PEOPLE OPERATIONS PLATFORM

Transcription

1 Payroll Processing PEOPLE OPERATIONS PLATFORM

2 Payroll Process APPROVE LEAVE CHECK TIMESHEETS PAYROLL TEST GENERATE PAYSLIPS DOWNLOAD ABA Timesheets automatically updated Submitted by employees, approved by managers online Preview real life payslips Employees paid and option to send payslips ABA generated ready to send to the bank.

3 Approve Leave (Permanent Employees) Before processing pays, manage leave requests for your permanent employees: 1. Go to Payroll, Leave Applications. 2. In Pending Leave Applications you will see all requests. 3. Click Accept Application or Decline Application. You can see all approved leave under the Approved Leave Applications tab. Accepting leave will automatically filter through to the employees' timesheet.

4 Finalise Timesheets This is not needed if you are using the foundu clock or Approve Shifts as times are automatically added into the timesheet. If not using the clock app/approve shifts, employees first need to submit their timesheets. Salaried staff on Automatic Payment will have an accepted timesheet ready for payroll. Once submitted they will be pending ready for your approval. To submit a timesheet on behalf of an employee: 1. Go to Timeshsheets, Manage Timesheets. 2. Find the employee and date range using the search. 3. Next to the employee timesheet click Ready to Submit, Submit for employee and complete details.

5 Approve Submitted Timesheets Once all timesheets are submitted they will be pending ready for your approval. To approve submitted timesheets: 1. Go to Timesheets, Manage Timesheets. 2. Use the filter to search via Date range and Timesheet Status. 3. Select the Submitted drop down to view or edit the timesheet. 4. Click the tick to approve relevant timesheets. All timesheets need to be in an Accepted state to be able to process pays.

6 Payroll Testing Before running live payroll and sending payslips you can run a test to check for any errors including payroll activity, existing timesheet calculation, and payslip generation. 1. Go to Timesheets, Payroll Tests.

7 Payroll Activity Test Payroll Activity Tests allows you to check what all employees will get paid prior to generating payslips. The report shows gross wages, deductions, PAYG witholding, superannuation and total payment per employee. 1. Go to Timesheet, Payroll Tests. 2. Choose Test Payroll Activity. 3. Enter a date range for the test (the week you are processing pays for). 4. Select an Office Code (if applicable). 5. Click Generate.

8 Payroll Activity Test You can filter by ticking Specific Employees, and begin typing their name to search. Click Generate.

9 Test Existing Timesheet Calculation To view a breakdown of calculations for specific timesheets: 1. Go to Timesheets, Payroll Tests. 2. In the Existing Timesheets tab, choose the week ending date, employee or operation. 3. Click Submit.

10 Test Payslip Generation To test employee payslips: 1. Go to Timesheet Management, Payroll Tests. 2. In the Payslip Generation tab, search for the employee. 3. Select the week ending date. 3. Click Generate Payslip. This will display a preview of the actual payslip the employee will receive.

11 Generate Payslips Once you have approved all timesheets, and completed any necessary payroll tests, you are ready to process pays. Only accepted timesheets can be generated into payslips. 1. Go to your Payroll, Paycycle. 2. Choose the relevant Week End and Office Code if required.

12 Process Payslips 1. Click on the ID number to check individual payslips. 2. Click Edit to make any last adjustments needed.

13 Edit Payslips If you need to make any adjustments to payslips e.g. add allowances, adjust tax rate etc. 1. Click Edit next to any payslips to make adjustments needed. 2. Click Preview PDF to check payslip after adding in adjustments. 3. Make sure to click Calculate Totals and then Update Paycycle once finished and then go back to the Employee Paycycle page.

14 Generate Payslips 1. Select the checkbox next to the payslips you want to generate and click Generate Payslips or Generate All Payslips. 2. Click Yes Continue. This will now immediately generate all selected payslips and will move them to the Processed tab.

15 View && Send Send Payslips Payslips View To view processed payslips and send them to your employees: To view processed payslips and send them to your employees: 1. Go to Payroll, Payslips. Select the relevant date range. This will show all generated payslips. 1. Go to Payroll, Payslips. Select the relevant date range. This will show all generated payslips. 2. Here you can view, edit and check the history of employee payslips. 2. Here you can view, edit and check the history of employee payslips. 3. To payslips to employees, select specific employees or select all, and click Payslips. 3. To payslips to employees, select specific employees or select all, and click Payslips.

16 Download ABA Once payslips are generated you can access and download the ABA files ready to be submitted to your bank for processing. 1. Go to Accounts, ABA History. 2. This will display all ABA files. Click View for full details. If you edited any payslips after generation, you will be required to regenerate the ABA. To do this select the week ending and click Generate. The new ABA will now contain latest changes.

17 What if I underpay someone? 1. Go to Payroll, Payslips. 2. Edit the relevant employee's payslip. 3. Either adjust the pay rate, or the hours worked. 4. Click Test Payslip to check everything looks correct. 5. Click Generate - this will automatically amend the payslip. A history will be kept on the payslip file to see the past and amended payslips. You'll see a notice letting you know how much the employee was underpaid by, and that a new ABA file has been created to adjust your reporting/ books. 6. To view the new ABA file go to Payroll, ABA History, search for employee and download. Please note: The new ABA needs to be sent to your bank for processing.

18 What if I overpay someone? 1. Go to Payroll, Payslips. 2. Edit the relevant employee's payslip. 3. Either adjust the pay rate, or the hours worked. 4. Click Test Payslip to check everything looks correct. 5. Click Generate - this will automatically amend the payslip. A history will be kept on the payslip file to see the past and amended payslips. You see a notice letting you know how much the employee was overpaid by, and that a deduction needs to be applied for a specific amount.

19 Apply Deduction To apply a deduction to an employee: 1. Go to People, Approved People. 2. Find the employee and click on their name to go into their profile. 3. Click Financial, Deductions. 4. Enter the amount. 5. Make sure Recurring is set to No for a one-off deduction. 6. To break up deductions overs a specific number of pay cycles, choose Yes. 7. Enter the Per Cycle Amount. 8. Choose Start date, and 'Recurr till'. 9. Click Add. Please note: If timesheets have already been generated, you will need to Add a Deduction in Paycycle when editing.

20 GETTING HELP Check the online help foundu.zendesk.com or Contact your administrator