Payroll Generation Quick Tip

Payroll Generation Quick Tip 1/20

This manual does not replace the Payroll Manual and is intended to be used once the payroll is set up and being processed. For setting up Payroll or if you need further information read the relevant sections of the Payroll in HELP. Table of Contents Payroll Quick Tip... 3 Payroll Employee View... 3 Problem when Generating... 3 Payroll Timesheet... Error! Bookmark not defined. Pay Details Changes... 4 Calculate Sick and Holiday Pay... 5 Leave with Loading... 7 Holiday Loading (Aust) manually... 9 Re-Calculate Tax... 10 Payroll Generation... 12 Edit Generated... 13 Pay Slip General Comment... 14 Pre Issue Reports... 15 Issuing Pay... 16 Execute Payments... 16 Batch Transaction Entry... 18 Deleting a Pay... 19 Reprint Payslip... 20 2/20

Payroll Quick Tip Payroll Quick Tip can be used for training new staff members once the payroll is set up. Process of Payroll: Payroll Employee View Payroll Timesheet Payroll Generation Execute the Payroll Finalise the Payroll Ledger Batch Payroll Employee View Path: Finance Payroll Payroll Employee View The Payroll Employee View keeps a complete record of pay details for each employee. Problem when Generating If you have a problem Generating the pay, check the Next Pay on or After in the History tab. The date you are preparing the Payroll for must be on or after that date. Payroll Timesheet 3/20

Path: Finance Payroll Payroll Timesheet If an employees pay is not standard a timesheet needs to be created this would apply with; 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. 1. Select a Staff members Code 2. Optional; if left blank will default to generation date on the payslip, or select This Pay From 3. Optional; if left blank will default to the generation date on the payslip, or select This Pay To Standard Pay Periods refers to Pay Frequency of the employee and multiplies of the pay 4. periods for this pay run. This field would be edited when a pay run was being generated for more than one standard pay period, such as over a holiday period where the pay includes standard pay plus holiday pay as a component of the pay run. 5. Exclude Payslip enables a change of payslip options from the default set in Employee View. 6. Click Create pay details from standard pay. This will import standard pay detail to allow editing of pay detail. Pay Details Changes Details of the pay can be edited, added or deleted here by overtyping the data. Click off the lines to save. Within the Pay Detail tab, apart from adding, deleting and editing lines, you have several options: Holiday and sick pay can be allocated Holiday loading can be calculated providing loading Leave Loading Pay Codes of before and after tax have been set up. (Aust only) Tax can be recalculated You can also view the pay through Show Pay. 4/20

1. Individual Pay lines can be deleted or edited here. 2. New Codes can be added. 3. Clicking on Show Pay will allow you to check that the pay will be correct. 4. Click Save to save the changes. Calculate Sick and Holiday Pay Sick and Holiday pays can be allocated and will impact on Accruals. Pay Codes must be set up to use this, please see the full manual for details on setting up the Codes if they are not available for use. Click Alloc Hol/Sick. 5/20

This will bring up a view for allocating sick, holiday or other Accrual days off. The Codes must be set up in order to use this feature. Leave without Loading You can Allocate sick leave or other leave without loading. To allocate Sick or other units follow the steps below; 1. View the Accruals for this staff member. 2. Enter the any Units. Check Unit of Time in Payroll Employee View if uncertain of the Units the pay is in. 3. Tab off the line or click Save. 4. This will create a new line with the sick or other pay code. 5. Click Finish to save the changes. 6/20

Leave with Loading AUS only; Allocating various days off and adding the loading can be done at the same time. 1. Enter the Units of value for the time. Check Unit of Time in Payroll Employee View if uncertain of the Units the pay is in. 2. Click Save once all the entries are made. 3. A warning will display if the accruals are exceeded but you can still continue with the pay. 4. New lines with the correct Pay Codes will be created, providing the Pay Codes have been created. 5. Aus; Click Calculate Loading, this will calculate the 17.5% holiday loading. 6. Click Create Loading Transactions. 7. Click Finish. 7/20

Once you click Finish the details can be viewed with the codes in the Time Sheet/ Pay Detail tab. Click Show Pay if you wish to view the pay. Click Save to save the changes 8/20

Holiday Loading (Aust) manually Holiday Loading can be calculated as an alternative to using the accruals window. If this is being paid with Standard Pay change the units to reflect the correct Standard Pay. Check Unit of Time in Payroll Employee View if uncertain of the Units the pay is in. 1. In a free line select the code used for Holiday Pay. 2. Click Calculate Loading. 3. The amount of Loading will be shown. 4. Click Create Loading Transactions. 5. This will create the lines needed with the calculated amounts. 6. Click Save to save the changes 9/20

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 if you wish to continue and enter the tax manually. 4. Click OK. 5. The new Tax lines will be available for editing; You will have one tax line for each Pay line. 6. Click Save when finished. 10/20

If changes are made in Payroll Employee View and you wish to have them included in the current Timesheet you will need to Delete the Timesheet you are working on and recreate it. At any time you can click Show Pay to view the details of the Time Sheet. 11/20

Payroll Generation Path: Payroll Payroll Generation Once all the Timesheets for altered pays have been completed you can Generate the Pay. 1. 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. 2. Leave the Default for All Staff Members or select from and to. 3. For staff members on monthly super tick this box on the last pay of the Month. 4. For staff members on annual Pay Tables click to see if an update is needed. 5. Click Generate Pay 6. View the pay details. 12/20

Edit Generated 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. 13/20

Pay Slip General Comment At this stage you can add a general comment to the Payslip; To delete the comment you will need to backspace it out or highlight and use the delete key on the keyboard. Clicking Clear All will not remove the Message. 14/20

Pre Issue Reports All reports and Payslips must be printed before Issuing the Payroll. You will need to Print a Payroll generation Report and the Payslips plus any other report your school requires; Select Date; Pay Date, will default with the date from the payroll generation. 1. Will default, can edit. The date the pay goes into the bank accounts. The date of the last pay run. 2. Leave blank for all employees or select employees From and To. 3. Select the option for printing or emailing Payslips. Select the Report style; 4. Print a Generation Report and check the details before printing Payslips. 5. Select how this format will be processed. If these are Emails select Export to Mail. This field will be active if Export to Mail is selected for sending emails; 6. In File name Select your Desktop to avoid an error created by your security software. 7. Check if emailing Payslips otherwise the first recipient will receive 2 emails. 8. Click the Print button for each process. 15/20

Issuing Pay When you click in Issue/Commit Payroll you will be advised that you will not be able to print Payslips after completing this step, click yes to continue. You will be asked to enter a cheque number; This refers to either a cheque or electronic reference number, follow the prompt and enter the number displayed or enter the next cheque or electronic number you wish to use. If asked to add this to an existing Batch select No unless you are certain this is to be included in and open batch. Finalise the Payroll batch before reissuing the Pay. Click OK and enter in the First Cheque Number field either; The next Cheque number if using Cheques or The First Electronic Reference number shown. Click OK When the Payroll is completed you will receive a message Payroll Complete. The details have now been transferred to the General Ledger. Execute Payments Path: Payroll Execute Payments 16/20

The pay will be in the Payment Execution screen for creating a bank file and running reports. 1. Select the Entity and correct bank account. 2. Select the payment Source of Payroll. 3. Select the Method of the Payment, this would normally be Electronic. 4. The Reference Number is the cheque/electronic number and can be edited here. 5. The Date will default but can be edited. 6. Click Tag All to Print, this will place a Tick in the Print Now Column. In Output Destination select how this process is to print: Print to Window for viewing reports prior to printing and checking information 7. Export to File if creating a bank file Print to Printer to print Cheques and reports Select the Report Style if Printing to Window or Printer; 8. Always print a Remittance Summary and check the details. If Export to File is selected enter the correct details: File Name; Save the file where it can be found 9. File Type; your bank will advise you of the correct type Run Description; will default Exec Date; make sure the date for the file is correct Click Execute Payment, this will process any transactions with a tick in the Print Now 10. column and place the tick in the Printed Column. Click Tag to Reprint to Place the tick once more in the Print Now column for further 11. processing. Do not click Clear All-Don t Print or Print Successful until the payroll Bank File has been cleared by the bank; 12. Print Successful will remove any entry with a tick in the Printed Column Clear All Don t Print will remove All transactions. 17/20

Batch Transaction Entry Path: General Ledger Batch Transaction Entry The batch can be finalised now or later. 1. Select Payroll. 2. Select the batch Number. 3. Click Finalise Batch. 4. Select the Correct Period to finalise to. 5. Click OK. 18/20

Deleting a Pay Path: Payroll Payroll Generation Delete a Pay At times it may be necessary to delete a pay after it has been processed. This can be done through the delete a pay tab and will remove the entry from; Payroll and the General Ledger Batch. You cannot delete a pay from a previous Payroll period. Note; the Payroll batch must be unfinalised first. 1. This will remove all the information from the pay of the selected date. 2. Be very careful when selecting the From Teacher and To Last Staff Code as you may inadvertently delete an entire Payroll in a batch. 3. Click Delete Payroll. 4. If successful the details will be displayed and a reversal Complete box will display, Click Ok to finish the process. 19/20

Reprint Payslip Path: Payroll Payroll Transaction Report in Employee Order The Payslip format may not be the same as the original as this is a generic Payslip. 1. Leave blank for All Employees or Select an Employee From and To. 2. Select the Pay Date From and Date To. 3. Select the Report Style of Previous Payslip. 4. Click Print. 20/20