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Payroll Cycle
Payroll Cycle
Table of Contents Payroll Control Files..................................................................................................... 2 System .......................................................................................................................3 Pay Code ....................................................................................................................... 5 To create a New Pay Code: ............................................................................................. 5 Pay Type ........................................................................................................................... 5 Select Location of Pay Summary .................................................................................... 7 Criteria .............................................................................................................................. 8 Accrual Tables ................................................................................................................. 9 Pay Tables ...................................................................................................................... 11
Bank Control ............................................................................................................... 12 Super Providers .......................................................................................................... 13 Compulsory Fields ......................................................................................................... 13
Generating Superstream Upload File ....................................................................19 Confirmation of Prepared File. ...................................................................................... 20
Tax Scales ................................................................................................................... 21 HELP or SFSS .........................................................................................................21 Pay Slip Comment.......................................................................................................... 22
Setup of a new Employee Record ............................................................................. 23 Leave .............................................................................................................................. 25 History ............................................................................................................................ 27 Std Pay............................................................................................................................ 27 Super Types ................................................................................................................... 29 Banking........................................................................................................................... 30 Comments – Payslip Comments ................................................................................... 31 Dated Comments ........................................................................................................... 31 Transactions................................................................................................................... 33 Absence .......................................................................................................................... 33 Delete – Use with Caution ............................................................................................. 34
Payroll Workflow ........................................................................................................ 35 Generating the Payroll ............................................................................................... 36 Creating a Timesheets ............................................................................................36 Leave with Loading ........................................................................................................ 38 Re-Calculate Tax ............................................................................................................ 39
RDO (Rostered Day Off - Set-up and Use)................................................................ 40 Setting up of RDO pay-codes. ....................................................................................... 40 Accruing RDO’s in a Payroll Run .................................................................................. 42 Page 1 of 72
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Using RDO’s in the Payroll Run .................................................................................... 43
Allowances: ................................................................................................................ 47 Diminishing Lump Sum Payment before Tax (e.g Bonus payment) ...................47 Deduction to Family Accounts etc ............................................................................ 48 Payroll Generation...................................................................................................... 52 Step 1 - Once all the Timesheets for altered pays have been completed you can Generate the Pay. ....................................................................................................52 Pay Table Review ........................................................................................................... 53 Reminders ...................................................................................................................... 54 Pay Deduction Review (Deductions e.g. Tuckshop purchased by Staff) ................... 55 Edit Generated ............................................................................................................... 55
Step 2 - Pre-Issue Reports .....................................................................................56 Emailing Payslips – make sure you have PCSQ installed........................................... 57
Step 4 - Issue Pay....................................................................................................60 Step 5 – Execution Payments - Creating the Bank File .......................................61 Step 6 - Finalise G L Batch to update ledger ........................................................62 Monthly Superannuation ........................................................................................63 PAYG Reconciliation - AUS ....................................................................................... 64 Paying your PAYG to Taxation office ....................................................................... 65 Superannuation Reconciliation - Aus ....................................................................... 65 Superannuation – NZ ................................................................................................. 66 Monthly NZ - IRD Return ........................................................................................67 Payroll End of Month – Aus and NZ .......................................................................... 68 Validate YTD Accruals & Validate YTD Pay Details..............................................69 Backup your Payroll files only ................................................................................. 70 Backup all your Finance files or All Files ................................................................ 71 END OF YEAR -Payment Summary (Both Australia and New Zealand) ................. 72 Manuals and Help documents available: .................................................................. 72
Payroll Control Files Path:
System → Payroll Control Files
You will need to set up the following files for payroll
System Control File Pay Codes Bank Control Super Providers Tax Scales HELP or SFSS Pay Slip Comment
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System
Group ID or ABN; If you only have one company within the payroll enter the company number or enter the ABN Number (Australia only) Holiday Loading; Enter the % loading applicable on holiday pay, e.g. 17.5%. (Australia 2. only) 3. Max Tax Ex Holiday Loading – N/A 4. Last Pay Date; Leave blank as this is automatically generated from the first pay run. Last Period End Date; For initial setup enter the last date of prior period, e.g. 5. 17/06/2016. Thereafter, this field is automatically updated through normal processing. FBT Clearance Date; This field reflects the date for clearance of Fringe Benefit Tax 6. (FBT) figures, e.g. 01.04.2016. (Australia only) Default GL A/c; Enter the Wages/Salary (Liability or Expense) Account from the General Ledger Chart of Accounts where gross pay figures are to be processed. A valid default account must be entered in this field but alternate General Ledger 7. expense accounts can be selected when setting up individual employees’ standard pay lines. For Dual Entities this account is located in the default (main) Entity’s Chart. Default Superannuation Rate; Enter the default Award superannuation rate, e.g. 9.5%. 8. (Australia only) Super Threshold; Enter the minimum monthly amount on which superannuation will be 9. calculated, e.g. $450. This $ value is applicable to Part time or Casual employees where super is calculated per month. (Australia only) Tax Liability Ledger A/c; Enter a valid GL account code where the payroll tax will be held ready for payment to the Taxation / IRD office. 10. This account should be classified as a liability account and will be credited with all tax amounts owing upon issue of a pay run. PAYG – Payments should be debited against this account to clear the liability. 1.
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For Dual Entities this account is located in the default (main) Entity’s Chart. Super Liability Ledger A/c: Enter the General Ledger (GL) code where the superannuation funds will be held ready for payment to the various superannuation funds. 11. This account should be classified as a liability account and will be credited with super contributions upon issue of a pay run. Payment to the superannuation companies should be debited against this account to clear the liability. 12.Last Day of Payroll Year; Enter 30 (Aus) or 31 (NZ) for last day of payroll year. 13.Last Month of Payroll Year; Enter either 6 (Aus) or 3 (NZ). Ledger Integrated; This must be ticked for the Payroll to Integrate with the Ledger. On completion of a pay run a Payroll batch is sent to the Ledger. 14. Only when this batch is finalised it will update all payroll entries to the relevant General Ledger accounts. 15.Running balances of your monthly/yearly payroll figures. Current Period; 16. The first period is July (Aus) or April (NZ). The current payroll you are in is displayed. Pd to Roll Accruals; Select the Period to Roll accruals – this will happen when you do End of Month. (Most schools elect to roll their accruals for the start of the school year or start of financial year) To set your date to roll: After your December payroll and for the start of new year set the Pd to Roll Accruals to 7 (for January) After your June 30th rollover the Pd to Roll Accruals will be set for 1 (for July) 17. Example: Pd to Roll Accruals – When rolled into this period a Staff Member’s Accrued YTD minus the Used YTD Accruals will be cleared to Accrued Prior Years.
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Pay Code Can be used as a stand alone code or incorporated within a Pay Table
To create a New Pay Code:
1. Clear ALL 2. Select a unique pay code (up to 4 digits) 3. Description Pay Type PCSchool cannot tell you what Pay Type to use, if you need assistance you may have to speak to your accountant but the following information may help with your decision, ultimately the onus is on you to select the correct Type. e.g. Classification of the type of pay code
Type AA – Allowance After Tax
Description Allowance Received after Tax has been calculated. Allowances should not appear or be claimable in location on payment summary.
Location on Pay Summary (guide only)
0 – Does not appear
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AB – Allowance Before Tax
AT – Accrual Table C – Carer’s Leave Current Year CD – CDEP Payments
CS – Child Support
DA – Deduction After Tax
DB – Deduction Before Tax
DL – Diminishing Lump Sum
ES – ESCT Deduction FE – Fringe Benefit (Exempt) FN – Fringe Benefit (Non Exempt) H – Holiday Pay L – Long Service Leave
LA – (Do not use this code) LB –Holiday loading before tax
LW – Leave without Pay
P – Gross Pay PG – Payroll Giving PT – Pay Table RA – Reducing Deduction After Tax
Payroll Cycle
Allowance Received before Tax is calculated; Tax is then calculated on the Pay plus the Allowance, this will increase the employees Gross Pay and tax paid. Award tables for accruals read further for information on how to set these up.
Gross Pay
Use the code for Carer’s Leave.
Gross Pay
Used for Government CDEP payments. Only used by Government request. Classed as a Deduction Before Tax. $amount can be debited to a Suspense Account. Deduction made After Tax has been calculated; used for such things as payments for Tea money or Canteen purchases. . Deduction made before Tax is calculated; used for Fringe Benefits agreeable deductions in pay in exchange for other expenses i.e. school fees Used to issue a bonus/profit distribution payment spread over a selected period of time, before Tax
Does not Appear
N/A
Location on the pay summary can vary but it would not normally affect the Gross pay Gross Pay
Gross Pay
System processing only – do not use
Use for Holiday Pay. Use for Long Service Leave. Aus only. To automatically calculate leave loading on Annual/Holiday leave, codes with a Type of; LB – Holiday Loading Before Tax must be created. This codes can be applied when awarding holiday leave to calculate leave loading. Where employee is not entitled to sick/holiday pay but has elected to take time off - without pay -. Standard Pay
Gross Pay Gross Pay Gross Pay
Gross Pay
Gross Pay
Used for NZ Used when creating Pay Tables. Amounts deducted from gross pay after tax has been calculated; School fees etc. Must enter a Balance Outstanding
N/A Does not Appear
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RB – Reducing Deduction before Tax
RD – Rostered Day off
RM – Reminder S – Sick Day
SD – Automatic Super Deduction
SH – Sick Half Days
SL – Special Leave
The reducing Balance Outstanding is shown on the employee’s payslip Once the debt has been paid the system will no longer deduct the payment. Can be used to pay off items (could be Fringe Benefit) i.e. Laptop. Allows to enter full amounts and smaller payments come off each pay until full amounts is paid off. Used for taking a day off in lieu of a previous worked rostered day off (ie worked a Saturday – now taking the day off on Monday ) Set up reminders
Gross Pay
N/A Gross Pay
System processing only – do not use
For Funerals, sudden bereavements up to 2 days pay
SP – Schedular Payment SU – Employee Super T - Tax
PAYG Withholding
TM – Termination
For Termination payment
Does not Appear (May have to do a manual Payment Summary so you need to know where to place on Payment Summary)
Select Location of Pay Summary
Australia only – ex Aust can ignore this field or enter 1 for all codes, refer to the ATO or your accountant for clarification of a particular Type.
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To be used when you do not want the amounts to affect the Gross Pay figure that appears on the payment summary
0 - Does not appear
1 - Gross pay
2 - Allowances (Claimable)
3 - Union Fees/ Prof Assoc Fees 4 - Lump Sum A (Genuine, Redundancy, Invalidity or Early Retirement) 5 - Lump Sum B 6 - Workplace Deductible Giving 7 - Lump Sum D 8 - Lump Sum E 9 - Fringe Benefit 10 - Child Support 11 - Lump Sum A 12 - Exempt Foreign Employment Income 13 - Deductible amount of the undeducted price of Annuity
Deductions after tax Tax Allowance/deduction after Tax Some Termination Payments
Used whenever the amount must affect the Gross Pay figure such as; Allowances/deduction before tax Holidays Standard Pay Fringe Benefits Used when an allowance can be claimed such as; Vehicle Living away from home Allowances after Tax Only to be used for Union Fees Check with your accountant Check with your accountant Check with your accountant. Check with your accountant. Check with your accountant. Do not use Only to be used for Child Support. (Not Genuine Redundancy, Invalidity or early retirement)
Criteria
If ticking the above boxes the following will happen:
Check for Normal Pay Remove Ticks
Holidays accrue
This will put ticks in all the boxes This will remove all ticks from boxes Holidays will accrue on this Type of pay providing the accrual details are entered In Australia – this will also indicate that LSL accrues Page 8 of 72
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Sick days will accrue on this Type of pay providing the accrual details are entered. Rostered Day’s Off will accrue on this Type of pay providing the RDO details are entered.
Sick Leave accrues
RDO’s accrue
Used in Superannuation Calc
Super will be calculated on the $ value of this Type of pay.
Store Dates against Type
Allows you to enter in dates in descriptions in the absence tab of the staff. Frequently used for holiday or sick leave also Casual staff days they that have worked.
Show Unit on payslip Show Rate on payslip Used in Workcover Calc Attracts a Holiday Loading
Earning Levy Exempt
To print the Unit of pay on the Payslip. To print the Rate of pay on the payslip. Victoria Only. Aus only; This must be checked when setting up any code with the type of H - Holiday Pay. NZ only; Check this field if a pay code is exempt from the Levy. Consult the IRD for clarification of any specific pay type that may be Earning Levy Exempt.
Accrual Tables Award tables for accrual of holidays, sick (full and half days), carers’, special leave and long service leave entitlements. Once established, these tables can be laid through any number of RDO’s employees’ records who have the same entitlements; There is an automatic alert and increment from one Accrual Table to another Accrual Table if required. Award modifications can be changed in the Accrual Table and will automatically flow through to all employees who have that Accrual Table attached (which will show in the next pay generation).
1.
Pay Code
2. 3.
Hours/Day Days/Week
Create the Pay Code with the Type of; AT – Accrual Table Enter the Hours in a working day. Enter the amount of Days in a working week. Page 9 of 72
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4.
Anniversary
5. 6.
Hours @ Level Next Level
7.
Pay Type
8.
Rate
9.
Max/Year
10. Max C Over
11. Alloc All
12. Max All Rolling Acc Cutoff in Years 14. Yrs To Long 15. Save 13.
Payroll Cycle
Optional; Select Annual only if an employee can advance to the next level for accruals. Optional; Enter the hours if there is to be a fixed amount at this level. Optional; Select the Accrual Pay Code for the next Level. Select the default pay codes that will be used for each accrual type; Not Allocated means a Pay Code has not been created using the Type needed. Carers’ Leave can be set up as a component of Sick Leave and will reduce the Sick Leave when Carers’ Leave is used. Alternately it can accrue independently from Sick Leave. Enter the Rate that the leave is calculated at; based on your award/contract i.e. for each accrual type: 10 days sick per year = 10 divided by (5 days x 52 weeks) = .03846 20 days leave per year = 20 divided by (5 days x 52 weeks) = .07692 Carers’ Leave would not have a rate if it is part of the sick leave. Setting it up like this allows for tracking. RDO is the only rate that can be set as one. Normally is calculated at this rate i.e. 1 day off worked = 1 day in lieu owing Enter in hours the maximum accumulation for this Type of leave; 10 days x 6.5 hours = 65 20 days x 6.5 hours = 130 If leave entitlements can be carried over into the following and subsequent years enter the number of; Days x hours/day = 65 (as per Max/Year) Some states have maximums on the number of days able to be accrued to the following year even if the accumulation is greater than this figure. Sick Half Days, Carers’ Leave and Special Leave may have no Max C. Over; therefore next year there will be no accumulation from previous years. Check if the maximum leave entitlement is available from Day 1 of the year. Do not check if leave has to be accumulated before use. Not checking this field will alert you if the employee’s entitlements are not sufficient to cover what is being entered into a timesheet during payroll preparation. Maximum allowed over a long period of time. If there is no restriction on the maximum able to be accumulated set as 9999. If limited enter maximum hours allowed. If the sick accruals are to be removed after a period of years enter the amount of years. Enter the amount of Years to Long Service entitlements. When all entries are made click Save.
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Pay Tables Tables can be setup according to your Award/EBA’s. Standard pay codes are incorporated within this pay table. Changes in rates made to a table will automatically flow through in the next pay run. An alert is activated if an employee on a table is due to move to the next level
1. 2. 3.
Enter a unique numeric Pay Code. Enter your description for this Pay Code. Select the Type of PT – Pay Table to enter the Pay Table tab. Enter either the; Annual Salary, Hours Per Day, Days Per Week Entering this way will calculate the Rate Per Hour based on 365.25 days, allowing for the Leap Year. 4. This is 52.1786 weeks or 26.0893 fortnights per Year. Or enter; Hours Per Day, Days Per Week, Rate Per Hour. If using this way all pay must be calculated on these hours per day. Employee unit of time must be daily/weekly/fortnightly. A Casual Rate per hour can be entered in a Pay Table; This rate will be paid if an employee is classed as a Casual in the Employee View 5. Type of Employ. If this pay is to be debited to an alternative General Ledger account a separate Pay Table must be created. If the Pay Table is to advance to the next level select Annual; 6. When adding this Table to an Employee’s standard pay line the Anniversary date can be recorded in a date format. If there is to be an advancement to the next level enter that Pay Code; 7. The Pay Code can be entered before creation of the next level Pay Table. If there is no next level leave this field blank. Select the Standard Pay relevant to this Pay Table; P (standard/normal pay) this will use the Rate per Hour entered above. 8. AB / AA – Allowance Before and After Tax, enter a Rate per Hour. (will be calculated on number of hours as per standard pay) DB/DA – Deductions Before and After Tax, enter a Rate per Hour. 9. Enter the Ledger Account and Sub Account to be used by this Pay Table. 10. Click Save when finished. Page 11 of 72
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Bank Control If electronic processing of pays is an option the following is essential in setting up the employees’ bank details. This step is not necessary if the method of payment is by Cash or Cheque only.
1.
2.
3. 4.
Bank BSB Code: Australia - Enter the BSB. New Zealand – As NZ bank account numbers incorporate the BSB simply set up a default BSB, e.g. 111111. Banks: New Banks can be created in Utilities/maintenance Codes/Banks, the view will have to be refreshed before the entries can be seen; Australia - select a Bank from the list, these details will appear on the Payslip printouts; A generic Bank could be used, e.g. Bank instead of ANZ, NBA etc. New Zealand - Select a generic Bank from the list, e.g. Bank. All other information is Optional. Click Save when finished.
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Super Providers As of 30 June 2016 - all employers Australian employers must make super contributions on behalf of their employees by submitting data and payments electronically in a consistent and simplified manner. As a part of this reform further employer and employee information is to be provided to clearing houses and superannuation providers. Currently there are six Superstream upload file formats, these are; Mercer, Sunsuper, School Online, Hesta, Christian Super and QSuper. If you use an alternative clearing house they may accept one of the current file formats. If not, please contact PCSchool to discuss the possibility of creating a new file format. Compulsory Fields Before generating any superstream file it is important that all compulsory fields are completed correctly. Most fields are items that will already be completed for your standard payroll. The compulsory fields for each clearing house are indicated by the tick below their name. Inputted details will only appear once pays have been generated.
Surname
4.
Heista
3
QSuper
Middle Name
Sunsuper
2.
Christian
Given Name
SCH Online
1.
Mercer
Staff View Compulsory Fields (Personal Tab) Path: Payroll > Staff View > Address Tab
Gender
5.
Date Arrived
6.
Date Left (only if the employee has left)
7.
Birth Date
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Staff View Compulsory Fields (Address Tab)
SCH Online
Christian
Sunsuper
QSuper
Heista
Payroll > Staff View > Address Tab
Mercer
Path:
1.
Salutation
2.
Status
3.
Resident Address
4.
Resident Address Line 2
5.
Town
6.
State
7.
Resid. Post Code
8.
Country
9.
Phone
10.
Mobile
11.
Email Work
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Employee View Compulsory Fields (Pay Detail Tab)
Sunsuper
QSuper
Heista
Birth Date.
5
Date Arrived
6
Date Left
7
Type of Employment
8
Pay Frequency
9
Payroll Number – this is the employees payroll number set by your school. If you do not have payroll numbers this field can be left blank and the teacher# will be used for the payroll number. (The teacher# can be viewed in the staff code pop-up selection box). DO NOT use this field for the employees super identification number.
10
Annual Salary
11
Default Entity
12
Default Entity Description
Mercer
Christian
Payroll > Employee View > Pay Detail Tab
SCH Online
Path:
1
Tax File Number – Employees individual tax file number.
2
Given Name.
3
Surname.
4
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Employee View Compulsory Fields (Super Tab) Path:
Payroll > Employee View > Super Tab
6.
7.
8.
Heista
5.
QSuper
4.
Sunsuper
3.
Christian
2.
SCH Online
1.
Mercer
It is compulsory to fill in all of fields so the super is applicable to the employees pay. If information is updated in this super tab it will not appear on a report until it is issued in a payroll run.
Super Type – links the employee to the super provider. Super providers must be set up in the payroll control files before they are able to be selected for the employee. Description – this defaults from the super type and is set up in payroll control files. $ or % - Currently the AWARD?SGC super is set to 9.5% and this should be the default for compulsory payments. Additional super payments can be made based on your award or the employees request. You will need to know if they wish to contribute a percentage of their income or a dollar figure. Amount – Either the percentage or dollar amount to be contributed. Frequency – How often the super is calculated Threshold – Only used for monthly super contributions and should be set at $450 per month. Employee # - this is the employee number that the super fund identifies the employee by. The employee may have different employee identification numbers for different super types and funds. If you are unsure of these you will need to check with the super providers. Type – There are three different options to select from. AWARD/SGC – compulsory contribution by employer. DMPRETAX – for SSCC (award type for a closed super fund). SALSAC – voluntary contribution made by the employee.
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Payroll Control Files (Super Providers Tab) Path:
System > Payroll Control Files > Super Tab
3.
4.
5
Spin Number USI – (unique superannuation identifier) is a unique code to identify the super provider plans. Super providers can have multiple plans and therefore multiple spin numbers. It is important to check with the super providers the appropriate spin numbers for your employees plan(s). Private funds may not have a spin number and in this case this field may be left blank. Employer No (ABN) – This is the super providers Australian Business Number. This is a secondary identifier to the spin number and is the main identifier for private funds. Benefit Category – left blank this will default to the main benefit category AP. However if you are making ‘choice’ contributions you will need to change this category to the one specified by the super provider. New codes can be set up under the supbranch type in Maintenance codes. Plan Name – used to identify the fund name. New plan names can be set up under the supplan type in Maintenance codes. If left blank this will default to the description in point 1.
Sunsuper
Christian
Heista
2.
Description – this is only used if the plan name is left blank.
QSuper
1.
SCH Online
Mercer
It is important that each super type has a unique SPIN Number / USI. Super providers that have multiple plans can use unique spin numbers for each plan. In this case you will need to create a super type for each Spin Number / USI.
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Payroll Control Files (Super Providers Tab)
1. 2.
Include all Not Submitted Payments Since this date – normally set to the start of the month but can be altered to date required. Proposed Superannuation Cutoff Date – normally set to the end of the month but can be altered to the date required.
QSuper
Sunsuper
Christian
SCH Online
Heista
Payroll > Payroll Generation > Submit Super Tab
Mercer
Path:
3.
ABN – this defaults from the system file.
4.
Trading As – this defaults from the system file.
5.
Contact Given Name – Enter in as appropriate.
6.
Contact Surname – Enter in as appropriate.
7.
Phone – defaults from the system file.
8.
Email – Enter in as appropriate.
9.
Bank Account for Refunds – Select the appropriate bank account. This will add the account name, BSB and account number into the upload file from the positing account linked to this bank.
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Generating Superstream Upload File You can generated the superstream file as many times and for any period you wish. It is a quick and simple process that is normally completed at the end of a payroll month. Selecting File Superstream File Type and Save Location Path:
1. 2.
Payroll > Payroll Generation > Submit Super Tab
Include all Not Submitted Payments Since this date – normally set to the start of the month but can be altered to date required. Proposed Superannuation Cutoff Date – normally set to the end of the month but can be altered to the date required.
3.
Contact Given Name – Enter in as appropriate.
4.
Contact Surname – Enter in as appropriate.
5.
Email – Enter in as appropriate.
6.
Bank Account for Refunds – Select the appropriate bank account.
7.
File Type – select the appropriate file type for your superannuation clearing house.
8.
File Name – click on the box at the end of this field to select the location that you would like to save the Superstream file. Once you have generated this file you will be able to select the file from this location to upload to your super clearing house.
9.
Create File – once all fields have been filled in appropriately click to move onto the next step.
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File Overview and Selection of Arrival and Departure Fields (Heista and QSuper Only) The pop-up screen below will appear with an overview of the contribution amounts for the period. This is your chance to check the contribution details are correct before finalising the file. The box located on the right will only appear for Heista and QSuper files. Please see below for additional requirements for both of the files. If you are happy with the details click proceed.
1. 2. 3.
Heista and QSuper files require further details regarding arriving and departing employees. Before proceeding this information must be completed. Arriving/Leaving Employees – select the most appropriate reason for each arriving and leaving employee from the drop down box. This must be competed for the form to generate. Proceed.
Confirmation of Prepared File. A pop-up box will appear confirming that the file is prepared. If you are unhappy with the file select cancel otherwise select; Yes - the File Ref No will increase by one and the last super submission date will alter to the cut off date of this period. Or No – the file reference numbers and last super submission date will remain the same.
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Tax Scales Aus – Tax rates must be accurate and taken from the ATO Tax Scales; Update files will be sent out at the beginning of each financial year. Check the Tax is correct before processing your first pay in the new financial year. (Although PCSchool endeavours to accurately provide tax scales – it is your responsibility to check these) Rates can be edited if necessary.
NZ – IRD, changes to co-efficients will be distributed by PCSchool. (Although PCSchool endeavours to accurately provide tax scales – it is your responsibility to check these)
Select a Tax Scale and edit the details if necessary.
HELP or SFSS HELP and SFSS are updated as per the Tax Scales and are used for repayment of Student Loans; AUS – HELP NZ - SFSS
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Pay Slip Comment The Payslip Comment tab allows you to enter a generic comment to appear on all payslips.
1. 2. 3. 4.
Enter your comment; Use Shift + Enter to move to a new line. Click Save when finished. To delete a comment, select an option; Highlight the text and click the delete button on the keyboard Highlight the text and click the X on the toolbar Backspace the comment out Clear All will not delete the Text it will clear the screen for a second comment.
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Setup of a new Employee Record Step 1: Create new employees initially in the Staff View before setting up the payroll detail under Employee View. Step 2: Once you start entering Pay Details do not click save until all the necessary fields have been completed. For new employees, on the Pay Detail tab page, after entering the default Ledger code, click on Save/No Clear before clicking on next tab page to continue entering the detail.
Fields in red must be entered before clicking Save; Type of Employee; Select from; CA – Casual PA – Part Time 1. PE – Permanent PP – Permanent Part Time T – Temporary Unit of Time; This is directly related to the Pay/Unit field in Std Pay. If the Unit of Time is identified as Day then the Pay/Unit would be the $ daily rate; 2. Hour, Day, Week, Fortnight (If using PT with std hrs must use Day, week or fortnight. Pay/Unit; is directly related to the Unit of Time; Enter the $ value for the Unit of Time as recorded in the field above. 3. If attaching a Pay Table this field will be ignored as the system will calculate this on the first payroll generation. 4. Tax Scale; select the tax scale relevant to this employee. 5. HELP: (AUST) or Page 23 of 72
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6. 7. 8. 9.
10.
11. 12. 13.
14.
15. 16. 17. 18. 19. 20. 21. 22.
Payroll Cycle
SLCIR; (NZ) – Select the drop down and select the correct rate. The HELP tax rates in conjunction with the standard tax rate applicable for the employee. This contribution is shown as a separate tax apart from the standard tax payment on standard printouts. Student Loan; (NZ) Select the drop down and select the correct rate. SFSS enables calculation of the student loan liability in conjunction with the standard tax rate applicable to the employee. This contribution is shown as a separate tax apart from the standard tax payment on standard printouts. Concess Rebate; Enter Zone or Family Tax Benefit Tax Offsets. Transfer Pay/Units to Std Pay; when the details are entered you can select to have the details transferred to the Standard Pay tab. This is not applicable if using Pay Tables. Pay Frequency; Select the pay frequency; Hourly, Day, Weekly, Fortnightly, Monthly or Annually. Tender; select; BP – Bank Payment (auto payment into the employee’s bank account regardless of whether the payroll has been run). This type of payment does not create a file for transfer via the Bank software. CA – Cash CH – Cheque, allows for the creation of a file for printing and cheque printing. EL – Electronic, allows for the creation of a file for printing and file preparation. Contact your bank for information and requirements on electronic processing. Extra Tax; A $ value can be entered if an employee wishes to pay extra tax per pay on top of the tax automatically calculated. An employee, with ATO approval, can reduce the standard calculated tax figure by entering a negative $ amount in this field. Medicare Cat; Enter a Medicare category if required. Default Entity; Select the Default Entity on which payroll funds will be drawn. Def Ledger Account; select the General Ledger A/c where the employee’s payroll expense will be debited. The default ledger account but can be overwritten when entering pay lines for an employee. An employee’s hours may be divided a teacher and a librarian aide. Individual pay lines can be created for both the teaching and librarian with different general ledger expense account attached to each. Set Tax to Zero; Checking this box will not calculate any tax component regardless of the income earned. Payroll Number: This gets used in some superannuation companies Payslip Format; Leave blank for standard printing of a pay slip; Emailed Pay Slips can be sent to either the Home or Work addresses. The email address is entered in Staff View. SLBOR Add: Extra Educ Loan: a $ amount can be entered to add to the automatically calculated HELP or SFSS amount. 221D Rate as %; with an ATO letter for approval the tax rate can be set at a percentage. FTE – Full time equivalent – if your staff member does not work full-time Annual Salary Save; Select a save option.
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Leave You can enter Accrual details directly into the Leave tab. If using Accrual Tables in to the Standard Pay tab accrual rates will automatically propagate from this field. Prior accruals will still need to be added. Note: All accrual figures are based on the unit of time set in the pay detail tab i.e. if set to hours accruals will be shown in hours. Should you wish to change an employees unit of time at any stage please contact PCSchool. Accrual Types
1.
Accrual Rate
2.
Max Allowance
3.
Accrual Prior Years
Enter the Rate that the leave is calculated at; 10 days sick per year = 10 divided by (5 days x 52 weeks) = .03846 20 days leave per year = 20 divided by (5 days x 52 weeks) = .07692 Once entered the accruals will automatically be updated using the Unit of Time to work out the accruals. Enter the maximum accumulation allowed per year; If there is no restriction on the maximum able to be accumulated set as 9999. If an Award states the sick leave entitlement is 22 days per year than this field would be calculated as: 22 days x 6.5 hrs p/day = 143 hours. These figures are manually when first setting up the accruals; In the Future they will be updated when the Payroll is rolled. The accruals must accurately reflect the Unit of Time entered in the Pay Detail tab. Page 25 of 72
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4.
Accrued YTD
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Used YTD
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Accrued to Date
7.
Years Until Due
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Accrued to Date
9.
Due Now
If the unit of time is daily the accruals entered into these fields must be based on this same unit. Accruals prior to implementation can be added at any time, not necessarily when setting up the new system. YTD accruals will update automatically when pay is processed based on the entered Accrual Rates. Any leave taken will be automatically updated when the pay is processed based on Accruals in place. Accruals to date is similar to Accrued YTD. Enter the Years until long service leave; This is the total years; the date is taken from Date Arrived. This is for RDO’s and LSL only. The accruals do not have a yearly cut off and accruals will continue to be added to this field (used YTD will be removed off this number when an Accrual rollover occurs). This field relates to LSL and enables printing of accruals to date on the pay slip as per Government Regulations
Enter Accrual Details.
If an Accrual Table has been attached in the Standard Pay tab you will only need to enter the accumulated accruals;
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History This screen reflects year to date totals in the various payroll categories.
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Last Pay will default and can be edited. Next Pay on or After will default and can be edited; This date is important as the pay will not be generated if it is before this date. Fringe Benefit details can be added: Grossed up – based on calculation – will appear on payment summary if over $1000 (April to March Figures) Non Reportable FBT – more for schools information ; The YTD figures automatically update after as Pays are processed. These fields hold historical data and are for viewing purposes only.
Std Pay All current employees on the Payroll must have standard pay details entered comprising of Standard pay, Allowances, Deductions etc. Multiple lines of pay can be established to cater for all pay types.
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Code; Click on Code to select or enter the Code if known. If the line is saved and the code needs to be changed Delete the incorrect line then select the new Code. Type; The Type will default from the pay Code selected; Table Date, Accrued and Bal O/S are only available with certain Pay Types. Standard Time; Enter time worked per standard pay period; Unit of Time and Pay Frequency are entered in the Pay Detail tab; If the Unit of Time for an employee is Hourly and 6 hours are worked in a day, and the Pay Frequency is fortnightly the Standard time would be 6 hours x 10 days = 60. If the Unit of Time is Daily, and the Pay Frequency is fortnightly the Standard Time would be 10. If an employee is Casual and the hours worked are never constant the Standard Time should be 0 with Standard Pay showing the $ value. Timesheets for Casuals would be created to record hours worked. This setup ensures a Casual is not accidentally paid. Part time enter days Standard Pay; The $ amount will default from the Pay Detail Pay/Unit if entered in the Pay Detail tab, otherwise enter the $ amount manually; If the pay line is a Pay Table the $ value will be 0 until generation of the first pay run. If using a Pay Table – this field should never be edited here – always edit the Pay Table. Rate; The default rate comes from the Code selected and is entered in System/ Payroll Control Files/ Pay Code; A standard pay item would be at a rate of 1, whereas Overtime could be at a rate of 1.5, 2 etc. Pay; This $ amount is automatically calculated with the formula ‘Standard Time x Standard Pay’. Code; Click on Code to select and alternate Entity other than the default; This may be used if you have an employee who works a certain number of time units for one entity and a certain number of time units for an alternate entity. A/c Sub A/c; The General Ledger Account will default from the Pay Detail Tab; Click on Account to select and alternate account for dissection of the Pay Code. If this line has a Type of PT the account information is sourced from the Pay Table, changes made here will not change the Account used in a Pay Run. If using AA or DA it is strongly recommended these are pointed to an appropriate expense account i.e. Travel expenses etc. Table Date; If you have selected a pay Table Code or RA,RB or DL enter the start date of this level/pay Accrual; If the Pay Type is the Accrued payment amount will be recorded here after each Pay Run. Balance O/S; If the Pay Type is RA, RB or DL you must enter the full Balance of the amount owed. (After each pay run this amount will be automatically reduced by the payment amount). On completion click on Save Standard Pay Item or tab off the line to save. Clear Standard Pay Item; Highlight a line and Click to clear a partially completed entry. Delete Standard Pay Item; Highlight a line and Click to remove a saved line. Calculate Tax; Click to check the tax figure applicable on the gross pay. Show Pay; At any time you can click on Show Pay to view the pay. The pop-up screen will appear with the pay figures. If the pay is based on the current Std pay figures it will say Std pay in top left. If a Timesheet has been created the figures will be based on the timesheet entries and will say timesheet.
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Super Types An employee can have a combination of different types of superannuation contributions. Set these up under the Employee View - Super to automatically calculate the super entitlements of individuals.
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Click into the next free line and select the Super Type. The Default can be edited; the value will be % or $. The Amount will Default and can be edited. Frequency will default or enter; W = Weekly F = Fortnightly M = Monthly, monthly is used for Casual employees if you want to use the Threshold constraints. Threshold will Default, this can be changed if required M=$450.00 only applies to monthly super calculation. Enter Employee Super Fund Number; this will appear on the Pay slip/Superannuation Reports. This is the number in which the super company identifies your employee. It is critical to fill out this field. Contact your employee or super provide to get this information. Select the Award Type; Australia: AWARD/SGC; Employer Agreed contributions - A standard employer superannuation contribution and is an expense incurred by the School/College. VOLUNTARY; This is an extra contribution paid by the employer. This contribution simply shows on the payslip in the Superannuation box as an additional expense incurred by the Employer. Page 29 of 72
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VOLEMP; This is for Employee contributed Super and is classed as a deduction after tax. On generation of a pay run the system will automatically create a deduction line as a standard pay item using the SD code. There is no need to manually create a deduction pay line in the Standard Pay view. SALSAC – This is for Salary Sacrifice of Superannuation by the Employee. Use of this Type will automatically create a deduction (SD) from the gross pay when generating a pay run. There is no need to manually create a deduction pay line in the Standard Pay view VOL LSL/AL – Voluntary Employer (Super in lieu of LSL & ALL) DMBPRETAX – Defined Benefit Member Pre Tav (SSCC) -
New Zealand: KIWI/EMP - NZ – Employer contribution KIWI/EMPEE - NZ – Employee contribution after tax KIWI/EMPT – NZ - Employer KiwiSaver Taxed as Pay KIWI/SAC - NZ – Employee contribution before tax (Sal Sac)
Banking If using electronic processing for payroll payments set up the employee banking detail. You can enter multiple dissections of a pay to various bank accounts for an individual employee. You must have entered; Banks via Utilities/ Maintenance Codes/ Banks BSB via System/ Payroll Control Files/ Bank Control
1. 2. 3. 4. 5.
Click Insert Line to go to the next free line. Select the BSB number; this must be available for selection; the Bank and Branch will default from the BSB selected. Enter the Account Number. Enter the Account Name. Select the Format of $ or %. Page 30 of 72
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6.
Enter the Value of the Format. Optional; Enter a name for this Banking line ie. wages/salary – this will appear as their 7. payment reference on their bank statement. Enter a Priority; the highest Priority must have the lowest value (normally used for 8. deductions to other accounts). The main pay account should have the largest value and can be set to 100% as it will receive the remainder of the pay. Tick if the account is new the system will check this detail to ensure all data is acceptable 9. to bank standards. 10. Click Save Banking Item to save the line. Highlight a partially completed line and click Clear Banking Item to allow editing of the 11. entry. 12. Highlight a line and click Delete Banking Item to delete the line. Comments – Payslip Comments There is now a new tab called Dated Comments we suggest using this tab for employee and secure comments now. However if you have a Payslip Comment for the individual employee you must type this in here so it will display on their payslip.
1. 2. 3.
Payroll Employee Comment suggest you use Dated Comments now. Secure Comment suggest you use Dated Comments now Payslip Comment – A personalised payslip comment for an individual employee can be entered via this window. This field is cleared once a pay run has been completed.
Dated Comments
This is a more advance way to record your comments. It allows you to store comments against dates and pre-set fields making future reference much easier. Page 31 of 72
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To make your own Types as follows: Path: System > Set Comments Category Type Then Select Category – Payroll
You can then create your own Types and then SAVE You can print these comments from: Path: Finance > Utilites > Secure Comments Finance Reports
1. 2. 3. 4. 5.
Select Payroll Select from the drop down the name or names you require Selec the date range Comment Type: Select from drop down Print
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Transactions Historical payroll Transactions for an individual employee is available in this view. You can constrain this view by Pay Type and Date Range if required.
1. 2. 3.
View the Transactions details. The default is All, a single Pat Type can be selected. The default is for all Dates; select Range and enter dates to filter.
Absence Absences can be added, viewed modified through this view or through Scholastic/ Administration/ Absences Staff. Entry of an absence in this view has no impact on a pay run; Absences can be automatically created when using timesheets, a tick must be placed in the paycode file in the Payroll Control file.
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Click Add Absence to take you to the next free line. Enter the Absence details. Click Save Absence, this will save the entry. Page 33 of 72
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Delete – Use with Caution For housekeeping purposes, an employee’s entire payroll history can be deleted using this key press. Exercise CAUTION when using this button as information can only be retrieved from a Backup. Do a fully SQL Backup before deleting an employees pay details.
1. 2.
Click to delete the Payroll Details for this Employee. Click Yes to Delete the History and no to retain the History.
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Payroll Workflow 1. Entering Payroll: Payroll Timesheet – this is use for employees - if you have to adjust hours/pay, sick days etc that is varied from your standard pay setup. Payroll Generation – once all timesheet changes have been made or if no changes: - Enter Pay date - Tick in Calculate Super Tagged - (if End of Month – tick in Calculate Super Tagged Monthly) - Generate Payroll 2. Pre Issue Reports – - In the Proposed Superannuation Payment Date – (enter the date that you will pay Superannuation) - print - Payroll Generation Report - print - Payroll Preparation Summary or reports that you require -
BACKUP If you have a large payroll - it would pay you to Backup the Payroll files now when correct issue payslips either print or email (if emailing only send batches of about 25 at a time) or use PrintTray.
3. Issue Pay – make sure the Current Pay Date is correct 4. Execute payroll - to create an “ABA file” for your bank so it can be uploaded to your banking software - Once uploaded correctly to your bank - Select “Print Successful” (this deletes all the entries ready for next time) 5. Finalise the Payroll Batch under General Ledger / Batch Transaction Entry/ Payroll – make sure the totals are correct and Finalise Batch to the appropriate period. 6. This completes Payroll 7. If End Of Month – make sure you have generated the pay with a tick (if End of Month – tick in Calculate Super Tagged Monthly) Calculation of Superannuation tagged Monthly depends on this option being ticked for the last pay of the month. The system will scan all pay transactions for the month – if Award Super is applicable, i.e. for earnings over $450, super will be calculated for the whole month. It is important that the End of Month Rollover is performed at end of month as this routine calculates the monthly earnings from the last rollover to the present pay run
8. Print all reports and reconcile – when correct follow the Payroll End of Month procedures Page 35 of 72
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Generating the Payroll Path:
Finance → Payroll → Payroll Timesheet
Creating a Timesheets You will need to create a timesheet if an employee is : Casual employees who do not work a standard number of hours. Sick days that are to be recorded. Holidays and long service leave. Adjustments of standard pay or superannuation. Plus any other time the pay is not generated as standard pay lines. In this exercise, we will allocate 3 days sick leave, entering the date range for the absence and also creating an absence record in the employee’s file. (note this person is on a day Unit of Time) Note - If allocation exceeds accruals there is an automatic alert but you can still proceed with the allocation. Step 1 – Select Employee then Create pay details from Standard pay
Step 2 – Select in the Std Time field then Alloc Hol/Sick tab
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Step 3 – A pop up screen will appear under Sick Units add the number of days sick or hours if on an hourly rate. Note: that this person has got a message at the bottom to say accruals exceeded – make sure you tab through to save entry.
Step 4 – record the Absence a. Select the Date range b. Tick in Create Absence c. And type in reason
This will show in the next screen as - when correct select Finish
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This has now made the following entries. Save when correct. Note: You can press Show Pay button – to check to see if calculating correctly
NOTE: Holiday pay can be done the same way.
Leave with Loading AUS only; Allocating various days off and adding the loading can be done at the same time. (Allocate Holiday leave as above) Step 1: Select Line of the Holiday pay Step 2: Select Calculate Loading Tab – pop up screen will appear check to see if correct –Create Loading Transactions tab
Step 3: Once you click Finish the details can be viewed with the codes in the Time Sheet/ Pay Detail tab.
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Re-Calculate Tax In some instances you may wish to change the amount of Tax to be deducted from the pay.
To change the Tax for a single pay follow the steps below; 1. Click Calculate Tax 2. Click Yes to override the automatic tax calculation. 3. Tick the box to enter the tax manually. 4. Click OK. A new Tax lines will be available for editing; 5. Select the Tax line and enter the amount that you wish to deduct for Tax. 6. Click Save when finished. If changes are made in the Payroll Employee View and you currently have a Timesheet - you will need to Delete the Timesheet and recreate it, to pick up the changes. At any time you can click Show Pay to view the details of the Time Sheet.
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RDO (Rostered Day Off - Set-up and Use) RDO can be used to keep track of additional hours a staff member may accumulate and use. Setting up of RDO pay-codes. Path: Finance/System/Payroll Control Files/ Pay Codes Step 1: Create a new paycode to accrue RDO’s as below. Remember these are additional hours worked so they do not normally accrue holiday or sick leave. Select type as P – Gross pay and you must tick RDO’s accrue.
Step 2: Create a new Pay Code for RDO’s used as below. Remember these are hours staff would normally work but are having off therefore holidays, sick leave and superannuation would normally accrue. Select Type as RD – Rostered Day Off.
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Step 3: If you use Accrual Table follow this - otherwise go to step 4. You will need to adjust the accrual table so that anytime you use the paycode to log additional hours worked in the timesheets it will accumulate in the RDO field. In your accrual tables you will need to select the paycode that uses the RDO at the rate required (one day in lieu = 1 if using Unit of Time i.e. Day etc) This will now apply to all staff that have that accrual table. Remember it will not give the staff member any RDO hours/days unless you use the paycode that acquires RDO’s.
Step 4: If you do not use accrual tables you can go to the employee view and under the leave tab adjust the accrual rate for Rostered Days Off to be 1.0000.
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Accruing RDO’s in a Payroll Run In the timesheet for the employee add the pay code to acquire RDO’s. This will automatically default to their standard pay rate but it is important that you change their standard pay to 0.0000. The Standard time will be based on how you pay the employee normally (ie hours or days as below) the example is for work leading to a day off (a day in lieu).
When you tab through off this line a pop-up box will appear as below:
To record the acquired RDO put a tick in Create Absence then the Reason – (this will not accumulate as an absence but does provide you with a record of when and why the additional hours were worked). You can view this under the Employee view absence tab.
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Generate your pay run as normal. After completing the payroll run the accrued to date field beside the Rostered days off under the leave tab should show the acquired rostered days off. There is no previous year accrued or maximum allowance for this field but the number accrued to date rolls over to the next year minus the used year to date.
Using RDO’s in the Payroll Run Step 1: In the timesheet for the employee select click on the normal pay line and then select allocate Holiday/sick.
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Step 2: In the pop-up screen that appears Select the number of units to be used for RDO’s.(Remember this is based on the rate the employee is paid in ie hours/days) In the example below the employee is using 1 day of RDO.
When you tab through off this line a pop-up box will appear as below:
This will allow you to record the used RDO in the absence tab. This will not accumulate as an absence but does provide you with a record of when and why the accrued RDO hours were used.
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This will create a line for the RDO. Then click on Finish to return you back to the timesheet.
Note: The RDO code should pick up the standard pay amount and from here you can generate the pay as normal.
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Once you have issued the pay the RDO used figures will adjust the employee RDO used year to date under the leave tab.
If overtime (RDO) occurs frequently you can set it up as a standard pay item. You can also set up the usage of RDO as a time and a half overtime payment. If you require assistance with setting this up please call the Help desk.
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Allowances: Diminishing Lump Sum Payment before Tax (e.g Bonus payment) The diminishing lump sum payment can be used to issue a bonus/profit distribution payment spread over a selected period of time. Set-up of Paycode Path: Finance/System/Payroll Control Files/ Tab 2 Paycodes
Create a new paycode to for the diminishing lump sum – you can use any description eg 2014 bonus. Select the type as a DL Location on the Pay Summary: Gross Pay.
In Employee’s standard pay set up item. Once set up can be left to run at its own fruition. 1. 2. 3. 4. 5. 6.
Enter in the code for the diminishing lump sum in the standard pay Select the amount you wish to pay the employee each pay run in Std Pay Tab across and select the ledger account and sub account you wish the money to come from. Alter the table date to the first pay date. Alter the table date to the first pay date. Under Bal O/s (Balance Outstanding) enter the total amount that is to be distributed to the employee Save the standard pay item.
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From here you can generate future pays as normal and the system will track the payments. For example below one payment has been made so the accrued amount is $50 and the balance outstanding is $200. On the last payment the system will pay the remainder. For example if the balance outstanding below was $195 on the last payment the outstanding amount would only be $45 therefore the system will only pay $45.
Deduction to Family Accounts etc Set up a standard deduction against the Staff member which will be linked to a Liability Account in your General Ledger. Create a General Ledger account in your Model Account Path:
General Ledger → Model Account Entry
If not already in your Chart, set up a new Liability Account under Model Account Entry as a Posting Account, Liability and a Credit. Ensure this account is created within the same number range as other Liability Accounts are located.
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Create a Pay Code Path:
System → Payroll Control Files → Pay Codes
If a pay code doesn’t already exist for this item create as follows:
Other examples of reducing Deduction:
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Attach the Pay Code to the Employee standard pay under Payroll/Employee view:
1. 2. 3. 4. 5. 6.
Click into the next free line and select or enter the Pay Code. Because this Code Type is RA, Table Date, Accrued and Bal O/S will need filling in. For all Code Types enter the Amount to be deducted from the pay. Reducing Pay Types; The date will default but can be edited. Reducing Pay Types; The Accrued will automatically update as each pay is processed. Reducing Pay Types; Enter the total amount to be deducted.
This deduction will now be generated when processing a Pay Run. The deduction will sit in the General Ledger Liability Account and now needs to be credited back to the Debtor Account.
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In Debtors a Credit then would be put against the Family Path:
Debtors → Receipt Entry
Create a receipt batch and transfer the money from the ledger to the Family account.
1. 2. 3. 4. 5.
Create a new Batch. Click New Receipt. Select the Family. Enter an amount of zero. Go to the Ledger tab.
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Select the Liability Account. Apply a negative amount equal to the payroll deduction; you are taking the money out of the account. The amount will now show as unapplied. Click the Debtors tab and either Auto or Manually apply the amount.
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Payroll Generation Path:
Payroll → Payroll Generation
Step 1 - Once all the Timesheets for altered pays have been completed you can Generate the Pay. New in Version 2016.0.0.55 there will be two reminders to finalise your end of month – this will finalise the Superannuation – so you will not have wrong figures in the future. 1.
When generating the pay if the date is less than 14 days you will get the following message: - You must answer Yes or No – if NO you must Perform the End of Period If YES – it will generate the pay.
2. If you Calculate Super Monthly Tagged at the End of Month – you will get this message:
This is to remind you to run the End of Month procedure to finalise monthly super figures after you have issued the payroll
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(Note: If it is the last pay of the month if you have Monthly super to put a tick in Calculate Super Tagged Monthly)
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Select the correct pay date – this must be compatible with the History tab in the Payroll Employee File and any Timesheets if you entered an optional date in them. Leave the Default for All Staff Members or select from and to. For staff members on monthly super –
tick this box on the last pay of the Month only to calculate super 3. (it is important that the End of Month Rollover is performed at the end of the 4. 5. 6.
month as this routine calculates the monthly earnings from the last rollover to the present day run) For staff members on annual Pay Tables click to see if an update is needed (see below). Click Generate Pay View the pay details.
Pay Table Review
Advance Tables will advance employees (with a tick in Review) from one level to the next. Remove the tick if an employee is to stay on the same level and reviewed at a later time. Click to view Pay Table, Accrual Table level reviews and pre-set reminders.
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Reminders Reminders get entered on the employees standard pay e.g.
A paycode will need to be made up Then allocate this paycode to the employee and the Table date to be reviewed on.
To review: Select Reminders Select your Date range Show all
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Pay Deduction Review (Deductions e.g. Tuckshop purchased by Staff) New in V2016.0.0.55 – if you have Staff that purchase from the Tuckshop and you have to put an entry in each week to deduct from their wages or tea money getting deducted from their wage. Note if this is the only change then you do not need to complete a timesheet for these entries any more.
1. Select the Pay Date: 2. Select Pay Deduction Review 3. Select from the Drop down the deduction you wish to use e.g. Tuckshop purchases (that has previously been made up under Payroll Control Files and a Deduction. Note: Each Staff member will then need to have the deduction line added to them under Payroll Employee View.
Enter amounts to deduct in the Std pay line Finish
Edit Generated
Any changes to Employees’ Pay or Leave Accrual Tables can be checked before generation of the pay run for a period. In the Edit Generated view you can bring up any employees in this Pay Pun; This view is useful for checking the correct pay for an Individual Employee without printing a report. The whole pay for the selected employee can be deleted from this Pay Run by clicking the remove Employee Button. This does not remove them from the Payroll only this pay. The Accounts can be changed if necessary. Page 55 of 72
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Step 2 - Pre-Issue Reports
Print All reports you require to check your payroll – usually Payroll Generation report or Preparation summary by Dept – select drop down for list. 1. Select Elect Pay Date – date that your payment goes to the bank 2. Proposed Superannuation Payment Date – the date you are going to pay your superannuation. 3. Select reports to print 4. Print to Window or straight to Printer 5. Print 6. Once ready to Issue we suggest you do a Backup of all your Payroll files (see how to do a Backup) Page 56 of 72
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Emailing Payslips – make sure you have PCSQ installed
Output Destinations: Select the correct print option you require:
Print to Windows Print to Printer Export to File Export to Mail
Pause Email after
This will print all payslips to Window – you can then save a copy on your computer Will print direct to the Printer Select the File Name and path and this will save direct to your file Once your Emails have been set up correctly you can email your payslips and at the same time saving them to Document Manager Depending on your Email Server and its capacity to send bulk emails, you may have to enter a counter (number), i.e. no. of Page 57 of 72
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Payroll Cycle
emails sent before pausing, in this box for successful emailing of all pay slips. Tick this box if your system does not normally send the first emailed payslip If using Document Manager put a tick in this – so it creates a sub folder
To email- it will ask you to make sure you are sending the correct report – please make sure you are only sending your Payslip
1. 2. 3. 4.
Give the email a Subject Type in message SAVE – you can save this message for future use Return and Process
Next message will pop up –leave up
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1. This will show you the list of emails and if you are saving to document manager will show here 2. Select your Print – as if no email address the payslip will print. 3. Start processing Note: Make sure you do not close out of payroll or this screen while emails are being sent or otherwise you will send $0.00 payslips.
When completed you will see Completed and how many emails it has sent. 1. You can view the Log file of the emails sent Or by going to
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Payslip Sample
Note: Customize payslips can be written to show accrued leave and sick pay and any changes you require
Step 4 - Issue Pay Make sure you select the Current pay Date
All timesheets will be deleted – if you take out tick the timesheets will remain Pay Dates will be updated.
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Step 5 – Execution Payments - Creating the Bank File
Important – make sure Upload your file to the Bank before you clear the file as you can not recreate this file. -
Give your file a unique reference so do not override this
Once uploaded correctly to your bank - Select “Print Successful” (this deletes all the entries ready for next time)
In Finance Select Payroll > Execute Payments
1. 2. 3. 4. 5.
-
Select Payroll Select Electronic or if you issue cheque select Cheques Tag all to Print Export to File File Name – select where you wish to save the file – suggest you create of folder to keep your payroll files in and give name e.g. Payroll 20160713 6. File Type – Select the file type that your bank require from drop down 7. Run Desc. – you can type your own description in here 8. Exec Date – the Date you want your Bank to process the payment 9. EXECUTE PAYMENT – (this will create your file for you to upload) 10. Upload the file to your banking software 11. Once uploaded correctly to your bank - Select “Print Successful” (this deletes all the entries ready for next time. You can not recreate this file so make sure uploaded correctly)
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Step 6 - Finalise G L Batch to update ledger In Finance Select - Gen Ledger > Batch Transaction Entry
1. Select Payroll 2. Check ledger codes and GST allocations at this point. GST will default to Ledger setup unless a (DB) Deduction before tax then it will now come across as a W1 3. Finance Batch
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Monthly Superannuation (on your last pay if you forgot to put a tick in Calculate the Super) Important: before you do your End of Month procedure Go to Payroll Generation Select the last pay Date Take the Ticks out of Calculate Super Tagged Weekly & Super Tagged Fortnightly And put a Tick in Calculate Super Tagged Monthly Generate Payroll (this should only include those on Monthly superannuation Check Pre Issue Reports – print all necessary report – Resend payslips if required Issue Pay as usual
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PAYG Reconciliation - AUS – W1 and W2 – GST Return All G L accounts used in the Payroll should have the correct GST tag, i.e. W1 or W2 or blank on some accounts or else these reports below will not balance. Compare these 3 reports for the W1 and W2 totals for the period Report 1 Print the - Payroll Transaction Report in Employee Order – with Date Restriction (Validation Report)
Look at the Gross Pay column and add the tax columns together for comparison with the Ledger Report and the GST report Report 2 Print the Ledger Transaction Listing for the correct Group Tax Clearing account
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Report 3 – Print the GST Report for the same period then compare the Transaction Listing for PAYG Account for the same period against the W2 figure on the GST Report. These should balance allowing for some rounding.
Paying your PAYG to Taxation office You can enter the amount owing as a Creditor Invoice or directly via Gen Led > Batch Transaction Entry >Payment
Superannuation Reconciliation - Aus To balance your Superannuation Control Account with the monthly Payroll Validation Report – Aust All super, regardless of type, will be credited to this clearing account. Superannuation payments are debited to the Superannuation Clearing Account. Transaction Listing for the Period
Payroll Validation Report for the same Period
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Superannuation – NZ Path: Payroll Transaction Report in Code or Date Order (balance with the Validation report)
Enter date constraints for the period required. Reports show the superannuation remittance $ excluding payable Tax. Refer Screen Capture below for checking $ values with IR348 Return: 6 = Employee KiwiSaver Contribution 7 = Employer KiwiSaver Contribution 8 = ESCT Deduction – Superannuation Tax
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Monthly NZ - IRD Return Path:
Payroll → Payroll Payment Summary
In addition to the rollover and printout of monthly figures New Zealand users are obliged to electronically process payroll figures to the IRD Department.
1. 2. 3. 4. 5. 6.
If a multi Entity School, check the Entity is correct. The dates will default, check these are correct. Enter a Contact Name. Check Export to File in Output destination. In the Export File Settings, locate and Name File for export to I.R.D. Click Process or Print Certificate. The file will be created for uploading.
This launch is for the IR345 (detail) and IR348 (summary) for submission to the IRD on a monthly basis. This IR file can be electronically loaded or the figures can be manually entered from the printout via the IRD Web Site.
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Payroll End of Month – Aus and NZ Path:
Payroll → Payroll End of Month
This routine must be performed at the end of each month to ensure the monthly superannuation calculations are correct. This process will scan all superannuation applicable pay types from the last date an end of period was performed to the current date for earnings over the $450 threshold. An End of Period report (Validation Report) based on all transactions during that period will be automatically printed for verification of payroll figures.
Simply edit the Period End Date accordingly to reflect the last day of the month.
1. 2. 3. 4. 5. 6.
The Period Start Date will reflect the previous Period End Date. The Period End Date will default to today’s date, this can be changed to the last day of the month. Current Period – show what period you are current working in & when roll will go the the Next period Report detail - Select Show Detail Select - Print to Window Click Perform Pd End
An End of Period report (Validation Report) based on all transactions during that period will be automatically printed for verification of payroll figures. Print or save this report.
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Validate YTD Accruals & Validate YTD Pay Details
NOTE: The below Validation processes should only be selected where advised by PCSchool Help Desk – they should never have ticks in them when processing End of Month Validate YTD Accruals
Validate YTP Pay Details
This button verifies the accrual year to date totals (Check System File – Pd to Roll Accruals for the first period specified for the current accrual year) by checking all pays for the current accrual year and re-calculating the accruals. If you are a new user and have entered a bulk pay to bring the payroll up to date this routine will overwrite what has been manually entered in this field. Therefore, add any previous year accruals in the Prior YTD field when setting up payroll. Note: Need to select date range This button verifies the Year to Date Figures (PAY YTD, TAX YTD etc), in each employee’s History Tab.
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Backup your Payroll files only Path:
1. 2.
Finance → Utilities → Backup
Place tick in files from # 105 to 116 Click Backup Data.
At the next window leave all the defaults and click Create Backup. The file will be saved on this computer C drive under PCLaunch/Backup with the date and time
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Backup all your Finance files or All Files Path:
Finance → Utilities → Backup
1. Filter by Module – this will select the module e.g Finance -you are in or ALL Files (which will take a while to complete the backup- suggest you also contact your IT person to get them to do a SQL Backup of the Database as this only takes about 5 minutes to complete. 2. Select ALL 3. Backup Data Note: If you do not have the security for the Backup ask your System Administrator to complete the Backup before rolling for both;
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END OF YEAR -Payment Summary (Both Australia and New Zealand)
Before the Payroll end of Year, we will send out a link to how to do your End of Year Payroll. You can see an example of the previous years’ instructions from our website
www.pcschool.net > Support > Payroll
Manuals and Help documents available: Further Payroll information is available from our website: www.pcschool.net > Support > Payroll or http://www.pcschool.net/support/user-guides/payroll/ Also see our new help website http://help.pcschool.net/
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