HOW TO SET UP PAYROLL

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1 HOW TO SET UP PAYROLL D I R E C T T R A N S F E R S T O B A N K If you wish to make transfers directly to your bank, in Company Details > Constants Tab, select your bank and on the Other Tab enter your bank in the Direct Banking field. Note: for Commonwealth Bank of Australia select Westpac Australia. E M P L O Y E E T Y P E S From the GlobalBake main menu select Payroll > Employee Types Enter some Employee Types. This is a way of grouping your employees for reporting purposes. P A Y T Y P E S From the GlobalBake main menu select Payroll > Pay Types This is how you create what lines can go on a payslip. Eg Ordinary Time, Overtime, Clothing Allowance etc. Note: WOTI is an Australian term for Worked Ordinary Time These are listed in the order they appear on the pay types list: Additional Tax Allowance Child Support Specify a code and a description. This will add to the amount of tax to pay the value that you enter on the payslip line. This allows you to specify a code, description, a value, and whether it is taxed or not. The total payslip line is the value multiplied by the line quantity. Taxable Allowances are added to the pay before the tax calculation is done. Note: When changing from taxable to non taxable (or the reverse), all existing payslips must be paid first. It is a New Zealand requirement to accrue child support payments and report these on returns. Specify a code, description, and a G\L code (balance sheet) where the deductions will be accrued. The quantity that is entered on the payslip becomes the value that will PAGE 1

2 be deducted from the pay. This value is deducted after tax is calculated. Debtor Deduction Leave Alt.Day Lump Sum Salary Sick Alt.Day Payment This allows you to reduce the balance of employee s staff accounts. Ensure the staff account is entered on the employee. Specify a code, description. The quantity that is entered on the payslip becomes the value that will be deducted from the pay (after tax) and journalled to the debtor s ledger. This allows you to specify a code, description, a value, and whether it is taxed or not. The total payslip line is the value multiplied by the line quantity. A taxable deduction is subtracted after the tax calculation is done. Specify a code, description, pay rate (rate 1 4 or the average hourly rate over the previous period), and the payslip units (hours, days (8 hours) or weeks (40 hours). The total on the payslip line is the value multiplied by the line quantity multiplied by the payslip units multiplied by the pay rate. The hours are deducted from the A/L left. This is also known as a day in lieu. Specify a code and a description. When a day in lieu is accrued, enter a payslip line with a quantity of 1. When a day is used, enter a payslip line with a quantity of 1. Specify a code, description, tax rate and GL code (if desired). The total on the payslip line is the quantity entered and the tax rate governs the amount of tax paid on that particular payslip line. Specify a code, description. The total on the payslip is the salary figure on the employee file divided by the employees pay frequency. Specify a code, description, pay rate (rate 1 4 or the average hourly rate over the previous period), and the payslip units (hours, days (8 hours) or weeks (40 hours). The total on the payslip line is the value multiplied by the line quantity multiplied by the payslip units multiplied by the pay rate. The hours are deducted from the S/L left. This is for when you are paying an employee who has a statutory holiday. (If you pay someone for working on a public holiday, use pay type Time). It is put as a separate payslip line so it does not show as part of normal worked time. Specify a code, description, pay rate (rate 1 4 or the average hourly rate over the previous period), and the payslip units (hours, days (8 hours) or weeks (40 hours). The total on the payslip line is the value multiplied by the PAGE 2

3 line quantity multiplied by the payslip units multiplied by the pay rate. Student Loan Superannuation This changes the amount of money paid to the Student Loan. Specify a code and a description. The total on the payslip line is the quantity entered. This allows superannuation to be included in the payslip. Specify a code and description. If your employee is paying into the scheme as a dollar amount, tick Employee Contribution is dollar; else the quantity is a percentage. The Pre tax box is also for employee contributions. Enter the employer contribution as a percentage and the tax rate if applicable. You must enter the required GL codes. The total on the payslip line is the quantity entered (unless it is for employee by percentage). In Australia to enter minimum super payments on a payslip, put the superannuation pay type code on a payslip with no quantity, unless the employee is paying extra super, in which case enter that as the quantity. On the last payslip of a month the employer s monthly contribution to super will show on the payslip. Time This is how time is paid. Specify a code, description, pay rate (rate 1 4 or the average hourly rate over the previous period), and the payslip units (hours, days (8 hours) or weeks (40 hours) and a multiplier. The multiplier can be used for overtime or penal rates, e.g. the pay can be 1.25 times the rate. The total on the payslip line is the value multiplied by the line quantity multiplied by the payslip units multiplied by the pay rate multiplied by the multiplier. Create a separate code for ordinary time and overtime. PAGE 3

4 EMPLOYEE SET UP From the GlobalBake main menu select Payroll > Employees Enter employee information in Identity and Details fields and Contact tab information as required. Note code on the Employee must be unique. Staff Acct Weekly This is the employee's Debtor (Customer) Account. This provides a link to the debtor s (customer s) ledger. This means that a staff account can be established in the debtor s (customer s) ledger. Pay type Debtor (Customer) can be set to deduct a value from the employees pay and transfer to the debtor s (customer s) ledger to reduce outstanding balances. This is where you set how often your employee gets paid, click on the arrow to change the frequency of payment. PAGE 4

5 R A T E S T A B Rates Salary Aust.FBT Type Acc. Date This is where you set up the different pay rates. These relate to the pay types. This is the salary amount per annum. Australian FBT, reported on Group Tax Certificates. This is the Employee Type, used for grouping employee s together for reporting options. This is the date that any ACC applies from. (NZ only) G/L Expenses G/L Liabilities These are the General Ledger codes that will be used on the profit and loss statement. These codes are superseded by a GL code on a pay type. This is the GL code that will be used on the balance sheet. PAGE 5

6 TAX CODES N E W Z E A L A N D C O D E S Check online at search on 'Tax Codes' to find the correct code for each employee. Code examples, M, ME, M SL, S, S SL. A U S T R A L I A N C O D E S search on 'nat 1004', select the result regarding Schedule 1A 1 - Scale 1, where tax-free threshold NOT claimed in Tax File Number Declaration 2 - Scale 2, where payee is eligible to receive leave loading and has claimed taxfree threshold 3 - Scale 3, Foreign Residents 4R 4NR - Scale 4, where tax file number not provided by resident payee - Scale 4, where tax file number not provided by non-resident (foreign) payee 5 - Scale 5, where payee claimed FULL exemption from Medicare Levy in Medicare Levy Variation Declaration 6 - Scale 6, where payee claimed HALF exemption from Medicare Levy in Medicare Levy Variation Declaration 7 - Scale 7, where payee not eligible to receive leave loading and has claimed tax-free threshold Add letter H for WITH accumulated HELP debt Add letter F for WITH accumulated SFSS debt Add letters HF for WITH accumulated HELP debt and SFSS debt PAGE 6

7 P A Y M E N T S T A B To split an employees payslip to different bank accounts, enter the bank account and the amount to go to that account. To put the remainder of their pay to another account, enter the account and leave the amount field empty. L E A V E T A B Set up Annual, Sick and Long Service Leave entitlements here. Fill in the first line of each table on each tab and remember to enter the leave at first pay on each tab. PAGE 7

8 C R E A T I N G S T A N D I N G P A YSLIP LINES This allows you to set payslip lines that will appear every time you create a new payslip, you are then able to alter these payslip lines if needs be. E M P L O Y E E S W I T H S A L A R Y When creating a payslip line for a salaried employee, enter the quantity as 1. This will then give a portion of their yearly salary for the pay period. When the employee takes annual leave, for example, they still get a quantity of 1. They have another payslip line for Annual Leave, but it uses an annual leave pay type that has a rate that is zero. This means that the employee can take 8 hours (or 1 day) annual leave, but their pay amount remains the same. PAGE 8

9 PAY WAGES First you need to create the payslips to be paid. You can do this manually by going to Payroll, Payslips and pressing the Add button. If you have set up the Standing tab on your employees, you can use from the GlobalBake main menu select Payroll > Create Payslips to automatically create the payslips for the date required. You can then alter these payslips by going to Payroll > Payslips and selecting the payslip to change. When you have all the payslips correct go to Payroll, Pay Wages. Enter the date range containing the payslips you wish to pay. Enter the date you are going to pay the payslip on. Enter the Bank Account number to pay the payslips from. PaySlips Pay Summary Detail Rpt Pay Wages D/Crds Cash This will allow you to print all the payslips in the date range entered. This report shows the different accounts and amounts that will be paid from each payslip. It totals the direct credits and cash amounts separately. This report shows a summarised payslip for each employee. This will create the Cashbook transactions relating to the payslips. This takes you directly to the Cashbook transaction that was created. This takes you directly to the Cashbook transaction that was created. PAGE 9