INTERCODE PAYROLL SETUP GUIDE

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1 INTERCODE PAYROLL SETUP GUIDE This document is a beginners guide to setting up the information that is required for Intercode Payroll to function correctly. This guide is only an outline of the steps that need to be performed when setting up your payroll, and is not intended to be an exhaustive explanation of the individual fields and processes that are available in Intercode Payroll. As such, this guide does not duplicate information that is already available in the help file. At the bottom of each window in Intercode Payroll, you will find a Help button like the one displayed in the image below: Clicking this button will open the help file that is included with Intercode Payroll, providing additional information about the function or process being performed. Intercode Payroll s help system is context sensitive, which means that the help content that is displayed when you click on any Help button will relate specifically to the process or function that was being performed, or the window that was being viewed when the button was clicked. Please make use of the help system frequently. It is the fastest and easiest way to get help relating to whatever is currently visible on your screen. The help file contains detailed explanations of all fields and processes that are available in Intercode Payroll. If you find yourself a little lost or unsure of how to proceed at any time, simply click the Help button and in most cases you will find the answer you are looking for within seconds. Creating Your First Employer File Once you have downloaded and installed Intercode Payroll, locate the program icon on your Windows Desktop and double-click the icon to open the program. You will be prompted to create a new employer file. Intercode Payroll stores the payroll information of each separate company (or employer) in a separate database file called an employer file. When you start Intercode Payroll for the first time, you will not yet have an employer file on your computers hard disk, and the following window will be displayed.

2 The location of employer files indicates the folder on your computer s hard disk drive where your employer files will be stored. Intercode Payroll will automatically create a folder named Intercode Payroll\Employer Files under your My Documents folder, which is the default location for storing employer files. Under normal circumstances there is no need to change this location, so continue to the next step. You now need to specify a name for the new employer file. This is the name under which the physical file will be saved on your computer s hard disk drive, and does not necessarily have to be the full name of the company. Once you have entered a name for the employer file, click OK to create the new employer file. You will see a message indicating the progress of the file creation process. Wait for this process to complete. Payroll Setup Guide Once the new employer file has been created, the Intercode Payroll main window will be opened, and the Payroll Setup Guide will be displayed automatically.

3 The payroll setup guide contains links to the setup processes that must be completed for each new employer file that you create. Starting from the top, click on each of the links in turn and complete the relevant setup process, and then move on to the next step. As each step in the setup process is completed, a check-mark will be displayed next to the relevant link to indicate that the step has been completed, and the next step that needs to be completed will then be shown in bold text. Continue clicking on each of the steps in turn, until all the mandatory steps have been completed. If for any reason you need to return to a previous step in the setup process, simply click on the relevant link to return to that step and review the information that was entered. You can cancel the setup process at any time by clicking Cancel at the bottom of the window. You will not lose any of the information from the steps that have already been completed. If the setup process is cancelled before all the mandatory steps have been completed, the Payroll Setup Guide will be displayed again the next time the program is opened, and you can then continue the setup process from where you left off.

4 Tip: You can access any of these setup processes again at a later stage by selecting the relevant option from the Setup menu in the Intercode Payroll main window. Step 1: Employer Information Click on the Employer Information link to open the Employer Setup Wizard. On the first page of the wizard, select the type of employer for whom this payroll is being set up (normally a business corporation) and then specify the full registered name or trading name of the employer. Note: If you are using the trial version of Intercode Payroll, you may not be able to change the employer name at this stage, and the name will display Trial Version (Unregistered). If this is the case, you will only be able to change the employer name once your copy of Intercode Payroll has been registered. All other fields in the Employer Setup Wizard are optional fields and do not have to be completed at this stage, however it is advisable to complete as many of the fields as you can. Click ext to continue, and after completing as many of the fields on each page as you can, continue clicking ext until you reach the last page of the setup wizard. On the last page of the Employer Setup Wizard you will have the opportunity to select an Employer Logo. If a logo is selected, the logo will be printed at the top of employee payslips. Click Select Logo and the select the image file on your computer s hard disk drive that contains your company logo (if any), then click Finish to close the wizard. Step 2: Statutory Deductions and Councils Click on the Statutory Deductions and Councils link to open the Payroll Setup Wizard. Specify your company s PAYE, UIF and SDL reference numbers. These fields are not mandatory but should be completed if you have the relevant information on hand. Important: Skills Development Levies (SDL) is only payable by employers who have an annual salary bill in excess of R 500, If your company is not liable for the payment of SDL, you must remove the check mark from the relevant option on the SDL page. If this option is checked, deductions in respect of SDL will automatically be added as a statutory deduction for all employees on your payroll.

5 On the last page of the Payroll Setup Wizard you have the opportunity to create predefined income and deduction types for any of the industrial councils for which support has been built into Intercode Payroll. If your company is affiliated to either MIBFA or MIBCO you can select the relevant option, after which you will be taken through a few additional steps that are specific to the selected council. If your company is not affiliated to one of these councils, select the o Council option and click Finish to close the wizard. Step 3: Pay Groups Click on the Pay Groups link to open the Pay Group Wizard. Pay groups are used to define the payment dates and payment intervals according to which certain groups of employees will be paid. Click on Add to add a new pay group to your payroll. Select the frequency at which employees in this pay group will be paid, specify a name for the pay group, and select the default payment method by which employees in this pay group will be paid. Tip: Select the default payment method that will apply to most of the employees in this pay group. The payment method can still be changed for individual employees at a later stage. Click ext to continue. The Pay Period Dates page will look slightly different depending on the pay frequency (weekly, fortnightly or monthly) of the pay group that is being defined, but contains the same basic information for all pay groups. This information is:

6 The day of the week/month on which the employees are physically paid. The day of the week/month on which the pay period closes. The day of the week/month that determines the payroll month in which each pay period falls. IMPORTANT: Pay special attention to the pay period closing day. This will determine the ending date of each consecutive pay period, which in turn will determine the dates for which employees will be paid in each pay period. Once you have started creating payslips for the employees in this pay group, this date can not be changed. It is essential that the pay period closing day is set up correctly from the start. When employees are paid at the end of each pay period, they are paid for work performed during that pay period. If you pay your employees on a Friday for example, the period ending day would typically be the preceding Thursday (or even the Wednesday). This ensures that all overtime hours and leave taken is already known on Friday when you process the payroll. Once you have specified the pay period closing day, you must select the dates of the first pay period you want to create for this pay group. The first payslips that are created for the employees on your payroll will be created for the pay period selected here. Tip: There is no need to back-date the first pay period on your payroll (though you can do so if you wish) since Intercode Payroll provides a facility to add employee take-on totals at a later stage. Take-on totals allow you to specify the gross income and deductions in respect of periods of employment that fell before the first pay period dates selected here. The first pay period for which Intercode Payroll will create payslips will always be the first pay period that fell in the selected payroll month. It is recommended that you use the current payroll month (the month you in) as the starting point for creating payslips. Once you have reviewed the information for the pay group, click ext, and then click Finish to save the pay group.

7 You can set up more than one pay group with the same pay frequency if required, but this is normally only necessary if these pay groups have different pay period dates. For example: If you have one group of monthly paid employees who s pay periods end on the 23rd of each month, and you have a different group of monthly paid employees who s pay periods end on the last day of each month, you can define two pay groups that are both monthly paid but that have different period closing days (or pay period dates). Step 4: Shift Times and Rules Intercode Payroll uses the concept of shifts to define the starting and ending times according to which certain groups of employees could be expected to work. Shifts are used to define the working times of all types of employees, regardless of whether or not the relevant employees are actual shift workers. Click on the Shift Times and Rules link to open the Shift Definitions window. Intercode Payroll will already have added one default shift for you to modify according to your needs. Change the starting time, ending time etc according to the times that your employees normally work. At the bottom of the Shift Definitions window, click Help for detailed instructions on how to set up shift times and rules. In the Shift Definitions window, click Add to set up additional shifts, if required. You may set up as many different shifts as are necessary to accommodate the different working times of different groups of employees, or the working times of employees on different days of the week.

8 Tip: If your employees work according to the same times from one day to the next, you only need to set up one shift to define their working times. When setting up work schedules in the next step, the same shift can then be assigned to different days of the week, if required. Step 5: Employee Work Schedules Work schedules are used to define shift patterns according to which employees are expected to work on different days of the week. Click on the Employee Work Schedules link to open the Work Schedule Definitions window. In the Work Schedule Definitions window, click Add to add a new work schedule definition. At the bottom of the Work Schedule Definition window, click Help for detailed instructions on how to set up work schedules. You may set up as many different work schedules as are necessary to accommodate the different working patterns of different groups of employees. Tip: If you have more than one employee who work according to the same shift pattern (as is usually the case), you only need to set up one work schedule for these employees. The same work schedule can be assigned to multiple employees, if required. Step 6: Leave Types and Entitlements When you add new employees to your payroll, Intercode will automatically create a leave cycle for each of the default leave types for each new employee that is added. The total number of leave days to which an employee is entitled during each leave cycle, as well as the leave cycle starting and ending dates, is controlled by the leave type to which the leave cycle relates. Intercode Payroll automatically creates the most commonly used leave types for you when a new employer file is created. Click on the Leave Types link to open the Leave Type Definitions window.

9 You will still need to check (and possibly change) the default leave entitlements and rules, since these can differ from one company to the next depending on your specific company policy. The rules you define here will determine the number of leave days leave to which your employees will be entitled in respect of each of the relevant leave types, how employees will be paid for leave, and how much leave (if any) may be carried over from one leave cycle to the next. Starting from the top, click on Annual Leave and then click Edit (or simply double-click Annual Leave) to view the relevant leave type definition. Tip: Because annual leave, sick leave and family responsibility leave is regulated by legislation, some of the fields for these three leave types will be disabled when viewing the leave type definition and can not be edited manually. The disabled fields will already contain the correct values, and there is no need for you to make changes to those fields. At the bottom of the Leave Type Definition window, click Help for detailed instructions on how to set up leave types. Step 7: Job Profiles (Job Descriptions) Job profiles define the different jobs that need to be performed by the employees in your company. Each new employee that is added to your payroll must be linked to an existing job profile, so it is recommended that you set up your job profiles before you start adding employees to your payroll. Click on the Job Profiles link to open the Job Profile Definitions window. In the Job Profiles Definition window, click Add to add a new job profile definition. At the bottom of the Job Profile window, click Help for detailed instructions on how to set up a job profile. Step 8: Print Employee Take-on Forms Once you have completed all the steps to set up your payroll, you will be ready to start loading your employees onto Intercode Payroll. To ensure that you have all the necessary

10 employee information on hand, and that the information is accurate, you can print Employee Take-on Forms for your employees to complete. The take-on form contains all the information that you will need when adding employees to your payroll. Click on the Print Employee Take-on Forms link to generate a report preview of the employee take-on form. At the top of the preview, click Print to print out any number of copies of the form for your employees to complete.