORT.......................................................................................................................188

1) Complete Employee Report .................................................................................................188 2 Pay Reports............................................................................................................................191 3 Group Tax Report..................................................................................................................192 4 Miscellaneous Reports...........................................................................................................193 5 Superannuation Report ..........................................................................................................195 6 Tax file Number Validation...................................................................................................196

2) ALL DED REPORT..........................................................................................................................202 1 All Ded Report ......................................................................................................................202 2 Sub All Ded Report ...............................................................................................................202 3 EFT of All/Deds ....................................................................................................................202 4 Sub All/Ded EFT Report .......................................................................................................204

3 AWARD REPORT .............................................................................................................................204 Entry Report .............................................................................................................................205 Award Pay History Report .......................................................................................................205

4 TAX CODE REPORT.........................................................................................................................205 5 COST CENTRE REPORT ...................................................................................................................205

Entry Report .............................................................................................................................206 CC Pay History Report .............................................................................................................206 CC Gross Report.......................................................................................................................206

6 GROUP CERTIFICATE REPORT.........................................................................................................207 Group Certificates ....................................................................................................................207 Employee YTD Totals..............................................................................................................208 EFT of Group Tax ....................................................................................................................208 ETP Group Certificates ............................................................................................................209 Export Group Certificate ..........................................................................................................210 Check Exported Group Certificates..........................................................................................211

7 BANK INFORMATION REPORTS .......................................................................................................211



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1 DES Report From ABA Files ................................................................................................211 2 Bank Information Report..................................................................................................211

GENERAL LEDGER REPORTS .............................................................................................................212 1 Check G l Accounts...............................................................................................................212 2 Balance GL Transactions.......................................................................................................212 3 GL Transaction Ledger..........................................................................................................212

TIME SHEET REPORTS .......................................................................................................................213 PRINT SELECTION..............................................................................................................................214

9) PAYROLL ENQUIRY ..................................................................................................................215 APPENDIXES ....................................................................................................................................216

PROCEDURE FOR SETTING UP THE CLOCKCARD SYSTEM ...................................................................216 PROCEDURE FOR LINKING PAYROLL TO THE GENERAL LEDGER........................................................221 SETUP PROCEDURE FOR USING RDOS................................................................................................228 SETUP PROCEDURE FOR USING THE FLEXI-HOURS FEATURE .............................................................232 SETTING UP PART-TIME EMPLOYEES.................................................................................................236 PROCEDURE FOR SETTING ALLOWANCES AND DEDUCTIONS:............................................................238 HARMONY SUPERANNUATION PERIODIC REPORTING FACILITY ........................................................240 AUTOMATIC EFT PAYMENT OF PAYROLL DEDUCTIONS ...................................................................250 SETUP SALARY SACRIFICE ................................................................................................................256 SETUP HECS.....................................................................................................................................258 END OF YEAR PAYROLL PROCEDURES ..............................................................................................260

1. Magnetic Media Lodgement of PAYG Payment Summaries Version Number......................260 2. Check Group Certificate Settings .........................................................................................261 3. Reconciling Payroll for the Financial Year..........................................................................263 4. Producing Group Certificates ..............................................................................................265

4.1. Exporting Group Certificates, Main Menu 9-3-2-5 ......................................................266 4.2. Check Exported Group Certificates, Main Menu 9-3-2-6-6 ........................................269 4.3 Copy Group Certificates to Disk, Main Menu 9-3-2-6-7..............................................269 4.4 Printing of Group Certificates, Main Menu 9-3-2-6-1..................................................269

5. Roll-over payroll to new financial year, Main Menu 9-3-4-2...............................................270 6. Payroll End of Year Checklist ..............................................................................................273



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Harmony Payroll Module

Overview This module is an easy-to-operate payroll system designed to handle a diverse range of wage and salary requirements. A payroll system is a tool for calculating, recording and making payments to people working for your organisation. Amongst others, it involves the following functions: • Storing information of each employee required to calculate the appropriate salary for specified

pay periods. • Keeping records on how these salaries are calculated. • Enabling the user to keep historic information about pays by multiple cost centres and awards. • Produce group tax reports, print group certificates and produce electronic lodgement file at the

end of the year. • Recording accruals such as annual leave due and taken, as well as sick leave, long service leave

and rostered days off. • The maintenance of sick and holiday leave entitlement reports. • Fulfilling government and other legal reporting requirements e.g. holding specific details of each

payment, amounts of taxes, allowances and deductions. • Superannuation Calculations. Features • Comprehensive Employee Information To facilitate quick, easy access and editing of data, the employee master record is split into ten parts:- Static Information Information that does not tend to change rapidly. This includes employee name, address, telephone number, position held, pay method, base rate, tax file number etc. Current Information This is information which changes from week to week, such as Weeks Employed Y.T.D, Hours Worked Y.T.D, Overtime Y.T.D, sick hours accumulated etc. Leave History Detail of all leave taken is recorded automatically. This includes dates, hours, part days, full days (with leave and accruals) and commentary on the leave. Receipt of a doctor certificate may also be recorded.


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E.F.T. Bank Each individual employee can be assigned up to four sets of bank details for E.F.T. purposes. Budget Information The budgeted salary for the employee can be stored in the system. Allowance/Deductions/Non-Employee Contributions Up to 40 allowances, deductions or non-employee contributions can be paid, either hourly, daily, by shift/weekly, before or after tax, determined by award etc. (Allowances e.g. travel cost may be based on multiples eg .59 cents per kilometer). This information, together with Y.T.D. totals is stored per employee. Each allowance, deduction or non-employee contribution can be divided further into sub-categories where fund details can be recorded. Leave Planning Forward planning can be used for leave planning reports, and automatically included in payroll processing. (See Leave History) Pay History Full details of all payroll runs are stored, and can be displayed as required giving all hours, pay rates, leave, allowances & deductions. Comments Unlimited text comments can be stored against each employee, as well as forward dating for reminders in payroll processing. Multiple Cost Centres and Pay Rates If the employee works in multiple cost centres on a consistent basis, then these can be set up within the employee record for automatic use in pay-slip processing. • Splitting of Pay after processing to Different Cost Centres • Multiple Pay Rates Up to twenty pay rates may be specified. Pay rates may be automatically incremented using an increment date. • Modifiable Tax Tables The system will allow modifications to tax tables, as and when income tax rates change. • Multiple Cost Centres and different Rates of Pay per Cost Centre A user can maintain payroll statistics by any number of cost centres. (Profit, Departmental, Divisional) In addition, any employee can work during any part of any payroll period, in any or all cost centres. • Medicare Levy and Dependent Children Tax Calculations • Link to General Ledger Module A complete listing of all payroll transactions per employee may be transferred to the Harmony General Ledger. • Employee View Facility Displays personal details for a selected employee e.g. name, address, phone numbers, date of birth etc. • Leave Calculation with Varying Work Status Leave will be accurately calculated if an employee moves from full time to a casual basis of employment or from part time to casual employment etc. • Leave Formulae Up to 8 leave formulae may be entered for each type of leave i.e. sick leave, annual leave, long service and leave loading.



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• All types of Time Off and Leave automatically stored and calculated The system will store, calculate and monitor the following details:

Rostered Days Off Sick Leave Annual Leave Long Service Leave Public Holidays Leave Without Pay Leave Loading Termination Other Leave Special Leave

• Payroll (by Group or Award) may be automatically calculated The system automatically calculates pay rates by reference to the existing Award database. All pay rates are derived from the payroll date and the employee's birth date. As a junior employee's birthday occurs, their rate of pay will be automatically incremented. • Selective modification of Pay Details, for Individual or Groups of Employees At any time before printing of pay-slips, you may modify any employee's pay for the current pay period. You can select an individual employee or any group. You only need to modify the fields you wish to change, the system will complete all the other required fields and totals. • Amendment of Pay Breakup at Processing Time If required the breakup of a pay may be changed when processing. • Spreadsheet type Editing and Recalculation Any change to a field is recalculated and re-displayed on-screen automatically by the system showing the alterations. • On-screen Browse and Selection of Data On any key field (e.g.. employee name-key) you may request the system to display a window containing data for that field. Once you have selected the data you require, the window will be erased and the field will be completed with the chosen item. • Piece Payments Function The system can handle piece work rates. Up to 20 different piece work rates may be applied. • Automatic Monitoring of RDO (Rostered Days Off) and Public Holidays Rostered days off and public holidays can be tracked and allocated as required. In addition it can also handle situations where public holidays are due but not taken. • Total System Security Available Up to 10 different security levels can be specified in the Payroll Module. Each user can be assigned to a selected level. This ensures that management salaries can be kept secure from pay office processing staff. • Direct Funds Transfer via Dialup or Internet For banking purposes the information generated will be created as an ABA file that can be transferred via dialup or internet. • Payroll Calendar Function Weekly and monthly calendar screens can be used to record and display birthdays, pay increment dates etc. • Part Workcare Payments Pays can include both normal and workcare hours.



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• MTD/YTD display of Employee Pay History Gross pay, net pay and tax figures are displayed for each pay period and the month/year to date. Details may be shown graphically on the screen, or hard copies printed. • Full Budget Details Budgeting information may be saved for each employee. • Record kept of Rates of Pay End of financial year, birthday and calendar rates of pay are saved for each employee. • Previous Employee Names Stored If an employee changes their name, their previous name may be saved on the system. • Time sheets may be Imported The module can accept time sheets from external sources. • Multiple Group Employer Numbers Payrolls may use multiple employers to distinguish between different groups of staff. • Electronic Transfer of Employee Declarations Employee declarations may be lodged electronically with the Taxation department and plain paper P AYG summaries can be printed. • Reports Comprehensive reporting, includes the following:

Employee Reports Tax Code Report Group Certificate Report Employee Y.T.D. Totals Allowance/Deduction Report Award Pay History Report Award Rates Report (20 Levels) Cost Centre Pay History Report Bank Information Report DES Report from ABA file Bank Information Report General Ledger Reports Check GL Accounts Balance GL Transaction vs Validation Create GL Transaction from Pay-slip History Security/Integrity Reports

• Time sheet integration Automated import and calculation of pays from the Timesheet Module using either screen entry or clock card systems.



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Summarized Procedure for Setting up the Harmony Payroll System To access the Payroll system, from the Main Menu select 9) Addon Modules 3) Payroll

1. Set up Security Maintenance 9) Addon Modules3) Payroll 1) Payroll Maintenance 7) Security Maintenance

2. Set up Payroll Parameters via Payroll Utilities 9) Addon Modules 3) Payroll 4) Payroll Utilities 3) Set Variables -All Menu Options

3. Set up Allowances and Deductions 9) Addon Modules 3) Payroll 1) Payroll Maintenance 2) All/Ded Maintenance 1) Allowances & Deductions

4. Create Allowances/Deductions Sub-sets 9) Addon Modules3) Payroll 1) Payroll Maintenance 2) All/Ded Maintenance 2) Subsets of All/Deds

5. Create Employee Awards 9) Addon Modules 3) Payroll 1) Payroll Maintenance 3) Award Maintenance

6. Create Tax Tables 9) Addon Modules 3) Payroll 1) Payroll Maintenance 4) Tax Code Maintenance

7. Create Cost Centres 9) Addon Modules 3) Payroll 1) Payroll Maintenance 5) Cost Centre Maintenance

8. Create Company Bank details 9) Addon Modules 3) Payroll 1) Payroll Maintenance 6) Bank Maintenance

10. Create Employees: • Award Pay Details <More Info> 1) 1)

• Leave Accrual Details <More Info> 1) 2)

• Allowances /deductions defaults <More Info> 2) 1)

• Bank details <More Info> 3) Bank Details

9) Addon Modules 3) Payroll 1) Payroll Maintenance 1) Employee Maintenance

11. Enter Year To Date pay and leave details for individual employees. Once the year to date values are entered, FBS will create the initial payslip history

9) Addon Modules 3) Payroll 1) Payroll Maintenance 1) Employee Maintenance 1) Employee Award Info



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1) Payroll Maintenance

1) Employee Maintenance Each employee who will be paid by the Harmony Payroll system needs to be created in Employee Maintenance. All the details about this employee including rates of pay and leave details are stored here. If needing to make an enquiry about an employee's status, history or any other details, employee maintenance would be your first point of call.

Field Definitions Employee-Key The employee-key is a short code that is assigned to each employee, and is used by the systemand retrieve information about that employee. Some commonly used codes are an employee's ard number, or the first three letters of the surname f

to store clock

ollowed by the first three letters of the first name.

long

ection window type in an * or a partial employee name-key as described in the

c Name-key Search Allows an employee to be chosen from a window, which displays a listing of existing name-keys awith other selected details (as setup by the System Administrator).

o display a selTfollowing paragraphs, and press [ ↵ ]. The required name-key can then be chosen by: • Positioning the cursor over the correct name-key, and selecting <Accept>, or • Typing the letter in the column to the left of the required name-key.


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he Employee-Key field will be completed with the chosen name-key, and the screen will be

means that any character can be in that position. Thus entering HO? will produce a listing of all four character long name-keys starting with THO e.g. THOY,

HO??? will produce a listing of six character long name-keys THOMAS,

atch to any number of characters, including none the name-key. Thus THO* will produce the following listing of employee name-keys e.g.

Field Search llows an employee to be selected based on a search of other indexed fields on this screen.

may have indexes assigned, and the information displayed during a search may be varied.

ress [ ↵ ] until the cursor is positioned on the required indexed field eg. Cost Centre. Type * and isplay a selection window containing a list of all the available options.

the corresponding employee details. The cursor ill be repositioned on the Surname field.

ame-key may also be entered in the indexed field, as described previously in Name-key

urname rrectly enter the surname, as this is how it will be printed

given name is entered here. Be careful to correctly enter the given names, as this is nted on the PAYG Summaries.

ess s where all correspondence will be sent.

Line 2 - Blank unless there was a Unit No/Flat No specified on the first line. If so enter the Street Address here. Line 3 - Suburb Line 4 - State P/Code - Postcode P/C Enter the post code of the address. If an asterisk * or a partial postcode is entered in this field, then a selection window will be displayed with a listing of possible suburbs and postcodes. Refer to Name-key Search previously for details on search procedures. This feature must be enabled by System Administrator before it will be available.

Tcompleted with the corresponding employee details. The ? character in a partial name-keyTTHOK etc. Entering TTHORNY etc. The * character in a partial name-key will produce a minTHOMAS, THORN, THORNTON etc. The two characters can be used on their own or combined in any form. For example, ???CA* will produce a listing of existing employee name-keys with CA as the fourth and fifth characters, with a length greater than or equal to five. Indexed AMany fieldsRefer to the System Administrator manual for details. Ppress [ ↵ ] to dMove the cursor to the required option, and select <Accept>. The field will be completed with the chosen option, and the screen will be completed withwA partial nSearch. SEnter the employee surname. Be careful to coon the group certificate. Othernames The employee'show they will be pri AddrEnter the employee's mailing addresThe Address lines should be entered in the following format: Line 1 - Street Address or Unit No/Flat No.



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Telephone No. Enter phone numbers for the employee. Make sure the phone is preceded by the area code eg. 03 95001788. Three different types of number may be entered i.e.

Option Description

W Work

H Home

M Mobile phone These numbers can be used for producing an internal telephone list. Sex Enter the sex of the employee:

Option Description

M Male

F Female Marital Status The marital status can be either:

Option Description

S Single

M Married

D Divorced

W Widowed Work Status This field is used for pay-slip calculations and for personnel reporting. It determines how leave entitlements are accrued, for example Casuals do not receive annual leave or sick pay entitlements and Part-timers only accrue a percentage. Refer to the section "Setup of Part-time employees" for further details. Enter one of the following options:

Option Description

F Full time

P Part time

C Casual



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Apprentice This field is used for descriptive purposes only. Enter one of the following options:

Option Description

Y If the employee is an apprentice.

N If he/she is not an apprentice. Sort Field If required, another short identification code (other than the name-key) may be entered in this field. This code can be used to sort the employee records for reporting or display purposes. Cost Centre-key Enter a valid cost centre-key for the employee. The name-key entered must have been previously created using the Cost Centre Maintenance function described in this section. This field can also be used for sorting employee reports and for producing cost centre reports. The cost centre entered is used as the default cost centre for sick/holiday pay for the employee. It is possible to post to multiple cost centres by changing the employee cost centre at the time of pay-slip entry or by setting up the Cost Centre Break up Table in <More Info>.8) Misc Menu 1) Multiple Cost Centres. Department This is the department where the employee is located. This field is used for descriptive purposes only. Position Held Enter the position title of the employee. This field is used for personnel reporting. Site Code If applicable, this field can be used to identify the site where the employee works. The site number is alphanumeric and is position dependent not numeric. For example, 100 is less than 35, however 100 is greater than 035. Award Name-key Enter the award name-key for the employee. The name-key entered must have been previously created using the Award Maintenance function described in this section. Awards do not have to equate to Union Awards, all employees must be allocated an award. The award is used for storing default working hours, rostered days off, normal, overtime and junior rates of pay. Also contained in the award are the criteria for calculating sick leave, annual leave and long service leave. The default allowance, deduction or non-employee contribution amounts along with month to date and year to date amounts are also stored in the award. If certain fields in the employee record are left blank, the system will use the award values as the default. For example, if the Normal Hrs/pp field in the employee record is left blank, then the Normal Hrs/pp field in the award will be used for pay slip calculations. Tax Code Enter the tax code to be used for calculating the employees periodic tax. The tax code entered must have been previously created using the Tax Code Maintenance function described in this section. If a constant tax amount is required, then this can be entered in the Tax Amount field on the Employee Award Pay screen (Employee Award Info). If this is the case a tax code with zero tax levels must be entered in this field. This field defaults to the tax code name-key entered in the Tax Code field on the Employee Defaults screen in Payroll Utilities.



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Group Cert Number Please note, this field is no-longer applicable. The Group Certificate Number is an internal number assigned by the system. When a group certificate is printed for this employee, the certificate number may be recorded in this field for future reference (refer to Group Certificates on the Group Certificate Reports sub-menu in Payroll Reports for further details). If a number is entered in this field, then no group certificate will be printed for the employee when group certificates are being produced for all employees. The field is cleared as part of the end of the year process. Pays cannot be processed for employees with a group certificate number in this field. A group certificate number cannot be entered when adding a new employee. Tax File Number Enter the employee's tax file number. This number will be printed on the employee's PAYG Summary. The Tax file number is a validated field. Harmony will produce a warning if an invalid number is entered, however it will allow you to accept the record. G/L Account This field is relevant if the Payroll is linked to the General Ledger and Y has been entered in the Link Payroll To General Ledger field on the General Ledger screen of the Global Defaults sub-menu in the Payroll Utilities. The account code entered must have been previously created using the Account Maintenance function in the General Ledger & Financial Reporting module. The following is a hierarchy of how General Ledger Accounts will be used:

1. If a General Ledger Account is entered here it will be used for posting to the General Ledger. 2. If left blank, then the G/L account allocated to the Cost Centre that was specified for this

employee will be used. 3. If no general ledger account has been specified against the Cost Centre Maintenance, then the

default accounts specified in 4) Payroll Utilities 3) Set Variables 1) Employee Defaults will be used for transfers to the General Ledger.

Dependent Rebate This is the amount that the employee is claiming as an annual dependent rebate. It is the full yearly amount in whole dollars. Zone Rebate If no zone rebate is applicable, then the field should be left blank. If relevant, the following zones are available:

Option Description

A Zone A rebate

B Zone B rebate

(Blank) No rebate



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Pay Period This is the frequency that this employee will be paid and is used for tax calculations purposes. The pay period can be either:

Option Description

W Weekly

F Fortnightly

M Monthly

4 Four weekly The pay period field defaults to the value entered in the Employee Pay Period (W/F/4/M) field on the Employee Defaults screen in the Payroll Utilities. If this field is changed on an existing employee, then a message requesting confirmation of the change will be displayed. Changing the pay period will affect the Annual, Period and Normal Pay fields on the Employee Award Pay screen (Employee Award Info) and rates on the Pay Rates Levels screen (Employee Award Pay screen/Employee Award Info). Hold Pay Fr The payroll system allows an employees pay to be stopped for a specified period of time. For example, if an employee is on annual leave or extended leave without pay. Enter the starting date the pay should be stopped. Hold Pay To Further to the above field, enter the ending date of the leave and when the pay should be resumed. Birth Date Enter the employee's date of birth. The birth date is used to calculate the employee's age for calculation of junior rates of pay if applicable. Comm Date Enter the date this employee commenced employment. This field is used for calculating sick, annual leave and long service leave entitlements. Term Date A termination date should only be entered if the employee has been terminated. A message requesting confirmation that the employee is to be terminated will be displayed. Pay-slips cannot be produced for employees if a termination date has been entered in this field. If the employee is reinstated and a termination pay has previously been processed for them, a new file should be created for them. The termination date is automatically updated when processing termination pay. Employees should not be deleted if terminated, until the end of the financial year for which a group certificate must be produced. Inc Date Enter the date which when passed, the employees salary will be increased by one pay rate level. Y must have been entered in the Allow Rate Levels and Allow Rate Increments fields in 4) Payroll Utilities 3) Set Variables 3) Other Defaults before this function can be used. Refer to <More Information> 1) Employee Award Info 1) Employee Award Pay - Award Pay Rate Levels screen for an explanation of rate levels.



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CPI Increase Enter one of the following options:

Option Description

Y The employee's rate of pay is subject to automatic CPI pay increases.

N The rate of pay will not be effected by CPI increases. Defaults to the value entered in the CPI Increase (Y/N) field on the Employee Defaults screen in the Payroll Utilities. Currently this field is for descriptive purposes only.



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Piece Work This field is used in the Pay-slip Processing function to indicate if piece work entries are required for the employee. Enter one of the following options:

Option Description

Y Piece work will be paid.

N This is a normal pay (no piece work).

R Allows up to 20 rates of pay to be specified for piece work. Refer to <More Information> 1) Employee Award Info 1) Employee Award Pay - Award Pay Rate Levels screen for an explanation of rate levels. Y must have been entered in the Allow Rate Levels field on the Miscellaneous Defaults screen (Global Defaults sub-menu) in Payroll Utilities to enable this function.

Min. Piece Pay If Y or R has been entered in the previous field, then this is the minimum pay the employee is allowed to receive. Wrks Comp Class A workers compensation class code may be entered in this field. The workers compensation class is used as a means of sorting workers compensation reports. Wrks Comp Rate Enter the rate of pay at which the workers compensation premium is to be paid. Defaults to the value entered in the Wrks Comp Rate field on the Employee Defaults screen in the Payroll Utilities. Wrks Comp Hours Enter the default number of hours of workers compensation to be paid for the period. Security Level If security levels are to be maintained on the system, allocate a security level for this employee from 0 to 9. If security levels have been designated to payroll processors, they can only view and process pays for employees with the same or lower security levels. The payroll processor cannot access or process pay for any employees with higher security levels. A security check is also performed when entering or changing the Cost Centre-key, Site Code, Award Name-Key or Security Level fields on this screen. These fields can only be entered or changed to values defined on the Security Setup screen for your user id. Refer to Security Maintenance in this section for further details. The highest security level is nine.



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<More Info>Menu The Employee Maintenance <More Info> Menu is used to allocate additional details needed for payroll processing to individual employees. Information such as annual/hourly pay rates, bank account details, accrued leave details, superannuation membership numbers, HECS and various other employee specific details are recorded in the appropriate sub-menu.

) Employee Award Info 1The Employee Award Info screen is Information such as pay rates,

used to record and view specific pay details for an employee. additional tax and leave accrual particulars are recorded in the

appropriate sub-menu.

1) Employee Award Pay The Employee Award Pay screen is used to enter and display the following details for the selected

• r• Gro• Num• d• s• • o• ng

Normal Hours, Award Hours, Pay Rates and Shifts PP should be left blank. The defaults will be used from award maintenance. Any information entered here will

ally over-ride the award details. ployee's pay is based on negotiated rates, the Pay Rate details can be entered as ual, Periodic or Hourly value. od can be set on an individual employee basis. This can be useful where any

or deductions are specified as being paid on a per shift basis.

employee:

No mal, award and overtime hours per pay period and pay rates, ss annual and period salaries, ber of shifts per pay period,

Ad itional fixed tax amount, Ro tered days off details, Number of weeks worked in the current year, Gr ss, tax and net pay for the month and year to date,

service leave or termination loadings and amounts paid. Lo There are a number of ways the Employee Award Pay screen can be used:

1. Where the award information previously entered in Award Maintenance, is to be applied, the relevant fields for

automatic2. Where the em

either an Ann3. Shifts per peri

allowances


9 5 0 0 1 7 6 6


n 4. If an employee requests for additional tax to be taken out of their pay, the amount requested can be entered in the Tax Amount field. Any value entered in this field will be added onto the tax calculatiowhen processing payslips.

Field Definitions

ours/Pp Heading H Normal Hours/Pp The normal hours per pay period field is used to store the default hours to be used in Pay-slip Entry. If eft blank, the default hours in the Normal Hrs/pp field in the award spl ecified on the first Employee

e screen will be used.

yroll Utilities 3) Set Variables 2) Payslip Defaults, the employee paid for the award hours and the normal hours above the award are added to the RDO accumulation.

F r information r etup and use of RDOs refer to the section " Setup procedure for using RDOs" further in the Appendix section of this manual. In the special case where regardless of the rate of pay in the award, th enter -1 Award Hours/Pp The number of award ho to the number of hours in the Award Hrs/pp field on the Award c pleted cally

ich can be over-written during Pay-slip Entry.

Maintenanc If normal hours per pay period is above the award hours, and Y has been entered in the Over Award

rs Added To RDO Hrs field in 4) PaHis

or furthe egarding the s

you wish to force a pay rate of 0, en in this field.

urs per pay period for the employee. DefaultsMaintenance screen for the award used by the employee. This field is

by the system. om automati

Rate A B C D E Hours/Pp If an employee works a standard amount of overtime hours on a regular basis they can be entered here nd used as defaults wha

Pay Type If an employee's pay is not based on the award rate, the Pay Rate details can be entered here as either an Annual, Periodic or Hourly value.

Option Description

A Annual If this option is entered then the annual amount of pay for the employee mustbe entered in the Annual field.

P Period If this option is entered, then the amount of pay per period must be entered in the Period field. The pay period is defined by the entry in the Pay Period field on the first Employee Maintenance screen.

H Hourly If this option is entered, then the amount of pay per hour must be entered in the Normal Pay field.

Defaults to the value entered in the Pay Amount Type (A/P/H) field on the Employee Defaults screen in the Payroll Utilities.


9 5 0 0 1 7 6 6

e Period and Normal Pay fields will be automatically completed by the system.

must have been entered in the Allow Rate Levels field on the Miscellaneous Defaults screen (Global sub-menu) in Payroll Utilities before this field will be displayed.

Levels can be defined on an award basis or an employee basis.

for piece work. Up to twenty different pay te levels/piece pay rate levels may be specified for an award.

ormation regarding the setup of Pay Rate levels, refer to the section "3) Award

evel field is zero. If P or H have been entered in the Pay ype field or the Rate Level field is not zero, then this field will be automatically calculated by the

hly

his field is only entered manually, if P has been entered in the Pay Type field and the Rate Level field been entered in the Pay Type field or the Rate Level field is not zero, then this

Rate Level Enter the pay rate level/piece pay rate level used by the employee. If a rate level is specified, then thAnnual, YDefaultsThe pay rate level/piece pay rate level entered must have been defined on the Pay Rate Levels screen. Pay RateThe Payroll system can be used to record pay rate levels or piece pay rate levels. A pay rate level may be defined as a rate of pay that will be paid when an employee reaches a predefined level. The piece pay rate level is basically the same but it is based on levels ra For further infMaintenance <More info> 3) Rates of Pay". Annual This is the annual amount of pay for the employee. This field is only entered manually, if A has been entered in the Pay Type field and the Rate LTsystem. Period This is the amount of pay per period for the employee. The pay period (Weekly, Fortnightly, Montor Four Weekly) is defined by the entry in the Pay Period field on the first Employee Maintenance screen. Tis zero. If A or H have field will be automatically calculated by the system. Pay Heading Normal Pay

normal rate of pay per hour. This field is only entered manually, if H has been entered in the

A or P have been entered in the Pay Type field or the Rate Level field is not zero, then this field will ly calculated by the system.

processing if required. This being the case, 1.10 could be specified in this field, when rocessing the payslips the normal hours would be multiplied by this loading, eg. Normal hours 40 x

$440

hese are overtime rates, and are expressed as a multiple of the normal rate i.e. time & a half is 1.5. If

reen will be used.

eriod can be entered here. he shifts entered will be used as the default in Pay-slip Entry.

This is the Pay Type field and the Rate Levels field is zero. If left blank, the pay rate in the award specified on thefirst Employee Maintenance screen will be used. Ifbe automatical Award Pay This field can be used as a % loading on normal pay such as a shift loading. For example if an employee gets a 10% loading for working the afternoon shift this can be specified here and altered during payp$10p/h x 1.10 = Rate A B C D E Pay Tleft blank, then the overtime rates in the award record specified on the first Employee Maintenance sc Shifts/Pp If necessary for calculation of RDOs, the default number of shifts per pay pT Tax Amount This field is used as a manual addition to tax calculations. A specific amount of tax to be deducted maybe entered here. Each employee is allocated a tax code (scale), which is used in pay-slip processing.



9 5 0 0 1 7 6 6

is field will be added onto the tax calculation when processing ayslips.

isplays the total number of hours owed to the employee as rostered days off, as calculated during pay-d, this field may be changed.

here if necessary.

etween rostered days off. This field is used in producing the RDO report.

rs per week, then Days Btwn RDO field should be 14 and No Hours RDO field ould be 7.6.

n

re based on the difference between hours worked and award hours.

the RDO rate can be entered here.

award hours are ccumulated as flexi-hours, the accrued flexi hours will be displayed here. Flexi Hours can be used in

he Appendix section at the end of the manual " Setup Procedure for using the

he following fields are updated automatically by the system. They should only be entered under the when starting up the Payroll system mid-year.

Displays the number of weeks the employee has worked, for the year. Gross (M.T.D. & Y.T.D.) The gross pay fields display the gross pay for the employee, for the month to date and year to date. Tax (M.T.D. & Y.T.D.) The tax field displays the tax withheld from the employee for the month to date and year to date. The year to date tax field is used when printing the group certificates. Net (M.T.D. & Y.T.D.) Displays the net pay for the employee, for the month to date and year to date. Term A..E Load Enter any extra loading paid to the employee as part of their long service leave or termination. It will be displayed under section (A) of Termination on the group certificate. Term A..E Pay

If an employee requests for additional tax to be taken out of their pay, the amount requested can be entered here. Any value entered in thp Acc RDO Hrs Dslip entry. If require The following RDO details will default from the award but can be over-written Days Btwn RDO This field will default from the Award but can be over-written by entering the normal number of days b No Hours RDO This is the normal number of hours that the employee is entitled to on his/her rostered day off. If an employee is entitled to eight hours every fortnight under a 36 hour per week award and the employee normally works 40 houshIn the special case where you wish to force a `No hours RDO' of 0, regardless of the `No hours RDO' ithe award, then enter -1 in this field. Last RDO This is the date of the pay in which the last RDO was taken. RDO Hours/Shift Enter the number of RDO hours normally accumulated per shift worked. If left blank, then RDO hours a RDO Hours Pay If the rate of pay is different for RDOs as opposed to Normal Pay, Acc Flexi Hrs If the employee is paid based on flexi-hours, where any hours worked over theaplace of RDO's, refer to tFlexi-Hours feature ". Tguidance of FBS Weeks Worked



9 5 0 0 1 7 6 6

his is the year to date amount paid to the employee as part of their long service leave or termination,

and is displayed under section (A) of Termination on the group certificate. T



9 5 0 0 1 7 6 6

2) Employee Award Leave The Employee Award Leave function is used for the following purposes: • It displays the accrued sick leave, annual leave, leave without pay, long service leave, leave

loading and public holiday details for the selected employee. • To maintain these leave details, when starti

will need to be entered for each employee. ng the payroll system initially, the accrued leave details

's commencement date. eave accruals are calculated according to the rules defined in Award Maintenance.

The Harmony System starts calculating leave entitlements from the employeeL

Field Descriptions: The field definitions are the same for SL (sick leave) AL (annual Leave)

LS(Long Service Leave).

presents the starting point for Harmony to start applying the calculated entitlement for this

nce nd is dependent on the basis of the calculation ie. Weekly, Monthly or Yearly.

ly the current entitlements are available. You would enter the leave entitlements in date (the starting point) and then from that date onwards Harmony will add to these

t date. A date would be entered where the system is required to start accruing on a articular day of the month due to award or company rules. For example, leave should always be

the 1st day of a given month regardless of when the employee actually commenced mployment.

e system defaults the commencement date to the employee commencement date entered

his field is used to enter the number of hours accrued to the Initial Date. The number of hours entered been calculated on another system prior to commencing the Harmony Payroll.

required, enter the rate at which the initial leave will be paid to the employee. This field overrides the normal pay rate.

Initial DateThis field releave type. The starting date will be the nearest date to the accrual formula set in Award Maintenaa For example, if you are setting up the Harmony Payroll system and are transferring your existing payroll where onaccrued to a certaleave entitlements. Commencement Date If a commencement date is entered it will be used as an over-write date for the employee's actual commencemenpcalculated from eIf left blank thin the Employee Maintenance screen. Hours Twould have previously Rate If



9 5 0 0 1 7 6 6

No Leave Ent Days of days the employee has taken off without pay.

armony Payroll accrues leave based on the Initial/Commencement date of the employee and accrues e leave from that date to the current system date inclusive. The number of days taken without pay ill be taken into consideration when calculating Leave Accruals if the parameter in ) Payroll Utilities 3) Set Variables 4) Period & Leave Rates " Leave No Pay Accrue Leave Ent and ick Leave No Pay Accrue Ent” is set to Yes.

Accumulated Hours ted and updated automatically by the system

he ent date entered in the above fields. This field is updated automatically by

Taken isrm

is Enti

ours s is the number of leave hours taken Year to Date by the employee.

lar value of the leave loading paid to the employee for the current Year to Date.

his field displays the number of Public Holiday hours taken Year to Date by the employee.

.H. YTD Pay his field displays the dollar value of the Public Holiday leave paid to the employee for the current

Date.

ons Menu

This field displays the number Hthw4S

The following fields are calcula These sub-headings display the accrued leave hours for the current employee and are described accordingly. The field definitions are the same for SL (sick leave) AL (annual Leave) LS(long serviceleave). Entitled This field displays the total number of leave hours accumulated by the employee according to either t

itial date or commenceminthe system.

ccumulated Hrs ATh is the total number of leave hours taken to date, since the start of employment or since the Ha ony Payroll system was initiated. This field is updated automatically by the system.

Accrued Hrs Th field displays the number of leave hours the employee is entitled to. The Accrued hours are the

tled Hours less any Hours Taken. Taken HThi YTD Pay This field displays the dollar value of the leave paid to the employee for the current Year to Date

eave Loading YTD Pay LThis field displays dol

.H Taken Hrs PT PTYear to Opti Recal-leave T <Recal- used to recalculate the leave accruals and entitlements for the current e loyee. T is useful when setting up the system initially. Harmony updates the leave accruals auto ch time the Payroll System date is changed. Recal-no-lea

he <Recal-no-leave-days> option is used to recalculate the leave accruals and entitlements for the t employee taking into consideration the number of days taken off without pay.

he leave> optionmp his is option

matically ea

ve-days Tcurren



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2) Employee All/Ded Info

1 ll/Ded ) A Amount Entry In conjunctio r allowances and Deductions s ployer Superannuation Contributions (Superannuation Guarantee Charge), car allowance or a deduction such as a Union fee. These allowances and deductions are setup in All/Deductio dividual employee

asis. Please refer to the section "Procedure or setting Allowances and Deductions in the Appendix this manual.

sed in two ifferent ways:

• Where the allowance/deduction is to follow the values set in Award Maintenance, then (Y)es

be d in the Award column of the below screen. In this instance the default specified against the award will be applied during payroll processing.

• If the emp ance or deduction based on another criteria, the values can be entered here ployee is required to pay Child Support directly out of his wages the ducted and the frequency of the deduction can be specified here.

n with being paid normal pay, an employee may also be entitled to otheuch as Em

n Maintenance and can be applied either on an Award basis or an inbsection of Td

his screen allows you to set how the allowance/deduction is to be applied and can be u

should entere

loyee is paid an allow. For example, if this em

amount to be de

Field DefinitioThe Allowance/Deduction Description, Type and Tax fields are retrieved from Allowance/Deduction M ntenance a ly. These three columns can only be modified via the Allowance/Deduction Maintenance. All/Ded DescrDescribes the a mployee contribution.

ns

ai nd are displayed for reference purposes on

iption llowance, deduction or non-e


9 5 0 0 1 7 6 6

ype

T

Option Description

A Allowance

D Deduction

N Non-employee contribution Tax

Option Description

B Before tax

A After tax Award This field is used to determine if the conditions for the Allowance/Deduction previously setup in Award Maintenance are to be used as defaults during pay-slip entry

Option Description

Y The Per and Amount fields for the particular allowance, deduction or non-employee contribution are to be retrieved from the Award Allowance/Deduction screen (for the employee) at the time of pay-slip entry.

N The Per and Amount fields from the current screen are to be used.



9 5 0 0 1 7 6 6

er

This field determines the basis of the calculation. The following options are available: P

Option Description

(Blank) Null

H Total hours worked

S Shifts worked

P Pay period

N Normal hours worked

A Overtime A hours

B Overtime B hours

C Overtime C hours

D Overtime D hours

E Overtime E hours

O All overtime hours worked

G Percentage of gross pay

M Multiple of amount entered at point of processing pay i.e. car allowance by kilometres, where the number of kilometres is entered at the time of pay

T Monthly allowance taxed by pay period

X Uses DML specified in the allowance, deduction or non-employee contribution sub-category

Z Superannuation percentage Amount Enter the value of the Allowance/Deduction if it was not previously specified against the award. For example, Employer Superannuation 9%, Union Fees $7.60. M.T.D. This field displays the amount of the allowance, deduction or non-employee contribution for the current month to date. The amount will be a negative in the case of a deduction. Y.T.D. Displays the amount of the allowance, deduction or non-employee contribution for the current year to date. The amount will be negative in the case of a deduction. L.Y.T.D Displays the accumulated allowance, deduction or non-employee contribution amounts allocated for the last year to date. The amount will be negative in the case of a deduction.



9 5 0 0 1 7 6 6

ntry

2) All/Ded Sub EIn conjunction with setting Allowances and deductions, you are able to set subsets that are associated

ith these.

n of this manual "Harmony Superannuation Periodic Reporting Facility for further etails. All Superannuation type items will need to have a sub-set allocated against them as well as an

This screen allows you to allocate the sub-set relevant to the current employee.

w Sub-sets need to be set in order to make use of the Superannuation Reporting facilities, refer to the Appendix sectiodemployee membership number.

ield Definitions

me as described in the previous section.

sub-allowance relevant to this employee. Enter an * to display a list of valid sub-llowance.

armony can be set up to automatically process EFT payments for deductions made during a pay run embership number can be entered in this field which will be used by the EFT payment

F The Description, Type, Award and Per fields are the sa Sub Enter the name of thea Comment HAn employee mprocess.



9 5 0 0 1 7 6 6


3) Bank Details This screen allows the entry and display of bank details and payment methods for an employee.

fied ne

Transfer and E.F.T. pay methods.

Up to four different payment methods and corresponding account transaction details may be specifor each employee. This is useful where an employee wants to dissect their net pay into more than obank account.

his information is used for BankT

Field Definitions Method Enter one of the following payment options:

Option Description Result

B Bank transfer Bank transfer of the amount from report

C Cash Cash payment

D Draft (cheque) A cheque is printed

E Electronic transfer

Funds transferred via an ABA file to the bank

N Not used If N has been entered against any one of the above methods on the Employee Defaults screen in the Payroll Utilities then that option will not be available. Defaults to the value entered in the Pay Method (B/C/D/E) field on the Employee Defaults screen in the Payroll Utilities. The entry of the following fields is dependent on the entry in the Method 1 field. For example, if C was entered in the Method 1 field then only the Amount ($) field will need to be completed. Bank Acc No. Enter the employee's bank account number. It is used to produce a listing of bank transfers after the


9 5 0 0 1 7 6 6

ay-slips have been printed. When E or B has been entered in the Method 1 field above, then the pay is

credited to this account number.

ber should not include the bank/state/branch (BSB) number.

e y-

is drafts and the name on cheques.

te

ynter the name-key (Bank Abbrev) of the employers bank. This is only required for payment by

electronic transfer. The name-key must have been previously created using the Bank Maintenance function in Payroll Maintenance. Amount ($) This is the amount of the net pay that is to be dispersed as specified in the Method 1 field above. Any funds in excess of the amount in this field will be transferred to the next payment method (e.g. Method 2 etc.). If the details for the next payment method have not been completed, then the system will display a warning message.

s payment method when funds are allocated.

p

nk account numThe ba

Bank Name & Sub Enter the bank name and suburb. They are used when producing a listing of bank transfers after thpa slips have been produced. Bank Account Name Th is the name of the employee's bank account, and is used for bank Bank/State/Branch Number En r the BSB number of the employee's bank. Pa roll Bank E

Enter -1 to skip thi



9 5 0 0 1 7 6 6

4) Leave History T on displays the details of any leave and termination pay history particulars recorded in the system for the current employee. This screen displays the following details: • The le• Audit • The "F• The nu• The Ra• The Percen• Wheth

he Leave History functi

ave/termination type, eg. annual, sick, rostered day off, number for the payroll transaction,

rom" and :"To" time and date details of the leave taken, mber of Hours leave taken or termination hours paid, te of pay per hour,

tage of leave loading applicable to the leave paid, er or not a medical certificate was received, • Any special Comments recorded against the leave taken.

Field Definitions Type One of the following leave/termination types may be displayed

Type Description Type Description

A Annual leave YA Termination Loading A L Long service leave YB Termination Loading B

O Other leave YC Termination Loading C P Public holiday leave YD Termination Loading D

R Rostered days off leave W Leave without pay

S Sick leave X Leave loading

TA Termination A E Special TB Termination B F Sick leave without pay TC Termination C C Work cover TD Termination D



9 5 0 0 1 7 6 6

PH

This field is only relevant where the system is setup for calculating leave based on full or part days F

One of the following options may be displayed:

Option Description

F The leave/termination calculation will be based on full leave days. The number of hours in a full leave day is entered in the Full Day field on the Miscellaneous Defaults

menu) in the Payroll Utilities. screen (Global Defaults sub-

P The leave/termination calculati e number of iscellaneous s.

on will be based on part leave days. Thhours in a part leave day is entered in the Part Day field on the M

bal Defaults sub-menu) in the Payroll UtilitieDefaults screen (Glo

H The leave/termination calculation will be based on hours. Y must have been

ults sub-men entered in the Leave Days (Y/N) field on the Miscellaneous Defaults screen (Global

efa u) in the Payroll Utilities before this field can be entered.

mber generated by the system to uniquely identify this leave/termination entry.

. Times are entered in 24 hour format ( .00 for 5 p.m.. Fr Date The date d, or the em yee To Time The time ished. Times are e d i 23.59) e.g. 17.00 for 5 p.m.. TThe date the leave was completed. Per T num art leave days taken his f le if F or P has been entered in the F fiel Hours T ota s leave taken, or termin P atTh rate of r the leave/terminatio

actor

Loading The leave loading applied to the leave/termination entry. For example, if 17.5 was entered, then an extra 17.5% will have been added to the entry. Cert This field allows you to record whether a medical certificate was received from the employee. Comment This field will display any Comments entered regarding the period of leave taken.

D

Audit his is the audit nuT

Fr Time The time the leave c mmenced, or employee was teo

23.59) e.g. 17rminated

0.00 to

the leave commence plo was terminated.

the leave fin ntere n 24 hour format (0.00 to

o Date

he PH

ber of full/pd.

. T ield is only applicab

he t l number of hour ation hours to be paid.

ay Re

e pay per hour fo n entry.

FThis is the factor by which the rate of pay has been multiplied. For example, if .5 was entered, then the amount paid will have been halved.



9 5 0 0 1 7 6 6

5) Leave Planning This option allows you to enter leave dexample, if an employee has requested a

etails for an employee as the information becomes known. For nnual leave and it has been approved, the details of the leave

c e n processing pays the leave details will be automatically loaded in the rel vant pay The follow• Type o ay off etc.), • The "F• The nu• The Ra• The Fa• Percen

an be ent red here. Whee period and are also used for leave planning reports.

ing details can be recorded: f leave/termination payment (annual, sick, rostered d

rom" and "To" time and date, mber of hours leave to be taken or termination hours to be paid, te of pay per hour, ctor by which the rate of pay will be multiplied,

tage of leave loading, • Comments.

Field Definitions Type Enter one of the following leave/termination types i.e.


A Annual leave YA Termination Loading A L Long service leave YB Termination Loading B

O Other leave YC Termination Loading C P Public holiday leave YD Termination Loading D

R Rostered days off leave W Leave without pay

S Sick leave X Leave loading

TA Termination A E Special TB Termination B F Sick leave without pay TC Termination C C Work cover TD Termination D

Once a type has been entered, then the system will automatically enter default values for the remainingfields on the screen where applicable.



9 5 0 0 1 7 6 6

ere the system is setup for calculating leave based on full or part days

FPH This field is only relevant wh Enter one of the following options:

Option Description

F The leave/termination calculation will be based on full leave days. The number of hours in a full leave day is entered in the Full Day field on the Miscellaneous Defaults screen (Global Defaults sub-menu) in the Payroll Utilities.

P The leave/termination calculation will bin a part leave day is entered in the P

e based on part leave days. The number of hours art Day field on the Miscellaneous Defaults screen

(Global Defaults sub-menu) in the Payroll Utilities.

H The leave/termination calculation will be based on hours. Y must have been entered in the Leave Days (Y/N) field on the Miscellaneous Defaults screen (Global Defau yroll Utilities before this field can be entered. Fr Time E r the ti the leave is due to be commenced, or the employee is due to be terminated. T s mus ed in 24 hour format e.g. 17.00 for 5 p.m.. Fr Date E the d e leave is due to be commenced, or the employee is due to be terminated.

d in 24 hour format e.g. 7.00 for 5 p.m..

based on full or part days

e paid. This field is nly applicable if F or P has been entered in the FPH field. It is used in conjunction with the number of

hours in a full/part leave day to calculate the value in the Hours field. For example,

lts sub-menu) in the Pa

nte me at whichime t be enter

nter ate on which th To Time Enter the time at which the leave is due to be finished. Times must be entere1 To Date Enter the date the leave is due to be completed. Per This field is only relevant where the system is setup for calculating leave The number of full/part leave days to be taken, or termination full/part days to bo

Number of hours in a full leave day. 8

Per 7

Hours 56 Y must have been entered in the Leave Days (Y/N) field on the Miscellaneous Defaults screen (Global Defaults sub-menu) in the Payroll Utilities before this field can be entered. Hours The total number of leave hours it is anticipated will be taken, or termination hours to be paid. Pay Rate Enter the anticipated rate of pay per hour for the leave/termination entry. If left blank, the employees

ormal rate of pay per hour will be assumed. l

yroll Utilities.

nIf A, S or L have been entered in the Type field, then this field will default to the value in the AnnuaLeave Pay Rate, Sick Leave Pay Rate or Long Service Leave Pay Rate field on the Period & Leave Rates screen (Global Defaults sub-menu) in the Pa



9 5 0 0 1 7 6 6


actor This is the factor by which the rate of pay will be multiplied. For example, if .5 was entered, then the

e halved. lue entered in the Full Factor or Part Factor fields on the Miscellaneous Defaults

his is the leave loading to be applied to the leave/termination entry. The value here will default from either the Employee's Award or to the value entered in the Leave Loading Pay Rate field on the Period & Leave Rates screen in Payroll Utilities, if A has been entered in the Type field. Pay Date Enter the date on which this leave will be paid. Appr This field allows you to flag the leave as being approved or not. Select one of the following options:

F

amount paid will blts to the vaDefau

screen (Global Defaults sub-menu) in Payroll Utilities, if F or P have been entered in the FPH field. Loading T

Option Description

A Approved

D Denied

W Waiting CommeIf required a comment may be entered for each period of leave to be taken

nt .

al Feature hich span across more

e pays:

ables 2) Payslip Defaults, "Subtract Other Hours ours" would be set to (Y)es for this feature to be implemented.

When recording leave planning, if there has been a change in pay rates from the time the entry was made and the time the pay is actually processed, the system will display a warning message. The user will then have the option to use the new pay rate.

AdditionIf any Leave Planning entries have been entered in Employee Maintenance whan one pay period, the following prompt will appear when processing tht

There is also an option available to split the leave planning hours across more than one pay period anddeduct the leave planning hours from Normal Hours during a pay run.

his flag is set in 4) Payroll Utilities, 3) Set VariTfrom Normal H


9 5 0 0 1 7 6 6


6) Pay History

displays the basic pay details for each pay period for the current employee. For the full ch pay select <Details> from the Options Menu.

This screen details of ea

Award The name-key of the award used in the calculation of the employees pay. Xfer If a pay or part of a pay was transferred to another cost centre after processing, then the audit number for the transaction will be displayed in this field. Cost-Centre The name-key of the cost centre to which the employees pay was charged. Gross The gross amount paid in the selected pay period. Tax The total amount deducted for tax in the selected pay period.

e. the gross pay minus the tax amount.

h blank, then multiple cost centres are being used. The details for the st d by selecting the Pay History Details screen.

Field Definitions Pay-Date This is the date the pay was processed. Audit

he audit number generated by the system to uniquely identify this pay. T

Nett

e n the selected pay period i.Th net pay received i

et fields are If t e Gross, Tax and Nco centre can be displaye


9 5 0 0 1 7 6 6


Options Menu

<Xfers>

Transferring Pay History to different Cost Centres This option allows you to either split or transfer a pay that has already been processed to another cost entre. The pay can be split according to hours or alternatively the entire pay history can be transferredc

. For example, the current pay history line can be transferred from Cost Centre

ust be entered in the Allow Cost Centre Transfers field on the screen in the Payroll Utilities, before this sub-menu can be displayed.

Xfers> from u. The following sub-menu will be displayed.

to another cost centre202 to Cost Centre 302.

or this facility to be accessable, (Y)es mFEmployee Defaults

o transfer a pay history line, position the cursor on the required pay period and select <Tthe Options Men

1) Split History by Hours Allows the Pay History to be split between cost centres according to hours

llows the complete Pay History line to be transferred to another Cost Centre

2) Xfer Whole History A

nce either of the above options is selected, the following screen will be displayed: O

he following types of hours can be transferred" • Ordinary hours, Overtime hours (A B C D E),

Sick Annual leave hours,

Lon Public holiday hours,

Oth

T •• leave hours, •• g service leave hours, •• er leave hours,


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Rostered day off hours. Allowance, deduction and non-employee contributions cannot be transferred using this function. Field Descriptions: New Cost Centre Key

nter the name-key of the cost centre where the selected pay period hours are to be transferred. The viously created using the Cost Centre Maintenance function in -key must be different from the old name-key.

O s In is wi e original cost centre. However, once the r d num tre, this field will be reduced accordingly. Ord Hours Enter the num cost centre. This number cannot exceed the number i Ord Hours Th otal num Ord Hours Second fields. The fields foOT (OvertimSL (Sick leaAL (Annual LSL (Long sPH (Public h s,

H (Other leave) hours, DO (Rostered day off) hours,

are exactly the same as those for Ord Hours. Please refer above for a detailed explanation.

Procedure for Splitting the Pay History Position the cursor on the required Pay History line and select <Xfers> from the Options Menu.

•

Ename-key entered must have been prePayroll Maintenance. The new name

rd Hour First itially th

equirell be the number of normal hours worked in th

ber of hours is entered against the new cost cen

Second ber of normal hours to be transferred to the new

n the Ord Hours First field.

Total e t ber of normal hours in the Ord Hours First and

r: e) (A B C D E) hours,

ve) hours, leave) hours, ervice leave) hours, oliday) hour

OR

The following screen will be displayed:


9 5 0 0 1 7 6 6


urs If you want to transfer the whole History to another Cost Centre Select 2) Xfer Whole History.

ours

e

• If you want to split the pay hours between the cost centres, select 1) Split History by Ho•

1) Split History by H Th following screen will be displayed:

1.1 Enter the cost centre to split the pay between in the New Cost Centre Key field. 1.2 Enter the amount of Ord Hours to split to the New Cost Centre in the Second field.

.3 Select <Accept>. The following message will be displayed1 :

Select one of the following options:

Option Result

Yes General ledger transfer transactions will be created. Two new pay history transactions will also be created. One will credit the new cost centre with the selected hours, the other will debit the old cost centre with the corresponding number of hours. The Pay History screen will be re-displayed.

No No general ledger transfer transactions will be created. Two new pay history transactions will be created. One will credit the new cost centre with the selected hours, the other will debit the old cost centre with the corresponding number of hours. The Pay History screen will be re-displayed.


9 5 0 0 1 7 6 6


.4 The pay History screen will be redisplayed and the Pay History would have been split. 1

Explanation• Audit N• Audit N out of Cost Centre ALL -$660.00 • Audit N mount that will be transferred into Cost Centre 202 $660.00.

) Xfer Whole History The following screen will be displayed:

of Split: o. 94 was the original pay for $1320.00 o. 96 is the amount that will be transferredo, 96 is the a

2

2.1 Enter the cost centre to split the pay between in the New Cost Centre Key field. 2.2 The full amount of the pay history will default in the Second field and the pay will

automatically be transferred to the New Cost Centre. 2.3 Select <Accept>. The following message will be displayed:


9 5 0 0 1 7 6 6

elect one of the following options: S

Option Result

Yes General ledger transfer transactions will be created. Two new pay history transactions will also be created. One will credit the new cost

e

centre with the selected hours, the other will debit the old cost centre with the corresponding number of hours. The Pay History screen will bre-displayed.

N No general ledger transfer transactions will bo e new pay history transactions will

. One will credit the new cost centre it the

created. Twobe createdwith the selected hours, the other will debold cost centre with the corresponding number of hours. The Pay History screen will be re-displayed.

2.

4 The pay History screen will be redisplayed and the Pay History would have been split.

Explanation of Split: • Audit No. 99 was the original pay for $688.00 • Audit No. 103 is the amount that will be transferred out of Cost Centre ALL -$688.08 • Audit No, 103 is the amount that will be transferred into Cost Centre 202 $688.08.



9 5 0 0 1 7 6 6

<Details> The details screen allows further details to be displayed for the current pay history line. The following

Termination (A,B,C,D) loadings and pay, nual etc.) hours and pay,

Piece work pay, • Payment methods (bank, cash, draft, electronic),

The Payment amounts and references for each payment method.

information is displayed: • General ledger account to which the pay was posted, Termination date (where applicable), •• Normal and overtime hours, pay rates and gross pay, •• Leave (RDO, sick, an• Leave loading pay, • • DES bank name-keys for each payment method (where applicable), • Department in which the employee is located, •

<all/Ded> Any Allowance or Deductions paid can be viewed via the <all/Ded> option.



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<Trans> Transactions processed for the current Pay History line can be viewed from this screen:

<Leave> If any leave was payed to this employee for the current pay history line, the details of the leave will be displayed:

<More-leave> This option allows you to add an additional leave history line for the current pay. Adding a leave line does not create any further General Ledger Transaction however it will take the leave hours recorded into consideration when calculating leave entitlements.

Adding a leave history line To enter more leave against this employee for a selected pay period: 1. Display the Pay History Details screen for the required pay period. 2. Select <More-leave>. The following prompt will appear asking you if you'll like to enter annual leave or sick leave:


9 5 0 0 1 7 6 6


screA

en similar to the one below will appear where it is possible to enter leave details.

The normal pay hours for the selected period will be reduced and the leave hours increased by the amount of leave hours entered.


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<Mtd-Ytd> ys the following details for the selected employee for each month of the current

nd year to date, ear to date,

This screen displafinancial year: • Gross salary for the month a• Tax paid for the month and y• Net pay for the month and year to date,


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E s

7) mployee Comment Th area is usedis to enter/display comments relevant to the employee.

hese comments can be displayed automatically during pay-slip processing according to the comment date.

T

enu 8) Misc M

he following sub-menu will be displayed: T

1) Multiple Cost Centres

If an emplautomatic use in pay-slip processing via the Multiple C

oyee works in multiple cost centres on a consistent basis, these cost centres can be set up for ost Centre option.

• Ensure the Normal Hours field in 1) Employee Award Info 1) Employee Award Pay has been set,

rmal hours specified as the base for calculations. he main cost centre and will default to the cost centre specified on the first

rs tre. The system will automatically calculate the % Normal values.

this program uses the no The first cost centre is t•

screen of Employee Maintenance • Enter any additional cost centres this employee works in on a regular basis together with the houthey would work in that cost cen


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2) Budget Info The B• Budgeted salary,

udget Information screen records the following information for the employee:

Projected termination date, ctivity rate of pay,

ars, Rate of pay at the beginning of the current and last calendar years,

of pay on the employee's birthday for the current and last calendar years.

efore this menu option will be available (Y)es must have been entered in the Use Budgeting field on oyee Defaults screen in the Payroll Utilities.

•• Produ• Rate of pay at the end of the current and last financial ye•• Rate Bthe Empl

Field Descriptions:

ollowing is a description of each field.

roj Term ipated termination date for the employee. This filed may be is used if the employee is on

rod Rate rate of pay. This is a descriptive field only.

he following fields will be automatically completed by the system, but may be manually overwritten if r E Y RatThe employ r at the end of the current financial year e.g. 30/6/03.

he employees normal rate of pay per hour at the end of the last financial year e.g. 30/6/03.

alendar Rate er hour at the beginning of the current calendar year e.g. 1/1/03.

L.The emplo eginning of the last calendar year e.g. 1/1/02. Birth Rate

ployees normal rate of pay per hour on his/her bi hday for the current calendar year.

F Budget ($) Enter the budgeted salary for the employee. This is a descriptive field only. PEnter the antica fixed term basis. It is a descriptive field only. PProductivity Tequired.

.F. e ees normal rate of pay per hou

L.E.F.Y. RaT

te

CThe employees normal rate of pay p

Calendar Rate yees normal rate of pay per hour at the b

The em

rt



9 5 0 0 1 7 6 6

er hour on his/her birthday for the last calendar year.

3 ransa

L. Birth Rate The employees normal rate of pay p

) T ctions Displays ge riods. The Payroll must be linked to the General Ledger for t

e transaction,

Account code of the general ledger account debited, de of the general ledger account credited,

Type of transaction,

• nt.

neral ledger transactions for all pay pehis option to display information.

• Audit number of th• Date processed, •• Account co•• Journal number, Amou

Audit No The audit number generated by the system to uniquely identify this pay period transaction.

er account the transaction was debited to.

Credit GL Th represen er account the transaction was credited to. Type T is the ed from the mployees pay etc.

ber of the general ledger transaction.

AThi general ledger transaction. Description T Descri s the cursor is

ositioned on different lines.

h transaction, including, Payroll number, Cost the transaction e.g. `Social Club' for a

Date This is the date the transaction was processed. Debit GL This field represents the General Ledg

is field ts the General Ledg

his description of the transaction e.g. Deduction or Taxation for the tax deducte Journal No This is the journal/payslip/audit num

mount s is the amount of the

he ption field is displayed in the second half of the window and will change ap The description displayed provides further details for eacentre name-key, Transaction date and the description ofc



9 5 0 0 1 7 6 6


ial club fees. For allowances and deductions this will be the description entered on the yroll Maintenance.

) Last Year Totals

deduction for socAllowance & Deduction Maintenance screen in Pa

4

he Last Year Totals screen displays the T financial details of the employee for last year as well other led below: information as detai

Gross Pay This is the total gross pay for the employee last year. Tax This is the total tax paid by the employee last year. Nett Pay This is the total net pay received by the employee last year. AD BT This is the total allowances and deductions before tax paid to this employee last year. AD AT This is the total allowance and deductions after tax paid to this employee last year. AD N This is the total amount of non-employee contributions paid to the employee last year, typically this would be for employer superannuation. Term (A B C D) Pay This field represents the total amount paid (A B C D) to the employee as part of their long service leave or termination. It will be displayed under section (A B C D) of Termination on the PAYG Summary. Term (A B C D) Load This field represents the total extra loading (A B C D) paid to the employee as part of their long service leave or termination. It will be displayed under section (A B C D) of Termination on the PAYG Summary. Group Number


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there is more than one company entity on the payroll database, this field should represent the

employer group number assigned to this employee. The number entered must have previously been bers function (Global Defaults sub-menu) in the Payroll Utilities.

lid

te

If

created using the Group Num Source State This field represents the state for the employer group number specified in the previous field. Only vathree character state codes can be entered. Pensioner En r one of the following options:

Option Description

Y The employee is a pensioner.

N The employee is not a pensioner. Residency Status Enter one of the following options:

Option Description

Y The employee is a permanent resident.

N The employee has temporary resident status.

edi Levy ing options:

MEnter one of the follow

Option Description

Y The medicare levy is being deducted from the salary.

N The medicare levy is not being paid. D ndent T number he employee is responsible.

tatus

E of tions:

epehe

Children of dependent children for whom t

TFN S

nter one the following op

Option Description

O O.K.

U Unde 16 years of age r

P Pensioner

A Applying for tax file number

I Invalid tax file number

N No tax file number TFN If available, enter the tax file number for the employee.



9 5 0 0 1 7 6 6

[Tab] key to clear this field, before entering a new tax file number.

te Enter the date on which the tax file number was received. Hecs Payment Enter one of the following options:

Press the TFN Da

Option Description

Y This employee has a HECS debt that should be accounted for.

N This employee does not have a HECS debt that should be accounted for. SFSS Payment Enter one of the following options:

Option Description

Y This employee has a SFSS debt that should be accounted for

N This employee does not have a HECS debt that should be accounted for. Group Certificate Number Last year's Group Certificate Number for the employee. Clock Card No Last year's Clock Card number for the employee. Use in Pays Select Y is you would to use the clock card in pays. Prev Surname Enter the employees previous surname. Prev Othernames Enter the employees previous Christian names.



9 5 0 0 1 7 6 6

Periods

5) Work Status If an employee changes their current work status (full time, part time or casual) to a different statthen the details are recorded on this

us, screen i.e.

• New work status (full time, part time or casual), Period from and to which the new status will be applied,

anged work status period.

us program can control the amount of days of work calculated for leave entitlements. useful where an employee takes leave without pay for a certain period of time and

mporarily changes their work status and will resume back to their normal status after that time.

•• Percentage of the normal leave entitlements to be paid, during the ch The Work StatThis feature istherefore should not accrue leave for that period. Alternatively it can useful where the employee te

Over Select one of the following options:

time Pay Rates

Option Description

Y Overtime pay rates do apply

N Overtime pay rate do not apply FPC Enter one of the following options:

Option Description

F Full time

P Part time

C Casual Casuals do not receive annual leave or sick pay entitlements. From The date on which the new work status for the employee will commence. To The date on which the new work status for the employee will end.



9 5 0 0 1 7 6 6

actor

Enter the percentage of the normal leave entitlements to be paid, during the changed work status F

period.



9 5 0 0 1 7 6 6


6) Timesheets If the Timesheet Module is in use, this option allows the operator to view the timesheets for the mployee based on selected date/s.

e

Time Sheet This is the number allocated by the system for the employee's timesheet.

ntre to which the hours in the timesheet will be transferred to.

Cost Centre This is the name-key of the cost ce Type One of the following option will have been entered in this field.


N Normal A Annual O/T A Overtime A LS Long Service O/T B Overtime B O Other O/T C Overtime C PH Public Holiday O/T D Overtime D RDO Roster Day Off O/T E Overtime E S Sick Leave

Hours This field represents the total amount of time (in hours) that was calculated from the timesheet.

r Date FThis field represents the actual date the timesheet started. Initial Time Actual starting time. To Date This field represents the actual date of when the timesheet ended. Ending Time Actual ending time.


9 5 0 0 1 7 6 6


y

7) Clock Cards Entr If the Timesheet Module is in use, this option will display the clock card entries for the current employee.

e

te

for this clock card entry. Alternatively, the entry will be "N" if no timesheet has been created.

8) Clock Card History

Fr Date This is the actual date the employee clocked on. Fr TimThis is the actual clock on time. To DaThis is the actual date the employee clocked off. To Time This is the actual clock off time. Total This is the total time the employee was clocked on for. T This field will show "Y" if a Timesheet has been created

he Timesheet Module is in use, this option will display the clock cards history for the employee. If t


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Emergency Details

9) Thi

s option allows you to enter and view emergency details for each employee.

t Details can be set as a valid list via 9) Add-on Modules 3) Payroll 4) Payroll tilities 5) Records 3) Persons.

contact names. Their details, as in phone numbers, address nd full name can be entered in the Details section of this screen. Alternatively if a valid list has

en created in Payroll Utilities, Persons, you are able to select a contact from this valid list

he employee. The details, as in phone numbers, ddress and full name can be entered in the Details section of this screen. Alternatively if a valid list

Ambulance Subscriber Select Y if the employee is subscribed to an ambulance service. Medical Conditions In this field it is possible to enter any medical conditions you have been advised of by the employee. Name/Address/Telephone/Fax In the lower section of the screen you can view details relevant to each of the emergency contact people nominated by the employee.

Emergency ContacU Emergency Contact 1, 2, 3 The system allows you to set 3 emergencyapreviously beon any of these Doctor Enter the Name of the personal doctor nominated by tahas previously been created in Payroll Utilities, Persons, you are able to select a contact from this validlist on any of these


9 5 0 0 1 7 6 6


9) Expense Reports This feature allows you to record details of any allowance given to an employee in advance for expense

ee needs to account for the allowance by giving a reakdown of the expenses paid. This feature is for reporting purposes only. Its function is to record

ements for using this

reimbursement. For example, an employee who travels interstate is given a travel allowance that does not form part of taxable wages. The employbany allowance given to an employee and how it was spent. The setup requirfeature are described at the end of this section.

ame description for th xpense.

Da E r the dat payment. Advance

nter the amount of money to be advanced to the employee.

pose Allocate a description for the purpose of the advance. Department If applicable, enter the department this employee belongs to. Once the above information is complete you are able to enter the details regarding the expenditure of the advance. From the options menu select <Details>:

Field Definitions NEnter a e e

tente e of the advance

E Total Enter the total dollar value of the advance payment. Paid If the money has been paid to the employee enter (Y)es. Business Pur

Code Retrieve the required Expense Code which previously created in 4) Payroll Utilities 5) Records 2) Expense Codes Amount Enter the dollar amount of the particular reimbursement eg. $250.00 was advanced and the expenditure was broken down into two different expenses.


9 5 0 0 1 7 6 6


ate Enter the date of the particular expense.

Enter a brief description of the individual expense.

D

Description

Implementing the Expense Report Feature The following are the setup procedures to initiate this feature: 1. Initiate flag in 4) Payroll Utilities, 3) Set Variables 2) 3) Other Defaults

2. Create Expense Records for each different expense type, 4) Payroll Utilities 5) Records 2) Expense Codes

Field Definitions Expense Code Enter a short code to be assigned to each Expense Code. This code is used by the system to store and retrieve information on the sub-category. Description Enter a full description of the expense. GL Account Enter the GL Account code relevant to this expense.


9 5 0 0 1 7 6 6

s are complete, expenses can then be allocated and recorded against individual

mployees from Employee Maintenance <More Info> 9) Expense Reports as described above. Once the above 2 stepe



9 5 0 0 1 7 6 6

A) FBT and CDEP Maintenance This program is used to enter details of any fringe benefit or CDEP payments paid to an employee thatneed to be included on PAYG Summaries.

D ity evelop Em oyment Program T t w G Su maries must show the amount of the in information regarding these type of payments o

efinition of CDEP - Commun D ment plmhe Governmen has introduced legislation hereby PAY

further come support component of CDEP wages. For nsult the ATO. c

Date Enter the date the Fringe Benefit or CDEP was paid or needs to be recorded. Type Select one of the following options:

Op ntio Description

F Fringe Benefit

C Community Development Employment Program

mount

e

Complete the above screen with the Fringe Benefit details and the information will then be used on the PAYG Summary.

A Enter the full amount of the Fringe Benefit or CDEP Payment that was paid to the employee. Thactual payment would have previously been paid by the employer.



9 5 0 0 1 7 6 6


ance

2) All/Ded Mainten

1) Allowances & Deductions In conjunction with being paid normal pay, an employee may also be entitled to other allowances and

eductions such as Employer D Superannuation Contributions (Superannuation Guarantee Charge), Car

d made by the . employer /A) field must be left

cific liability ount eg. a deduction of Union fees needs to be posted to a Union Fees liability account.

ductions are setup here and are used as templates for use in Award Maintenance nance. This is discussed further in the section "Procedure for setting Allowances

eductions"

Allowance or a deduction such as a Union fee. These allowances and deductions are setup in this area and can then be applied either on an Awar

asis or an individual employee basis. A non-employee contribution is a paymentbemployer to an external organisation, which does not effect the employees pay i.euperannuation. No tax is paid on this employer contribution, therefore the Tax (Bs

blank. Allowances and deductions can also be assigned specific General Ledger expense and liability ccounts. This is useful where it is necessary to post a particular deduction to a spea

acc The Allowances and dend Employee Maintea

and D Allowance and Deduction Sub-sets n conjunction with creating Allowances aI nd deductions, you are able to create subsets that are

th these. Sub-sets need to be set in order to make use of the Superannuation Reporting nual "Harmony Superannuation Periodic Reporting

bute

ts will need to be created so that each fund has a unique sub-set.

associated wifacilities, refer to the Appendix section of this ma

acility for further details. F All Superannuation type items will need to have a sub-set for each superannuation fund you contrio on behalf of your employees. Where you contribute to various funds for different employees, t

multiple subse Below is an example of the Allowance/Deduction Maintenance screen. Please Note, the first line appears in the Main Payroll Processing screen to allow for easier entry of an Allowance/Deduction

hich changes each Payrun, eg. Car Allowance. w


9 5 0 0 1 7 6 6

tion nter a description of the allowance, deduction or non-employee contribution.

Field Descriptions: DescripE Type (A/D/N) Enter one of the following options:

Option Description

A Allowance

D Deduction

N Non-employee contribution A non-employee contribution is a payment made by the employer to an external organisation, which

oes not effect the employees pay i.e. employer superannuation. No tax is paid on this employer bution, therefore the Tax (B/A) field must be left blank.

nter one of the following options:

dcontri Tax (B/A) E

Option Description

B Processing of the allowance, deduction or non-employee contribution will occur before tax.

A Procetax.

ssing of the allowance, deduction or non-employee contribution will occur after

I as bee d in the Type (A/D/N) field, then this field will be blank. B re Tax ax? M deduct after tax. If set to before tax the employee would pay less tax, the ATO needs to a ove suc ctions. An example of a deduction before tax could be Salary Sacrifice.

he majority of allowances would be before tax in order for them to be taxed normally.

ction or non-employee contribution for the current month to date. The amount may be negative in the case of a deduction. Y.T.D. Displays the amount of the allowance, deduction or non-employee contribution for the current year to date. The amount may be negative in the case of a deduction. G.L. Accounts Exp If the allowance should be posted to a General Ledger Account other than Gross Wages, enter the relevant general ledger expense account code. If an account code is not specified the allowance will form part of Gross Wages. G.L. Accounts Lib Generally, all deductions within the same category should have a separate liability account in order to make reconciliation easier eg. Child Support, Union fees. If a liability account is not specified here there will be no split in the Journal created for the bank transaction.

f N h n entere

efo or After T

ost ions are ppr h dedu

T M.T.D. This field displays the amount of the allowance, dedu



9 5 0 0 1 7 6 6

ccount specified against them, eg. Superannuation nd Child Support Deductions.

t the deduction from ross Wages at all.

For example Gross Wages 500 D 100

General Ledger Accounts to be setup • All deductions should have a different liability aa If a liability account is not specified against the deduction, Harmony will not spliG

eduction Cr N et Paid 400

c Dr Gross Wa Cr Bank g

Cr Bank 500,

s paid out for the deduction.

nces will be posted to the GL Gross Wages account unless an expense account is s

uperannuation is the only Account where you must specify an expense and liability

th go nce will be posted

to th account.

ethod for setting Allowances and Deductions: n. employees, such as Employer Superannuation

ns it is allocated a value in Award Maintenance. For example, if the current SGC be applied to the

the allowance/deduction only applies to an individual employee or where the rate ward Maintenance and then allocated a oyee Maintenance file.

This is procedure is discussed in full further in the manual in the section "Procedure for setting Allowances and Deductions".

If a liability ac ount had been specified, the journal would have been: ges 500

400 Cr Liability 100

If a liability account is not specified the journal would be: Dr Gross Wa es 500

where it is assumed $400 was paid to employee and $100 wa • All Allowa

allocated against the allowance. All allowances after tax must have a separate expense account, athey are not included in Gross Wages.

• Employer Saccount. If both the liability and expense accounts are not specified, the debit and credit will boagainst the default account for GL All Ded Non Employee and therefore a zero bala

e

M1. Create the allowance/deduction via this optio2. Where the allowance/deduction applies to all

Contributiorate is 9% this would be specified in Award Maintenance and would then relevant employees via Employee Maintenance.

3. Where changes per employee, the value can be left blank in Avalue against the individual employee, again via Empl



9 5 0 0 1 7 6 6

2) Subsets of All/Deds In conjunction with creating Allowances and deductions, you are able to create subsets that are

acility for further details.

n fund you contribute on ontribute to various funds for different employees, lt

l S

re FT for the total amount of the current pay periods ns ade payable to the sub-category e.g. Medibank Private. Refer to the

associated with these. Sub-sets need to be set in order to make use of the Superannuation Reporting facilities, refer to the Appendix section of this manual "Harmony Superannuation Periodic Reporting F

have a sub-set for each superannuatioAll Superannuation type items will need to to behalf of your employees. Where you cmu iple subsets will need to be created so that each fund has a unique sub-set.

Super Fund flag set to (Y)es. Al uperannuation Fund sub-sets need to have the If quired, a payment by either Cheque or Etra actions can be printed, and msection "Automatic EFT Payment of Payroll Deductions" for further information.

Field Descriptions: Sub Enter a short code to be assigned to each sub-category. This code is used by the system to store and retrieve information on the sub-category.

urrently, this functionality is not implemented.

this Allowance or Deduction is a Superannuation type sub-set, this field should be set to (Y)es.

nter a full description of the sub-category. If this is Superannuation type sub-set this description will Super Letter produced for individual employees. If a payment is to be made for this

all employees for the last pay period. This eld will be automatically completed by the system.

Debtor NK C Super Fund If Description Ebe printed on the deduction, the payment will be made payable to this name. L.P.P. The total amount accumulated to this sub-category fromfi



9 5 0 0 1 7 6 6

.T.D. mount accumulated to this sub-category from all employees for the year to date. This field

otal ulated to this sub-category from all employees for the current pay period. This

EI e posted to a General Ledger Account other than Gross Wages, enter the relevant ge er expense account code. If an account code is not specified the allowance will f part o ages. Where the payroll is linked to the General Ledger, the non-employee c ributio er Superannuation must have both an expense and a liability specified If an accou here, it will override the general ledger expense account code entered for t llowan ion or non-employee contribution on the Allowance & Deduction Maintenance screen.

within the same category should have a separate liability account in order to

e t have both an

specified

t for cheque payments: heque Date

I e to be printe he date of the cheque. This will normally be completed by the sy on the entr eld. However, if required this field may be changed. Pay Enter the interval the chequ unction with the (Period) fie . Fointerval will be calculate (Period) Enter one of the followin

M.T.D. The total amount accumulated to this sub-category from all employees for the month to date. This field will be automatically completed by the system. YThe total awill be automatically completed by the system. TThe total amount accumfield will be automatically completed by the system.

xp GL f the allowance should b

neral ledgf Gross Worm

ont n for Employnt code is entered

he a ce, deduct

Lib GL Generally, all deductions make reconciliation easier eg. Child Support, Union fees. If a liability account is not specified here there will be no split in the Journal created for the bank transaction. Where the payroll is linked to thGeneral Ledger, the non-employee contribution for Employer Superannuation musexpense and a liability This will override the general ledger liabilities account code entered for the allowance, deduction or non-employee contribution on the Allowance & Deduction Maintenance screen. The following 3 fields are relevanCf a chequ

stem, based is d, then enter t

y in the Pay fi

e payment should be made. This field is used in conjld below r example, 30 D for every thirty days or 3 M for every three months. The

d from the last cheque date.

g options:

Option Description

D Day

W Week

4 4 Weeks

M Month

Y Year DML File



9 5 0 0 1 7 6 6

his field is used to record the name of the DML file to be used for calculating payments to the sub-

nctionality is not yet implemented. Tcategory. This fu



9 5 0 0 1 7 6 6

of Payroll Deductions" for further details:

he available options are:

The following 3 fields are relevant for EFT payments. Refer to the Appendix section "Automatic EFT Payment Payment Period This field determines how often the payment should be made for this deduction. T

Option Description (N)o where there is no EFT payment to be made for this deduction (P)ay period where the EFT payment should be made at the same time as processing the pay

run. The payment would be included with the EFT's for individual employee pays. This is an automatic process and requires no user intervention.

(M)onthly where the payment should be processed on a monthly basis ( i-monthly where the payment should be processed every second month B)(Q) be processed every four months. uarterly where the payment should

Npa

o The monthly, bi-monthly and quarterly methods require the user tte: o manually process the EFT ent, it is not automatic as with the Pay period method.

where the payment should be made from, this would have previously

ank Acc No.

uld not include the bank/state/branch (BSB) number.

Nett Amount Paid This field represents the last Nett amount paid for this sub-allowance/deduction Payment Date This is the last payment date of this sub-allowance/deduction.

ym

Payroll Bank Enter the Company bank codebeen set-up in Bank Maintenance 9-3-1-6.

BEnter the payee's bank account number. The payment will be credited to this account number. The bank account number sho

Bank Name & Sub Enter the bank name and suburb. Bank/State/Branch Number Enter the BSB Number for the Payees bank account.



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) Award Maintenance

3 Each em ted an award. From this award default information is specified for the e uch • The numb d hours per pay period, • The numb period, • The Pay p monthly • If applicab annual, period and hourly salaries for the award. • If they are entitled to DOs and the frequency of the RDO Rostered days off details. • Whether t e Loading • The minim e days, • Overtime T award sets n that can then be over-written on an employee basis. For e ple, part-t to a pro-rata of leave entitlements as compared to full-time staff, therefore we w o this award and change their Normal Hours to the number of part-t hours wor e particular employee. Refer to the section "Setup Part-time E loyees for field on the Employee Maintenance screen is left blank, then the a opriate aw ed.

ployee mmployee s

ust be alloca:

er of Normal and awar

er of shifts per payeriod eg. weekly or

le, the gross R

hey are entiltled to Leavum number of leav

and junior rates.

he this default informatioxam ime staff are entitled

ould allocate them timemp

ked per period by th further details. If a

ppr ard value will be us

Field Descriptions:

he award name-key is a code used by the system to store and retrieve information on an award.

s value is used in pay-slip processing. rs per pay period may be greater than the

hours as they accrue the extra hours towards rostered days off. Refer to the Appendix section tup Procedure for using RDOs" for further details.

Award Name-key T Name Enter the full name of the award.

Normal Hrs/pp Enter the default normal hours per pay period eg. 40 hours. Thi

here the employees are entitled to RDOs, their normal houWaward " Se



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orks a 38hour

(WFM4) is n. The following options are available:

Award Hrs/pp The number of award hours per pay period, eg. 38. If RDOs are being accrued the difference between normal hours and award hours eg. Normal Hours 40 and Award Hours 38 would be accrued towards RDOs. Shifts/pp

his is the default number of shifts per pay period eg. 5 shifts where the employee wTweek that consists of 5 days.

ay PeriodPTh field is used as a basis for tax calculatio

Option Description

W Weekly

F Fortnightly

M Monthly

4 Four weekly

Field quired, another short identification code (other than the name

SortIf re -key) may be entered in this field.

his code can be used to sort the award records for reporting or display purposes.

here everyone in the award is paid the same salary, you are able to specify this amount as either an nnual, periodic or hourly amount. This field is extremely useful when there is a pay increase as you

only have to alter the actual award which will then filter back through to all the employees, rather than modify each employee record.

T Pay Amount Type Wa

Option Description

A Annual If this option is entered, then the annual amount of pay for the employees using this award must be entered in the Annual field.

P Period If this option is entered, then the amount of pay per period must be entered in the Period field. The pay period is defined by the entry in the Pay Period (WFM4) field above.

H Hourly If this option is entered, then the amount of pay per hour must be entered in the Rate of Pay field.

Annual This field represents the annual amount of pay for employees using this award. This field is only entered manually, if A has been entered in the Pay Amount Type field. If P or H have been entered in the Pay Amount Type field, then this field will be automatically calculated by the system. Period This field represents the amount of pay per period for employees using this award. The pay period (Weekly, Fortnightly, Monthly or Four Weekly) is defined by the entry in the Pay Period field on this screen. This field is only entered manually, if P has been entered in the Pay Amount Type field. If A or H have been entered in the Pay Amount Type field, then this field will be automatically calculated by the system.



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ate of Pay This field represents the normal rate of pay per hour for employees using this award. This field is only entered manually, if H has been entered in the Pay Amount Type field. If A or P have been entered in the Pay Amount Type field, this field will be automatically calculated by the system. Days Btwn RDO This field records the agreed number of calendar days between rostered days off. A rostered day off is defined as time due (typically, but not necessarily a full day), where an employee works more hours than required by the award, with the agreement of the employer that the extra time will be accumulated. The time thus accumulated is taken off during one normal working day each agreed number of calendar days. No Hours RDO This is the normal number of hours to which the employee is entitled on his/her rostered day off. For example, if an employee is entitled to 7.6 hours every fortnight, then Days Btwn RDO should be 14 and No Hours RDO should be 7.6. If this field is zero, RDO hours will not be calculated and accrued for any employees under this award. Hldy Loading (%)

nter the percentage holiday leave loading the employees under this award are entitled to. This is the during holidays over and above the normal (or averaged) pay period payment. It is

e (Y/N)

R

Epercentage receivedtypically 17.5% if applicable. Hldy Av WagEnter one of the following options:

Option Description

Y The employee's holiday pay is based on the average periods wage.

N The employee's holiday pay is based on the award periods wage, with loading applied.

inimum Leave DaM ys an employee in this award can take at one time, leave as zero

Pay Revision E r the d ich this award will next be revised. Overtime es

Enter the minimum number of days leaveif not applicable.

nte ate on wh

Pay Rat

tion Op Description

Y Allows the use of overtime dollar rates as opposed to percentage increase, eg Rate A 20.00 Rate B 35.00

N The five overtime fields are can be entered as a multiple (ratio) of the normal rate of pay for the overtime categories. For example, for time and a half the multiple would be 1.5 and for double

2.0. time

Flexi Hours Select Y if you would like flexi hours to apply to this award. Refer to the Appendix section at the end

f the manual "Setup Procedure for using

the Flexi-Hours feature". o Pay Long Service Leave



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is field determines the minimum number of years service after which long service leave will be paid.

For example if 10 is entered, employees will be paid long service leave after they have worked for ten

he system will accrue Long Service Leave according to the formula pre-defined against the relevant or yee

Employee Award Leave.

ement from Pay History is ised DML to be written that outlines your companies specific rules for

Th

years. TAward but will not allow payment of the leave until the person has been employed for ten years more. The accrued leave values will be displayed in Employee Maintenance, More Info, Emplo

ward Info,A

tlCalculate leave EntiTh field requires a customaccruing leave.

<More Info> Th Award Maintenance <More Ine fo> menu is used to set the specifics for a particular award such as:

• Allowance and deduction detailed information, for instance, the percentage to be calculated for Employer Superannuation each payrun.

ates or percentages, as well as Junior level increments.

• The actual amount of sick and annual leave hours to be accrued on a periodic basis. • Overtime r

1) Allowance/Deductions This program is used to set specific details for each Allowance/Deduction which was previously setup in 1) Payroll Maintenance 2) All/Ded Maintenance. The following information is allocated here: • The basis of how the allowance/deduction is to be calculated eg. per hour, per shift or a multiple The amount to be paid.

hen setting-up or maintaining the employee record, there is a choice of using the allowance/deduction information specified against the award or entering specific information for a particular employee. The information entered against the award is used as a template that can be modified on an employee basis. In addition to this, when processing a pay run, the allowances and deductions may be further modified for the specific employee being processed.

• W



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For full definitions, refer to the Allowance/Ded Maintenance section.

nly the Per, Amount, MTD and YTD fields are enterable and are described below:

r is options are available:

O Pe

lculation. The followingTh field determines the basis of the ca

O tion p Description

(Blank) Null


S Shifts worked

P Pay period


A Overtime A hours

B Overtime B hours

C Overtime C hours

D Overtime D hours

E Overtime E hours







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Superannuation percentage Z

This field will default to the value entered in the All Ded Default Per field on the Miscellaneous Defaults screen (Global Defaults sub-menu) in the Payroll Utilities.

his field displays the amount of the allowance, deduction or non-employee contribution for the t month to date. The amount may be negative in the case of a deduction.

isplays the amount of the allowance, deduction or non-employee contribution for the current year to the case of a deduction.

2 EmThis functio

Amount Enter the value of the Allowance/Deduction, eg. Employer Superannuation 9%, Union Fees $7.60. M.T.D. Tcurren Y.T.D. Ddate. The amount may be negative in

) View ployees n lists the employees using the selected award.

3 OThe Payroll sy used to record pay rate levels or piece pay rate levels. A pay rate level may b fined a pay that will be paid when an employee reaches a predefined level. The piece pay rate level is basically the same but it is based on levels for piece work. Up to twenty different pay rate levels/p vels may be specified for an award. The system d for pay rate levels or piece pay rate levels but not both. This screen etails of the selected award pay rate levels/piece pay rate levels, i ng: Normal hours worked per pay period,

The following flags need to be set in Payroll Utilities, Other Defaults for this feature to be enabled: • Y must have been entered in the Allow Rate Levels field before pay rate levels or piece pay rate

levels will be available. • Y must have been entered in the Allow Rate Increments which allows the pay rate level to be

automatically incremented by one level when the payroll date passes the date in the Inc Date field on the first Employee Maintenance screen for an employee.

Labels for Levels 1-20 can be designated a name in 4) Payroll Utilities 3) Set Variables

) Rates f Pay stem can be

s a rate ofe de

iece pay rate le

can be use

is used to enter/display dncludi

•• Award hours per pay period, • Pay type (annual, period or hourly), • Gross hourly, period and annual amounts paid for each pay rate level/piece pay rate level (1 to

20).



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) Rate Descriptions. 8



9 5 0 0 1 7 6 6


Example of Rates of Pay Screen:

Field Definitions The following fields are for descriptive purpose and cannot be modified Normal Hrs

re the normal hours per pay period for this award.

r pay period, eg. 38. If RDOs are being accrued the difference

These a Award Hrs These are the number of award hours pebetween normal hours and award hours eg. Normal Hours 40 and Award Hours 38 would be accrued towards RDOs. Pay Amount Type This is the pay type used by the award,

Option Description

A Annual

P Period

H Hourly (Level Description) This is the short description for each of the twenty possible pay rate levels. Descriptions are e ered on 4) Payroll Utilities 3) Set Variables 8) Rate Descriptions.

Entry of the following fields (Hourly, Period or Annual) is dependent on the entry shown in the Pay Amount Type field. For example, if P is shown in the Pay Amount Type field then only period pay rate levels need be entered, the Hourly and Annual fields will be automatically completed by the system based on the entries in the Period fields. Allocate a pay rate level, either Hourly, periodic or annual for each of the levels used by your payroll system.

nt

Method of Entry


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History

isplays the basic pay details (for each pay period) for all employees using the selected award, u

y, Audit number,

Cost centre pay transfer audit number,

• Gross amount of pay, • Amount paid in tax, • Net amount of pay received.

4) View Pay Slip Dincl ding: • Date of the pa•• Employee name-key, •• Cost centre used,

F isto dual pay period can be seen by selecting <Details> from the O ons menu

ull pay h ry details for each indivipti .


9 5 0 0 1 7 6 6

5) Leave Formulae

sick the first year followed by 8 days each subsequent

tions will need to have an individual Award file

Leave Formulae

our, e specified period,

ors, days or hours),

ur weeks, month, quarter or year), nt applies,

nt (where applicable). entitlements are calculated based on the formulae on this screen.

The Leave Formulae sub-menu is used to setup formulas that will be used for calculating leave accruals. Different awards may have different rules for accruing leave, this is particularly so for

ave. Typically sick leave is accrued at 5 days inleyear after that. However some awards may have different regulations. For example Award A may deem that in the first year sick leave is 5 days and from the second year onwards it is 10 days. Furthermore the award stipulates that for the first 3 months of employment the employer may withhold sick pay until the end of 3 months and then pay the sick pay in arrears. A formula would need to be setup that specifies these rules and accrues leave for this award accordingly.

ach award that accrues leave based on specific regulaEcreated that outlines these rules. Examples of creating these formulas are provided further on.

) Sick1This screen is used to enter sick leave formulae or the current award including: • Rate of pay per h• Number of hours entitlement in th• Divisor to avoid rounding err• Basis of the calculation (full/part leave • Period of the entitlement (week, fo• Period range to which the entitleme• Method of calculation, • Starting date of the entitleme• An employees sick leave

ick (Leave Rate) SIf the rate of pay per hour for sick leave is different to the normal pay rate the specific rate can be set

r

a previously entered line, enter -1 in this field and press [ ↵ ]. The entire formula will be g will be paid but

here. If a value is entered here it will override the normal pay rate.

NT HRS EEnter the number of sick leave hours that the employee is entitled to in the specified leave period. Foexample 38, where the entitlement in the first year of employment is 38 hours. To erase removed. If a formula has been entered and zero is entered in this field, then nothin

e formula will remain on the screen. th



9 5 0 0 1 7 6 6

be accrued at 38 hours on a monthly basis from the 1st month of each month, 38 hours would

e entered in the ENT HRS field and 12 in the DIV field. Harmony will then do the calculation and .

PH the Leave Days field on the Other Defaults screen in Payroll Utilities

DIV If required, a number may be entered by which the value of the ENT HRS field will be divided. This is used to avoid rounding errors on recurring numbers. For example, where leave is to employment to the 12th month, rather than entering 3.16666 to be accruedbeliminate any rounding errors F(Y)es must have been entered infor this field to be available. The following options are available:

Option Description

F The leave calculation will be based on full leave daday is entered in the Full Day field on the Other De

ys. The number of hours in a full leave faults screen in Payroll Utilities.

P The leave calculation will be based on part leave days. leave day is entered in the Part Day field on the Other Defau

The number of hours in a part lts screen in Payroll Utilities

H The leave calculation will be based on hours. This is the default if FPH is not being used. PER (W/4/M/Q/Y) This field determines the period of the sick leave entitlement and will be used in-conjunction with the

ivisor field when making the periodic calculation for leave. D Enter the period of the sick leave entitlement i.e.

Option Description

W Weekly

4 Four weekly

M Monthly

Q Quarterly (3 monthly)

Y Yearly FROM / TO Specifies the inclusive range to which the entitlement applies. Times are entered according to the period entered in the PER (W/4/M/Q/Y) field. For example, if a monthly period is selected, then an acceptable From entry would be 1 for the first month after the calculated date To the 12 month, where the entitlement is for a year.



9 5 0 0 1 7 6 6

METHOD (B/A/p/P)

Records if the entitlement is:

Option Description

B Before the total period

A After the total period

p Before each PER period for the duration

P After each PER period for the duration and:

Option Description

C Starting from the beginning of the calendar year i.e. 1/1/xx

S Starting from the commencement date of employment

F Starting from the beginning of the financial year e.g. 1/7/xx

I Starting from the date entered in the Inc Date field on the first Employee Maintenance screen for an employee

O Starting from the date entered in the DATE field (see below)

M Starting from the first of the month following the date of employment, unless the date of employment was the first of the month

The second character defaults to S. All entries are composed of two characters i.e. BC, BS, BF, AC, AS, AF etc. The actual updating of

ave entitlements is achieved through the Date Entry function. This is one reason why the processing ate should be entered very carefully.

DATE If relevant, enter the starting date of the sick leave. This field can only be accessed if O has been entered as the second character in the METHOD (B/A/p/P) field.

led



9 5 0 0 1 7 6 6


xample of Sick Leave Formulas Below is an example of setting up a Sick Leave Formula where: E

• 1st Year entitled to 5 days ie. 38 hours nd• 2 onwards entitled to 8 days, ie 60.8 hours

nnual Leave Formulae 2) A

The vious section f Below is

e in

fields on this screen are the same as the Sick Leave Formulae screen. Please refer to the pre

or a full description of each field.

an example of setting up an Annual Leave Formula where Annual Leave entitled is 4 weeksa year, being 38hours x 4weeks = 152 hours. leav

3) Long Service Leave Formulae The fields on this screen are the same as the Sick Leave Formulae screen. Refer to the previous section for a full description of each field. Below is an example of setting up a Long Service Leave Formula where the Long Service Leave entitlement is 8weeks leave after 10 years of service. That is, 38hours x 8 weeks = 304 hours divided by 10 years is 30.4 hours accrued per year.

4) Leave Loading Formulae


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6) Rates Of Pay The Rates of Pay screen is used to enter the following information: • Overtime Rates • Overtime Hours • Junior Rates Below are 2 possible ways the screen could be displayed: Overtime Pay Rate is set to (Y)es Overtime Pay Rate is set to (N)o

Overtime Rates This field is used to specify a value or percentage to be paid for Overtime Pay. Overtime Rates can be defined in 2 possible ways and is dependant upon the setting of the flag "Overtime Pay Rates".

Option Overtime Pay Rates


N The five overtime fields can be entered as a multiple (ratio) of the normal rate of pay for the overtime categories. For example, for time and a half the multiple would be 1.5 and for double time 2.0.

The above flag can be set globally in Payroll Utilities, Other Defaults or an individual Award basis. Overtime Hours If the clock card system is in use and overtime payment is based on hours, eg the first 3 hours are paid at time and a half and any subsequent hours are at double time, this can be specified against the relevant category in the Hours field. For example, if Overtime Rate A is 1.5 and is paid for the first 3 hours of overtime, enter 3 in the corresponding Overtime Hours field. Junior Rates The eleven junior fields are used to enter the percentage of the normal rate of pay for the junior categories i.e. for 17 year olds the percentage could be 60 (percent). The system automatically calculates the employee's age from his/her employee record data and the current pay-slip date. The system then uses this age to adjust their pay accordingly. If the percentage is zero, then full pay is assumed.



9 5 0 0 1 7 6 6


4) Tax Code Maintenance This program is used to setup and amend as necessary, the Tax Scales to be used for calculating mounts to be withheld as PAYG. a

When the payroll system is setup initially, you will need to source from the ATO the current "Pays AsYou Go (PAYG) Statement of Formulas for Calculating amounts to be Withheld", an example of this

rm is on the next page. This document outlines the coefficients required for calculating the amounts om weekly payments and is the basis of the information required to complete the

TO, each of the Scales used not an automatic process and

nual amendment of the below screen.

n Taxation Department has defined seven (1 to 7) valid tax

975004002

Weekly earnings threshold, eekly earnings shade-in threshold,

Weekly family threshold divisor, nal child value,

Shade out point divisor,

re entered on the right hand side of the Tax Code screen as shown in the below example.

ee requests that additional tax to be taken out of their pay, the amount requested can be d in the Tax Amount field in Employee Maintenance, Employee Award Pay. Any value entered

foto be withheld frbelow screen. If there is a change to the amounts to be withheld by the A

y Harmony will need to be updated to reflect the new formulas. This is brequires ma Currently (as at 01.11.03) the Australia

ales. sc If scales 2, 6 or 7 are used, then the following details will also be used to calculate a

edicare*0000000940004001 M0000009 levy adjustment where applicable. •• W• Medicare levy family threshold, •• Additio• Shade out point multiplier, •• Weekly level adjustment factor, • Adjusted medicare levy. These fields a Each employee is allocated a tax code (scale), which is used in pay-slip processing. If an employenterein this field will be added onto the tax calculation when processing payslips.

Field Definitions


9 5 0 0 1 7 6 6

Tax Code the system to store and retrieve information on the tax code (scale), eg.

r to be Withheld" schedule:

rcentage (a) he values from column `a' of the tax scale.

umn `b' of the tax scale.

t of las for Calculating amounts to be Withheld" schedule, under the Other Parameters heading:

ings shade-in threshold field for the tax scale. Medicare F d Enter the a WFT (Weekly Family ThresE r the d r the tax scale.

oint) Divisor Enter the divisor from the SOP divisor field for the tax scale. WLA (Weekly Levy Adjustment) Factor Enter the factor from the WLA factor field for the tax scale. Medicare Levy Enter the rate in the Medicare levy field for the tax scale. Recommendation:

Enter a name-key to be used byScale 2 or Scale 7. The following information is extracted from the "Pay As You Go (PAYG) Statement of Formulas foCalculating amounts Up to $ Enter the amounts in the `Weekly earnings (x) less than $' column of the tax scale. PeEnter t Base (b)$ Enter the amounts in col The following fields will only be entered for tax scales 2, 6 and 7, where a Medicare levy adjustment may be applicable. They can be found on the lower portion of the "Pay As You Go (PAYG) StatemenFormu Weekly Earnings Threshold Enter the amount in the Weekly earnings threshold field for the tax scale. Weekly Earnings Shade-in Enter the amount in the Weekly earn

amily Thresholmount in the Medicare levy family threshold field for the tax scale.

hold) Divisor nte ivisor from the WFT divisor field fo

Additional Child Enter the amount in the Additional child field for the tax scale. SOP (Shading Out Point) Multiplier Enter the multiplier from the SOP multiplier field for the tax scale. SOP (Shading Out P

The following tax scales are most commonly used and it is recommended they be setup: Tax Scale 2 - Where payee is eligible to receive leave loading and has claimed tax free threshold. Tax Scale 7 - Where payee is not eligible to receive leave loading and has claimed tax fee threshold.



9 5 0 0 1 7 6 6


Example of Pay As You Go (PAYG) Statement of Formulas for Calculating amounts to be Withheld

Below is an example only current on or after 1 July 2003. A current version of the (PAYG) Statement of Formulas can be downloaded from the Internet at www.ato.gov.au.


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9 5 0 0 1 7 6 6

5) Cost Centre Maintenance Cost Centres can be used in a number of different ways and essentially are a means of grouping

purposes. This feature can be useful where you require payroll costing reports based on p such as Administration and Sales. If an employee works in more than one

There is the ability to allocate a General Ledger account to individual cost centres. If the payroll dger and your General Ledger chart of accounts has several different

es and than one cost

centre during the pay period and their pay is dissected into these cost centres, the General Ledger ted according to these dissections.

, only the employees Normal Pay and Overtime hours will be dissected into individual cost centres. Allowances and deductions will be updated against the default cost centre for the employee.

Every employee must be assigned a Cost Centre. If there is no requirement to break up pays into cost centres, a generic cost centre will need to be setup and allocated to all employees.

employees. • Cost Centres can be used for classifying employees into different groups for report sorting

departmental break ucost centre in a given pay period, their pay can be dissected into those different cost centres.

•

is linked to the General LeWages and Salary expense accounts, they can be allocated against their respective cost centrthen applied to employees as required. Furthermore, if an employee works in more

will be upda

Note: Cost Centre break up to the General Ledger is currently restricted to Normal Pay and Overtime Hours only. If dissecting pays into more than one cost centre

Field Definitions Cost Centre-Key The cost centre-key is a code used by the system to store and retrieve information on a cost centre. If General Ledger Cost Centres are in use and the payroll is to be dissected according to the same specification, use the GL Cost Centre as the Payroll Cost Centre code. Name Enter the full name of the cost centre. Sort Field



9 5 0 0 1 7 6 6

required, another short identification code (other than the name-key) may be entered in this field.

This code can be used to sort the cost centre records for reporting or display purposes. If



9 5 0 0 1 7 6 6

General Ledger Account . The account code entered must have previously been created

erm A B C D The accumulated termination loadings and payments for the cost centre. Ordinary This is the total ordinary hours, and ordinary payments made to employees using this cost centre (including RDO and public holidays). Overtime A B C D E The total overtime hours, and overtime payments made to employees using this cost centre. S.L. The total sick leave hours, and sick leave payments made to employees using this cost centre. A.L. The total annual leave hours, and annual leave payments made to employees using this cost centre. Loading The total annual leave loading payments made to employees using this cost centre.

.S.L. g service leave hours, and long service leave payments made to employees using

this

ees using this cost centre.

Enter a valid general ledger account codeusing the Account Maintenance function in the General Ledger & Financial Reporting module. The cost centre will be linked to this general ledger account. This account is used when the G/L Account field on the first Employee Maintenance screen for an employee is blank. The following fields are used to display the last pay period L.P.P., month to date M.T.D. and year to date Y.T.D payroll figures for the current cost centre. Initially these fields may be entered manually, however after the first pay is processed they will be automatically updated by the system. T

LThis is the total lonthis cost centre. P.H.L. The total public holiday leave hours and public holiday leave payments made to employees using cost centre. O.L. The total other leave hours and other leave payments made to employ



9 5 0 0 1 7 6 6


k Maintenance 6) BanThis program is used to setup Employer bank details that are subsequently allocated to an Employee

nce file. The bank file created here will be used for EFT purposes, if the EFT method of

tered in 4) Payroll Utilities 3) Set Variables 4) Period & Leave Rates they will s file. Where you have more than one company bank account, leave 4) Period & Leave Rates blank.

Maintenapayment is selected. If any details are enover-write the details set in thiDES details in 3) Set Variables

Field Descriptions: Bank Abbrev Enter a three character code for the bank e.g. NAB for National Australia Bank (details of codes can be obtained from your bank). This code is used by the system to store and retrieve information for the bank. Bank Name The full name of the bank, corresponding to the bank abbreviation previously entered. Self Balancing? (Y/N) Enter one of the following options:

Option Description

Y The E.F.T. (D.E.S.) file should have a balancing entry. Check with your bank to see if this is necessary. If Y is entered, then an extra E.F.T. entry is made in the EFT file.

N A balancing entry is not required. Bank, Cash, Draft, Electronic G/L Account Enter a valid general ledger account code for each one of the options as required. If there is only one company bank account then all four fields can have the same GL Account number. Transactions for this bank file will be posted to the relevant account. The account code entered must have been previously created using the Account Maintenance function in the General Ledger & Financial Reporting module.


9 5 0 0 1 7 6 6

Bank Account No. for the employer bank account.

ank Account Name

Enter the BSB number of the bank.

d by the system after the first pay is processed.

M De al Records th debit totals for this account. M.T.D. NeRecords the month to date net totals for t n entered in the Self Balancing? (Y/N) field field should be ze The Y.T.D. Cred it Total and Y.T.D. Net Total fields are the same as the three p ious fi The following details should be compleapproval for EFT payment. DES User , 4The DES details are obtained from the Depending on the bank you may have t eriod or different numbers. If all the numbers are the same, then you need only complete the DES User ID Weekly field and the r aining e wee T field Process Pay-slip Entries function of Pa

e at least on e of the above fields.

Enter the bank account number BThis field is the Employer name and will be the Remitter Name on the EFT file created. Bank/State/Branch No.

The following six fields be automatically update M.T.D. Credit Total Records the month to date credit totals for this account.

.T.D. bit Tote month to date

t Total his account. If Y has bee

, then this

it Total, Y.T.D. Deb

ro.

rev elds except that they record totals for the year to date. Refer above for details.

ted based on documentation provided by the Bank upon

ID (Weekly, Fortnightly Weekly, Monthly) employer's bank when they apply for payment by EFT. he same number for each pay p

em fields will default to th kly number.

his is used as the default in the DES User ID No field on the DES Parameters screen in the yroll Processing.

If you are using DES for pay transfer you must complet DES Name Enter the bank account name used by the employer for the DES pay transfer eg. ABC Company DES Bank Ref Enter the bank reference used by the employer for the DES pay transfer, eg ABC Company. DES Bank Description Enter the description to be used for the DES pay transfer, eg. Payroll.



9 5 0 0 1 7 6 6

7) Security Maintenance

This program allows security levels to be set for individuals who have access to the Payroll system. or instance, where there is more than one user processing the pays and there is a need to limit a

ticular users access to certain pay records such as management pays, security levels would be set.

Securitysecurity l e

a le will have access to all pay records from level 1 to 9 inclusive.

This function is used in conjunction with the Security Level field on the Employee Maintenance. • Each user who has access to the Payroll Module would be given a security level in Security

Maintenance. • All Employee records will be allocated a security level. The Payroll user will only have the ability

to access and process pays for employee records with the same or lower security level allocated in Employee Maintenance.

Additionally, each security level may be further restricted to a Cost Centre, Award or Site range. This is useful where a certain Payroll user should only have access to a range of employee records based on the cost centre that employee belongs. If required, a terminal id may also be specified to restrict access to a selected terminal.

Fpar

levels are allocated within the range of 1 to 9, where 9 is the highest level. Someone with a evel of 5 can have access to employee records between the ranges of 1 to 5, whereas someon

vel of 9with

Field Definitions Userid Namekey Enter the user name of the user who's security level is to be set. This is the same user name used when logging onto the Harmony system. Security Level Enter the security level to be allocated to the user. There are only ten possible security levels i.e. zero to nine. The highest security level is nine.



9 5 0 0 1 7 6 6

Terminal is to be restricted to a selected terminal, then enter the

ing selection criteria, and with a security level the same as

rds

te first and last award in the range. Access will be given to all employee me-key inclusive.

nter the first and last site number in the range. Access will be given to all employee records with site n bers falling between the `From' and `To' site number inclusive.

e site number is alphanumeric, so only the first character in each number is used to calculate which 100 is less than 35, and 100 is greater than 035.

If login to the Payroll system for the user idterminal identification number or name e.g. tty0a014, console etc.

nly employees satisfying all of the followOor lower than the level specified in the Security Level field may be viewed and processed by the selected user. If the below fields are left blank, then all cost centres, awards or sites will be selected.

ost Centre From .. To CEnter the first and last cost centre name-key in the range. Access will be given to all employee recowith cost centre name-keys falling between the `From' and `To' name-key inclusive. Award Namekey From .. To En r the name-key of the records with award name-keys falling between the `From' and `To' na Site From .. To E

umhT

number is larger. For example,



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8) Employee View This screen displays non-pay information for a selected employee, including: • Name and address, • Telephone numbers (work, home, mobile), • Personal details (sex, marital/work status, apprentice), • Relevant dates (commencement, birthday, termination).

For full details on the above fields, refer to Employee Maintenance.


9 5 0 0 1 7 6 6


9) Timesheet Maintenance T n intenance of current timesheets and/or the creation of new timesheet headers wh he Time Sh t flags have been set to (Y)es in Payroll Utilities 3) Other Defaults. It will only be a ble o sheet Module has been purchased. I e param et Headers

his optio allows the maere t

vailaee

f the Time

f th eter Use She is set to (Y)es where the entry of timesheets for an employee is on a creme the previous entries entered for the period are displayed, the screen would appear as s

n in ntal basis and hown below:

Field description

ollowing is a description of each field. F Time Header This field will automatically default to the next Time Sheet Header n

cremented with each new time sheet header created. umber. The number will be

determine what the timesheet is for.

in Employee Namekey Enter the name of the employee this timesheet is to be entered for. Cost Centre

his is the Name-key of the cost centre the hours in this timesheet will be transferred to. T Type Enter one of the following options to


N Normal A Annual

O/T A Overtime A LS Long Service

O/T B Overtime B O Other

O/T C Overtime C PH Public Holiday

O/T D Overtime D RDO Roster Day Off


9 5 0 0 1 7 6 6

O/T E Overtime E S Sick Leave

HE

ours nter the number of hours for this line.

his field represents the actual date of when the timesheet started. Time (from) Enter the actual starting time. To Date This field is the actual date of when the timesheet ended. Time (to) Enter the actual ending time.

the entry of timesheets for an employee is on e basis of one timesheet record for the employee at a time. This method does not show any previous

e r th r the period.

Fr Date T

If the parameter Use Sheet Headers is set to (N)o wherethntries fo e employee fo



9 5 0 0 1 7 6 6

g

3) Payroll Processin Processing of individual pays using the Harmony system is a flexible procedure. Once an individual pay is processed it can be altered if an error or an omission occurred. The amending of pays can be done as often as is required until an Update is processed.

Summarized Payroll Procedures Processing of a payroll may be performed in various ways according to your business requirements. However, the following basic procedure should be used:

Step Task Description

1 Enter date This should be the date of the payroll run. It is not necessarily the current date.

2 Pay-slip Entry/Maintenance

Enter the pays either individually or by batch mode.

3 Print Pay-slip Validation report

The Pay-slip Validation report must be printed in order to check that the entered pay run is correct. If any corrections need to be made the Pay-slip Entry/Maintenance function should be used.

4 Process pay-slip entries Print the pay run reports as required. All reports must be printed and bank transfers completed before the Update Pay-slip Data function is selected.

5 Update pay-slip data Update the system with the pay period details.

6 Print any reports required Reports should now be printed, such as the Group Tax report and Cost Centre report.

If an employee has not been included in a pay run. Following are a list of possible reasons why an employee would not be displayed for payroll processing: • A group certificate number has been entered in the Group Cert Number field on the Employee Maintenance screen for the employee. • A date has been entered in the Term Date field on the Employee Maintenance screen for the employee. • The payroll date falls within the range of dates entered in the Hold Pay Fr and Hold Pay To fields on the Employee Maintenance screen for the employee. • The employee was outside the range of employees selected for processing on the Pay-slip Selection screen. For example • The pay period entered for the employee is fortnightly, but the pay method selected was monthly. • The name-key/cost centre/site number entered for the employee was outside the ranges specified on the Pay-slip Selection screen.



9 5 0 0 1 7 6 6


Detailed Payroll Procedures 1. Enter the payroll date. This should be the date of the payroll run which may not necessaril

be the current date. For example, if your pay week is Monday to Friday and the pays are processed on Thursday, the Current Date would be entered as the date on Friday of that pay week.

y

2. Enter pay details via 1) Payslip Entry/Maintenance If a pay run is not in the course of being processed, the Payslip Processing Menu would appear with only one option:

If a pay run is in the course of being processed, the Payslip Processing Menu would appear with four different options:


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1) Payslip Entry/Maintenance The Payslip Entry/Maintenance function is used to enter the pay information for the employees and is

eport. Pay-slip Entries. The Pays are

d site) to be included in the run, The sorting method,

tered days off to be paid to all selected employees.

only one step in the overall pay process. Once the pay-slips have been entered, they are then verified by printing 2) Pay-slip Validation Rf the entries are all correct, you would then select option 3) Process I

then fully updated by selecting option 4) Update Pay-slip Data. The Payslip Entry parameter screen is used to specify the criteria for the pay period, for example: • Type of processing (individual, batch or clear), • The Range of employees (based on name-key, cost centre an•• The pay method (weekly, fortnightly, four weekly or monthly), • The date range, • Annual leave, public holiday leave and ros

Payslip Entry Mode (I/B/C) This option allows the selection of either batch processing of pay-slips, or individual processing of each pay-slip. Enter one of the following options:

Option Function Description

I Individual Processing

Each employees payslip in the selected range will be displayed on the Pay-slip screen in turn and can be modified accordingly.

B Batch Processing

The selected range of pay-slips will be processed in the selected sequence automatically. This feature should only be used when the majority of the pay-slip data does not vary from pay period to pay period. Remember, you may use the Pay-slip Entry/Maintenance function multiple times. The system is sufficiently intelligent if you attempt to batch process the same pay-slips more than once during the same pay period, on second and subsequent runs no data will be processed since the pay-slips already exist for those employees.

C Clear Pay-slips

Clears an individual or particular group of pay-slips selected so far for this pay period. This feature is useful when an error has been made in selection of particular pay-slips for processing this pay period.



9 5 0 0 1 7 6 6

eady been entered for an employee and you want the system to re-read in defaults and

sed first i.e. if you change a pay rate or a tax table etc. Employee-Namekey From .. To T is the nam the first and last employee in the range. Pay-slips will be produced for all e ees wi eys falling between the `From' and `To' name-key inclusive. This field defaults t e first and ame-key on file. You are able to modify these fields to select either an individual empl he same name-key for `From' and `To'), or a selected group of employees. Cos Centre-Nam om .. To T is the nam last cost centre in the range. Pay-slips will be produced for all mployees with cost centre name-keys falling between the `From' and `To' name-key inclusive.

defaults to the cost centres entered in the Cost Centre From and Cost Centre To fields on the en they will default to ds to select either an

cost centre (enter the same name-key for `From' and `To'), or a selected group of cost

centres specified on the Security Maintenance screen (Payroll Maintenance) for your

From .. To r all employees

From' and `To'), or a selected group of sites.

ecified on the Security Maintenance screen (Payroll Maintenance) for your user id

ne of

If a pay has alrre-calculate tax, then the clear option must be u

his mploy

e-key ofth name-k

o th last employee noyee (enter t

t ekey Frhis e-key of the first and

eThis field Security Maintenance screen for the current user id. If these fields are blank, ththe first and last cost centre name-key on file. You are able to modify these fielindividualcentres. NB. Only costuser id may be selected. Site NumberThis is the number of the first and last site in the range. Pay-slips will be produced fowith site numbers falling between the `From' and `To' numbers inclusive. The fields default to the site numbers entered in the Site From and Site To fields on the Security Maintenance screen for the current user id. You are able to modify these fields to select either an individual site (enter the same site number for ` The site number is alphanumeric, so only the first character in each number is used to calculate which number is larger. For example, 100 is less than 35, and 100 is greater than 035. NB: Only sites spmay be selected. Sort By This field determines in which order the employees pays will be displayed on the screen, enter othe following options:

Option Description

0 No sorting.

1 Retrieves pay-slip screens in employee name-key order.

2 Retrieves pay-slip screens in cost centre name-key order.

3 Retrieves pay-slip screens in site number order. Defaults to the value entered in the PS Sort By Default field on the Miscellaneous Defaults screen (Global Defaults sub-menu) in the Payroll Utilities.



9 5 0 0 1 7 6 6

/F/4/M) nter one of the following pay method codes:

Pay Method (WE

Option Description

W Weekly

F Fortnightly

4 Four weekly

M Monthly Only pay-slips for employees using the selected pay method will be displayed and processed in this particular pay-slip run. Defaults to the value entescreen (Pay-slip Defaults sub-menu) in the Payroll Utilities.

red in the Pay-slip Pay Period (W/F/4/M) field on the Pay-slip Variables

This pay method only Select one of the following options:

Option Description

(Y)es Only this pay method is applicable

(N)o Other pay methods may apply

ay Period From .. To PThese are the dates this pay period commences and ends. If B or A have been entered in the Pay Process Time (B/A/M) field on the Pay-slip Variables screen (Pay-slip Defaults sub-menu) in Payroll Utilities, these dates will be automatically completed by the system based on the entry in the Pay Method (W/F/4/M) field. If M has been entered, then the dates may be entered manually. The following fields allow you to automatically allocate to all employees a nominated amount of leave hours. For example, if there was a Public Holiday during this pay period, you are able to allocate this

to all employees by completing the Public Holiday hours field.

is o be processed are to default to the number of hours entered here.

g this field a Group Holiday Leave screen will be automatically displayed. The annual ken must be recorded on this screen. The screen is described in the following pages.

o be paid to all the employees selected for processing. This n used for calculation of tax.

Public Holiday Hours Enter the number of public holiday leave hours to be paid to all the employees selected for processing. This field is only used if all pay-slips to be processed are to default to the number of hours entered here. After completing this field, then a Group Holiday Leave screen will be automatically displayed. The public holiday leave being taken must be recorded on this screen. The screen is described in the following pages. R.D.O. Hours Enter the number of rostered day off hours to be paid to all the employees selected for processing. This field is only used if all pay-slips to be processed are to default to the number of hours entered here.

day Annual Leave Hours Enter the number of annual leave hours to be paid to all employees selected for processing. This fieldonly used if all pay-slips tAfter completinleave being ta Weeks (Total) Enter the number of weeks annual leave te try is



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eld, a Group Holiday Leave screen will be automatically displayed. The

tomatically isplayed. The leave being taken must be recorded on this screen. The screen is described below:

After completing this firostered day off leave being taken must be recorded on this screen. The screen is described in the following pages. After completing any of the above leave fields, an Individual Leave screen will be aud

Type The following different types of leaves can be entered:

Type Description

A Annual leave

W Leave Without Pay

E Special Leave

X Loading Leave

L Long Service Leave

O Other Leave

Once a type has been entered, then the system will automatically enter default values for the remaining fields on the screen where applicable. Audit This is the audit number generated by the system to uniquely identify this entry. Fr Time Enter the time at which the leave commenced. Times must be entered in 24 hour format eg 17:00 for 5 pm The `Fr Time' must be less than the `To Time' if the `Fr Date' is equal to the `To Date'.

r Date FEnter the date

o Time

on which the leave commenced.

me at which the leave finished. Times must be entered in 24 hour format eg 17:00 for TEnter the ti5 p.m. To Date

nter the date the leave finished. E Hours The total number of hours leave taken.


9 5 0 0 1 7 6 6

ay Rate

per hour for the leave entry. If left blank, the rate will default to the normal rate of pay PThe rate of payper hour for the employee.



9 5 0 0 1 7 6 6

eld. LT ave loaex will beP n th Comment I m

actor F

This field will default to the value entered in the Full Factor or Part Factor fields on the Miscellaneous Defaults screen (Global Defaults sub-menu) in Payroll Utilities, if F or P have been entered in the FPH fi

oading his is the letra 17.5%

ding to be applied to the leave entry. For example, if 17.5 was entered, then an added to the entry. The field defaults to the value entered in the Leave Loading

ay Rate field o e Period & Leave Rates screen (Global Defaults sub-menu) in Payroll Utilities

f required a com ent may be entered for each period of leave taken.



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The Payslip Processing Screen

T e's pi isplE inte This screen will onl splayed if (I)ndividual was entered in the Pay-slip Entry Mode (I/B/C) field on the Pay-slip Selection screen. Each employee Pay-slip screen is retrieved according to the sequence

ip Selection screen. If Y has been entered in the Sort Pay-slips By Name (Y/N)

r the pay period: The number of normal hours to be paid

The number of hours sick leave and RDO's hours to be paid for the period han one cost centre

he <More Info> menu is used to enter and modify the following details: • ny other type of leave uch as annual leave. • try and modifica owances and deductions to be paid for the pay period • or modi

he employenformation d

ay details are entered, modified and viewed using this screen. Most of the default ayed will be based on the information previously entered for the employee in

mployee Ma nance and/or the award this employee belongs to.

y be di

specified on the Pay-slfield on the Pay-slip Variables screen (Pay-slip Defaults sub-menu) in Payroll Utilities, then employee's will be sorted by their surname not their name-key. This screen is used to enter/modify the following details fo•• The number of hours overtime to be paid •• Allocation of pay to more t T

A En

to be paid, stion of any all

Allocation fication of pay to more than one pay method

ET SCan )ale or Name This is the surname follo mes of the employee.

mployee-Key his is the name-key of the employee whose pay details appear on the screen.

ex be either (M (F)emale.

wed by the other na



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ay Period

This is the pay period for the employee i.e. P

Option Description

W Weekly

F Fortnightly

M Monthly

4 Four weekly Audit No The audit number generated by the system to uniquely identify this pay entry. Address The mailing address of the employee, to which all correspondence will be sent. Award Key The award name-key assigned to the employee. Award Hrs The award hours worked per pay period, taken from the Award Maintenance screen. The above fields are taken from the Employee Maintenance functions and cannot be changed on this screen. The information is for reference only. Cost Centre

his is the default cost centre assigned to the employ e. Please refer to the end of this section "Using ntres" for information regarding splitting pays across multiple cost centres.

licable, this is the number of shifts per pay period. The field defaults to the number entered een (Employee Award Info sub-menu). If there is tered in the Shifts/pp field on the Award

creen for the employee.

eld. The operator is able to alter the Pay Hours further

to the number of hours entered in the Normal Hrs/pp field on the Award Maintenance screen for the employee. Sub-Heading under Pay Normal Pay This is the normal rate of pay per hour for the employee. The field defaults to the rate entered in the Normal Pay field on the Employee Award Pay screen (Employee Award Info sub-menu). If there is no entry in that field, then it defaults to the rate entered in the Rate of Pay field on the Award Maintenance screen for the employee. Rate A B C D E Pay These rates represent the overtime rates previously set, they will either be a multiple, so for a double time rate the multiple will be 2.0. Alternatively where the rates are set as Pay Rates as opposed to multiples it will appear as a rate. This field defaults to the pay rates entered in the Rate A B C D E Pay fields on the Employee Award Pay screen (Employee Award Info sub-menu). If there are no entries in those fields, they default to the pay rates entered in the Overtime A B C D E fields on the Award

T eMultiple Cost Ce

hifts/pp SWhere appin the Shifts/Pp field on the Employee Award Pay scr

o entry in that field, then it defaults to the number ennMaintenance s

/Hrs PThe employee will be paid based on the P/Hrs fidown in the Normal Hours section. This field defaults to the number of hours entered in the Normal Hours/Pp (per period) field on the Employee Award Pay screen (Employee Award Info sub-menu). If there is no entry in that field, then it defaults



9 5 0 0 1 7 6 6


ours.

ormal Hours he

d Pay ntry in that field, then it defaults to the

umber of hours entered in the Normal Hrs/pp field on the Award Maintenance screen for the e ployee. If required you are able to over-ride the default hours.

s, the normal hours field should be reduced by the ave hours paid. The system will automatically reduce the hours if the flag "Subtract Other Hours

F H" i in Payroll Utilities 2) Payslip Defaults. R A B CEnter the normal overtime hours worked by the employee this pay period. Employer Superannuation T field w e description entered on the first Allowance/Deduction line in Allowance/De tenance and will represent the amount paid by the employer towards the e loyee's fund. P ol. HouI plicable mber of public holiday hours to be paid to the employee in this pay run. After co pleting th itional screen will be displayed requiring you to enter the leave details. An

Maintenance screen for the employee. Enter the overtime pay rates in the adjoining field under the heading H Sub-heading under Hours NThis field is used to enter the number of normal hours worked by the employee in this pay period. Tfield defaults to the number of hours entered in the Normal Hours/Pp field on the Employee Awarscreen (Employee Award Info sub-menu). If there is no enm

Where the employee is paid any type of leave hourle

rom N s set to (Y)es

ate D E Hours

his ill default to thduction Main

superannuation mp

/H rs f ap

m enter the nu

is field, an addexample of this screen is shown below:

Sick Hours Accrued This field displays the accrued sick hours the employee is entitled to. This field is for reference only

t be modified.

ours ble, enter the number of hours sick leave to be paid to the employee in this pay run. After

onal screen will be displayed requiring you to enter the leave details. An ow:

and canno Sick HIf applicacompleting this field, an additixample of this screen is shown bele


9 5 0 0 1 7 6 6


rs Accrued rs the employee is entitled to will be

isplayed in this field. This field is only for reference and cannot be modified. The RDO hours e current week's

stered day off hours to be paid to the employee this pay run. After ompleting this field, an additional screen will be displayed requiring you to enter the leave details. An

e f th wn below:

RDO HouIf this employee is paid RDO's, the accrued rostered day off houdaccrued includes the number of hours the employee would be entitled to, including thhours worked. Hours worked includes normal, sick, public holiday and RDO hours. RDO Hours If applicable, enter the number of rocxample o is screen is sho

d

his is the total normal pay amount calculated for the employee this pay period. If the employee has worked in multiple cost centres, the normal pay is the total of all of the normal pay for the employee from the various cost centres. Overtime Pay This is the total overtime pay amount calculated for the employee this pay period. If the employee has worked in multiple cost centres, this field will display the total of all of the overtime pay for the employee from the various cost centres. Piece Pay This the total amount of piece pay for the employee this period. Due to the extreme variation in calculation of piece pay in various industries, this field represents the total piece pay as calculated and ntered by the user. However, there is sufficient similarity in piece pay processing for the system to

ng choice. If the normal pay (product of the normal hours times the normal pay rate, reater than the piece pay entered, then the normal pay is

nored in the calculation of pay and replaced by the piece pay amount.

his is the sick pay amount for the employee, calculated for the pay period.

the pay period. the employee has worked in multiple cost centres, this field is the subtotal of all of the pays for the

ous cost centres.

ll/Ded Before Tax

fore tax, calculated for the pay period. llowances/Deductions are entered via <More Info> 3) Modify Allowance/Deductions. Refer to

reen in this section for further details.

Total Hours

his field will display the total number of hours to be paid to the employee for the pay period.T Page __ of __ ( __ ) If multiple cost centres are being used, then the number of the current page followed by the total number of pages will be displayed after the word `Page'. When the employee record has been acceptethe total number of accepted pages (cost centres) will be displayed in the brackets e.g. Page 1 of 3 ( 3). Normal Pay T

emake the followiover all cost centres if more than one used) is gig Sick Pay T Sub-total The sum of the normal, overtime, piece and sick pay for Ifemployee from the vari AThis field will display the total of the allowances, deductions and non-employee contributions to be applied beAModify Allowance/Deduction sc


9 5 0 0 1 7 6 6

his field will display the total of amount of holiday pay calculated for the pay period.

Termination Pay will display the amount of termination pay calculated for the pay period.

rmination Pay. Refer to the Termination Pay screen this section for further details.

Leave Loading T s the t ing paid for the pay period. This field is automatically calculated by the system based on the percentage leave loading entered on any leave screen for the employee for t ay peri Before TaxThi s the gr od.

ax

this amount is entered earlier it will be re-calculated by the values entered other fields.

ll/Ded After Tax ctions and non-employee contributions to be applied after tax, this

his section for further details.

hese fields display the type of payment methods and their associated distribution (1 .. 4) for this pay. For example:

Electronic 500.00 Bank 200.00

Holiday Pay THoliday Pay is entered via <More Info> 1) Modify Holiday Pay. Refer to Modify Holiday Pay screen in this section for further details.

This fieldTermination Pay is entered via <More Info> 2) Tein

his i otal amount of leave load

his p od.

Sub-Total s i oss pay for this pay peri

TThis field displays the tax calculated for the pay period. If you wish to override the tax amount, it mustbe the last field entered. Ifin If a new tax amount is entered, then the Net Pay Rounding Value on the Pay-slip Values screen (Pay-slip Defaults sub-menu) in Payroll Utilities will be ignored. AThis is the total of allowances, dedupay period. Allowances/Deductions are entered via <More Info> 3) Modify Allowance/Deductions. Refer to Modify Allowance/Deduction screen in t Total The value displayed in this field is the net pay for the employee for the pay period. (Methods of Payment 1 .. 4) T

Draft 100.00 Cash 0.00 The default values are entered for the employee in Employee Maintenance and can be modified from the <More Info> menu 6) Modify Pay Division.



9 5 0 0 1 7 6 6

Using the Options Menu [aBort Accept Prev-emp Skip-emp nexT-cc Recalc-tax More-info]

Option Result

<Accept> Saves the current screen, and displays the Pay-slip screen for the next employee.

<Prev-emp> Aborts the current screen (it is not saved), and displays the Pay-slip screen for the previous employee.

<Skip-emp> Skips the current Pay-slip screen without saving any details and displays the next screen.

<nexT-cc> Saves the current screen, and moves onto the next cost centre for the same employee. Refer to Using Multiple Cost Centres for details.

<Recalc-tax> Refer to Recalculating Tax for details.

<More-info> Used to enter and modify any other type of leave to be pai such as annual leave; enter or modify any allowances and deductions to be paid for the pay period,

ore than one pay method

d,

allocate or modify pay to m

<aBort> Exits back to the Pay-slip Selection screen. This will not save the Pay-slip entry currently being processed.

Using Multiple Cost Centres The Payroll system can handle multiple cost centres. This feature would be used in the case where an

erent cost centres during the pay period concerned. To enter details for a

the Pay-slip screen for the required employee. Enter the pay details for the default cost

are about to enter the second page of the pay-slip.

nd type in the next cost centre this employee worked in. e-keys.

is cost centre will be displayed. Enter the number of Normal Hours re.

ote: If multiple cost centres have been entered for the employee using the Multiple Cost Centres nce, then the Cost Centre field will be automatically completed by the

ecting additional Cost Centres as required

employee has worked in diffcost centre other than the default one, follow the steps below: 1. Displaycentre. 2. Select <nexT-cc>. The cursor will move to the Cost Centre field, and the page number on the right hand side of the screen will read `Page 2 of 1' indicating that you 3. Place the cursor on the Cost Centre field aA wild card search is available on the nam 4. The relevant pay-slip data for thand Overtime hours to be allocated to this Cost Cent Noption in Employee Maintenasystem with the next cost centre. 5. Continue sel



9 5 0 0 1 7 6 6

. Once this Cost Centre is complete, select one of the following options: 6

Option Result

<nexT-cc> Saves the current screen, and moves onto the next cost centre.

<Accept> Saves the current screen, and displays the pay-slip screen for the next employee.

<preV-cc> Aborts the current screen (it is not saved) and displays the details for the previous cost centre.

Recalculating Tax This option will normally be used to recalculate tax if it has been incorrectly entered manually. To recalculate the tax for the pay period: 1. Display the Pay-slip screen for the required employee. 2. Select <Recalc-tax>. The amount in the Tax field will be recalculated. Rules for Pay Calculation The employee's pay is calculated according to the following rules:

Pay Description

Normal Pay Normal Hours x Normal Pay rate. For multiple cost centres, the normal pay is the total from the various cost centres.

Overtime Pay The overtime hours are multiplied by the corresponding overtime rate. They are then added together and multiplied by the normal rate. The total is the overtime pay. For multiple cost centres, the overtime pay is the total from the various cost centres.

Sick Pay Sick Hours x Normal Pay rate of the default cost centre (to which the employee belongs).

Sub-Total Sum of the normal pay, overtime pay, piece pay and sick pay.

Before Tax Sub-total

Sum of the fields Sub-total, All/Ded Before Tax, Holiday Pay ,Termination Pay and Leave Loading. This is the employee's gross pay.

Tax The tax is calculated based on the tax scale specified in the Tax Code field on the first Employee Maintenance screen.

Total Subtract the Tax amount from the Before Tax Sub-total, and add the All/ded After Tax amount.

The pay calculations for second and subsequent cost centres are more or less identical for the different cost centres, except for the following:

Holiday Pay While the system supports holiday pay for multiple cost centres, the only relevant entry is that associated with the default cost centre. In addition, the system only updates the M.T.D., Y.T.D., L.P.P. etc. for the default cost centre.

Sick Pay, RDO pay

The only relevant entry is the default cost centre.

All/Ded calculation

Similarly, the calculation of per hours All/ded will only include the holiday hours for the default cost centre.



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Menu

Payroll Processing <More Info> The <More Info> menu is used to enter and modify the following details: • Any other type of leave to be paid, such as annual leave. • Entry and modification of any allowances and deductions to be paid for the pay period • Allocation or modification of pay to more than one pay method

) Modify Holiday Pay f leave taken other than sick leave to be paid in this pay period. It

ave duration specified in weeks, which then affects over how many eeks the tax should be calculated.

1This screen is used to enter details ois also used to determine the lew

E -Key This is the nam current employee. Audit No

he audit number used to uniquely identify this pay.

Annual Leav Leave Accrued This is the amount of accrued leave the employee is entitled to. This field is automatically completed by the system

mployeee-key of the

T Cost Centre This is the default cost centre assigned to the employee.

e /Long Service

, and is for reference only.


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T following n example.

nnual Leave Taking he number of hours of annual leave being taken by the employee.

After co pletin ing fields (e.g. Annual Leave Taking, Long Service Leave Taking e divi een will be automatically displayed. The leave being taken must be r n thi n. The screen is described below:

he information relates to all leave entered on this screen. Annual Leave is used as a

AEnter t

mtc.), an In

g any of the Takdual Leave scr

ecorded o s scree

T The following different ty can be entered:

ypepes of leaves

Type Description

A Annual leave

W Leave Without Pay

E Special Leave

X Loading Leave

L Long Service Leave

O Other Leave

Once a type has been y enter default values for the remaining fields on t reen where Audit This is the audit to uniquely identify this entry.

r Time nter the time at which the leave commenced. Times must be entered in 24 hour format eg 17:00 for

Fr Time' must be less than the `To Time' if the `Fr Date' is equal to the `To Date'.

o Time me at which the leave finished. Times must be entered in 24 hour format eg 17:00 for

HT ber of hours leave taken. Pay Rate The rate of pa for the employee.

entered, then the system will automaticallhe sc applicable.

number generated by the system

FE5 pm The ` Fr Date Enter the date on which the leave commenced. TEnter the ti5 p.m. To Date Enter the date the leave finished.

ours he total num

y per hour for the leave entry. If left blank, the rate will default to the normal rate of pay per hour


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Factor This field will s Defaults screen (Global Loading This is the lea e leave entry. For example, if 17.5 was entered, then an extra 17.5% will be added to the entry. The field defaults to the value entered in the Leave Loading Pay Rate field on the Period & Leav Comment

required a comment may be entered for each period of leave taken.

Leave Duration (Weeks) g taken. The tax will be adjusted accordingly.

wing options:

default to the value entered in the Full Factor or Part Factor fields on the Miscellaneou Defaults sub-menu) in Payroll Utilities, if F or P have been entered in the FPH field.

ve loading to be applied to th

e Rates screen (Global Defaults sub-menu) in Payroll Utilities

If

Enter the number of weeks leave bein All/Ded/Bank Applied To A.L. (Y/N)?

nter one of the folloE

Option Description

Y Allowances, deductions, non employee contributions and bank transactions are multiplied by the duration of annual leave and divided by the number of weeks in the pay period i.e. If 4 weeks annual leave is being taken and the employee is paid fortnightly, then 2 weeks normal and 2 weeks annual leave pay will be paid and all allowances and deductions will be multiplied by 2.

N The above transactions are not applied. The system will only update the default cost centre with the leave information entered above.

2) Termination Pay This screen is used to enter the termination pay details of an employee. If the termination pay is a Termination A, B, D or E the details of the Hours the Pay Rate, the Loading and Tax are entered on this screen. If the termination pay is an Eligible Termination Payment (ETP) the details are entered via <ETP-scr> on the Options Menu.

Employee-Key This is the name-key of the current employee. Audit No This field represents the audit number used to uniquely identify the entries made on this screen. Cost Centre The cost centre currently assigned to the employee. The system only updates the default cost centre with the termination information entered in this screen.


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Termination Date

will cease to be employed with your company.

A ..Term E Hrs er the number of hours of the termination type Term A .. E to be paid to the employee as part of

on. The number of hours entered will be multiplied by the rate in the Normal Pay field

ng any of these fields, an Ind vidual Leave screen will be automatically displayed. The T rs .. T ak recorded on this screen.

Enter the date the employee The following fields cannot be entered unless a date has been entered in the Termination Date field above. Hrs .. Term Enttheir termination the Pay-slip screen for the employee, and entered in the Term A Pay .. Term E Pay field. After completi i

en must be erm A H erm E Hrs being t

T

llowing different type of leaves can be entered: ype

The fo

s

Type Description

TA T(ermination) A Payment

TB T(ermination) B Payment

TD T(ermination) D Payment

TE T(ermination) E Payment

Once a type has been ent , then the system will atically enter default values for the remaining fields on t reen where applic

y the system based on

ystem based on the loading entries

e Individual Leave screen.

in this field.

eredable.

automhe sc

Pay Term A Pay .. Term E The amount paid to an employee as part of their termination. It is displayed under section (A)..(E) of

y completed bTermination on the group certificate. These fields are automaticallhe entries in the Term A Hrs.. Term E Hrs fields. t

Load Term A Load .. Term E The termination leave loading amount(s) over and above the normal termination pay amount to be paido the employee. These fields are automatically completed by the st

entered on th Tax Term A Load .. Term E Initially the tax values for each of the termination types will be calculated according to the default rates specified in 4) Payroll Utilities 3) Set Variables 2) Payslip Defaults. However, theycan be manuallycalculated and entered



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o Termination Payment . The following screen will be displayed:

Pr cessing an Eligible Select < ETP-scr> from the Options Menu

on ll list of what are considered to be ETP’s can be

Certain payments after the death of an employee are deemed to be ETP’s, to ATO for further guidance.

s will automatically default to the Commencement date of the employee and the date of this

r of Days Before July 1983

cording to the Start and End dates of this employee.

Enter the dollar value of these payments if relevant. Tax Instalments deducted Harmony will calculate this amount based on the Tax rate (%). Tax Rate (%) This is the rate previously specified in 9-3-4-3-9. In this example it is 30% plus 1.5% medicare levy. Assessable Amount This is the amount of the ETP cash payment that an employee needs to include in an income tax return and will be calculated by Harmony.

Date of payment E ter the date on which the ETP is being paid. n DescriptiEnter the description of the ETP being paid, a fu

btained from the ATO. o Death Benefit

his will default to N. Tplease refer

ate Started, Date Ended DThese fieldpayment. NumbeNumber of Days After 30 June 1983

hese will default to the correct number of days acT Gross amount of this cash payment Enter the full payment amount of this ETP. Post-June 1994 invalidity component Pre-July 1983 component Post-June 1983 untaxed element


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or to change the amount of an allowance, deduction or non-

n-employee contribution,

Basis of the entry (hours/shifts worked, pay period etc.), try will be multiplied (if applicable),

3) Modify Allowance/Deductions This option allows the payroll operatemployee contribution that needs to be paid to the employee prior to producing the pay-slip. Details displayed on this screen default to the value entered for the employee either in Employee Maintenance or from the employee's associated Award. The details include: Description of the allowance, deduction or no•• Sub-category, • Type of entry (allowance, deduction of non-employee contribution), • Whether processing occurs before or after tax, • Whether or not award defaults are used, •• Value by which the en• Amount of the entry.

Field Defini

s is the description of the allowance, deduction or non-employee contribution.

uction or non-employee contribution has been divided. Type Indicates the type of entry i.e.

tions

escription DThi Sub This is the sub-category that the allowance, ded

Option Description

A Allowance

D Deduction

N Non-employee contribution



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Tax Indicates the type of processing i.e.

Option Description

B Before tax

A After tax Award This field is used to determine if the Per and Amount fields from the Award Allowance/Deduction screen are to be used as defaults during pay-slip entry.

Option Description

Y The Per and Amount fields for the particular allowance, deduction or non-employee contribution are to be retrieved from the Award Allowance/Deduction screen (for the employee) at the time of pay-slip entry.

N The Per and Amount fields will be taken from the All/Ded Amount Entry screen for the employee.

Per Determines what the allowance, deduction or non-employee contribution amount is based on i.e.

Option Description

(Blank) Null


S Shifts worked

P Pay period


A Overtime A hours

B Overtime B hours

C Overtime C hours

D Overtime D hours

E Overtime E hours

O All overtime ho urs worked





Z Superannuation percentage



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Multiple e Per field, then the amount of the allowance, deduction or non-

tee at b

If M, G or Z was entered in themployee contribution will be entered in this field. For example, if a car allowance is paid per kilometre, then the amount to be paid per kilometre will be entered in this field. Amount En r the amount of the allowance, deduction or non-employee contribution. Th amount will be multiplied by the hours worked, shifts worked, pay period etc. according to whhas een entered in the Per field. For example:

If the ResultPer field is:

H The amount field will be multiplied by the total hours in each cost centre. So if an employee has worked in several cost centres, the hours will be the total of normal hours and overtime hours the employee worked in all cost centres.

S The amount will be multiplied by the shifts per pay period for the employee.

P The amount is multiplied by one. Allowance/deductions associated with `P' may only be entered against one cost centre for the pay period. In this case it is the default cost centre for the employee.

M A multiple value may be entered in the amount field. For example, if a car allowance is paid per kilometre, then the number of kilometres can be entered here e.g. 146.

4) View Holiday Leave Entries This screen displays all the leave/termination pay entries to be paid to the selected employee in the current pay period:



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5) Modify Pay Division • This is used to view and enter final details of the distribution of the pay between different pay methods for the selected employee. The methods of payment and the default divisions are determined by the entries on the Bank Details screen of Employee Maintenance for the employee.

Pay Method This field displays the type of payment methods previously setup for the employee, the following types are available:


B Bank Bank transfer of the amount

C Cash Cash payment

D Draft A cheque is printed

E Electronic Funds transferred via EFT using an ABA file and bank software.

N Not used Division This field is used to enter the division of the pay for each payment method. For example, to pay $100.00 as Cash, $50.00 as draft (cheque) and the balance by electronic transfer:

Division Amount Pay Method

C Cash 100 100

D Draft 50.00 50.00

E Electronic 0.00 450.00

N 0.00 0.00

When the division is 0.00 for a payment method (except N), then the remaining balance of the pay will

ainst a payment method, then it will be skipped.

has not been fully allocated to payment methods, then the unallocated mount will be displayed in this field. The employees pay-slip cannot be processed until the salary has

be paid using this method. If more than one division is 0.00, then the first one from the top will be usedto pay the balance. At least one of the payment method divisions must be 0.00. If -1 is entered ag Amount The amount of the employees salary paid using the payment method. This field will be automaticallycompleted by the system, based on the entry in the Division field. Remaining If the employees total salarya


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if there is an

mount in this field.

8) Pay Slip History This option displays the basic pay details for each pay period for an employee, including: • Date of the pay, • Audit number, • Cost centre pay transfer audit num

e used,

been fully allocated i.e. this field must be 0.00. A warning message will be displayeda

ber, • Award and cost centr• Gross amount of pay, • Amount paid in tax, Net amount of pay received. •

For the complete pay history details refer to the Pay History Details screen.

9) View Clock Cards This option allows you to view the clock cards history for the selected employee.

Fr Date Actual date of when the employee clocked on. Fr Time Actual clock on time. To Date Actual date of when the employee clocked off. To Time Actual clock off time. Total The total time the employees was clocked on for.



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T "Y" if a Timesheet has been created for this clock card entry. Alternatively, the

tr

This field will showen y will be "N" if no timesheet has been created. Once the Payslip information has been entered in 1) Pay-slip Entry/Maintenance, the Payslip Processing Menu will change, additional options will become available:

2) Pay-slip Validation Report Once the current period pay details have been entered against the individual employees, the next step is to print the Pay-slip Validation report in order to check that the entered pay run is correct.

rrect, If any corrections need to be made to an individual pay, for example the overtime entered is incothese changes can be made by re-entering or amending the pay for the individual employee via 1) Pay-slip Entry/Maintenance.

The above sub-menu will only be displayed if Y was entered in the Save Employee Data field on the Employee Defaults screen in the Payroll Utilities. If N is entered, then the Pay-slip Validation Report screen as displayed below will default.

1) Payslip Validation The Payslip Validation report prints details of the pay-slip entries that were entered for each employee via the Pay-slip Entry/Maintenance function.


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A particular employee must satisfy all of the individual selection criteria before they will be includ

e report. A pay-slip must have been createed in

d for the employee using the Pay-slip Entry/Maintenance r them to be included in the report.

Report Format (E/S) Enter one of the following options:

thfunction in order foField Definitions

Option Description

E Prints an expanded Pay-slip Validation report, this may take up to one page for each employee. The information printed will include the address details and all the pay information for the employee.

S Prints a summarised report. The summarised report will normally use two lines per employee and will summarise the pay details to include gross, tax and net details. This would be the preferred format of the report.

Employee-Namekey From .. To This is the name-key of the first and last employee in the range. The report will be printed for all employees falling between the `From' and `To' name-key inclusive. If you wish you may modify these fields to select either an individual employee (enter the same name-key for `From' and `To'), or a selected group of employee's. These fields automatically default to the first and last employee name-key on file. Cost Centre-Namekey From .. To These fields will default to the cost centres entered in the Cost Centre From and To fields on the Security Maintenance screen for the current user id. If these fields are blank, then the fields will default to the first and last cost centre name-keys on file. The report will be printed for all employees with cost centre name-keys falling between the `From' and `To' cost centre inclusive. If you wish you may modify these fields to select either an individual cost centre (enter the same name-key for `From' and `To'), or a selected group of cost centres. Only cost centres specified on the Security Maintenance screen for your user id may be selected. Site Number From .. To These fields default to the site numbers entered in the Site From and To fields on the Security Maintenance screen for the current user id.


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The report will be printed for all employees with site numbers falling between the `From' and `To' site ou may modify these fields to select either an individual site (enter the

hich

number inclusive. If you wish ysame site number for `From' and `To'), or a selected group of sites. Only sites specified on the Security Maintenance screen for your user id may be selected. The site number is alphanumeric, so only the first character in each number is used to calculate wnumber is larger. For example, 100 is less than 35, and 100 is greater than 035. Sort By Enter one of the following options:

Option Description

0 No sorting of selected records.

1 Sorts the report in employee name-key order.

2 Sorts the report in cost centre name-key, then employee name-key order.

3 Sorts the report in site number, then employee name-key order. Example of Summarized Validation Report

Example of Expanded Validation Report



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2) Pay-slip Permanent Changes Pay-slip Permanent Changes report lists details of changes made to the permanent records of the cted employees, since the last pay period. Details shown in the report include:

changed together with the old and new value of the field.

he Pay-slip Temporary Changes report lists details of changes made between default pay amounts and e current pay-slip amounts for the selected employees, in the current pay period. Details that can be

selected for printing include: • Leave details, such as sick leave, annual leave etc paid in the current period • Allowance and Deduction changes • Changes to any Rates • Non Standard Hours • Cost Centre Adjustments

The lese

• Employee name-key, Description of the fields that have•

3) Pay-slip Temporary Changes Tth


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his function processes the pay-slip entries, once they have been prepared and validated. This option

PWW nsfer report

Wh ility to print a DES Bank Report and create

print a Cheque report as well as printing

tial rting eri

3) Process Pay-slip EntriesTperforms the following functions: • rints the actual Pay slips

report • here employees have been paid by cash the ability to print a Cash Breakdown• the ability to print a Bank Trahere employees have been paid by bank transfer

ere employees have been paid electronically the ab•an ABA file Where employees have been paid by cheque the ability to•

the cheques where applicable. Ini ly, the Process Pay-slip Selection screen will be displayed which allows you to select socrit a.

Once Process-pay is selected, the following sub-menu will be displayed. The options available will depend upon your individual company settings. For example, where the only pay method is Electronic, only 2) Direct Entry System will be available on the list: It would ver, you may process any one or bination of the sub-processes. For example, you may wish to initially just print the cash

rt, then at a later time print the cheques and pay-slips.

be normal to select each of the menu options in sequence. Howe any com

repo


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Bank Transfer ly into nominated bank

1)This report prints details of employees whose pay is to be transferred directaccounts. Y must have been entered in the Pay By Bank Transfer [B] (Y/N) field on the Employee Defaults screen in the Payroll Utilities before this function will be displayed. Example of Bank Transfer Report

Dis

Y usthe Pa

2) irect Entry System h option allows you to print a DES Bank Report and create an ABA file. Initially a parameter T

screen will be displayed for confirmation of the direct entry system (DES) funds transfer details. m t have been entered in the Pay By Electronic [E] (Y/N) field on the Employee Defaults screen in

yroll Utilities before this function will be displayed.

DES Bank Key This is the name-key of the bank used by the employer for the direct entry system (DES) funds transfer e.g. `ANZ'. The field will default to the name-key entered in the DES Bank Namekey field on the Pay-slip Variables screen (Pay-slip Defaults sub-menu) in Payroll Utilities.

ve T fi

a Date En r the date the bank is required to process the direct entry system (DES) pay transfer. Defaults to the current payroll date. DES User ID no This is the DES identification number as provided by the bank (on application by the employer), for the pay period processed in the current pay run. Defaults first to the number in the DES User ID field (corresponding to the time period specified in the Pay Method (W/F/4/M) field) on the Bank Maintenance screen in Payroll Maintenance for the selected bank. If no id number has been entered on the Bank Maintenance screen, then this field defaults to the number in the User Identification Number field (corresponding to the time period specified in the Pay Method (W/F/4/M) field) on the User Id Number screen (Global Defaults sub-menu) in Payroll Utilities.

Dri

his eld should be left blank. P y

te


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ES Reference

T s is e DES Bank Ref field on the Bank Maintenance screen in Payroll Maintenance for the selected bank.

If no reference number has been entered on the Bank Maintenance screen, then this field defaults to the number in the D.E.S. Bank Reference field on the User Id Number screen (Global Defaults sub-menu) in Payroll Utilities. DES Bank Name This is the bank account name used by the employer for DES pay transfer. Defaults first to the name in the DES Name field on the Bank Maintenance screen in Payroll Maintenance for the selected bank. If no bank account name has been entered on the Bank Maintenance screen, then this field defaults to the name in the D.E.S. Bank Name field on the User Id Number screen (Global Defaults sub-menu) in Payroll Utilities. DES Description This is the description to be used for DES pay transfer. Defaults first to the description in the DES Bank Description field on the Bank Maintenance screen in Payroll Maintenance for the selected bank. If no description has been entered on the Bank Maintenance screen, then this field defaults to the description in the D.E.S. Bank Description field on the User Id Number screen (Global Defaults sub-menu) in Payroll Utilities.

the DES details screen is accepted, the following sub-menu will be displayed:

Dhi the bank reference used by the employer for DES pay transfer. Defaults first to the number in

th

Once

1) DES Bank Report The DES Bank Report lists the details of the employee's pay to be transferred directly into nominated bank accounts. Below is an example of the report:

2) Create an ABA File This function creates an ABA file (containing details of the employees pay to be transferred directly into nominated bank accounts) and saves it in the OUTPUT directory of your hard disk. An ABA file is a data file, which ends with the extension .ABA and begins with the three character name-key used for the DES bank e.g. ANZ.ABA or NAB.ABA. This file name must not be changed. If an ABA file already exits for the selected bank (DES Parameter screen), then the message `ABA File xxx.ABA Exists, Delete It?' will be displayed in a selection window. Select <Yes> to delete the file, or <No> to keep it.



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eing paid in cash together with the breakdown of the number of le denominations that will make up the net pay amount. A

mmary of the total notes and coins required in each of the possible denominations will also be pY must have been entered in the Pay By Ca h [C] (Y/N) field on the Employee Defaults screen in the Payroll Utilities b isplayed. Below is an example of the report.

3) Cash Report • This report lists the employees b

otes and coins in each of the possibnsu

rinted. s

efore this function will be d

4) Cheque Menu This option will dY must have been field on the Employee Defaults screen in the Payroll Utilities b

isplay a further sub-menu that gives access to the cheque processing options. entered in the Pay By Draft [D] (Y/N)efore this function will be available:

1) Cheque Report P s the details

rint of employees being paid by cheque.

2Th run o allow the continuous cheque forms to be correctly aligned, before p eeding to p em will print a dummy cheque, continue adjusting the cheque forms until the printing is aligned roperly. 3) Print CheqThis option is u pay cheques for the selected pay period.

) Align Cheqis option

ues s a test print t

roc rint pay cheques for employees. The syst p

ues sed to print the employee


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period. Report details include:

• unt of ory pay

6) Pay-slip MThis option will display a further sub-menu that gives access to the pay-slip printing options.

5) All/Ded Subs Report This report provides details of payments made to allowance, deduction or non-employee contributionsub-categories for the pay • Employee name-key, • Employee name, • Description of the allowance, deduction or non-employee contribution to which the sub-category

elongs, b• Sub-category code, • Comments, Amo the sub-categ ment.

enu

1) Align Pay-slip This option runs a test print to allow the continuous pay-slip forms to be correctly aligned, before proceeding to print pay-slips for employees. 2) Print Pay-slips This option prints the employee pay-slips for the selected pay period.



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4) Update Pay-slip Data This is the final procedure for the pecur per ng of pay

riodic payroll process and is used to update the details of the -slip entries (i.e. printing cheques, pay-slips etc.) must be

c be n is selected. Once the update is run the pays processed will become hi . Below is an e ate selection screen, all pays within the sorting criteria will be updated.

rent payompleted

iod. Processifore this optio

story

xample of the Upd

On e option

ce th <Update-pay> is selected, the following message will be displayed:

Option Result

Yes The system will be updated and the Pay-slip Processin g Mendisplayed.

u (1) will be re-

No The update will be cancelled, and the cursor will be re-positioned on the Update Pay-slip Data screen.

If one or more o , then a w ing messa age. If N has been e riables screen (Pay-s aults su a selection windo

f the stages in the Process Pay-slip Entries function have not been completedge for each incomplete stage will be displayed. Press [ ↵ ] to clear each messntered in the Override Payslip Menu Check field on the Pay-slip Va

arn

lip Def b-menu) in Payroll Utilities, then the message `Update files?' will not be displayed inw until all of the stages have been completed.


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4) Payroll Utilities Th describis section es the utility functions of the Payroll system. Using these functions a user can:

Change the payroll date Roll over the payroll to a new month Set Payroll P

arameters for Employee, Payslip and Global defaults

Print payroll integrity reports Clear certain payroll records

1) Date Entry The Date Entry program allows you to set the Payroll Module to a specific date within the current

Payroll system you must select the Roll Over Month function. O the new sick, holiday employee's da

month. To change the month for the

nce date is entered the Employee Maintenance records will be updated with employee's new and long service leave entitlements. These amounts are calculated back to the individual te of employment.

Procedure for changing the Date 1. Enter the required date within the current month in the Current Date field and select <Accept>.

The accrual details will be recalculated to the Current Date.


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2) Roll Over Month There are two possible means by which the Payroll Module can be rolled over:

ed via 7) G/A Administration, 3) End Of Month Update

W a Roll

The mo The employee accrual details will be updated to the new month.

onth of the financial year, an end of year rollover will be performed.

re whe l Module is not linked to the General Ledger

• This program is used where the Payroll Module is not linked to the General Ledger. • If the Payroll Module is linked to the General Ledger it can also be roll

hen Over is performed the following will occur:

• dule will be rolled into the next month •• If it is the last m• Update the M.T.D. figures in the Employee Maintenance, Allowance/Deduction Maintenance,

Award Maintenance and Cost Centre Maintenance functions. Procedu re the Payrol

kup o ed prior to commencing the rollover.

with ot be printed before performing an end of month rollover. End of Year processing is automatically initiated if an end of month rollover is

sed outstanding entries, adjustments etc. for the financial year must be carried out prior to initiating this special month end (i.e. 12th

he financial year)

• A Bac f the current company will need to be perform

• As her Harmony modules, certain reports should

proces for the last month of a financial year. Therefore, all

month of t From the Payroll Utilities Menu select 2) Roll Over Month.

• You will be asked to confirm the rollover to the next month.


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Payroll Module is linked to the General Ledger Procedure where the

rformed prior rator who

advise upon the procedure for doing this. Once a GL Transfer has been performed the Payroll can ayroll Utilities 2) Roll Over Month or 7) G/A Administration 3) End Of

ti 4) Payroll Utilities 2) Roll Over Month and the following message appears, it rnin

Where the Payroll Module is linked to the General Ledger, a GL Transfer needs to be peto rolling over the Payroll into a new month. Please refer to your General Ledger Administcanbe rolled over from either 4) PMonth Update. If attemp ng to roll fromis a wa

g that the GL Transfer has not been performed as yet.

If the Roll Over is processed via 7) G/A Administration, 3) End Of Month Update, it is recommended

u confer with the Harmony System Administrator before proceeding with the rollover as you will ll users will need to be logged off.

c rrent company will need to be performed prior to commencing the rollover.

As w h rolloprocesse ng entries, adjustments etc. ut prior to initiating this special month end (i.e. 12th month of the financial year)

yoneed exclusive access to the system and a • A Ba

kup of the cu

• ith the other modules, certain reports should be printed before performing an end of montver. End of Year processing is automatically initiated if an end of month rollover is

d for the last month of a financial year. Therefore, all outstandifor the financial year must be carried o

Detailed Procedure • From the Main Menu select 7) G/A Administration, 3) End Of Month Update

• When processing an End of Month a backup of the current company's data will need to be made.

If there are any problems with the rollover, the backup can be restored.


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• The following screen will be displayed, select Perform a PAYROLL end of month for ????

• The system will prompt for a destination to print the End of Month Log file to. It is also

recommended this file is saved. Select <Accept> when complete and the End of Month will be processed. If there are any errors contact FBS Helpdesk immediately.

• Once the end of month is complete, the Payroll Module would have rolled to the next month and

the General Ledger updated with any journals that would have initiated in the Payroll Ledger.



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3) Set VariablesThis program is used to set default parameter options for the whole Payroll system. These default

ariables govern the way the Payroll Module functions, you should consult your Account Manager b ore changing any parameters. v

ef

1) Employee Defaults EmH

ployee Def o set the default processing options for employees in the Payroll system. er-written for individual Employees in Employee

aults is used towever, the majority of these can be ov

Maintenance.

Employee Pay Period (W/F/4/M) This is the default frequency for the Pay Period field on the first Employee Maintenance screen. The option selected will determine whether the employee is paid weekly, fortnightly, monthly or 4 weekly.

W Weekly

F Fortnightly

M Monthly


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4 Four weekly C easE r one of

PI Incr e (Y/N) nte the following options:

Option Description

Y The employee's rate of pay is subject to automatic CPI increases.

N The rate of pay is not effected by CPI increases. ( m porting purposes only). Piece WorkThis field is usscreen. It de Enter one of the fo

This para eter is set for re

(Y/N) ed as the default value in the Piece Work field on the first Employee Maintenance

termines if the employee is paid on an hourly basis or by the piece.

llowing options:

Option Description

Y Piece work is being paid.

N No piece work is paid. The Pay By optio determine the payment methods your company uses. For example, you p ominanbeing the ca

ay By Bank Transfer[B] (Y/N)

nsred tly pay by Electronic Transfer, but on occasion you may pay by cash or cheque, that

se you would enter Yes for Pay by Electronic, Pay by Cash and Pay by Cheque.

PEnter one of the following options:

Option Descri tion p

Y Permits payment by bank transfer. This method is where a report is taken to the bank with employee bank and pay details.

N The bank transfer option will not be displayed on the Pay-slip Processing sub-menu,

Employee Maintenance. and B cannot be entered in the Method (1 .. 4) fields on the Bank Details screen in

Pay By Cash [C] (Y/N)

Option Description

Y Permits payment by sh. ca

N The cash report option will not be displayed on the Pay-slip Processing sub-menu, and C cannot be entered in the Method (1 .. 4) fields on the Bank Details screen in Employee Maintenance.

Pay By Draft [D] (Y/N)

Option Description

Y Permits payment by cheque.



9 5 0 0 1 7 6 6

ption will not be displayed on the Pay-slip Processing sub-menu, n in

N The cheque menu oand D cannot be entered in the Method (1 .. 4) fields on the Bank Details screeEmployee Maintenance.

Pay By Electronic [E] (Y/N)

Option Description

Y Permits payment by electronic transfer.

N The direct entry system option will not be displayed on the Pay-slip Processing sub-s on the Bank Details screen in

Employee Maintenance. menu, and E cannot be entered in the Method (1 .. 4) field

Pay Method (B/C/D/E) This field is used as the default value in the Method 1 field on the Bank Details screen in Employee Maintenance. That is, if 'E' was selected then the first Pay Method would default to electronic when

I m as been disallowed, by entering N in one of the four previous fields, then that o n cann then D cannot be e ed in En one o

creating a new employee.

f the pay ent method hptionter

ot be entered. For example, if the Pay By Draft [D] (Y/N) field is set to N, this field.

ter f the following payment options:


B Bank transfer A listing of bank transfers.

C Cash A cash break-up.

D Draft (cheque) Cheques are printed.

E Electronic transfer Funds transferred via an ABA file to the bank. P Amou This field dscreen in th ee Maintenance. For Examp$30,000 anhave the sy te of $30,000. The follow

ay nt Type (A/P/H)

etermines the default setting for the Pay Amount Type field on the Employee Award Pay e Employee Award Info section of Employ

le, when creating a new employee do you want to enter their Yearly Wage in annually, ie d have the system calculate it back to an hourly basis, or enter an hourly rate eg. $15.18 and stem convert it to an Annual Ra

ing pay type options are available:

Option Description

A Annual

P Period

H Hourly



9 5 0 0 1 7 6 6

ort Reports By Name (Y/N)

oll reports (non-payroll processing), do you want to see them sorted and printed SWhen printing payraccording to the Employee's Surname or their allocated Employee Namekey? Enter one of the following options:

Option Description

Y Sorts all non payroll processing reports where applicable, by the employee's surname not their name-key.

N The reports where applicable will be sorted by the employee's name-key. Allow Multiple Cost Centres If an employee works in multiple cost centres on a consistent basis, these cost centres can be set up for a u processing in the Multiple Cost Centres screen on the Miscellaneous In on su Employee Maintenance

The follow

utomaticformati

se in pay-slipb-menu in

ing options are available:

Option Description

Y Allows the entry of extra cost centres using the Multiple Cost Centres screen on the Information sub-menu in Employee Maintenance. Miscellaneous

S Allows the entry of extra cost centres using the Multiple Cost Centres screen on the Miscellaneous Information sub-menu in Employee Maintenance. This option differs frothe one above in that allowances, deductions and non-employee contributions can only entered for the first cost centre.

m be

N The Multiple Cost Centres option will not be displayed on the Miscellaneous Information sub-menu in Employee Maintenance.

se Budgeting U

Budgets can be set against an employee in the Miscellaneous Information sub-menu in Employee M nc ing budgeted information can be stored: • Budgeted salary, • Projecte• Product ay, • Rate of • Rate of Rate of pay on the employee's birthday for the current and last calendar years.

aintena e. The follow d termination date,

ivity rate of p

pay at the end of the current and last financial years, pay at the beginning of the current and last calendar years,

• Enter one of the following options:

Option Description

Y Allows the entry of budget information using the Budget Info screen on the Miscellaneous Information sub-menu in Employee Maintenance.

N The Budget Info option will not be displayed on the Miscellaneous Information submenu in Employee Maintenance.

-



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nother cost from the Pay istory screen in Employee Maintenance.

r cost centre using the <Xfers> option on the command line of the Pay History screen in Employee

.

Allow Cost Centre Transfers This option allows the Payroll Officer to transfer a selected processed pay to aH Enter one of the following options:

Y Allows the transfer of a selected employee pay period to anothe

Maintenance

N The <Xfers> option will not be displayed on the command line of the Pay History see Maintenance.

creen in Employ

Allow Leave History Additions This option allows you to add a leave history addition after a pay has been processed. The leave ddition will be deducted from the normal hours paid for the given pay. This option is useful where

ssed a pay and not specified the required leave to be paid.

ayou have proce

Option Descriptio n

Y Do allow leave history to add.

N Do not allow leave history to add. Save Employee Data

Enter one of the following options:

Y A copy of the employee records will be saved on the system after each update of the pay-slip data. As a result of this a Pay-slip Permanent Changes and a Pay-slip Temporary Changes report will be available on the Payslip Validation sub-menu in Payroll Processing.

N A copy of the employee records will not be saved, and the two reports mentioned above will not be available.

Tax Code This field determines which tax table is to be used in calculating the employees tax and will be the default value in the Tax Code field on the first Employee Maintenance screen. Prior to entering a default tax category here, the name-key must have been previously created using the to be created in 9) 3) 1) 4) Tax Code Maintenance. For example, tax codes Scale 2 and Scale 7 should be created as tax tables as they cover the vast majority of employees. In this field you should enter the most commonly used scale. Pay Long Service Leave This field determines the minimum number of years service after which long service leave will be paid. For example if 10 is entered, employees will be paid long service leave after they have worked for ten years. The system will accrue Long Service Leave according to the formula pre-defined in Award Maintenance but will not allow payment of the leave until the person has been employed for ten years or more. The accrued leave values will be displayed in Employee Maintenance, More Info, Employee Award Info, Employee Award Leave. Wrks Comp Class This is the default workers compensation class code that is used as the default value in the Wrks Comp Class field on the first Employee Maintenance screen.



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Wrks Comp Rate at which the workers compensation premium is to be paid and is used as the

ink Payroll To General Ledger This field determines if the Payroll Module is linked to the General Ledger. If there is a link, each pay run processed will create a list of journals to be transferred to the GL. Please refer to the 'Procedure for Linking Payroll to General Ledger' section in this manual for further details.

Y The Payroll module will be linked to the General Ledger module.

Enter the percentagedefault value in the Wrks Comp Rate field on the first Employee Maintenance screen. L

N The two modules will not be linked. Last End Of Month If the Payroll is linked to the General Ledger, the last end of month for the Payroll module needs to be specified here. It will be incremented by one, with each end of month update performed in G/A Administration. Valid values are:

Option Description

-1 to -12 Twelve months of previous year Eg. -2

1 to 12 Current twelve months. Eg. 2 for February

101 to 112 Twelve months of next year Eg. 102 for February GL Xfer Mode This field determines which methodPayroll system to the General Ledg

is used to transfer information from transactions generated in the er.

Option Description

N No transfer. In this mode no automatic transfers are performed. Any entries for the payroll system to the general ledger must be entered manually.

SD Summarized transfer by date. In this mode payroll transactions of similar type and between the same general ledger accounts are summarized into single general ledger transactions by date.

SM Summarized transfer by month. In this mode payroll transactions of similar type, and between the same general ledger accounts are summarized into single general ledger transactions by month.

E Expanded transfer. Every payroll transaction is transferred in detail i.e. for each payroll system transaction an equivalent general ledger transaction is created.

B Bank expanded. In this mode only payroll transactions affecting the bank account are transferred in expanded mode. All other transactions are transferred in summarized mode by date. This option helps to cut down on general ledger transactions.

If paying by Cheque 'B'ank Expanded is the recommended option. If paying by Electronic Transfer, 'SD' summarized transfer by day is recommended. This is to allow for the creation of correct Bank Reconciliation transactions. GL Audit No The next general ledger audit number to be assigned to a payroll transaction.



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his number will be automatically incremented by one each time the audit number is used.

T num xt payroll transaction to be transferred to the general ledger. T ber atically incremented when performing a general ledger transfer. Create GL NEnter one of t

T Next GL Transfer

he audithis num

ber of the newill be autom

et Transaction he following options:

Option Description

S General ledger net transactions will be created in summarized form.

E Net transactions will be created in expanded form. The default se

he flag maybe set to "E" where there are two different payment methods, eg Cash and EFT and you

ink Payroll To Debtor Accounts ly implemented.

tting should be "S"

Trequire them to be broken down as two separate transactions to the same bank account, LThis feature is not current

Option Description

Y Th will be linked to the Debtor & Sales Analysis module. Allows for part of pay to be converted to a debtor transaction cash payment.

e Payroll module

N The two modules will not be linked. P CaT paramete , if paying by two ayment methods, eg: EFT and Cash. This involves two G/L transactions from the Salaries account,

r the payroll system. Where no ther accounts are specified in either Employee Maintenance or individual Cost Centres, these

ransferring to the General Ledger. The name-keys must have previously been reated using the Account Maintenance function in the General Ledger module.

G ccoE nam efault General Ledger Tax Liability account to be used by the Payroll system. GL Bank AcE r the nam stem. GL Cash AccEnter the nam ayroll system.

L Draft Account he default General Ledger Draft Bank account to be used by the Payroll system.

Payroll

t nter the name-key of the default General Ledger Gross Wages (eg. Wages Expense) account to be

.

ay Bank his

sh & Draft By Bankr controls the split up of gross salaries and G/L transactions. That is

pinstead of one transaction totalling the two amounts. The available option is either Y or N. The following General Ledger Accounts will be the default accounts fooaccounts will be used if tc

L Tax Anter the

unt e-key of the d

count nte e-key of the default General Ledger Bank account to be used by the Payroll sy

ount e-key of the default General Ledger Cash Bank account to be used by the P

GEnter the name-key of t GL Electronic Account Enter the name-key of the default General Ledger Electronic Transfer account to be used by thesystem. GL Gross AccounEused by the Payroll system



9 5 0 0 1 7 6 6

L All Ded Non Employee

of the default General Ledger Allowance/Deduction Non-Employee Contribution GEnter the name-key(ie. Superannuation Liability Account) to be used by the Payroll system.



9 5 0 0 1 7 6 6


2) Payslip Defaults T

his is screen is used to the set default variables for pay-slip processing.

ptions: Field Descri P slip Pay

he value entered here is used as the default value in the Pay Period field throughout the Payroll cept on the first Employee Maintenance screen, which is set from the Employee Defaults

ay- Period (W/F/4/M) Tsystem (exscreen). The pay period can be either:

Option Description

W Weekly

F Fortnightly

ly M Month

4 Four weekly Over Award Hrs Added to RDO Hrs The following two fields control how RDOs are calculated on the system. Over award hours are

nce between normal hours and award hours per employee.

nter one of the following options:

defined as the differe E

Option Description

Y The system will accumulate over-award hours to RDO (Rostered Days Off). For example, ours and accrues 2 hours towards where an employee works 40hours, gets paid for 38 h

RDOs.

N Over-award hours will not be accumulated to RDO.


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ll/Ded To Apply To Holiday Pay A

Option Description

Y Allowance, deductions or non-employee contributions will be applied to holiday pay.

N Allowance, deductions or non-employee contributions will not be applied to holiday pay. S . Carrie

. L d Over Fin Year

tion Description Op

Y Sick leave eforward and accru

ntitlements accrued and not taken in the current financial year will be carried ed (in addition to any further entitlements) in the next financial year.

N Sick leave entitlements accrued and not taken in the current financial year will not be carried forward to the next financial year.

A. L. Carrie

d Over Fin Year

Option Description

Y Annual leave entitlements accrued and not taken in thcarried forward and accrued (in addition to any furthe

e current financial year will be r entitlements) in the next financial

year.

N Annual leave entitlements accrued and not taken in the current financial year will not be carried forward to the next financial year.

Subtract Ot

he following options are available

her Hours From NH

T

Option Description

Y All leave hours (e.g. sick leave) will be subtracted from the number of normal hours worked.

N All leave hours will be added to the number of normal hours worked. For e ple, if an em normally works a 40 hour week and takes 8 hours sick leave:

xam ployee

tion Normal Hours Sick Leave Hours Op

Y 32 8

N 40 8



9 5 0 0 1 7 6 6

eave To Date To Apply To Hold he payroll system allows an employees pay to be stopped for a specified period of time. If an

ve, the employee's pay will be automatically be set to 'Hold' for that period.

LTemployee is taking lea Enter one of the following options:

Option Description

Y Leave To date will be automatically entered in the Hold Pay To field on the first Employee Ma ntenance screen for an employee. i

N The Hold Pay To field will not be changed by leave dates. P Accor Hours To calculate RDO for each employee (i.e. when an employee worked for 40 hours while the award h rs are 3 ect to pay 38 hours to the employee and accrue 2 hours to his/her RDO hours. E r one o

ay ding To Normal

ou 8) you can el

nte f the following options:

tion Description Op

Y The employee will be paid according to the normal hours worked e.g. 40.

N The employee will award hours e.g. 2)

be paid award hours (e.g. 38) and the excess hours (which are over the will be accrued as RDO.

If RDOs are to be accrued th efault setting should be set to No. Pay Process TT field d that defaults on the Payslip entry screen. For example, when selecting 3) ill be prompted for a date. Once this date is entered on the Payslip Sel range will be automatically completed based on the following:

e d

ime (B/A/M) etermines the pay date rangehisPayroll Processing, you wection screen the pay date

Option Description

B Pay before work. The Pay Period From field on the Pay-slip Selection screen will default to the current payroll date. The Pay Period To field will be calculated in advance, based on the entry in the Pay Method (W/F/4/M) field.

A Pay after work. The Pay Period To field on the Pay-slip Selection screen will default to the Period From field will be back-dated, based on the entry in the

Pay Method (W/F/4/M) field. current payroll date. The Pay

M Pay manually. The Pay Period To and From fields on the Pay-slip Selection screen must bcompleted manually.

e

Net dingAllo e pay-slip cents 0.05, or w ndar

he field defaults to 0.05 rounding to the nearest five cents. The difference will be added to the tax

argest Dollar Note in Cash Pay be included in a cash pay.

Pay Roun Value net totals to be rounded off to nearest dollar 1.00, or nearest five d for your company.

ws thhatever is sta

Tamount for each employee. LEnter the largest dollar note to Defaults to 50.



9 5 0 0 1 7 6 6

ayroll Audit No The default audit number that will be displayed in the Audit No fields on various screens in the Pay-slip Entry/Maintenance function of Payroll Processing. It will be incremented by one, for each employee record processed. Defaults to 1. Min Leave Without Pay Days Enter the minimum number of days without pay that can be taken by an employee without losing leave entitlements. Override Pay-slip Menu Check When processing the Update Pay-slip Data function, the system will check that all the necessary reports and procedures have been followed before proceeding with the update. There are 2 options available:

P

Option Description

Y Warning messages will be displayed on the Pay-slip Processing menu and Update Pay-slip Data screens, and you may proceed after the message.

N Warning messages will be displayed on the screens. You will not be able to proceed until the warnings have been corrected.

DES Bank Namekey This is the name-key of the bank used by the employer for the Direct Entry System (DES) pay transfer. This field is only required if Y has been entered in Pay By Electronic [E] (Y/N) field in Payroll Utilities 3) Set Variables 1) Employee Defaults. The name-key entered must have been previously created using the Bank Maintenance function in Payroll Maintenance. The bank entered here will be used as the default in the DES Bank Key field in 3) Payroll Processing 3) Process Pay-slip Entries 2) Direct Entry System. Sort Pay-slips By Name (Y/N)

Option Description

Y Pay-slips will be sorted by the employee's surname not their name-key in Payroll Processing.

N Pay-slips will be sorted by the employee's name-key. Last Week / Fortnight / 4 Week / Month PayThese fields will display the last day that the particular type of pay method was run and will be used as a warning if there is a discrepancy in the dates entered when processing pays. For example, if pays are processed weekly and the last one run was on the 05/01/99. If the date is changed past the 12/01/99, the system will warn the weekly pay was not processed for the 12/01/99. Max Leave Loading This Year Enter the maximum dollar amount of leave loading that can be paid to an employee in the current financial year. Max Leave Loading Last Year This is the maximum amount of leave loading that could have been paid to an employee in the last financial year. Term A Override Rate



9 5 0 0 1 7 6 6

nter the percentage rate at which Termination A payments to employees are to be taxed.

If this field is left as 0.00, then a percentage rate of 31.40% will be assumed.

is field is left as 0.00, then a percentage rate of 31.40% will be assumed.

above this w.

Pay Access ed.

Term Pay Access Amount = 320

E

Term B Override Rate

nter the percentage rate at which Termination B payments to employees are to be taxed. EIf th Term Pay Access Amount

payEnter the amount of Termination C pay that will not be taxed. Any Termination C mount will be taxed at the rate entered in the Term Pay Access Tax Rate field beloa

The field defaults to 320. Term Pay Access Tax Rate

nter the rate at which any Termination C pay above the amount entered in the TermEAmount field, will be tax For example:

Termination C Pay = 500

(500 - 320) " Term Pay Access Tax Rate = Amount Tax on Term C Pay Defaults to 31.25.



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) Other Defaults

3O ault t miscellaneous default options for the whole Payroll system.

ther Def s is used to se

End Of Financial Year

of the month that is to be used as the financial end of year e.g. 3 (March). This field defa Allowance bsets E llowing opti

Enter the numberults to month 6 (June).

& Deduction Su

nter one of the fo ons:

Option Description

Y Allows a user to c te sub-categories for any allowance, deduction or non-employee contribution. For example, a car insurance deduction might have sub-categories consisting of

r car insu anies i.e. RACV, AMEV, SIO etc. If required, a cheque for the ount of the c y periods transactions can be printed, and made payable to the

tegory e.g. rance. Selecting Yes will ss to the All/Ded Sub Entry screen in Employee Maintenance, and the Subsets of ll/Deds screen in Allowance/Deduction Maintenance.

rea

the majo rance comptotal amsub-ca

urrent paRACV Insu

give acceA

N The allowance deduction or non-employee contribavailable.

ution sub-categories screens will not be

It is recommended this field be set to (Y)es in order to make use of the Harmony Superannuation Reporting facilities, refer to the Appendix section of this manual "Harmony Superannuation Periodic Reporting Facility.


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Allow Rate Levels Enter one of the following options:

Option Description

Y The Payroll system can be used to record pay rate levels or piece pay rate levels. A pay rate level may be defined as a rate of pay that will be paid when an employee reaches a

. The piece pay rate level is basically the same but it is based on levels for piece work. Up to twenty different pay rate levels/piece pay rate levels may be specified for

d. This flag allows the use of rate levels. Incremental rates can be set against an award or employee that set out the rate of pay increase. If an increase date is set these rates

in

predefined level

an awar

will be applied. The Rate Levels screen is accessed from the Employee Award Pay screenEmployee Maintenance, or the Rates of Pay screen in Award Maintenance.

N Rate level screens will not be available. If this flag is set to (Y)es, an additional option will be available in More Info Menu of Award

6)Rates of Pay.

Rate Increments Y has been entered in the Allow Rate Levels field, then enter one of the following:

Maintenance or Employee Maintenance 3) Rates of Pay in addition to AllowIf

Option Descriptio n

Y When the payroll date passes the date in the Inc Date field on the first ntenance screen for an employee, then their pay rate level will

be automatically incremented by one level. Employee Mai

N Pay rate levels will not be incremented based on the Inc Date field. This flag applies to Rate Increments as set in the <More Info> Menu of Award Maintenance or Employee Maintenance 3) Rates of Pay. If Junior Rates are specified in option 6) Rates of Pay, then they are automatically applied according to the employee's birthday.

es Allow Overtime Rat

Option Description


N The five overtime fields are can be entered as a multiple (ratio) of the normal rate of pay for the overtime categories. For example, for time and a half the multiple would be 1.5 and for double time 2.0.

U ensT all

imbursement. For example, an employee who travels interstate is given a travel allowance that does he employee needs to account for the allowance by giving a

pent in Employee Maintenance <More Info> 9)

xpense Reports. Next E penIf xpeReport Number EX0000001 and will be incremented by one.

se Exp e Reports his flag ows you to record details of any allowance given to an employee in advance for expense

renot form part of taxable wages. Tbreakdown of the expenses paid. This feature is for reporting purposes only. It's function is to recordany allowance given to an employee and how it was sE

xUse E

se Report nse Report is set to (Y)es this field will be automatically completed with the next Expense



9 5 0 0 1 7 6 6

se Time Sheets time sheets and gives access to the Time Sheet Maintenance screen in

UThis feature allows the use of Payroll Maintenance. In order to use this module you must have the Time Sheet module. Timesheet information can be manually entered by the payroll processor, or a DML program can be written outlining the Company's specific payroll rules. The following options are available:

(Y)es Use Timesheets (N)o Don't use Timesheets (T)imesheet Import timesheet from an ASCII file. (C)lockcard Import clock card from an ASCII file.

Next Time Sheet If entry of timesheets is to either be manual or automated by DML, each new timesheet will be allocated a timesheet number. Enter the first timesheet number in this field, this number will automatically be incremented by one upon entry of each new timesheet, eg. TS0000001. Use Sheet Headers This option determines how manual timesheet details will be entered in 1) Payroll Maintenance, 9) Timesheet Maintenance.

(Y)es Allows the entry of timesheets for an employee on an incremental basis where you can see all previous entries for the employee for the current period.

(N)o Allows individual entry of timesheets for an employee, that is, you can only enter one timesheet record for the employee at a time. This method does not show any previous entries entered for the employee for the period.

Next Sheet Header If Use Sheet Headers is set to (Y)es this field will be automatically completed with the next sheet header number SH0000001 and will be incremented by one after each timesheet entry. Timesheet From Time If entry of timesheets is to be manual you are able to enter a default start time for the working day in this field. For example, 9.0 where the typical working day begins at 9.00am. Timesheet To Time If entry of timesheets is to be manual you are able to enter a default end time for the working day. For example 17.0 where the typical working day finishes at 5.00 pm. Allow Flexi Hours Where employees are paid based on flexi-hours, this flag allows the system to record hours earned in lieu of time off. The flag is used in conjunction with the Over Award Hrs Added To RDO Hrs flag set in Payslip defaults. Where any hours worked over the award hours will be accumulated as flexi-hours, similarly to accruing RDO hours. The feature cannot be used in conjunction with RDO's. All RDO fields will be substituted for flexi-hours. The use of flexi-hours can be over-written or enabled on an Award basis. Refer to the Appendix section at the end of this manual "Setup Procedure for using the Flexi-Hours feature".



9 5 0 0 1 7 6 6

PS Sort By Default This parameter determines how the Pay slip processing screen will be sorted. It is used as the default in the Sort By field on the Pay-slip Selection screen in Pay-slip Entry Maintenance.

Option Description

0 No sorting.

1 Pay-slip screens will be retrieved in employee name-key order.

2 Pay-slip screens will be retrieved in cost centre name-key order.

3 Pay-slip screens will be retrieved in site number order. The following fields relating to Leave Factor Days will not be applicable to most sites:. Leave Days

Option Description

Y Allows all leave to be calculated based on full or part days as well as just hours. Permits entries in the FPH, Per and Factor fields on all Leave Entry/History/Planning screens. A new sub-menu (Employee Leave Entry) with two new screens (Sick & Long Service Leave and Annual & All Other Leaves) will also be displayed in the Employee Award Info function of Employee Maintenance.

N Leave will be calculated based only on hours. Full Day The number of hours in a full leave day. Used as the default to calculate the number of hours leave to be paid when F has been entered in the FPH field on a Leave Entry/History/Planning screen. Defaults to 7.0000. Y must have been entered in the Leave Days field to use this field. Part Day The number of hours in a part leave day. Used as the default to calculate the number of hours leave to be paid when P has been entered in the FPH field on a Leave Entry/History/Planning screen. Defaults to 3.5000. Y must have been entered in the Leave Days field to use this field. Full Factor The factor value to be used for full leave days. Used as the default in the Factor field when F has been entered in the FPH field on a Leave Entry/History/Planning screen. Defaults to 1.0000. Y must have been entered in the Leave Days field to use this field. Part Factor The factor value to be used for part leave days. Used as the default in the Factor field when P has been entered in the FPH field on a Leave Entry/History/Planning screen. Defaults to 0.5000. Y must have been entered in the Leave Days field to use this field.



9 5 0 0 1 7 6 6

The following date entry fields allow you to change and verify the date of the Payroll Module. Check Date Entry MN

Option Description

Y A Date Entry screen will be displayed after selecting the Payroll Maintenance option on the Payroll main menu, if you are the only person in the Payroll system.

N No Date Entry screen will be displayed after selecting the Payroll Maintenance option. Check Date Entry RP

Option Description

Y A Date Entry screen will be displayed after selecting the Payroll Reports option on the Payroll main menu, if you are the only user in the Payroll system.

N No Date Entry screen will be displayed after selecting the Payroll Reports option. Check Date Entry PS The recommended option for this date entry screen would be yes.

Option Description

Y A Date Entry screen will be displayed after selecting the Payroll Processing option on the Payroll main menu, if you are the only person in the Payroll system.

N No Date Entry screen will be displayed after selecting the Payroll Processing option. Save Days Pay Slip History Enter the number of days that pay-slip history will be kept on the system e.g. 365 = one year. It is recommended that history is kept for a minimum of 5 years, ie 1825 days. If the number of days kept is less than the difference between the current date and the first day of the current financial year, then this function will be ignored. All Ded Default Award

Option Description

Y Y will be used as the default in the Award field on all Employee Allowance/Deduction screens when a new allowance, deduction or non-employee contribution is added.

N N will be used as the default in the Award field on all Employee Allowance/Deduction screens when a new allowance, deduction or non-employee contribution is added.



9 5 0 0 1 7 6 6

All Ded Default Per This value will be used as the default in the Per field on all Employee Allowance/Deduction screens when a new allowance, deduction or non-employee contribution is added. It determines what the allowance, deduction or non-employee contribution is based on. Possible choices are:

Option Description

(Blank) Null


S Shifts worked

P Pay period


A Overtime A hours

B Overtime B hours

C Overtime C hours

D Overtime D hours

E Overtime E hours






Z Superannuation percentage Group Certificate on Magnetic Media PAYG Summaries (Group Certificates) can be lodged with the ATO on magnetic media such as a floppy disk.

(Y)es A file will be created with PAYG Summaries details which can be lodger with the ATO.

(N)o PAYG Summaries will not be created for magnetic media use. NB. If you are intending to use this option please register with the ATO and advise Future Business Systems of your intention to lodge electronically. Group Cert On Plain Paper If you intend to lodge by Magnetic Media and have access to a laser printer, PAYG Summaries can be printed onto plain paper for distribution to your employees. ATO Version Number



9 5 0 0 1 7 6 6

This may change from year to year, please check with FBS for the current years Version Number.



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4) Period & Leave Rates This section allows you to set parameters relating period and leave rates relevant to the system.

Weekly Pay Divisor Enter the number of weeks each calendar year is divided into for payroll calculations. If left as zero, then the system will automatically use the default value of 52.0000. Fortnightly Pay Divisor Enter the number of fortnights each calendar year is divided into for payroll calculations. If left as zero, then the system will automatically use the default value of 26.0000. 4 Weekly Pay Divisor Enter the number of four week periods each calendar year is divided into for payroll calculations. If left as zero, then the system will automatically use the default value of 13.0000. Monthly Pay Divisor Enter the number of months each calendar year is divided into for payroll calculations. If left as zero, then the system will automatically use the default value of 12.0000.


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Annual Leave Excess (F,P,H) Enter the leave period that the annual leave excess warning (see below) will be based:

Option Description

F Full leave day

P Part leave day

H Hours This field will only be displayed if Y has been entered in the Leave Days (Y/N) field on the Miscellaneous Defaults screen in Global Defaults. Annual Leave Excess This is the number of accrued annual leave days/part days/hours which when exceeded will cause a warning message to be displayed for an employee in Pay-slip Entry/Maintenance. It is used to ensure that employees do not accrue too much annual leave. Whether full/part leave days or hours are used depends on the entry in the Annual Leave Excess (F,P,H) field. Annual Leave Term Days The number of termination days (for which annual leave was not calculated) which when exceeded will cause one more month of annual leave to be paid to an employee. For example:

Note: Annual leave is calculated from the first of each month.

Commencement Date 16/05/90

1st Next Month 01/06/90

30 - 16 days

Termination Date 20/06/92

1st of the Month 01/06/92

20 days

If (14 20) is greater than the Annual Leave Term Days, then add one more month of annual leave.



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Special Leave Warn (F,P,H) Enter the leave period on which the special leave warning (see below) will be based:

Option Description

F Full leave day

P Part leave day

H Hours This field will only be displayed if Y has been entered in the Leave Days (Y/N) field on the Miscellaneous Defaults screen in Global Defaults. Special Leave Warn This is the number of special leave days/part days/hours which when exceeded will cause a warning message to be displayed for an employee in Pay-slip Entry/Maintenance. It is used to warn that an employee is taking too much special leave. Whether full/part leave days or hours are used depends on the entry in the Special Leave Warn (F,P,H) field. Special Leave Max (F,P,H) Enter the leave period on which the maximum special leave (see below) will be based:

Option Description

F Full leave day

P Part leave day

H Hours This field will only be displayed if Y has been entered in the Leave Days (Y/N) field on the Miscellaneous Defaults screen in Global Defaults. Special Leave Max This is the maximum number of special leave days/part days/hours which when exceeded will cause a warning message to be displayed for an employee in Pay-slip Entry/Maintenance. It is used to warn that an employee is taking more than the maximum special leave. Whether full/part leave days or hours are used depends on the entry in the Special Leave Warn (F,P,H) field. Leave No Pay Accrue Leave Ent This option allows you to set the parameter that determines whether leave entitlement should be accrued when an employee takes leave without pay:

Yes Accrue Leave Entitlement for Leave Without Pay. Date Do Not Accrue Leave Entitlement for Leave Without Pay as per Leave Duration Date. Hour Do Not Accrue Leave Entitlement for Leave Without Pay as per Leave Hours.

Sick Leave No Pay Accrue Ent This option allows you to set the parameter that determines whether sick leave entitlement should be accrued when an employee takes leave without pay:

Yes Accrue Leave Entitlement for Leave Without Pay. Date Do Not Accrue Leave Entitlement for Leave Without Pay as per Leave Duration Date.



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Hour Do Not Accrue Leave Entitlement for Leave Without Pay as per Leave Hours.

User Identification Number The User ID Number is obtained from the employer's bank on application by the employer. Depending on the bank you may have the same number for each pay period or different numbers. If all the numbers are the same, then you need only complete the User Identification Number (Weekly) field and the remaining fields will default to the weekly number. Used as the default in the DES User ID No field on the DES Parameters screen in the Process Pay-slip Entries function of Payroll Processing, if no details have been entered for the selected bank on the Bank Maintenance screen in Payroll Maintenance. You must complete at least the User Identification Number (Weekly) field. Sick Leave Pay Rate The default sick leave pay rate that is used throughout the system. This value will override the normal pay rate. Annual Leave Pay Rate The default annual leave pay rate that is used throughout the system. This value will override the normal pay rate. Long Service Leave Pay Rate The default long service leave pay rate that is used throughout the system. This value will override the normal pay rate. Leave Loading Pay Rate The default leave loading pay rate that is used throughout the system. This value will override the normal pay rate. Max Days Certificate Enter the maximum number of sick days that can be taken before a doctors certificate is required. If an employee takes more than this number of sick days, then a warning message will be displayed in Pay-slip Entry/Maintenance. Max Consecutive Days Certificate Enter the maximum number of consecutive sick days that can be taken before a doctors certificate is required. If an employee takes more than this number of consecutive sick days, then a warning message will be displayed in Pay-slip Entry/Maintenance. It is not necessary to enter the Electronic Banking Details here. The details can be entered against individual bank accounts in 1) Payroll Maintenance 6) Bank Maintenance Bank Name This is the name-key of the bank used by the employer for the Direct Entry System (DES) pay transfer. This field is only required if Y has been entered in Pay By Electronic [E] (Y/N) field in Payroll Utilities 3) Set Variables 1) Employee Defaults. The name-key entered must have been previously created using the Bank Maintenance function in Payroll Maintenance. The bank entered here will be used as the default in the DES Bank Key field in 3) Payroll Processing 3) Process Pay-slip Entries 2) Direct Entry System. Bank Reference Enter the bank reference used by the employer for the DES pay transfer, eg Company ABC Payroll. The reference will be used as the default in the in the DES Reference field field in 3) Payroll Processing 3) Process Pay-slip Entries 2) Direct Entry System.



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Bank Description Enter the description to be used for the DES pay transfer, eg. Salaries-1. The description will be used as the default in the in the Bank Description field in 3) Payroll Processing 3) Process Pay-slip Entries 2) Direct Entry System. Pay-slip Payroll Number A number used to identify each individual payroll. It will be incremented by one, for each payroll processed. Local DES DriveThis field is no-longer applicable. Default DES Drive This field is no-longer applicable. DES File MSDOS LF/CR This field relates to the method of transferring the file from DOS to UNIX. It defaults to N and this will apply to most cases.

Option Description

(Y)es If the DES file is to be created as a DOS file to be used for floppy or shared file system.

(N)o If the DES file is a standard file to be used for FTP or transfer with convert.



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5) Group Cert Options The Group Certificate Option is used to specify the following: • Which allowance, deduction or non-employee contribution totals are to be printed on the group

certificates and their position, • Whether the totals are to be deducted/added to the gross amount paid, • Whether termination A .. E payments are to be deducted from the gross amount paid, • Whether termination A .. E loadings are to be deducted from the gross amount paid. It is important to verify these settings on a yearly basis prior to printing Group Certificates

Field Descriptions: Following is a description of each field. The Description, Type and Tax fields are retrieved from the Allowance & Deduction Maintenance screen in Payroll Maintenance, and displayed for reference when editing this screen. These three columns cannot be modified via this screen, to do so the Allowance & Deduction Maintenance screen must be used. Description Describes the allowance, deduction or non-employee contribution. Type Indicates the type of entry i.e.

Option Description

A Allowance

D Deduction

N Non-employee contribution



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Tax Indicates the type of processing i.e.

Option Description

B Before tax

A After tax Order Enter the position on the group certificate where the allowance, deduction or non-employee contribution will be printed. The numbers one to six are used to designate the six possible positions.

Position Description

0 to 6 These positions may all be used for allowances

0 to 1 Only these positions may be used for deductions If this field is left as zero, then the allowance/deduction/non-employee contribution will not be printed on the group certificate. Deduct Enter one of the following options:

Option Description

Y The allowance/deduction/non-employee contribution will be deducted/added to the gross amount on the group certificate(s).

N The allowance/deduction/non-employee contribution will not be included in the gross amount.

Term A .. E Payment Enter one of the following options:

Option Description

Y The termination A .. E payment will be deducted from the gross amount on the group certificate(s).

N The termination A .. E payment will not be deducted from the gross amount . Term A .. E Load Enter one of the following options:

Option Description

Y The termination A .. E loading will be deducted from the gross amount on the group certificate(s).

N The termination A .. E loading will not be deducted from the gross amount .



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Setting PAYG Payment Summary Options The way Pay G Payment Summary options are set will differ according to your specific company rule in conjunction with ATO rules and guidelines. In order to understand how the above screen would be set I have given some suggestions below, however these are suggestions only, it is imperative you set PAYG Payment Summary options in line with ATO rules. ALLOWANCES Allowances Before Tax These may be set to (Y)es for Deduct and given an order number from 1 to 6 to be shown separately on Pay G Payment Summaries. Allowances After Tax An example of this would be Motor Vehicle Kilometre Allowance. These allowances are not likely to be deducted from Gross, therefore (N)o would be set to Deduct. They may be given an order number from 1 to 6 and therefore shown separately on a Pay G Payment Summary. Allowances that do not need to be shown separately on Pay G Payment Summaries These would not be given an order number and consequently the Deduct field is not relevant DEDUCTIONS Generally deductions, other than Union Fees, do not have to be shown separately on PAYG Summaries. The only exception may be Union Fees. If union fees are paid as an After Tax deduction that need to be shown separately on PAYG summaries, they would be given an Order Number 1 and (N)o would be set to deduct.



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6) All Ded Super Control This area allows you to select which pay items should be included for calculation of the 9% Employer Compulsory Super Contribution.

Procedure: Enter down each of the Pay Items and select either

Yes If Superannuation should be paid for this item No If you are not required to pay Superannuation for this item


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7) Hecs Tables This section is used to enter the percentage of pay that requires to be taken out each week from gross wages as contributions towards an employee's HECS. This table can be modified in line with any updates made to the Statement of Formulas for calculating HECS component. The information for completing this table can be obtained from the Australian Taxation Office "Statement of Formulas for calculating Higher Education Contribution Scheme (HECS) Component".

HECS Up ToEnter the weekly earnings amount as per the table, eg the first field Weekly earnings of $0 - $423.99 would be entered as 423.99. HECS PerEnter the component rate or percentage of HECS to be deducted.



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8) Rate Descriptions This section allows a short description to be entered for each of the twenty possible pay rate levels in the system. Y must have been entered in the Allow Rate Levels field on the Miscellaneous Defaults screen in Global Defaults before this screen will be used. Rate levels are incremental rates that can be set against an award or employee that set out the rates of pay increases. If an increase date is set, these rates will be applied. The Rate Levels screen is accessed from the Employee Award Pay screen in Employee Maintenance, or the Rates of Pay screen in Award Maintenance. When the payroll date passes the date in the Inc Date field on the first Employee Maintenance screen for an employee, then their pay rate level will be automatically incremented by one level.

Field Description Level 01 .. 20 Enter a description for the pay rate level. Each level specifies a different rate of pay for an employee.



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9) FBT and ETP Rate This section allows the setup of: • Details regarding Fringe Benefits Tax (FBT) that need to be detailed on Group Certificates issued

to your employees. • The defaults for Eligible Termination Payments (ETP). Harmony will need to apply the correct

income tax rates to each of the different ETP components. Any employee who has been paid an ETP will need to be issued with an ETP Group Certificate.

Eligible Termination Payments (ETP’s) Only certain payments paid to an employee on termination of employment are ETP’s. Unused annual leave and or/ leave loading as well as unused long service leave are not ETP’s (unless there are pre-18 August 1993 unused amounts). Payments such as unused rostered days off (RDO’s), payments in lieu of notice, unused sick leave, or a gratuity or ‘golden handshake’ payment and various others are considered to be ETP’s. For a full listing and further details on ETP’s you should contact the ATO. Fringe Benefits Tax (FBT) “From 1 April 1999, all employers will be required to record the taxable value of fringe benefits provided to individual employees. Where the total taxable value of fringe benefits provided to an employee exceeds $1000 in a FBT year, employers will be required to report the grossed-up taxable value of those benefits on the employee’s group certificate for the corresponding income year. This means that benefits provided during the period 1 April 1999 to 31st March 2000 (the 1999/2000 FBT year) should be shown on the employee’s group certificate for the income year ended 30 June 2000 (the 1999/2000 income year). For further information on reportable fringe benefits, you may obtain a booklet “Your guide to changes to Fringe Benefits Tax reporting arrangements” by contacting the FBT inquiry service on 13 3328.” (As quoted from ATO Group Certificate Information Reports Ver 6.0) FBT and ETO Rates are as provided by the ATO. FBS will also have these rates and tables available upon request.

Field Definitions Fringe Benefit Tax Threshold Enter the Fringe Benefit Tax Threshold as provided by the ATO. If the total taxable value of fringe benefits provided to an employee exceeds $1000 in a FBT year, employers will be required to report


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the grossed-up taxable value of those benefits on the employees’ group certificate for the corresponding income year. Fringe Benefit Tax Rate Enter the current FBT tax rate as provided by the ATO. Fringe Benefit Tax Year From Day 1 Month 4 Fringe Benefit Tax Year To Day 31 Month 3 Currently the FBT year is from 1 April YYYY to 31 March YYYY however the information for the FBT year is recorded on the Group Certificate for the financial year ending 30th June. Eligible Termination Payments The information for completing this section is as detailed in the ATO ETP A practical guide for employers. The current Tax instalment deduction rates for ETPs are : Components Age of

The person Tax File No. Yes

Tax File No. No

Pre-July 1983 component Any Age Nil 47% Post June 1983 -Untaxed Element

Amount up to the low rate threshold

55 or older

15%

47%

Amount over the low rate threshold

55 or older

30%

47%

Post-June 1983-Untaxed element Under 55 30% 47% Post-June invalidity component Any age Nil Nil The low rate threshold The low rate threshold is the limit set for the amount of post-June 1983 component you can receive that is taxed at the lowest rates for ETPs. The low rate threshold only applies to the cash amount of the post-June 1983 component. It is currently over $100696. The limit is a lifetime limit and changes each year on 1 July.



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A) SFSS Tables Student Financial Supplement Loan - Repayment Table This section allows you to setup a table similar to HECS that allows you to make a deduction for any SFSS repayment amounts needed to be reimbursed to the ATO by an employee. The SFSS Table will need to be set in accordance with the ATO Schedule

SFSS Upto Enter the weekly earnings amount as per the table provided by the ATO. SFSS Per Enter the component rate or percentage of SFSS to be deducted.


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B) Public Holiday This program is currently being used for Clock Card purposes. If there is a Public Holiday paid in the given Pay Period, the details of the Public Holiday can be recorded here. The information is then passed through to the clock card system so that the correct pay rates can be applied for that day. A customized DML program will need to be written. The DML will be used to verify the Pay rate to be applied for the public holiday.

Field Definitions Date Enter the date of the Public Holiday, eg 24.12.02. Description Enter the description for the public holiday eg.Christmas Day. Comment Enter any comment relevant to the day. Print on Payslip If you require the Print Public Holiday Comment to be printed on the payslip, select (Y)es. This feature is not currently implemented.


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4) Advanced Functions This sub-menu allows access to the advanced payroll functions. They are normally only used by FBS staff who have a very detailed knowledge of Harmony and its internal workings. Therefore, only a brief description of each report will be given here.

1) Check PSH M.T.D. & Y.T.D. Compares the following variables: • Employee records to pay-slip history • Award records to pay-slip history • Cost centre records to pay-slip history • Pay-slip history to pay-slip totals • Allowance/deductions with their totals • Allowance/deduction entries with their totals • Sub Allowance/deductions with their totals

2) Rebuild Payroll From PSH Allows the rebuilding of payroll values i.e. • Allowance/deductions from employee values • Allowance/deductions from award values • Allowance/deductions from cost centre totals • Allowance/deductions from pay-slip history • Allowance/deduction employee values from pay-slip history • Allowance/deduction award values from pay-slip history • Allowance/deduction cost centre totals from pay-slip history • GTN employee values from pay-slip history • Gross pay cost centre totals from pay-slip history • Sub Allowance/deductions from pay-slip history

3) Create Initial PSH This function is used when starting up the Payroll system. It is used to create the initial Payslip History records from Employee Default Figures entered in Employee Maintenance.


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4) Clear Terminated Employees This function removes terminated employee records from the Payroll system up to a selected date.

Delete Upto Date Enter the required date. All employee records with termination dates up to this date will be deleted.

5) Clear Payroll Transactions This program is used to remove all payroll transactions from the Payroll system up to a selected date. DO NOT use this program under any circumstances, please advise FBS staff you wish to remove transactions for any reason.

6) Initialise Employee Save Makes an initial copy of all employee records. This function is only used when the Payroll system is first set up to allow a copy of the employee records to be saved. Y must have been entered in the Save Employee Data field on the Employee Defaults screen in Payroll Utilities before this function can be used.

7) Rebuild No Leave Ent From PSH


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5) Records

1) Group Numbers This function is used to maintain employer group number records. A record needs to be created for each different company using this payroll database. Where there is more than one company using the payroll, Employer numbers need to be assigned to each employee and are entered in the Group Number field on the Last Year Totals screen of the Miscellaneous Information menu in Employee Maintenance.

Field Definitions Group Number The group number is a code assigned to a particular employer. It is used by the system to identify, store and retrieve information on that employer. By using group numbers more than one employer can be included in a payroll run. Comp ACN Enter the Company ACN as provided by the ATO. Comp ABN Enter the Company ABN as provided by the ATO. Name Enter the full name of the employer.



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Address This is the address of the employer and should be entered in the following sequence: Line 1 Street Address details Line 2 Optional information Line 3 The ATO has specified that this must be the suburb only.

(if you have postcode facility switched on and State is listed on this line automatically, then when the file is exported you can change this to only be the suburb).

Line 4 State PC Postcode PC Enter the postcode of the address. Contact Person Enter the name of the Payroll Officer responsible for processing the pays. Contact Phone Enter the phone number in the event the company needs to be contacted by the ATO. Contact Email Enter the email address of the person responsible for the payroll. Tax GL Acc Enter the General Ledger Tax Liability account. The remainder of the fields are not currently in use and therefore not required to be completed.



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2) Expense Codes Overview of Expense Report Feature Expense Reports allow you to record details of any allowance given to an employee in advance for expense reimbursement. For example, an employee who travels interstate is given a travel allowance that does not form part of taxable wages. The employee needs to account for the allowance by giving a breakdown of the expenses paid. This feature is for reporting purposes only. It's function is to record any allowance given to an employee and how it was spent in Employee Maintenance <More Info> 9) Expense Reports. If the feature is to be used, individual Expense codes are setup from this menu option:

Field Definitions Expense Code Enter a short code to be assigned to each Expense Code. This code is used by the system to store and retrieve information on the sub-category. Description Enter a full description of the expense. GL Account Enter the GL Account code relevant to this expense. In order to use this feature the flag Use Expense Reports must be set to (Y)es in 4) Payroll Utilities 3) Set Variables 3) Other Defaults. Individual expenses can be allocated and recorded against individual employees from Employee Maintenance <More Info> 9) Expense Reports



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3) Persons The Persons section is used for recording details of emergency contact numbers to be used in Employee Maintenance 8) Misc Menu 9) Emergency Details.


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5) Payroll Diary Reports This option is used to display a sub-menu for the payroll Diary reports based on a pre-selection of weekly or monthly view.

Once the period is selected, a further selection screen will be displayed allowing you to select the type of report to be viewed. Each one of these options will display details of individual employees and their corresponding details in the appropriate date box.

Below is an example of the Leave History Report Screen:

Please Note: In addition there is a leave planning report that can be printed from 2) Payroll Reports 1) Employee Report 4) Miscellaneous Reports 3) Leave Planning Report.


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6) Payroll Clock Cards The Payroll Clock Card sub-menu is used to access all the clock cards screens that update the static information in the Payroll system.

1) Clock Card Maintenance This option is used to set up individual clock card records for each employee who will be using the clock card system.

Clock Card This is the number allocated to the current clock card record. This number will then need to be allocated to an employee in the CCN field of the Employee Maintenance Screen. Employee N-K This is the namekey of the employee who has been allocated the current clockcard record. When a new clock card record is created, an employee namekey cannot be allocated to the clockcard. The procedure is to create the clockcard and allocate the appropriate number to an employee, once allocated, the employee details will automatically be displayed on this screen. Emp Name This is the employee's complete name. Card limit Enter the name-key of the Clock card limit record that was previously created which is applicable to


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the current employee. The card limit record defines the time limits and restrictions by which the clockcard system will operate.

2) Clock On The Clock On facility is used where the Harmony Clockcard system is in use, that is no externally linked Clock on/Clock Off program is in use. Employees are able to clock on by entering their name key in this screen. The system will automatically complete the Starting date and time. Typically a customised menu would be created for your company that employees can easily access to clock on/off for the day.

Employee N-K Enter the namekey of the employee who is currently clocking on . Once the employee namekey is entered, the system will complete the remaining screen details: Employee Name This is the employee's complete name. Starting This is the starting date and time that the employee is clocking on. Ending This is the ending date and time that the employee is clocking on. Total This value is automatically calculated by the system and is equal to the total time actually worked by the employee.

3) Clock Off The Clock Off facility is the opposite to clocking on and would be used where the Harmony Clockcard system is in use, that is no externally linked Clock on/Clock Off program is in use. Employees are able to clock off by entering their name key in this screen. The system will automatically complete the Finishing date and time. Typically a customised menu would be created for your company that employees can easily access to clock on/off for the day.


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4) Clock Inquiry By entering the employees' name key, the user is able to view the last seven clock card entries made by the selected employee.

5) Clock Limits In the following screen, the user is able to set up a series of rules (clock card criteria) by which the clock card system will operate. The card limit record defines the time limits and restrictions by which the clockcard system will operate.



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Limit N-K This is the Name key assigned to this clock card limit parameter. Desc Enter the complete description of the type of clock limits created in this screen. (week days) These are the initials of every day of the week eg. "M" Monday, "W" Wednesday and so on. Normal Hours Enter the amount of hours normally required to work, not including any overtime or lunch for each day of the week. Paid Hours Enter the amount of hours the employee is actually paid for. Lunch Minutes Enter the time in minutes allocated for lunch. Early Minutes Enter the maximum amount of time in minutes that will not be considered overtime even if the employee has clocked in early. For example, if this field said 15 minutes, the employee will not be paid overtime if he/she clocked in within 15 minutes of their start time. Begin Hours Enter the actual required starting time in 24 hour clock format. Should the starting time be 9.30, the hours amount of 9 will be entered in this field while the 30 minutes would be entered in the Begin Minutes field as described below. Begin Minutes Enter the actual required starting time in minutes. Should the starting time be 9.30, the hours amount of 9 will be entered in the Begin Hours field while the 30 minutes would be entered in this field. End Hours Enter the actual required ending time in 24 hour clock format. Should the ending time be 17.30, the hours amount of 17 will be entered in this field while the 30 minutes would be entered in the End Minutes field as described below.


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End Minutes Actual required ending time in minutes. Should the ending time be 17.30, the hours amount of 17 will be entered in the End Hours field while the 30 minutes would be entered in this field. OT End Hours Actual time in hours to which over time is paid up to. Should the end of payable overtime be 19.30, the hours amount of 19 will be entered in this field while the 30 minutes would be entered in the OT End Minutes field. OT End Minutes Actual time in minutes to which overtime is paid up to. Should the end of payable overtime be 19.30, the hours amount of 19 will be entered in the OT End Hours field while the 30 minutes would be entered in this field. OT Minutes The maximum amount of time in minutes that will not be considered overtime even if the employee has clocked off after the official end of day. For example, if this field said 15 minutes, the employee will be paid overtime only if they clock off 15 minutes from the end of their shift. OT Type The correspondent overtime rate category applicable to payment of clocked overtime is entered in this field, eg. type OA which would correspond to Overtime rate type A. Overtime rates are set up in Rates of Pay in Award Maintenance.



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6) Pass Out This facility allows the Employees to Pass Out, for example when they are going for a lunch break, by entering their name key in this screen. The system will automatically complete the Starting date and time. It indicates the moment in which the employee has stepped out but is still expected to come back in (Pass In). This option is most useful to maintain an accurate Employees On Premises report. Typically a customised menu would be created for your company that employees can easily access to clock on/off for the day and pass off/on as required.

Employee N-K Enter the namekey of the employee who is currently clocking on . Once the employee namekey is entered, the system will complete the remaining screen details: Employee Name This is the employee's complete name. Starting This is the starting date and time that the employee has clocked as a Pass Out. This field also allows the user to view the last Pass Out/Pass In entry made. Ending This is the ending date and time that the employee has clocked as a Pass Out. This field also allows the user to view the last Pass Out/Pass In entry made. Total This value is automatically calculated by the system and is equal to the total time the employee was logged out for.



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7) Pass In This facility allows the Employees to Pass In, for example when they are returning from a lunch break, by entering their name key in this screen. The system will automatically complete the Starting date and time. It indicates the moment in which the employee has stepped back and has previously logged a Pass Out. This option is most useful to maintain an accurate Employees On Premises report. Typically a customised menu would be created for the individual site that employees can easily access to clock on/off for the day and pass off/on as required.

8) Employees On Premises This option allows you to print a list of employees that have clocked on (present on the premises), clocked off (gone from the premises), passed out (away from the premises) and passed in (come back to the premises). An example of the report is shown below:



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Payroll Reports Harmony provides an extensive range of reports. On clicking 2) Payroll Reports the following menu will appear

1) Employee Report This menu option will print various reports for each or selected employees. On clicking this menu option the following menu will appear

1) Complete Employee Report On entry to this menu choice the following filtering options will appear


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Employee Namekey From .. To To print one or a range of employees enter the Employee Namekeys in the From and To fields. A wildcard search (*) can be used to do the selection Award To print for one or a selected range of Awards enter the Award Namekeys in the From and To fields. . A wildcard search (*) can be used to do the selection Cost Center To print for one or a selected range of Cost Centers enter the Cost Center Namekeys in the From and To fields. A wildcard search (*) can be used to do the selection All/Current/Terminated Employees Option Details (A)ll Print all employees (C)urrent Print current employees only (T)erminated Print terminated employees only Sort By The report can be sorted by the fields just entered i.e. 1 Employee Namekey, 2 Award and 3 Cost Center. Enter the corresponding number in the order of the sort e.g. if the report is to be sorted by Cost Centre Award and Employee enter a 3 2 1 On pressing Accept further option can be made as to what will be displayed in the report. The following screen will appear


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Enter a (Y)es or (N)o as to whether the item will be included or otherwise in the report Employee Information This will display the information entered on the first Employee Information screen Employee Banking Information This will display the information entered on the employees Bank Details screen Employee Award Information This will display the information entered on the employees Award Information screen Employee All/Ded Information This will display the information entered on the employees Allowances and Deduction Information screen Employee Leave History This will display information entered on the employees Leave History information screen Employee Leave Planning This will display information entered on the employees Leave Planning information screen Employee Pay History This will display the Pay History of the employee Employee Comments This will display comments entered on the employees Comments screen Employee Multiple CC This will display the Costs Centres the employee is associated with Grand Totals This will print Grand Totals for the above information


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2 Pay Reports

Note the criteria selection screen for reports in this menu section is the same as that for the Complete Payroll report with the addition of a date range in certain reports

Pay History Report An additional screen will appear after Accept is clicked on the first criteria screen

Option Description

(P)ay Pay history report summarized by employees

(S)ummarized Summarized pay history report

(E)xpanded Expanded pay history report

(G)roup Group tax report

(A) Expanded Expanded allowance/deductions report

(B) Summarized Summarized allowance/deduction report


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Note when printing a Group Tax report the Sorting will need to be 3 (Cost Centre) 1 (Employee)

Pay Record Report Shows a summary of the total pay received by each selected employee during the current year If Award or Cost Centre are used as the sort criteria then the following screen will appear

Not Paid Report Provides a summary of pay details for selected employees, not yet paid during the current pay period

Pay Rates Report Prints full details of the pay rate levels available for each of the selected employees as well as their current level.

Clock Card Report The following additional parameter screen will appear

Rdo Accumulated Report This reports on the number of hours of RDO accumulated by selected employees

3 Group Tax Report This report will list the Group Tax paid for all or selected employees for each pay period in the current year for both Month to Date (MTD) and Year To Date (YTD) An additional criteria screen will appear


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Enter a (Y)es or (N)o

4 Miscellaneous Reports

Sick/Hol Outstanding Report This report summarises the outstanding sick, annual and long service leave due to selected employees

Missing Taxfile No Report This report lists those employees whose Taxfile Numbers have not been recorded

Leave Planning Report This report displays the planned leave for the selected employees, for each month of the calendar year. It will list the sick pay (S) annual leave (A) and Long Service leave (L) by month by date

Pay Record Report This report lists the pay details for the current pay period The following additional criteria screen will appear

Enter a (Y)es or (N)o

Workcare Report This report prints details of payments made to all employees on Workcare


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Employee Listing This report prints a list of all or selected employees An additional screen will appear

Enter the date range in the from

Employee All Ded Report Prints a list of the selected employees who use each selected allowance, deduction or non-employee contribution The following additional criteria screen will appear

Allowance Deduction Line -1 0-29 Entering a -1 will print all Allowances and deductions Entering a number between 0 and 29 will only print the specific allowance or deduction as per All/Ded Amount Entry screen in Employee Maintenance Include Zero Lines Include or otherwise employees with zero month and year to date values for the selected allowance, deduction or non-employee contribution(s). Newpage per Allowance/Deduction Print or otherwise each allowance or deduction on a new page

Employee Percentage Report This will print out a report for a specific percentage of employees pay The following additional criteria will appear


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Enter a Percentage figure

Employee Labels This report will print labels for all or selected employees The following additional criteria screen will appear

Enter the number required

Employee on Premises This report allow the employer t have a quick view of who is present on the premises. This is only applicable if the Clock Card system is operating Sub All Ded Report This will print Sub Allowances/Deductions for all or selected employees

5 Superannuation Report This report prints details of deductions made for the Employee Superannuation Guarantee Levy for all or selected employees.

Employee


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Enter the employee range for all or selected employees in the From and To fields Fund Enter the range for all or selected funds in the From and To fields Cost Centre Enter the range for all or selected Cost Centres in the From and To field Site Enter the range for all or selected Sites in the From and To fields Dates Enter the date in the From and To fields Limit Enter the minimum earnings per month required for an employee to be Rate Enter the percentage rate of the levy

6 Tax file Number Validation This report will list those employees whose tax file numbers are invalid 1) Exception Report The Exception Report will identify any errors or omissions in the setupfor each employee. For example it will ensure all employees with SupeNon-Employee lines have been allocated a sub-set to identify their SupMembership Number has been allocated to each relevant Super Fund. Irun as the next step in the setup procedure. Identify any problems and fMaintenance files. Once all the problems have been fixed, re-run the Eit is now error free. The Exception Report is also used to identify any employees who fall bfor Superannuation Guarantee Contributions. Prior to running the Supebe necessary to run the Exception Report to identify any such employeecan be processed prior to running the Super Remittance Slip report. Thmore detail in the section Super Adjustment. Select 7) Superannuation Remittance 1) Exception Report, the followdisplayed:

Last printed 12/12/2005 3:59:00 PM

s

included in the report

of Superannuation Fund details rannuation Allow/Deduction or erannuation Fund and that a t is recommended this report be ix the relevant Employee xception Report and make sure

elow the $450.00 monthly limit r Remittance Slip report, it may s so that a Super Adjustment is procedure is discussed in

ing selection screen will be

of 273


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The date will default to the current Payroll Processing month end date

Below is an example of the Exception Report

2) Super Adjustment As mentioned earlier, if there are any employees whose monthly pays fall below the $450 monthly super limit, they will be identified on the Exception Report,

Depending on your company policy if you wish to exclude employees who fall below the $450.00 limit from the Super Remittance Slip report you will need to process a Super Adjustment.


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How to complete the above screen: Employee Namekey Enter the namekey of the employee you wish to process an adjustment for. Payslip Date Enter the Payslip Date the adjustment is being made to. Allowance/Deduction Desc. Select the Allowance/Deduction this adjustment refers to. Enter an * to display a list of valid Allowances/Deductions. Super Amount Enter the Superannuation Amount to be adjusted. To decrease the Superannuation amount enter a negative value. To increase the Superannuation amount enter a positive value. Comment Enter a comment or reason for the adjustment. Please note Superannuation Adjustments will only affect the Superannuation Remittance Reports. The adjustment will not create any General Ledger Journals for the adjustments and it will not adjust any MTD or YTD payslip history details. 3) Super Remittance Slip Reports The Remittance Slip reports can be run either Monthly or Quarterly, this will be dependant upon how often you actually pay the Superannuation. The Super Remittance Slip report will list all employees who have been paid Superannuation, both Employer and Employee contributions during the relevant reporting period. The report will list each pay period in the run and the amount of Superannuation paid on behalf of the employee.


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Once you have made your selections and selected <Accept> to print the report, if there are any errors in the Employees Super setup, a warning will be displayed. The errors will be listed at the end of the report.

Below is an example of the report with errors identified:

Select the date that will include the last pay processed for the remittance period


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Below is an example of the report with no errors:

If there are no errors found in the report, once the report has been printed an additional screen will be displayed which will allow you to update the data printed and allocate a Remittance Date. The Remittance Date should be the actual cheque payment date the Superannuation was paid.

It is advisable in the initial setup stage to perform a reconciliation of the Superannuation Amounts actually paid against this report before updating the remittance date. If there are any discrepancies in these values, they should be looked at prior to allocating a Remittance Date. If (Y)es is selected, the records printed will be marked as paid and the Letters of Previous Remittance can be printed for the employees. 4) Letter of Previous Remittance Once the Super Remittance Slip Report has been printed and updated, the Super Letter for individual Employees can be printed.

Actual date cheque is written and sent for the super payment


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This is the previous Remittance update date that is equivalent to the actual Super Cheque payment date.

Below is an example of the Letter of Previous Remittance:


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2) All Ded Report The following menu will appear

1 All Ded Report This report will print the allowances and deductions both Month to Date (MTD) and Year to Date(YTD) No criteria is required

2 Sub All Ded Report This will print details of of Allowances and Deductions subset paid Month To Date (MTD) and Year to Date (YTD). No criteria is required

3 EFT of All/Deds This reports creates an ABA file for paying sub allowances and deductions by EFT

DES Bank Key Enter the Banks’ Namekey Drive Enter a drive on your local machine or on the network for the file output. Pay Date Enter the date of payroll processing to pay EFT amounts. DES User ID No Enter the bank user ID. This is an eight digit figure


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DES Bank Name Enter the bank user ID. This is an eight digit figure DES Description Description of the EFT file. ie: 'Super Payments' Once all fields are entered and Accept is clicked the following options will appear

Create An ABA File

This will create am ABA file which can the copied to disk

Employee Namekey

Enter the range for all or selected employees in the From and To fields

Sub All/Ded

Enter the range of all or selected sub Allowances and Deductions in the From and To fields

Date


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Enter the date range for the transfer in the From and To fields

Update EFT Transaction

Enter a (Y)es or (N)o whether to update the EFT transaction

Summarized/Expanded (S/E)

Enter a (S)ummarized or (E)xpanded accordingly

Copy ABA File To Disk

This will copy the ABA to floppy

Format A DOS Floppy Disk

This will format a floppy drive

4 Sub All/Ded EFT Report This report will produce a list of all Sub Allowance/Deductions for a given date range and employee range

3 Award Report



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Entry Report This report will print details of each award The following screen will appear

Award Key Enter the Award Namekey for all or selected Awards

Award Pay History Report Prints the pays by awards for a particular date range

Award Key Enter the range for all or selected Awards in the From and To fields Date Enter the Date range in the From and To fields Summarized or Expanded Enter (S)ummarized or (E)xpanded. The Summarized report will only display grand totals for each award whilst the Expanded will display each employee Award Rates Report Prints full details of the pay rate levels available for every award, No criteria need to be set

4 Tax Code Report Prints details of all tax tables entered in the Payroll system. Tax tables are entered using the Tax Code Maintenance function in Payroll Maintenance. No criteria need to be set.

5 Cost Centre Report The following menu will appear


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Entry Report This report prints details of the selected cost centre(s).

CC Key Enter the range for all or selected Cost Centres in the From and To fields

CC Pay History Report This report provides details by cost centre of pay period and employee pay details

CC Key Enter the range for all or selected Cost Centres in the From and To fields Date Enter the Date range required in the From and To fields Summarized or Expanded Reports Enter either (S)ummarized or (E)xpanded. The Summarized report will print grand totals for each Cost Centre whilst the Expanded report will detail each employee

CC Gross Report This report will print the Gross pays for each Cost Centre

CC Key Enter the range for all or selected Cost Centres in the From and To fields


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6 Group Certificate Report

Group Certificates This function enables a user to print group certificates at the end of the financial year. It is extremely flexible, allowing a selection or accumulation of allowance/deduction history totals to be printed on the group certificate Select whether the Group Certificate for this or last year

Once selected the following criteria screen will appear

Employer Group No Enter the Employer Group Number Employer Name Enter the Employer’s Name Employer ABN Enter the Employer’s ABN number Signature


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Type in the name of the person who will be signing for the group certificates. If this field is filled in, the name will be printed on the group certificate, making the certificate legally authorised. Defaults to blank, therefore Group Certificate requires handwritten signatures on the certificate. Update Employee Serial No Option Details

Yes The group certificate number will be entered in the Group Cert Number field on the first Employee Maintenance screen of each selected employee

No The group certificate will not be update d Print Group Cert for company Record Enter a (Y)es or (N)o to print a copy of the certificates for the company records Employee Enter the range for all or selected Employee Namekeys in the From and To fields Cost Centers Enter the range for all or selected Cost Centres in the From and To fields Site Enter the range for all or selected Sites in the From and To fields Date Enter the date range in the From and To fields

Employee YTD Totals This will print a report displaying the Year to Date totals for either this year or last year. The only criteria is to select whether the report will be This or Last year

EFT of Group Tax This report would allow you to electronically transfer group tax to the ATO, however, since the introduction of GST in July 2000, the group tax is paid on the BAS statement and not the ATO

DES Bank Key Enter the Banks’ Namekey Drive Enter a drive on your local machine or on the network for the file output. Pay Date Enter the date of payroll processing to pay EFT amounts. DES User ID No Enter the bank user ID. This is an eight digit figure DES Bank Name



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Enter the name of the Bank Account DES Description Enter the description of the EFT file e.g. Group Tax

ETP Group Certificates This function enables a user to print group certificates at the end of the financial year for those employees that received termination payment On entering this menu choice the following screen will appear

Select This or Last year The following screen will appear

Employee Group No This will display the Employee Group Number. It will default to the first employer group number entered on the Group Numbers screen of the Global Defaults sub-menu in the Payroll Utilities Employee Name Defaults to the employer name entered for the employer group number on the Group Numbers screen of the Global Defaults sub-menu in the Payroll Utilities. If required, this name may be changed. Employee ABN This will display the ABN of the company issuing the certificates Signature Type in the name of the person who will be signing for the group certificates. If this field is filled in, the name will be printed on the group certificate, making the certificate legally authorised. Defaults to blank, therefore requiring handwritten signatures on the certificate. Print Group Cert for Company Record Enter a (Y)es or (N)o Employee Enter the range of Employees for all or selected in the From or To fields Cost Centre


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Enter the range for al or selected cost centres in the From or To fields Site Enter the range for all or selected sites in the From or To fields Date Enter the date range in the From or To fields

Export Group Certificate This process generates the Group Certificates and produces an ASCII file that is ready to copy onto a floppy disk for distribution to the ATO. If there are errors in the data a Validation report will appear detailing the employee and fields that require attention Enter whether to generate Group Certificates for this or last year The following screen will then appear

By default the Employer details will appear i.e. from Employer Group Number through to Contact E-mail ATO Specification Version Number This may change from year to year. Please check with FBS before each yearly lodgement to confirm version numbers. It will default to what has been entered in Global Defaults Run Type Enter a (T)est run only or a (P)roduction of data Log Report (Summarized/Expanded) Enter (S)ummarized or (E)xpanded Employee Enter the range of Employees for all or selected in the From or To fields Cost Centre Enter the range for al or selected cost centres in the From or To fields Site Enter the range for all or selected sites in the From or To fields



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Date Enter the date range in the From or To fields

Check Exported Group Certificates Use this facility if you want to verify the data which has been previously been exported is the most recent information. For example, you may have done several runs and want to make sure that the ASCII file you are about to transfer is the latest. The following screen will appear

Enter an (S)ummarized or (E)expanded

7 Bank Information Reports The following menu will appear

1 DES Report From ABA Files This report generates a report on bank transfer information by reading an ABA file from the system hard disk. Once selected a list of available files will appear to select from

2 Bank Information Report This will print details of what has been transferred to each bank including Month To Date (MTD) and Year To Date (YTD) figures

Bank M-K Enter the range of Bank Namekeys for all or selected banks in the from and to fields


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General Ledger Reports The following menu will appear

1 Check G l Accounts Compares general ledger accounts entered throughout the Payroll system to general ledger accounts specified in the General Ledger module, and lists un-matched account codes

2 Balance GL Transactions Shows the total debit and credit transaction amounts posted to each G/L account in a selected period

3 GL Transaction Ledger This report will generate a list of general ledger transactions for the selected account based on a range of dates

From Date Enter the date range in the From and To fields Account Enter the account to be reported on



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Sub All/Ded Transactions This report will produce a list of all general ledger transactions for Sub Allowance/Deductions for a given date range and employee range

Employee Namekey Enter the range of all or selected Employee Namekeys in the From and To fields Sub All/Ded Enter the range of all or selected Sub Allowances and Deductions in the From and To fields Date Enter the date range for the report in the From and To fields Summarized/Expanded Enter a (S)ummarized or (E)expanded

Time Sheet Reports The following screen will appear

Employee Namekey Enter the range for all or selected Employee Namekeys in the From and To fields Award Enter the range for all or selected Awards in the From and To fields Cost Centres Enter the range for all or selected Cost Centres in the From and To fields


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All/Current, Terminated Employees Option Details A Prints all employees C Prints only Current Employees T Prints Only Terminated Employees Sort By Enter the number corresponding to the criteria field above e.g. if the sort will be by Cost Centre, Award and then by Employee enter 3 2 1 The following screen will then appear

T/Sheet Date Enter the date range for the report in the From and To fields Only Report on Overwrite Enter a (Y)es or (N)o

Print Selection All the above reports have the following screen which will, in the main, be used to direct the printing of the report either to the window (for previewing the report) or to a specific printer.

S)ave D)elete file Each report can be saved to a file so that it can be reprinted exactly at a later date. If it is to be saved enter a S or enter a D to delete it after saving. Dest This will determine whether the report is to previewed, window, or printed to a specific printer. No of Copies Set the number of copies for the report Ask For a reprint ? Enter a (Y)es or no accordingly Pages Which pages are to be printed



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9) Payroll Enquiry This function is used to view information from the Payroll system. The only difference between Payroll Enquiry and Payroll Maintenance is that Payroll Enquiry is read only.


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Appendixes

Procedure for setting up the Clockcard System General Information for Zipnet System • The Zipnet Clockcard data file is located in : /home2/domain/common/Clockcard • The Zipnet Clockcard Archive files are located in: /home2/company/CC_ARCHIVE Setup Procedures 1. Create Clock Card Number to be allocated to each individual employee who will be using the clock card system. From the Main Menu select 9) Addon Modules 3) Payroll 6) Payroll Clock Cards 1) Clock Card Maintenance

Clock card This is the number allocated to the current clock card record. This number will then be allocated to an employee in the CCN field of the Employee Maintenance Screen. Employee N-K This is the namekey of the employee who has been allocated the current clockcard record. When a new clock card record is created, an employee namekey cannot be allocated to the clockcard directly. The procedure is to create the clockcard and allocate the appropriate number to an employee via 1) Employee Maintenance. Once the clockcard number has been allocated to the Employee's Maintenance File, the employee details will automatically be displayed on this screen. Emp Name This is the employee's complete name. Card limit Enter the name-key of the Clock card limit record that was previously created which is applicable to the current employee. The card limit record defines the time limits and restrictions by which the clockcard system will operate.



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2. Allocate Clock cards previously created in Clock Card Maintenance to individual employees.

From the Main Menu select 9) Addon Modules 3) Payroll 1) Payroll Maintenance 1) Employee Maintenance

Enter the Employee Namekey, the cursor will default to the CCN field. Either enter the Clockcard number to be assigned to the employee or an * to display a list of available numbers. Procedure for processing a Pay run using imported clockcard information 1. Import the Clockcard data file into the Harmony Payroll System At the Payroll Processing screen, Main Menu 9) Addon Modules 3) Payroll 3) Payroll Processing 1) Pay-slip Entry/Maintenance there will be an additional field if the system is set to Import clock card from an ASCII file.

To import the clockcard details from the ASCII file previously created select (Y)es. This will import the Clockcard Data file into Harmony and save a copy of this file in the Archive directory.

Get the Latest External Clock Card File


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2. The Exceptions Report will be printed upon completion of the import. This report will list employees with the following anomalies:

• Staff have clocked in twice without clocking out • Staff have clocked out twice without clocking in • Staff have clocked in but have not clocked out within 24 hours.

3. Rectify any problems listed on the exceptions report: Any problems listed on the Exceptions report need to be identified and amended. To correct these entries, from the Payroll Menu select 6) Payroll Clock Cards 1) Clock Card Maintenance.

• Enter the clockcard number of the employee whose timesheet entries need to be amended and select <Entries> from the options menu. The following screen will be displayed. You are able to correct any of the details by entering or amending the clock in or out times. For example on the 08-10-2003 the employee clocked in but did not clock out. To correct this an End Date and Time will need to be entered, the total hours will be amended accordingly.


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4. Print the Clock Card Report This stage is optional the report will detail all the clock card entries for each employee. The data printed is the raw clock card data prior to applying company rules. To print the report, from the Payroll Menu select 2) Payroll Reports 1) Employee Report 2) Pay Reports 5) Clock Card Report

Example of the Report:


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The other report that can be printed is the Time Sheet Report that shows the timesheet data after company rules have been applied. To print the report from the Payroll Menu select 2) Reports 9) Time Sheet Reports. 5. Process the Pay run for the period Once all the clockcard details are correct, the next step is to process the payrun for the period. From the Payroll Menu select 3) Payroll Processing

• Select "N" to "Get the latest External Clock Card File" as the data has previously been imported. • Payslip Entry Mode should be set to (I)ndividual, particularly at the testing stage. • This step converts raw clock card data into Timesheet Data. • Process the Payrun as normal, updating any additional information such as sick leave and annual leave as required.


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Procedure for linking Payroll to the General Ledger 1. General Ledger Accounts to be setup • All deductions should have a different liability account specified against them, eg. Superannuation and Child Support Deductions. If a liability account is not specified against the deduction, Harmony will not split the deduction from Gross Wages at all.

For example Gross Wages 500 Deduction 100Cr Net Pay 400

If a liability account had been specified, the journal would have been: Dr Gross Wages 500 Cr Bank 400 Cr Liability 100 If a liability account is not specified the journal would be: Dr Gross Wages 500 Cr Bank 500, where it is assumed $400 was paid to employee and $100 was paid out for the deduction. • All Allowances will be posted to the GL Gross Wages account unless an expense account is

allocated against the allowance. All allowances after tax must have a separate expense account, as they are not included in Gross Wages.

• Employer Superannuation is the only Account where you must specify an expense and liability account. If both the liability and expense accounts are not specified, the debit and credit will both go against the default account for GL All Ded Non Employee and therefore a zero balance will be posted to the account. • A default Payroll Clearing Account will need to be setup. 2. Specify General Ledger Accounts in the Payroll System There is a hierarchical process as to which General Ledger account will be used as the posting account at the end of a Payrun. The system will look for the accounts in the following sequence • For the Gross Wages Expense Account the first place it will look to is in Employee Maintenance G/L Account field, if no account is specified there it will look to the Cost Centre for a G/L Account and if no G/L Account is specified there it will use the default accounts specified in 4) Payroll Utilities 3) Set Variables 1) Employee Defaults • For allowances and deductions it will look at the Allowance/Deduction sub-set initially and if no GL Account is specified there it will look at the Allowance or Deduction. It is therefore important to decide by which method you wish to update the General Ledger and ensure the correct GL Accounts have been specified. Typically, where the General Ledger is utilizing cost centres, the GL Wages Gross Account would be specified against the cost centre.



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2.1 Check the Default GL Accounts in 4) Payroll Utilities 3) Set Variables 1) Employee Defaults

2.2 Check Cost Centre GL Accounts 1) Payroll Maintenance 5) Cost Centre Maintenance


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2.3 Check Allowance/Deduction GL Accounts • Employer Superannuation Guarantee should have an expense and a liability account specified. • Deductions should have a separate liability account • Expenses after tax should have a separate expense account


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2.4 Check Allowance/Deduction Sub-set GL Accounts If Allowance/Deduction Subsets are in use the GL Accounts should be checked applying the rules previously specified.

2.5 Set Payroll Default Accounts The payroll default account will need to be specified in 6) General Ledger 7) G/L Administration 2) Default Account Maintenance 5) Payroll


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6.0 Link Payroll to the General Ledger It is recommended the Payroll be linked to the General Ledger at the beginning of a Payroll Month. Once the required end of month has been processed for the Payroll, you are able to link it to the General Ledger. Once linked, the system will create journals to be posted to the General Ledger at the end of each Payrun. As with other Harmony modules, these journals will be need to be transferred via 7) G/A Administration 5) G/L Transfer Update. To set the required flags, from the Payroll Menu select 4) Payroll Utilities 3) Set Variables 1) Employee Defaults

Link Payroll To General Ledger This field determines if the Payroll Module is linked to the General Ledger. If there is a link, each pay run processed will create a list of journals to be transferred to the GL.

Y The Payroll module will be linked to the General Ledger module.

N The two modules will not be linked. Last End Of Month If the Payroll is linked to the General Ledger, the last end of month for the Payroll module needs to be specified here. It will be incremented by one, with each end of month update performed. Valid values are:

Option Description

-1 to -12 Twelve months of previous year Eg. -2

1 to 12 Current twelve months. Eg. 2 for February

101 to 112 Twelve months of next year Eg. 102 for February Please consult FBS regarding the setup and allocation of the Last End of Month value.


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GL Xfer Mode This field determines which method is used to transfer information from transactions generated in the Payroll system to the General Ledger.

Option Description

N No transfer. In this mode no automatic transfers are performed. Any entries for the payroll system to the general ledger must be entered manually.

SD Summarized transfer by date. In this mode payroll transactions of similar type, and between the same general ledger accounts are summarized into single general ledger transactions by date.

SM Summarized transfer by month. In this mode payroll transactions of similar type, and between the same general ledger accounts are summarized into single general ledger transactions by month.

E Expanded transfer. Every payroll transaction is transferred in detail i.e. for each payroll system transaction an equivalent general ledger transaction is created.

B Bank expanded. In this mode only payroll transactions affecting the bank account are transferred in expanded mode. All other transactions are transferred in summarized mode by date. This option helps to cut down on general ledger transactions.

If paying by Cheque 'B'ank Expanded is the recommended option. If paying by Electronic Transfer, 'SD' summarized transfer by day is recommended. GL Audit No The next general ledger audit number to be assigned to a payroll transaction. This number will be automatically incremented by one each time the audit number is used. Next GL Transfer The audit number of the next payroll transaction to be transferred to the general ledger. This number will be automatically incremented when performing a general ledger transfer. Create GL Net Transaction Enter one of the following options:

Option Description

S General ledger net transactions will be created in summarized form.

E Net transactions will be created in expanded form. The default setting should be "S" The flag maybe set to "E" where there are two different payment methods, eg Cash and EFT and you require them to be broken down as two separate transactions to the same bank account, Link Payroll To Debtor Accounts This feature is not currently implemented. Pay Bank Cash & Draft By BankThis parameter controls the split up of gross salaries and G/L transactions. That is, if paying by two payment methods, eg: EFT and Cash. This involves two G/L transactions from the Salaries account, instead of one transaction totalling the two amounts. The available option is either Y or N.



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Setup procedure for using RDOs If you are using the RDO (Rostered Days Off) system, please read the following paragraphs on normal pay carefully. There are various ways to define normal pay and hours worked when implementing a rostered days off system. After careful consideration, and discussions with a number of our users we have used the following definitions: In most awards, an award hourly rate of pay is agreed to along with a number of award hours of work per pay period. In a rostered days off system, the normal hours worked are usually increased above the award hours. These extra hours are paid hours, and add up to the hours of rostered time taken off. For example:

Week Normal Hrs Award Hrs RDO Hrs Accumulated

RDO Hrs Taken

1 40 38 2 0

2 40 38 2 0

3 40 38 2 0

4 32 38 1.6 7.6

The above RDO example shows that the employee is able to receive equal pay per period regardless of whether a period includes actual rostered days off. When using RDOs the rate of pay is calculated on the award hours, not the actual hours worked. Therefore the employee will be paid for a 38 hour week. Setup Procedures for implementing RDO's Step 1: To use RDO the following fields must be set in 4) Payroll Utilities 3) Set Variables 2) Payslip Defaults Enter Y in the Over Award Hrs Added To RDO Hrs field. The system will accumulate over-award hours to RDO (Rostered Days Off). For example, where an employee works 40hours, gets paid for 38 hours and accrues 2 hours towards RDOs. Enter N in the Pay According to Normal Hours field. The employee will be paid award hours (e.g. 38) and the excess hours (which are over the award hours e.g. 2) will be accrued as RDO.



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Step 2: Setup Awards, from 1) Payroll Maintenance 3) Award Maintenance

The above screen is an example where the employee receives an RDO once every 4 weeks. They are paid for a 38 hour week and the additional 2 hours of normal pay above the award hours is accrued towards RDO's. Everything is based on a 7.6 hour day. The 4 important fields to be completed are: Normal Hrs/pp Enter the default normal hours per pay period eg. 40 hours. This value is used in pay-slip processing. Where the employees are entitled to RDO’s, their normal hours per pay period may be greater than the award hours as they accrue the extra hours towards rostered days off. Award Hrs/pp The number of award hours per pay period, eg. 38. If RDO’s are being accrued the difference between normal hours and award hours eg. Normal Hours 40 and Award Hours 38 would be accrued towards RDOs. Days Btwn RDO This field records the agreed number of calendar days between rostered days off.


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A rostered day off is defined as time due (typically, but not necessarily a full day), where an employee works more hours than required by the award, with the agreement of the employer that the extra time will be accumulated. The time thus accumulated is taken off during one normal working day each agreed number of calendar days. No Hours RDO This is the normal number of hours to which the employee is entitled on his/her rostered day off. For example, if an employee is entitled to 7.6 hours every 4 weeks, then Days Btwn RDO should be 28 and No Hours RDO should be 7.6. If this field is zero, RDO hours will not be calculated and accrued for any employees under this award.



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Example of Payroll Processing screen:

Example of Employee Maintenance <More Info> Award Pay Screen after a pay has been processed:

When an RDO is paid, the Pay Processing screen would appear as follows:


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Setup Procedure for using the Flexi-Hours feature The Flexi-hours feature works in a similar way to RDO’s. If the employee is paid based on flexi-hours, any hours worked over the award hours are accumulated as flexi-hours. Flexi Hours are used in place of RDO's. The setup Procedure would be as follows: 1. The following fields must be set in 4) Payroll Utilities 3) Set Variables 2) Payslip Defaults Enter Y in the Over Award Hrs Added To RDO Hrs field. The system will accumulate over-award hours to Flexi Hours in this case. For example, where an employee works 45hours, gets paid for 40 hours and accrues 5 hours towards Flexi Hours. Enter N in the Pay According to Normal Hours field. The employee will be paid award hours (e.g. 40) and the excess hours (which are over the award hours e.g. 5) will be accrued as Flexi Hours.

2. The flag to allow flexi hours must be setup. This can either be done globally in Payroll Utilities or it can be done via individual awards. 2.1 If the flag is to be set globally, from the Main Menu select 4) Payroll Utilities 3) Set Variables 3) Other Defaults


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2.2 If the flag is to be set via individual awards, from the Payroll Menu select 1) Payroll Maintenance 3) Awards and retrieve the required award:

Example of Payroll Processing Screen:

Example of Employee Maintenance <More Info> Award Pay Screen after a pay has been processed:


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When the Flexi Hours are paid, the Pay Processing screen would appear as follows:


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Setting up Part-time Employees Option One Part-time employees can be allocated the same Award as other employees. Their Normal Hours in Employee Award Pay should be specified as the number of part time hours they actually work.

• Where the flag on the front screen of Employee Maintenance is set to Part-time, the system will

accrue leave entitlements pro-rata based on the number of Normal Hours specified above. However where the part-timers hours vary from week to week, Leave without Pay will need to be processed during the Payrun to record the variance between their Normal Hours and the actual hours paid so the correct leave entitlements are accrued.


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Option Two Alternatively, where the employee works a consistent amount of part-time hours per pay period, a separate award can be setup for the employee. The award would specify the number of hours the employee works and leave formulas would need to be set based on the number of part-time hours they accrue.


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Procedure for setting Allowances and Deductions: Below is the procedure for setting up the allowances/deductions and how they should be allocated to employees. For full field definitions of each of the fields, please refer to the individual sections in this manual. 1. Create the allowance/deduction via 1) Payroll Maintenance 2) All/Ded Maintenance. If required sub-sets can be created for individual allowances or deductions.

2. Where the allowance/deduction applies to all employees, such as Employer Superannuation Contributions it is recommend that a value be allocated to it via 3) Award Maintenance <More Info> 1) Allowance/Deductions. It is far simpler allocating a value via individual awards as opposed to individual employees. If there is a change in the value of the allowance or deduction, changing 10 awards is less work than changing 100 employees. This particularly would be the case for Employer Superannuation Guarantee SGC. Example of 3) Award Maintenance <More Info> 1) Allowance/Deduction screen:


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3. Where the allowance/deduction only applies to an individual employee or where the rate changes per employee, the value can be left blank in Award Maintenance and then allocated a value against the individual employee, again via 1) Employee Maintenance <More Info> 2) Employee All/Ded Info.

Award should be set to (Y) where the allowance/deduction should follow what was previously set against an award

Award should be set to (N) where the allowance/deduction is specific to the employee, the Per and Amount values will need to be specified


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Harmony Superannuation Periodic Reporting Facility How the Superannuation Features works: • Each time a Payrun is processed an update will automatically be made to a Superannuation Remittance file. • There is a suite of Superannuation Reports that outline your Superannuation Guarantee liabilities as well as the ability to print letters to individual employees advising them of Superannuation payments made to their relevant Superannuation Funds. • The Superannuation reports can be printed in line with the frequency your company pays the Superannuation Guarantee, for example monthly or quarterly. Setup Procedures I am assuming Employees have already been created and allocated Allowance/Deduction information. This document is an outline of the steps needed for making full use of this facility. 1. Set Payroll flag to make use of Allowance/Deduction Subsets Allowance/Deduction Subsets must be in use for the Superannuation Reporting facility to be used, from the Main Menu select 9) Addon Modules 3) Payroll 4) Payroll Utilities 3) Set Variables 3) Other Defaults

Allowance/Deduction Subsets The flag Allowance & Deduction Subsets needs to be set to (Y)es. This allows you to create sub-categories for any allowance, deduction or non-employee contribution. All superannuation type allowances/deductions will need to have a subset for the Fund type that will then be flagged as a Superannuation type.


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2. Create or Amend Allowance/Deduction Subsets All Superannuation type deduction will need to have a sub-set for each superannuation fund you contribute to on behalf of your employees. Where you contribute to various funds for different employees, multiple subsets will need to be created so that each fund has a unique sub-set. All Superannuation Fund sub-sets need to have the Super Fund flag set to (Y)es. From the Payroll Menu select 1) Payroll Maintenance 2) All/Ded Maintenance 2) Subsets of All/Deds

Only the important fields that need to be setup for Superannuation purposes are described. Refer to the section 1) Payroll Maintenance 2) Employee Allow/Deduction Info in this manual for further details : Sub Enter a short code to be assigned to each sub-category. This code is used by the system to store and retrieve information on the sub-category. Super Fund If this Allowance or Deduction is a Superannuation type sub-set, this field should be set to (Y)es.


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Description Enter a full description of the Superannuation Fund. This description will be printed on the Super Letter produced for individual employees.



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3. Update Employee Maintenance files The following 2 steps will need to be completed for each employee. From the Payroll Menu select 1) Payroll Maintenance 1) Employee Maintenance

All employees will need to have a sub-set specified for each Superannuation Allow/Deduction line. From the <More Info> menu, select 2) Employee All/Ded Info 2) All/Ded Sub Entry

3.1 Allocate a sub-set previously created in 1) Payroll Maintenance 2) All/Ded Maintenance 2) Subsets of All/Deds relevant to each Superannuation line for this employee, as shown in the above example. 3.2 Specify the Employees Super Membership No. against each relevant Superannuation line as shown in the above example.


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Last printed 12/12/2005 3:59:00 PM

3.1 Producing the Superannuation Periodic Reports From the Main Payroll Menu select 2) Payroll Reports 1) Employee Report 7) Superannuation Remittance. The following sub-menu will be displayed:

1) Exception Report The Exception Report will identify any errors or omissions in the setup of Superannuation Fund details for each employee. For example it will ensure all employees with Superannuation Allow/Deduction or Non-Employee lines have been allocated a sub-set to identify their Superannuation Fund and that a Membership Number has been allocated to each relevant Super Fund. It is recommended this report be run as the next step in the setup procedure. Identify any problems and fix the relevant Employee Maintenance files. Once all the problems have been fixed, re-run the Exception Report and make sure it is now error free. The Exception Report is also used to identify any employees who fall below the $450.00 monthly limit for Superannuation Guarantee Contributions. Prior to running the Super Remittance Slip report, it may be necessary to run the Exception Report to identify any such employees so that a Super Adjustment can be processed prior to running the Super Remittance Slip report. This procedure is discussed in more detail in the section Super Adjustment. Select 7) Superannuation Remittance 1) Exception Report, the following selection screen will be displayed:

The date will default to the current Payroll Processing month end date

of 273


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Below is an example of the Exception Report

2) Super Adjustment As mentioned earlier, if there are any employees whose monthly pays fall below the $450 monthly super limit, they will be identified on the Exception Report,

Depending on your company policy if you wish to exclude employees who fall below the $450.00 limit from the Super Remittance Slip report you will need to process a Super Adjustment.


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How to complete the above screen: Employee Namekey Enter the namekey of the employee you wish to process an adjustment for. Payslip Date Enter the Payslip Date the adjustment is being made to. Allowance/Deduction Desc. Select the Allowance/Deduction this adjustment refers to. Enter an * to display a list of valid Allowances/Deductions. Super Amount Enter the Superannuation Amount to be adjusted. To decrease the Superannuation amount enter a negative value. To increase the Superannuation amount enter a positive value. Comment Enter a comment or reason for the adjustment. Please note Superannuation Adjustments will only affect the Superannuation Remittance Reports. The adjustment will not create any General Ledger Journals for the adjustments and it will not adjust any MTD or YTD payslip history details. 3) Super Remittance Slip Reports The Remittance Slip reports can be run either Monthly or Quarterly, this will be dependant upon how often you actually pay the Superannuation. The Super Remittance Slip report will list all employees who have been paid Superannuation, both Employer and Employee contributions during the relevant reporting period. The report will list each pay period in the run and the amount of Superannuation paid on behalf of the employee.

Select the date that will include the last pay processed for the remittance period


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Once you have made your selections and selected <Accept> to print the report, if there are any errors in the Employees Super setup, a warning will be displayed. The errors will be listed at the end of the report.

Below is an example of the report with errors identified:

Below is an example of the report with no errors:


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If there are no errors found in the report, once the report has been printed an additional screen will be displayed which will allow you to update the data printed and allocate a Remittance Date. The Remittance Date should be the actual cheque payment date the Superannuation was paid.

It is advisable in the initial setup stage to perform a reconciliation of the Superannuation Amounts actually paid against this report before updating the remittance date. If there are any discrepancies in these values, they should be looked at prior to allocating a Remittance Date. If (Y)es is selected, the records printed will be marked as paid and the Letters of Previous Remittance can be printed for the employees. 4) Letter of Previous Remittance Once the Super Remittance Slip Report has been printed and updated, the Super Letter for individual Employees can be printed.

Actual date cheque is written and sent for the super payment

This is the previous Remittance update date that is equivalent to the actual Super Cheque payment date.


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Below is an example of the Letter of Previous Remittance:


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Automatic EFT Payment of Payroll Deductions Harmony can be set-up to automatically process EFT payments for deductions made during a pay run. For example Employer/Employee Superannuation, Child Support Payments etc. can be made directly to the required Bank Accounts. Set-up Procedures 1. Any Deduction that will be paid by EFT should have a corresponding sub-set. From the Main Payroll Menu select 1) Payroll Maintenance 2) All/Ded Maintenance 2) Subsets of All/Deds

The following fields need to be completed for EFT Payment: • Ensure the sub-set has a short name and description.

• Payment Period

This field determines how often the payment should be made for this deduction. The available options are: (N)o where there is no EFT payment to be made for this deduction P)ay period where the EFT payment should be made at the same time as processing the

pay run. The payment would be included with the EFT's for individual employee pays. This is an automatic process and requires no user intervention.

The following methods require the user to manually process the EFT payment, it is not automatic as with the Pay period method.

(M)onthly where the payment should be processed on a monthly basis (B)i-monthly where the payment should be processed every second month (Q)uarterly where the payment should be processed every three months.



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• Payroll Bank Enter the Company bank where the payment should be made from, this would have previously been set-up in Bank Maintenance 9-3-1-6.

• Bank Acc No. Enter the payee's bank account number. The payment will be credited to this account number. The bank account number should not include the bank/state/branch (BSB) number.

• Bank Name & Sub Enter the bank name and suburb. • Bank/State/Branch Number Enter the BSB Number for the Payees bank account.

2. Ensure all Employee Membership/Reference Numbers have been for the corresponding payment. From the Main Payroll Menu select 1) Payroll Maintenance Employee Maintenance (select an employee) <More Info> 2) Employee All/Ded Info 2) All/Ded Sub Entry The following Screen will be displayed, you will need to select the sub-set and enter the Membership/Reference Number in the Comment field.


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Processing the EFT Payment • If the payment frequency has been set to (P)ay Period then the payment is automatically processed according to the Bank details previously set-up in Allowance/Deduction Subset when the pay run has been processed. • If the payment frequency is Monthly, Bi-monthly or Quarterly you will need to process the payment on the appropriate date. From the Main Payroll Menu select 2) Reports 2) All/Ded Report 3) EFT of All / Deds The following screen will appear that will automatically be completed with the default values which

will not need to be changed: Field Descriptions DES Bank Key This is the bank account from where the payment will be made and should have been previously created in Bank Maintenance 9-3-1-6. Drive This field should be left blank. Pay Date Enter the date of the payment. DES User ID No Enter the DES ID No. previously supplied to you by your Bank. DES Bank Name Enter the Account Name for your Bank Account.


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DES Description Enter a description for the payment, for example Pay Deduct. Once you accept the following menu will appear:

Select, 1) Create an ABA file This option will process the payment and create the ABA file to be transferred to the Bank.

Field Descriptions Employee Namekey From To Select the Range of employees you wish to be included in the payment run. Sub All/Ded From To Select the range of Deductions you wish to automatically create an EFT payment for. For Example, MLC to MLC to pay your Superannuation for the month. Date Enter the date range you wish the payment to be made for. For example select 01-06-2000 to 30.06.2000 to include all Employer Superannuation payments made during the month of June to include in this payment. Update EFT Transactions (Y/N) (N)o - will allow you to do a test run. This function is helpful to be able to produce a report to show the payment which will need to be paid. (Y)es - will create the EFT payment and produce a log report which shows the payments made.


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The following report will be produced:

Once the ABA file has been created, it is then a matter of transferring it to the Bank, how this is done is dependant on your method of transferring, speak to your Account Manager for further details. It is unlikely that you will need to use options:

1) Create ABA File to Disk and 2) Format a DOS Floppy Disk.

Reporting on EFT Payments of Deductions 1. Sub All/Ded EFT Report From the Main Payroll Menu select 2) Payroll Reports 2) All/Ded Report 4) Sub All/Ded EFT Report

This report will produce a list of all Sub Allowance/Deductions for a given date range, there is an additional option to report on Transactions with EFT Payments to ascertain what payments will need to be made.


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2. Sub All/Ded Transaction Report This report will show the General Ledger Transactions associated with each of the EFT payments made for deductions. From the Main Payroll Menu select 2) Payroll Reports 8) General Ledger Report 4) Sub All/Ded Transaction


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Setup Salary Sacrifice An example of Salary Sacrifice would be Employee Superannuation. 1) Setup the deduction in 1) Payroll Maintenance 2) All/Ded Maintenance, being a salary sacrifice it is a deduction before tax.

2) Specify the employees salary details in 1) Payroll Maintenance 1) Employee Maintenance <More Info> 1) Employee Award Info 1) Award Pay

Note: Once pays are processed, the Gross Pay will not include the sacrifice amount. In the above example the Normal Pay is $400 the Salary Sacrifice amount is $100.00 therefore the Gross Pay for the period is $300.00. 3) Specify the Salary Sacrifice amount for the employee in 1) Payroll Maintenance 1) Employee Maintenance <More Info> 1) Employee Award Info 2) Employee All/Ded Info:


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4) Allocate a Superannuation Sub-set and Super Membership Number for the deduction in 1) Payroll Maintenance 1) Employee Maintenance <More Info> 1) Employee Award Info 2) Employee All/Ded Info 2) All/Ded Sub Entry:


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Setup HECS The Payroll system is able to automatically allow for HECS as part of the tax calculated each pay period. The first step is to verify the HECS tax table is up-to-date. From the Payroll Menu select 4) Payroll Utilities 3) Set Variables 7) HECS Table. The latest tax scales can be downloaded from the ATO website www.ato.gov.au.

The individual employee will need to be flagged as having a HECS deduction. This is done via Employee Maintenance <More Info> 8) Misc Menu 4) Last Year Totals.


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End of Year Payroll Procedures

1. Magnetic Media Lodgement of PAYG Payment Summaries Version Number It is important to verify the ATO Version Number each year prior to producing PAYG Summaries. Contact the FBS Help Desk who can advise you of the latest version number. To change or confirm your settings from the Main Payroll Menu select 4) Payroll Utilities 3) Set Variables 3) Other Defaults The following screen will be displayed

• Confirm the ATO Version Number. • Please make sure that the Save Days Pay Slip History is set to a minimum of 5 years, 1825 days.


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2. Check Group Certificate Settings Prior to producing PAYG Summaries it is advisable to check your Group Certificate settings and confirm they have been setup correctly. From the Payroll Menu select 4) Payroll Utilities 3) Set Variables 5) Group Cert Options The Group Certificate Option is used to specify the following: • Which allowance, deduction or non-employee contribution totals are to be printed on the group

certificates and their position, • Whether the totals are to be deducted/added to the gross amount paid, • Whether termination A .. E payments are to be deducted from the gross amount paid, • Whether termination A .. E loadings are to be deducted from the gross amount paid. Refer to the section in this manual 4) Payroll Utilities 3) Set Variables 5) Group Cert Options for full details.

Setting PAYG Payment Summary Options The way Pay G Payment Summary options are set will differ according to your specific company rule in conjunction with ATO rules and guidelines. In order to understand how the above screen would be set I have given some suggestions below, however these are suggestions only , it is imperative you set PAYG Payment Summary options in line with ATO rules. ALLOWANCES Allowances Before Tax These may be set to (Y)es for Deduct and given an order number from 1 to 6 to be shown separately on Pay G Payment Summaries. Allowances After Tax An example of this would be Motor Vehicle Kilometre Allowance. These allowances are not likely to be deducted from Gross, therefore (N)o would be set to Deduct. They maybe given an order number from 1 to 6 and therefore shown separately on a Pay G Payment Summary. Allowances that do not need to be shown separately on PAYG Payment Summaries, these would not be given an order number and consequently the Deduct field is not relevant DEDUCTIONS Generally deductions, other than Union Fees, do not have to be shown separately on PAYG Summaries.


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The only exception may be Union Fees. If union fees are paid as an After Tax deduction that need to be shown separately on PAYG summaries, they would be given an Order Number 1 and (N)o would be set to deduct.


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3. Reconciling Payroll for the Financial Year The first thing to be done before an end of year is processed on your payroll is to reconcile your payroll balances against the General Ledger Wages Expense and Liability accounts. Step 1 - Complete processing your pays for the financial year ending, eg to 30 June 2001. Step 2 - If your Payroll is linked to the General Ledger process a General Ledger Transfer for Payroll once you have completed processing all the pays for the year. This will update all the necessary General Ledger accounts so that you can perform a proper reconciliation. Step 3 - Print off the Payroll Group Tax Report, from the Main Menu select 9-3-2-1-3. This report is a summary of the total Gross, Tax and Net wages paid for the given period: Below is an example of the report:

UReconciling the report against the General Ledger: Every company will have a different General Ledger structure in terms of the type of accounts it has set-up. Basically you will need to add up all the General Ledger Expense Accounts that represent wages. There could be 2 scenarios: 1. You may have wages broken down between a wages expense account and individual expense

accounts for allowances. If this is the case, add up all the individual accounts that make up the wages expenses for the year. You may also need to make a manual adjustment for any PAYG tax not yet paid to the ATO, this will depend on the way you take up your wages expense. If your payroll is linked directly to the General Ledger this won't be necessary as the amount in wages expense is the Gross Wages Amount.

2. You may have the one Wages Expense account and everything related to wages gets paid straight into this account, for example

• Net Pays from the weekly pay run which includes any allowances and deductions


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• Group Tax paid to the ATO Generally the payroll would not be linked to the General Ledger in this scenario.

In both scenarios the balance in all the Wages Expense accounts, (taking in to account any adjustment for the last months Group Tax which has not been paid yet) should be equal to the Gross Wages Total on the above report. To check this you are able to inquire on the General Ledger Account, from Main Menu select 6-9 and enter the Wages Expense Account Namekey, the amount at June of the relevant financial year should equal the Gross Y.T.D. amount in the Employee Group Tax Report.


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4. Producing Group Certificates Step 4 - Producing Group Certificates Once you have established that your total wages equals the wages expense in the General Ledger you are able to produce your Group Certificates. There are 2 methods for doing this: 1. Lodging Group Certificates on Magnetic Media. 2. Printing Group Certificates on pre-printed forms supplied by the ATO. UNote: It is possible to export and print group certificates (steps 1 to 4) after the Payroll roll-over from June to July has been performed. When selecting these options from the Payroll Menu you will be asked:

Therefore if you need to rollover the payroll in order to process the next pay run, you are able to skip this step and do it once the rollover is complete.

Group Certificate Lodgement on Magnetic Media Harmony is authorised by the ATO to lodge your Group Certificates via the use of Magnetic Media (floppy disks). When you choose this option you can also elect to have group certificates print out on plain paper format for distribution to your employees. It is important to note that if you wish to print plain paper Group Certificates you need to have a laser printer. For complete setup procedures required for using the Magnetic Media method, please contact Help Desk who can email the full setup document. The ATO has asked us to remind our clients about 2 important issues: (1) Lodgement of production run of Magnetic Media Group Certificate information is due by 14

August of each year. You should not forward printed copies of your group certificates with this lodgement.

(2) Printed Group Employer’s reconciliation statement must be sent to the Small Business section at

the address listed in your Pay As You Earn (PAYE) Employers’ payment book by 14 August of each year.


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4.1. Exporting Group Certificates, Main Menu 9-3-2-5 U9-3-2-6-5 Export Group Certificates This process generates the Group Certificates and produces an ASCII file that is ready to copy onto a floppy disk for distribution to the ATO. When you advise FBS of your intention to produce Group Certificates on magnetic media we will create a directory into which this file will be placed. Once you select option 5) Export Group Certificates you will be asked the following

If you have already rolled your Payroll to the next financial year you can still print Group Certificates for the previous year by selecting Last Year.


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UTest Run of Electronic Lodgement of Group Certificates The ATO has recommended that anyone doing Electronic Lodgment of Group Certificates should do a test run in the first year they are using this facility before lodging the Production run of the completed Group Certificate information. We highly recommend you take advantage of this option and do a test run for a range of employees. (The test run should only include about 10 of your employees). You can do this by selecting (T) at Run Type option.

You can only select a range of employees when doing a “T” test run, when doing an actual “P” production run you need to include all the employees specified in the range. UProduction Run of Electronic Lodgement of Group Certificates Once the test run has been sent to the ATO and they have approved your lodgment you can do your live run. To do this select Run Type (P) Production data, Harmony will then verify all the data and if everything is as expected it will continue and create the ASCII file. If there are any errors Harmony will print a Validation Log Report as follows:


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Validation Log Report

The validation report will list all the errors it finds, the ATO has been quite specific in the way it expects to see the Address information. Once you have corrected all the errors try the Export again. When Harmony completes the creation of the ASCII file, it will print out a Log Report of the Group Certificates it has exported.

You should verify that the exported data is accurate. To do this compare the information printed on this report against your other Year to Date Payroll Reports, for example the Group Tax Report previously used to reconcile against the General Ledger Wages Expense Account. Once everything reconciles, make sure you fill in the Group Employers Reconciliation Statement.


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4.2. Check Exported Group Certificates, Main Menu 9-3-2-6-6 Use this facility if you want to verify the data that has previously been exported is the most recent information. For example you may have done several runs and want to make sure the ASCII file you are about to transfer is the latest.

4.3 Copy Group Certificates to Disk, Main Menu 9-3-2-6-7 The final stage in this procedure is to copy the ASCII file, which contains the Group Certificate information to a Floppy Disk for distribution to the ATO. The floppy disk needs to be accompanied by the document “Magnetic Media Information form EA”. Please fill in the relevant details. This form needs to be sent with Test or Production data. A floppy disk can only contain one exported ASCII file. Therefore if you have multiple companies you will need to issue a separate floppy disk for each company you have. Please note, if you wish to copy the ASCII file to a window shared directory, contact your Account Manager to discuss implementing this option.

4.4 Printing of Group Certificates, Main Menu 9-3-2-6-1 Once you have completed exporting and copying your Group Certificate information you can then print the actual Group Certificates. The certificates should be printed on Plain Paper as previously specified from Menu Option 9-3-4-3-3. Three pages will be printed out: • Employees Tax Return Copy (this will need to be sent to the ATO by the employee) • Employees Personal Records Copy (to be retained by the employee) • Notice to Employee advising them of their lodgement requirements for their income tax return. An additional option exists to print a Group Certificate for your Company Records.


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5. Roll-over payroll to new financial year, Main Menu 9-3-4-2 When you have completed your payroll reconciliations and printed all necessary reports you are then ready to roll-over your payroll to the new financial year. Make sure a backup of the database is taken before proceeding with the roll-over. The backup should be clearly labelled and stored away for future reference. UThere are two ways the Payroll Module can be rolled over: • If the Payroll is not linked to the General Ledger it is rolled directly from the Payroll Module:

9) Addon Modules 3) Payroll 4) Payroll Utilities 2) Roll Over Month.

• If the Payroll Module is linked to the General Ledger it must be rolled via 7) G/A Administration, 3) End Of Month Update

When a Roll Over is performed the following will occur: • The module will be rolled into the next month • The employee accrual details will be updated to the new month. • If it is the last month of the financial year, an end of year rollover will be performed. The totals

from the previous financial year will be retained for reference. The year's balances will be cleared and a new financial year will be initiated.

UProcedure where the payroll Module is not linked to the General Ledger A Backup of the current company will also need to be made before commencing the rollover. From the Payroll Utilities program select 2) Roll Over Month. The following screen will be displayed:

If you reply No to Perform an End of Financial Year Roll Over, the rollover procedure will be aborted.


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UProcedure where the Payroll Module is linked to the General Ledger If the Payroll Module is linked to the General Ledger, the following message will be displayed if you attempt to rollover from Payroll Utilities program select 2) Roll Over Month.

The Roll Over will need to be processed via 7) G/A Administration, 3) End Of Month Update. It is recommended you confer with the Harmony System Administrator before proceeding with the rollover as you will need exclusive access to the system and all users will need to be logged off. A Backup of the current company will also need to be made before commencing the rollover. • As with the other modules, certain reports should be printed before performing the month end

process. • Year end processing is automatically initiated if an end of month end is performed for the last

month of a financial year. Therefore, all outstanding entries, adjustments etc. for the financial year must be carried out prior to initiating this special month end (i.e. 12th month of the financial year)

Detailed Procedure • From the Main Menu select 7) G/A Administration, 3) End Of Month Update

• When processing an End of Month a backup of the current company's data will need to be made.

If there are any problems with the rollover, the backup can be restored.


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The following screen will be displayed, select Perform a PAYROLL end of month for ????

The system will prompt for a destination to print the End of Month Log file to. It is also recommended this file is saved.


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Once the end of month is complete, the Payroll Module would have rolled to the next month and financial year. The General Ledger would have been updated with any journals that would have initiated in the Payroll Ledger.

6. Payroll End of Year Checklist

1. Perform test run of magnetic media lodgement of group certificates to the

ATO, if this is the first year of lodgement. 2. Finish processing all your pays for the current financial year. 3. Reconcile Payroll to the General Ledger. 4. Export Group Certificates as actual Production run. 5. Verify exported figures and perform any necessary reconciliation. 6. Copy Group Certificate information to floppy disk. 7. Print Group Certificates for distribution to your employees. 8. Lodge floppy disk containing exported information together with Magnetic

Media lodgment form EA to the ATO. 9. Take a backup of Harmony and retain this backup. 10. Perform end of month roll-over from June to July, which will automatically do

an end of financial year of your Payroll data. UNote: It is possible to export and print group certificates (steps 4 to 8) after the Payroll roll-over from June to July has been performed. When selecting these options from the Payroll Menu you will be asked:

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