Attaché Payroll. Attaché Software Australia Pty Ltd Attaché Software New Zealand Pty Ltd

Transcription

1 Attaché Payroll Attaché Software Australia Pty Ltd Attaché Software New Zealand Pty Ltd

2 ii Publication Number Product Version Publication Date A Attaché Payroll version 1.01 July Attaché Software Australia Pty. Limited All rights reserved. Copyright in the whole and every part of this manual belongs to the Owner and may not be used, sold, licensed, transferred, copied or reproduced in whole or in part in any manner or form or on or in any media to any person without the prior written consent of the Owner. The Owner is entitled to take legal action against any party who infringes its copyright. Attaché Software, Attaché Alex and Attaché ODBC are trademarks of Attaché Software Australia Pty. Limited. Microsoft, Microsoft Word, Microsoft Excel, Windows and Internet Explorer are registered trademarks or trademarks of Microsoft Corporation. Adobe, Acrobat, Acrobat Reader are registered trademarks or trademarks of Adobe Systems Incorporated. All other products are trademarks or registered trademarks of their respective owners. Attaché Software does not provide legal, accounting or any other professional advice. Readers should not act on the basis of the information and instructions in this publication without seeking professional advice as to its suitability to their specific circumstances.

3 Attaché Payroll User Guide iii Foreword This Attaché Payroll User Guide contains detailed information about setting up, managing and processing payroll using Attaché Payroll. The guide is intended for two main groups of users, referred to as supervisors and operators. Supervisors are staff who set up Attaché Payroll for use by operators. Supervisors select the initial setup options and decide on inclusions, tables and rates. They are responsible for the payroll system. Operators are staff who carry out regular payroll tasks. They enter transactions, add new employees, and change employee pay and leave details. The guide is organised into several main sections: The introduction contains two chapters. Chapter 1 discusses Attaché Software products, resources for users, and support. Chapter 2 contains an overview of Attaché Payroll and includes flowcharts and checklists for the payroll process. Part 1, Setting up and administering Attaché Payroll, is intended for use largely by payroll supervisors. It gives step-by-step instructions for setting up and administering Attaché Payroll. Part 2, Working with Attaché Payroll, focuses on the day-to-day use of Attaché Payroll for managing and processing payroll. It covers common activities carried out regarding pay processing, leave, and manipulation of data. The appendices each contain information that is specific to payrolls in Australia, New Zealand or Papua New Guinea. The guide presumes you have a working knowledge of the payroll process and that you have installed the software.

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5 Attaché Payroll User Guide 1 Contents Chapter 1 Attaché products and services Attaché Software products and services...12 Contacting Attaché Software...12 Staying up to date...12 Productivity tools...13 Pre-printed business stationery...13 Attaché consultants...14 Getting help, support and resources...14 Application Help...14 Getting assistance...14 Attaché Members website online resources...15 Attaché publications...15 Training...15 About your Attaché system...16 Software licensing...16 Upgrading your software...16 Sample companies and forms...17 Conventions used in this guide...17 Chapter 2 About Attaché Payroll Overview of Attaché Payroll...20 Key features of Attaché Payroll...20 Terminology...20 Pay processing workflow...21 Processing a pay run...21 Processing an end of period (optional)...22 Processing an end of year...22 Pay processing checklists...26 About the Attaché Payroll menu...27 How changes take effect...28

6 2 Contents Part 1 Setting up and administering Attaché Payroll Chapter 3 Setting up Attaché Payroll Overview...34 Protecting your payroll data...35 Checking setup information...36 Initial setup options...36 Specifying initial setup options...38 Using the Payroll Setups sample company...39 Copying the Payroll Setups company...39 Working with tax scales...40 Importing updated tax scales...40 Understanding tax scales...41 Setting up company bank accounts...42 How to set up or modify a company bank account...43 Setting up cost centres...43 Working with on costs...43 Specifying the cost centre code format...44 How to set up or modify cost centres...44 Setting up locations...45 How to set up or modify locations...45 Setting up pay points...45 Differences between cost centres, locations, and pay points...46 How to set up pay points...46 Setting up groups...46 Employees and groups...46 How to set up or maintain groups...47 Setting up group standard pays...48 Setting up General Ledger postings...50 General Ledger account codes required...51 Using the clearing account...51 Consolidating transactions...51 Setting up multiple General Ledger dissections...52 Accounts updated by the software...54 Setting up income types...54 How to set up or modify income types...56 Associating an income type with an income category...56 How to customise income categories...57 Setting up allowances, deductions and employer contributions...58 Specifying a calculation type...59

7 Attaché Payroll User Guide 3 Setting up or modifying allowances...62 Setting up or modifying deductions...62 Setting up or modifying employer contributions...63 Setting up shift tables...63 Using shift allowances...64 How to set up Shift Tables...64 Setting up the standard employee...65 Setting up or modifying the standard employee...66 Importing time sheet data from other sources...66 File format...67 Example of the input file...69 How to import third-party data...71 Chapter 4 Setting up leave Overview...74 Associating leave with income categories...74 Choosing a calculation method...75 Calculating by date...75 Calculating by hour...75 Calculating by pay...75 Using similar leave tables...76 Accruing leave in advance...76 Accruing pro-rata leave...77 How leave accrues...79 How to set up or modify a leave table...79 Resetting entitlement types...80 Adjusting leave accrual in the event of a company takeover...81 Discarding leave accruals...81 Using method A to retain leave accruals...82 Using method B to retain leave accruals...82 Setting up RDOs...83 RDO income types...83 How to set up RDOs...85 Setting up flexi-time...87 Chapter 5 Administering Attaché Payroll Overview...90 Transferring employees between locations...90 Changing the Multi Location option after setting up employees...91 Moving an income type to a different category...92

8 4 Contents Deleting history transactions...93 Reporting on deleted history transactions...93 Part 2 Working with Attaché Payroll Chapter 6 Maintaining employees Overview...98 Setting up an employee...99 Adding an employee...99 Calculating tax using the year-to-date method Deducting voluntary tax Using Employee Groups Using Multi Location Adding multiple employees Setting up employee bank accounts Setting up a new employee bank account Paying by bank deposit, cheque or cash Setting up employee other accounts Setting up employee document delivery addresses (optional) Setting up an employee standard pay Creating an employee standard pay Deducting fixed tax Maintaining standard pays for RDO employees Modifying employee details Modifying an employee Deleting an employee Modifying an employee bank account Modifying an employee other account Modifying an employee document delivery address Modifying an employee standard pay Deleting an employee standard pay Terminating employees who do not receive termination payments Reinstating a terminated employee s pay Enquiring on employees Enquiring on employee details Enquiring on employee bank accounts Enquiring on employee other accounts Enquiring on employee document delivery addresses Enquiring on employee standard pays...124

9 Attaché Payroll User Guide 5 Chapter 7 Paying employees Overview Types of pays Using auto pays Entering time sheet pays Modifying time sheet pays Deleting a time sheet pay Entering adjustment pays Making a full reversal of a previous pay Modifying an adjustment pay Deleting an adjustment pay Generating adjustment pay advices Changing pay elements Making a temporary rate change for the current pay Making a permanent rate change Making a temporary change to tax for the current pay Stopping pays Stopping pays by using the employee masterfile Stopping pays by using transaction entry Terminating employees who receive termination payments Enquiring into time sheet pays Checking pays How to check pays Using the Check Pays and Adjustment Pays report Unchecking pays How to uncheck pays Printing pre-process pays reports Pay Details report Pay Totals report Pay advices Signature Listing report Cheques/Listing Cheques Printed report Bank Transfers report Deposit Slips report Payments report Pay Costing report Chapter 8 Processing pays Overview...160

10 6 Contents Updating payroll information Printing post-process pays reports Transactions reports Termination report Cost Centre PTD/YTD report General Ledger Postings report Chapter 9 Managing employee leave Overview About employee leave transactions Enquiring on leave accruals Using the Leave Liability report Projecting accruals for individual employees Automatic provision for leave liability journal entries for the general ledger Changing employee leave table assignments Assigning one employee at a time Assigning a range of employees at a time Maintaining leave loading Entering leave loading Entering leave taken Leave details on pay advice Adjusting employee leave entitlements Adding comments Adjusting leave taken Adjusting last entitlement dates Adjusting entitlement owing Adjusting fixed entitlement dates Adjusting pro-rata owing Adjusting contingent owing Maintaining casual employee leave Transferring casual employees to part time or full time Adjusting rostered days off Maintaining flexi-time Updating accumulated flexi-time What employees receive on entitlement Reporting on leave Using the Leave History report Using the Leave Liability report...186

11 Attaché Payroll User Guide 7 Chapter 10 Producing reports Overview Printing pre-process pays reports Printing post-process pays reports Printing leave reports Printing history reports Pay Details History report Pay Totals History report Pay Costing History report Pay Summary report Printing employee details Labels Masterfiles (Employee Details) report Employee Bank Account Details report Employee Standard Pays report Birthday report Anniversary report Employee Start/Finish report Printing employee notes Using the Search Mask Printing pay element reports Income Type Details report Allowance Details report Deduction Details report Employer Contribution Details report Printing pay element notes Using the Search Mask Printing general setup reports Leave Accrual Tables report Group Details report Company Bank Account Details report Locations report Pay Points report Cost Centres report Shift Tables report Tax Scales report Printing general setup notes Using the search mask Printing tax certificate reports Printing the Tax Reconciliation report Printing tax certificates...213

12 8 Contents Appendix A Australian payroll processing Managing superannuation Setting up contributions Superannuation contribution types Setting up employer SG contributions based on Ordinary Time Earnings (OTE) Applying the $450 minimum monthly Super Guarantee threshold (Australia) Determining income types, allowances and deductions in OTE Setting up employer SG contributions based on selected pay elements Setting up employer SG contributions for casual employees 18 years and over Setting up employer SG contributions for casual employees under Setting up additional employee contributions Setting up employee contributions Setting up superannuation companies, funds and Employee Other Accounts Setting up superannuation companies Setting up superannuation funds Setting up Employee Other Accounts Linking superannuation details Reporting and recording payments (without Super Export) Creating a Superannuation Payments Report Recording super payments Producing superannuation payment advices Deleting super payment details Reporting and recording payments with Super Export About file formats Creating Super Export templates Creating reports and export files Super Export templates available fields Specified superannuation setups Setting up for Superpartners contributions Reporting fringe benefits Fringe benefits input and enquiry fields Creating an employer contribution for reportable fringe benefits Looking up employee fringe benefits Reports containing fringe benefits information Reporting Label E lump sum payments Creating an allowance for Label E lump sum payments Reports containing Label E lump sum information Codes for invalid tax file numbers Reporting CDEP wages Setting up an income type for CDEP income Processing pays for CDEP employees...251

13 Attaché Payroll User Guide 9 Reports containing CDEP earnings information HELP and SFSS tax scales End-of-year processing sequence End-of-year reports ETP cash payments Entering termination details for ETP payment summaries Reports containing ETP information Magnetic media payment summaries Introduction Employee names Employee addresses Tax reporting process Appendix B New Zealand payroll processing General differences in setting up Attaché Payroll Initial setup options on page Setting up income types on page Setting up allowances, deductions and employer contributions on page Choosing a calculation method on page How to set up or modify a leave table on page Taking on year-to-date balances For pays For annual leave Paying annual leave on termination of a permanent employee Setting up the software to produce the EMS Checking the tax details Checking the EMS Tax Report Codes Checking variations to the EMS report Generating the EMS Printing the EMS report Generating the EMS file Altering the EMS Tax in arrears Additional uses for the EMS report Filling in the remittance certificate Appendix C Papua New Guinea payroll processing Reports Statement of Earnings Allowance Details report...281

14 10 Contents National Superannuation Fund report Index...283

15 Chapter 1 Attaché products and services Attaché Software products and services Attaché consultants Getting help, support and resources Training About your Attaché system Conventions used in this guide

16 12 Chapter 1 Attaché products and services Attaché Software products and services Contacting Attaché Software If you d like more information about any Attaché Software products or services, talk to your Attaché consultant or contact Attaché Software. Contact information for Attaché Software can be found on the back cover of this guide or refer to the Attaché websites. Attaché Software website Attaché Members website For more information see Attaché Members website online resources on page 15 Staying up to date The easiest way to stay up to date with the latest Attaché news is by subscribing to our news bulletins. The news bulletins contain information about upgrades and new releases, changes to business and taxation regulations, training, special events and important support issues. News bulletins are free to all licensed Attaché users, but in keeping with our anti-spam policy, you must opt in to receive them. You can subscribe as many staff as you wish. This way you can be sure that if one staff member is sick or on leave, other staff will still receive any important news. To receive our bulletins sign up at the Attaché Members website or send an to cbpmembers@attachesoftware.com and type subscribe plus your VIP and company name as the subject. (To subscribe additional staff, type their addresses in the body area.)

17 Attaché Payroll User Guide 13 Productivity tools Attaché Software develops and supports a number of tools that you can use with your Attaché system to increase productivity and get more from your Attaché data: Attaché Alex lets you send documents straight from your Attaché system to any fax or recipient. Attaché Alex service fees are based on usage and billed monthly. At around the cost of a postage stamp per document, Alex is not only easy to use, it saves you time and eliminates the costs of stationery, postage and handling. Attaché ClearView Attaché ClearView provides a "top-down" view of your operations as never before, helping you to manage your employees. Attaché ExpressLink lets you open, save and send Attaché reports in different formats and different programs. For example, you can choose to open an Attaché report in Word or Excel, it, or save it in HTML or CSV format. Attaché ODBC lets you export data, perform queries and generate reports using applications you already know such as Excel and Word. Attaché Contacts lets you store and report on the details of an unlimited number of contacts for each of your existing customers and suppliers. Attaché Archive lets you back up your data with a simple one-step process from within your Attaché system. To find out more about these productivity tools, visit the Attaché Software website, talk to your consultant or contact Attaché Software. Pre-printed business stationery Attaché Software can provide customised, pre-printed business forms and cheques. These forms ensure consistent quality, improve the presentation of your company and are easy to use. You can purchase stationery through your Attaché consultant or directly from Attaché Software. Contact us for the latest order form or visit the Attaché Software website for stationery samples and ordering information.

18 14 Chapter 1 Attaché products and services Attaché consultants When it comes to Attaché products, expert help is always just a phone call away. Attaché consultants offer a broad range of services including: installing, setting up and upgrading your Attaché products training, advice and trouble-shooting help with end-of-year processing and other procedures hardware issues, including computer networking Your Attaché consultant can tailor a support agreement to suit your particular needs. If you don t have an agreement with an Attaché consultant, contact Attaché and we ll put you in touch with a suitable consultant. Getting help, support and resources There are various options available if you need help with installing, setting up or using any of your Attaché Software products and services. Application Help Attaché Software products include extensive Help within the software, including overviews of tasks and detailed descriptions of fields. Task Help with a task screen open, press shift+f1 on your keyboard or click Ta skh e l p on the Help menu to access an overview of the selected item. Field Help with the cursor positioned in a field, press F1 on your keyboard or click Help on the Help menu to access detailed information about the field. Getting assistance In association with your Attaché consultant, Attaché Software provides various types of support agreements to licensed users of Attaché products and services. By having a support agreement you can be sure that professional assistance is available if problems arise or you need to carry out new or unfamiliar procedures.

19 Attaché Payroll User Guide 15 Our ongoing support agreements can include telephone support only, telephone support plus training, or telephone support with both training and on-site assistance. To find out more, contact Attaché Software. Attaché Members website online resources The Attaché Members website is the main source for Attaché support information and user resources. As well as software upgrades, the website has the latest news, guides and support information. Plus you can find out about training courses, special offers and new Attaché products and services. The Attaché Members website is accessible to licensed Attaché users only. To enter the site, you need to sign in by typing your VIP number and the business telephone number as registered with us. Attaché Members website Attaché publications As a licensed Attaché user, you have free and unlimited access to a library of guides on the Attaché Members website. You can easily download and print documents or read them on-screen. In addition, a number of publications are available for purchase, including special-purpose guides and training materials. You can purchase guides via the Attaché Members website or contact Attaché Software and we ll send you the latest guides order form. Training Your Attaché consultant can provide training in Attaché products. In addition, Attaché Software conducts regular classroom training courses in our Sydney and Auckland training centres and at scheduled times throughout Australia and New Zealand. Attaché training courses are run by qualified trainers in small groups where you can be certain of personalised attention and the opportunity to ask questions that are pertinent to your particular business operations. All participants receive extensive course notes.

20 16 Chapter 1 Attaché products and services Courses include subjects such as accounts payable and receivable, general ledger, payroll setups and processing and Attaché ODBC. Course information, timetables and registration are available from the Attaché Members website. Self-training resources and tutorials are also available from the Attaché Members website. About your Attaché system You can find information about your Attaché system, such as your current version, VIP number, licence details and modules on the About Attaché screen. This screen also provides links to the Attaché websites. To access the About Attaché screen choose Help About Attaché. Software licensing Your Attaché system is licensed to you by Attaché Software Australia Pty Limited. You are authorised to use Attaché and any licensed Attaché products while you continue to make payments under the Attaché Fast Track Plan. Should you discontinue payment, your licence will be cancelled. If your licence is cancelled (or it expires), you can continue to access your Attaché system to enquire on your data. However, you will be unable to edit or delete your data. For more information about your licence refer to the Attaché Software website or, in Attaché, choose Help About Attaché. Alternatively, contact your Attaché consultant or Attaché Software. Upgrading your software Attaché Software regularly releases software upgrades which may include changes due to new business regulations as well as new features and enhancements. As a licensed Attaché user, upgrades to all your Attaché products are free of charge. Upgrades are announced in our news bulletins (See Staying up to date on page 12) and on the Attaché Members website. Your consultant will also advise you when upgrades are released. It is not difficult to upgrade your Attaché system. You can do it yourself by downloading the new version from the Attaché Members website, where you ll also find detailed installation instructions.

21 Attaché Payroll User Guide 17 Alternatively, you can upgrade by purchasing the latest Attaché CD or, if you prefer, you can organise for your Attaché consultant to upgrade your system for you. Sample companies and forms Your Attaché system includes a number of sample companies that you can use to practise new procedures and carry out tutorials or other training exercises. They re also a great way to explore new features in the software when you upgrade. To use a sample company, select it from the list of company names when you sign on to Attaché. You can recognise the sample companies by the square brackets around the name, for example [Sample Data]. Conventions used in this guide Throughout this guide the elements of your Attaché system are represented in the following ways: Item Example Description Menu Masterfiles Customers Standard Charges Maintain From the function menu, choose the module, then the folder, and then the task. Field name Customer Code The label for a field. Field value ABEL Information entered into a field. Button Find (F2) Click the Find button on the screen or press the F2 key on your keyboard. Key Page Down Press the Page Down key on your keyboard. Notes, cautions and warnings Notes draw your attention to important or useful information. Cautions tell you how to avoid making errors which could cause you to, for

22 18 Chapter 1 Attaché products and services example, lose data or create extra work. Warnings tell you about the consequences of not following prescribed procedures. Note This is a note. It draws your attention to important or useful information which will increase the effectiveness of your software. Tip This side box contains tips for using the application effectively. Text in the side margin highlights helpful information tips that may improve efficiency and increase productivity.

23 Chapter 2 About Attaché Payroll Overview of Attaché Payroll Pay processing workflow Pay processing checklists About the Attaché Payroll menu How changes take effect

24 20 Chapter 2 About Attaché Payroll Overview of Attaché Payroll You can use Attaché Payroll in either of the following ways: independently as a standalone application in conjunction with Attaché General Ledger, for centralised reporting of your company s finances Key features of Attaché Payroll Some of the key features of Attaché Payroll are that it: supports full-time, part-time, casual, seasonal and contract employees, and provides an extra category for other employees allows you to create a standard pay for each employee so that on each pay run you need to enter only those details that change, such as overtime automatically generates pays for employees who receive exactly the same pay each pay run, without the operator entering a time sheet supports multiple payment methods including direct bank deposit (to multiple accounts), cheque, cash or a combination of bank deposit and cash generates all necessary documents on pre-printed or plain, lasercompatible stationery including tax certificates (if required) and several types of pay advice processes pays as often as your company s circumstances require when used with Attaché Alex, lets you automatically send documents such as pay advices by or fax when used with Super Export for Attaché Payroll, lets you print a report or generate a file containing superannuation details to send to superannuation institutions Terminology This table lists some of the terms used in Attaché Payroll. Term annual leave Definition The leave to which an employee is entitled on an annual basis. If you work in New Zealand, you might refer to annual leave as holiday pay.

25 Attaché Payroll User Guide 21 Term contingent employee employer entitled or entitlement entitlement period leave accrual pro-rata tax tax certificate Definition Usually applies to long service leave. The amount of leave accrued during a qualifying period, before pro-rata applies. Attaché Payroll shows contingent as potential liability on the Leave Liability report. When the qualifying period expires, Attaché Payroll transfers the contingent to pro-rata. A person who receives pay. The organisation for which an employee works. The amount of unused leave (if any) from a previous period plus the leave an employee qualifies for after working the entitlement period. The length of time that an employee must work before receiving entitlement. The accumulation of leave. The amount of leave accrued to date but not yet available as entitlement. An employee qualifies to take the leave after they work for the entitlement period. The amount withheld from an employee s pay for taxation purposes. If you work in Australia or New Zealand, you might refer to tax as PAYG or PAYE respectively. A statement of an employee s earnings that the government might require you to produce on a regular basis. If you work in Australia, tax certificates are called payment summaries. Pay processing workflow The next few pages contain flowcharts that let you see the major tasks involved in processing: a pay run an end of period an end of year Processing a pay run Whenever you process pays, Attaché Software recommends that you follow the processing sequence summarised in Figure 1 on page 22 and detailed in Figure 2 on page 23. You can also use the checklist shown on page 27.

26 22 Chapter 2 About Attaché Payroll Processing an end of period (optional) Attaché Payroll gives you great flexibility to choose the length of your processing period. For example, you can choose to use weekly, quarterly or other periods. Whatever frequency you choose, Attaché Software recommends that you follow the end-of-period processing sequence shown in Figure 3 on page 24. Processing an end of year Whenever you process an end of year, Attaché Software recommends that you follow the end-of-year processing sequence shown in this guide. Users outside Australia should refer to Figure 4 on page 25. Australian users should refer instead to Figure 100 on page Set up or modify payroll setup information 2 Set up or modify employee masterfile information 3 Enter pays and check reports 4 Run Update Files and print final reports Figure 1 Pay processing sequence (summary)

27 Attaché Payroll User Guide 23 1 Set up or modify: options co. bank accounts cheque layouts (optional) pay advice layouts (optional) cost centres (optional) locations pay points 3 Create or modify time sheet and adjustment pays Run Check Pays Print Pay Details report Correct error by repeating the relevant task(s) (optional) groups income types allowances deductions employer contributions (optional) shift tables Are the pays correct? Yes No leave tables standard employee Print other pre-process reports Run UnCheck Pays 2 Set up or modify: employees employee bank accounts employee other accounts (optional) employee document delivery addresses employee standard pays Take a backup 4 Are the reports correct? Yes Take a backup Run Update Files Print postprocess reports (optional) No Take a backup (optional) Figure 2 Pay processing sequence (detailed)

28 24 Chapter 2 About Attaché Payroll Print reports Do you need to supply any information to your government s taxation authority? No Yes Generate required taxation information Run end of period Figure 3 End-of-period processing sequence (optional)

29 Attaché Payroll User Guide 25 Enter and check details for final pay Process pay Do you need to supply tax certificates? Yes No Take a backup Print tax certificates Print Tax Reconciliation Enter and process adjustment pays to make corrections Take a backup Is the Tax Reconciliation report correct? Yes No Process an end of year Delete terminated employees Do you want to access the year s data as a separate company? Yes Copy data files into new company No Delete history transactions Consolidate employee leave transactions (optional) Figure 4 Generic end-of-year processing sequence (Australian users should refer instead to Figure 100 on page 255)

30 26 Chapter 2 About Attaché Payroll Pay processing checklists Payroll processing is vital to the smooth running of your organisation, and sometimes you might need to work to tight deadlines. Using a checklist of tasks helps you to ensure that you complete all steps and that you do so in the right order. The next few pages provide some suggested checklists that you can photocopy for your own use. If you have additional requirements, such as a monthly or quarterly checklist, you can use the suggested checklists as a basis to develop others of your own design. To keep track of the tasks that you do when you set up Attaché Payroll, use the checklist below. You can tick off tasks as you complete them. To keep track of the tasks that you do on a regular basis, use the checklist on page 27. You can tick off completed tasks for up to five pay processing cycles so that if you process pays weekly, one month s processing can fit on each copy of the checklist. Tasks Set up or modify payroll setup information Modify values in Payroll Options Set up or modify: company bank accounts super companies and funds cheque layouts (optional) pay advice layouts (optional) cost centres (optional) locations pay points (optional) groups income types allowances deductions employer contributions (optional) shift tables leave tables standard employee Table 1 Checklist of setup tasks

31 Attaché Payroll User Guide 27 Tasks Set up or modify employee masterfile information Set up or modify employees Set up or modify employee bank accounts Set up or modify employee other accounts Set up or modify employee doc. delivery addresses (optional) Set up or modify employee standard pays Take a backup Enter time sheet and adjustment pays and review reports Create or modify time sheet or adjustment pays Run Check Pays Print Pay Details report Are the pays correct? If incorrect, repeat these tasks until no errors found: 1 Run UnCheck Pays 2 Correct error by completing the relevant task(s) above 3 Run Check Pays 4 Print Pay Details report Print other pre-process reports Are the reports correct? If incorrect, continue from step 1, above Take a backup Update payroll information and print final reports Run Update Files Print post-process reports (optional) Take a backup (optional) Table 2 Checklist of regular tasks About the Attaché Payroll menu This section describes the main features of the Attaché Payroll menu. You use the menu to access the different parts of Attaché Payroll.

32 28 Chapter 2 About Attaché Payroll For example, to enquire on an employee s details, choose Masterfiles Payroll Employee Details Enquire. The menu consists of four levels, the major parts of which are listed in the following table: Level Name Purpose Example 1 Menu title Lets you choose the general type of task you want to access 2 Module selection If you have multipleattaché modules, lets you choose the appropriate module 3 Functions Lets you choose the specific category of task you want to access 4 Task selection Lets you choose the exact task that you want to access Table 3 Four levels of the Attaché menu Masterfiles Transactions Reports Period End Setups Payroll Process Payroll Time Sheets Adjustments Employee Details Process Payroll Enquire Maintain Delete Check Pays UnCheck Pays Update Files For example, to enquire on an employee s details, choose Masterfiles Payroll Employee Details Enquire. For more information about using the Attaché menus, see the Supervisor Guide. How changes take effect You can change employee or pay setup details at any time. The best time to make these changes, however, is prior to any details being entered for the current pay.

33 Attaché Payroll User Guide 29 To determine how changes you make to various employee details take effect, refer to the following table. Changes to Employee Maintenance Standard and Auto Pays Unchecked Time Sheet and Adjustment Pays Checked Pays and Auto Pays Group Yes Yes No Stop Pay Date Yes No No Auto Pay Yes No No Pay Point Yes No No Pay Method Yes No No Tax Cert Category Yes Yes No (Australia only) Base Hours (changes rate) No No No Pay Frequency Yes Yes No Rate of Pay Yes Yes No Cost Centre (override Yes) No No No Cost Centre (override No) Yes No No On Cost Percentage Yes No No Tax Scale / Details Yes Yes No Voluntary Tax Yes No No Withholding Rate Yes Yes No (Australia only) Loading Details Yes No No All other Yes Yes Yes file details Standard Pays Standard pay Yes No No Employee bank account maintenance Variable amount / % No No No Fixed amount / % Yes Yes No Minimum / maximum Yes Yes No Pay Advice details Yes Yes No All other bank details Yes Yes Yes Income type maintenance Table 4 How changes to setup details affect pays

34 30 Chapter 2 About Attaché Payroll Changes to Standard and Auto Pays Unchecked Time Sheet and Adjustment Pays Time Entry Method Yes Yes No Rate Multiplier Yes Yes No Additional amount Yes Yes No Pay Advice details Yes Yes No General Ledger details Yes Yes Yes Other fields Yes Yes Yes Allowance, deduction and employer contribution maintenance Variable Qty / Amt / % / Rate No No No Fixed Qty / Amt / % / Rate Yes Yes No Minimum / Maximum Yes Yes No Tax/Certificate details Yes Yes Yes Pay Advice details Yes Yes No General Ledger details Yes Yes No Other fields Yes Yes Yes Leave Accrual Tables Leave Accrual Yes Yes Yes Tax Scales Tax Scales Yes Yes No Shift Table Maintenance Shift Tables Yes Yes No Groups Group Maintenance Same effect as employee maintenance Group Standard Pay Same effect as standard pays Checked Pays and Auto Pays Table 4 How changes to setup details affect pays (Continued)

35 Part 1 Setting up and administering Attaché Payroll

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37 Chapter 3 Setting up Attaché Payroll Overview Protecting your payroll data Initial setup options Using the Payroll Setups sample company Working with tax scales Setting up company bank accounts Setting up cost centres Setting up locations Setting up pay points Setting up groups Setting up General Ledger postings Setting up income types Setting up allowances, deductions and employer contributions Setting up shift tables Setting up the standard employee Checking setup information Importing time sheet data from other sources

38 34 Chapter 3 Setting up Attaché Payroll Overview This chapter describes the tasks performed by the payroll supervisor after installation of Attaché Payroll in order to prepare the system for use by operators. Also refer to this chapter when you need to modify the pay elements that operators use to process pays. The table below shows the sequence of tasks to perform when you set up Attaché Payroll for the first time. (For a checklist of setup tasks that you can tick off as you complete them, see page 26.) Task See Initial setup options page 36 Using the Payroll Setups sample company page 39 Setting up company bank accounts page 42 Setting up cheque layouts Forms Designer Guide Setting up pay advice layouts Forms Designer Guide Customising income categories page 57 Setting up cost centres page 43 Setting up locations page 45 Setting up pay points page 45 Setting up groups page 46 Setting up income types page 54 Setting up allowances page 58 Setting up deductions page 58 Setting up employer contributions page 58 Setting up shift tables page 63 Setting up leave page 73 Setting up the standard employee page 65

39 Attaché Payroll User Guide 35 The following figure shows that the tasks outlined in this chapter make up the first part of the pay process. For the complete flowchart of the pay process, see Figure 2 on page Set up or modify: options co. bank accounts cheque layouts (optional) pay advice layouts (optional) cost centres (optional) locations pay points (optional) groups income types allowances deductions employer contributions (optional) shift tables leave tables standard employee Figure 5 Payroll setup tasks Protecting your payroll data To protect your payroll data, Attaché Software recommends that you implement strict security procedures including the following: setting up a separate directory, known as a company, in which to store your payroll data allocating user names and passwords applying menu access rights using Attaché Archive to create backup files For information about these tasks, see the Supervisor Guide.

40 36 Chapter 3 Setting up Attaché Payroll Checking setup information You can print reports showing the details you have set up so that you can check their completeness and consistency. You can do this at any time and as often as you want during or after the setup process. For more information about the reports, see Printing pay element reports on page 201 and Printing general setup reports on page 206. Initial setup options Before you begin setting up your payroll data, you need to specify the basic payroll options under which Attaché Payroll operates. The four Payroll Options screens are shown below followed by information about completing the screens. Note The fields you see on the three Payroll Options screens depend on the value you choose in the Country field on the first screen. Figure 6 Payroll Options screen 1

41 Attaché Payroll User Guide 37 Figure 7 Payroll Options screen 2 Figure 8 Payroll Options screen 3

42 38 Chapter 3 Setting up Attaché Payroll Figure 9 Payroll Options screen 4 Specifying initial setup options Caution The values you choose in Payroll Options affect your use of the entire application. Choosing appropriate values ensures that you get the most out of Attaché Payroll and preserve the integrity of the data you enter. If you are unsure of the values to choose, seek advice from your Attaché consultant. To specify the initial setup options: Help Choose Help (F1) on any field for a description of the field. 1 Sign on to your payroll company. 2 Choose Setups Payroll Options Payroll Options. 3 In each field, set a value that is appropriate for your needs. 4 To save the displayed settings and continue to the other Payroll Options screens, choose Accept (F9) or press Page Down. 5 If Attaché Payroll asks whether you want to read in the latest income tax scales, choose Yes. 6 Set appropriate values on the second screen of Payroll Options. 7 Ensure that the values on the third screen are correct for the current year. 8 (Optional) On the fourth screen, type labels for the custom fields you wish to use in masterfile enquiry.

43 Attaché Payroll User Guide 39 9 To confirm the displayed settings, choose Accept (F9). Attaché Payroll displays the next (first) screen of the Payroll Options cycle. 10 To close Payroll Options, choose Finish (Esc). Using the Payroll Setups sample company Rather than setting up all of your data from scratch, you can save time by copying the sample data company called Payroll Setups. You can then modify the data to meet your needs. The Payroll Setups company contains the following data files that you can individually choose to copy: allowances deductions employer contributions income types shift tables cost centres tax scales leave tables pay points Copying the Payroll Setups company To copy the Payroll Setups company: Help Choose Help (F1) on any field for a description of the field. 1 Choose Setups Payroll Options Payroll Setups. 2 In the Company Code field, use Find (F2) to choose [PAYROLL SETUPS]. 3 Choose Accept (F9). 4 When Attaché Payroll asks you to confirm whether you want to copy files, choose Yes. 5 Choose whether you want to copy all data in the directory. If you choose Yes, all data is copied. Then choose Close (Esc).

44 40 Chapter 3 Setting up Attaché Payroll If you choose No, Attaché Payroll asks whether you want to copy each data file in turn. 6 Choose whether you want to copy the specified file. If you choose No, continue at step 10. If you choose Yes, Attaché Payroll lets you specify a range of data to copy from the file. 7 If you want to copy the whole file, continue at step 9. If you want to copy only a range of data, set the Range field to Yes. Attaché Payroll enables the First and Last fields. 8 Choose Find (F2) and complete the First and Last fields. 9 Choose Accept (F9). 10 If Attaché Payroll asks whether you want to copy another data file, continue at step Choose Close (Esc). Working with tax scales For most countries, Attaché Software supplies standard tax scales with Attaché Payroll. When your government introduces new tax scales, you can obtain an updated tax scales file from your Attaché consultant or the licensed Attaché users website at members/members.asp Importing updated tax scales Attaché Payroll first establishes tax scales when you accept the Payroll Options during the setup process. When you obtain updated tax scales, import them into each payroll company you have set up. If you obtain updated tax scales but do not import them to one of your companies, the next time you use that company you are prompted to do so. To import updated tax scales: 1 Insert the diskette containing the updated tax scales or make a note of the directory to which you downloaded or copied them. 2 Choose Setups Payroll Tax Scales Import. 3 In the Import from Drive and Path field, type the location of the tax scales.

45 Attaché Payroll User Guide 41 4 Choose Accept (F9). Understanding tax scales In some circumstances, you might need to set up non-standard tax scales. For example, you need to do so if an employee has been issued a special tax rate by the taxation department. You can set up any number of non-standard tax scales. Caution If you set up a non-standard tax scale, do not set its Tax Scale Code to a value used by one of the standard tax scales provided with Attaché Payroll. Using a Tax Scale Code used by one of the standard tax scales causes your tax scale to be overwritten the next time you import updated tax scales. Tax scales use the following formula: weekly tax = xa b where: x = weekly earnings a = tax rate b = adjustment to allow for tax rates lower than the current rate For example, you could set up the tax scale shown below. Weekly earnings (x) less than a b Table 5 Example of a tax scale In the example, an employee who earns $ would be taxed $242.75, which is calculated as follows: Formula x multiplied by a minus b Values

46 42 Chapter 3 Setting up Attaché Payroll To verify that the formula calculates tax correctly, break down the tax payable for each weekly earnings level: Weekly earnings range Tax rate Tax amount per earnings level Up to to to to Total tax: Table 6 Breakdown of the example shown in Table 5 Caution If you set up a custom tax scale, carefully check that the values you enter produce the desired results. If you want to set up a flat percentage tax rate, enter the values for the formula as shown in the Values row of the following table. As an example, the table also shows how to set up a flat percentage tax rate of 20%. Weekly earnings (x) less than Values Required tax rate Example Table 7 Calculating a flat tax rate a b Setting up company bank accounts You can use bank transfer to deposit pay into employees accounts at banks or other financial institutions. To use bank transfer, you need to set up one or more company bank accounts.

47 Attaché Payroll User Guide 43 How to set up or modify a company bank account To set up or modify a company bank account: Help Choose Help (F1) on any field for a description of the field. 1 Choose Setups Company Company Bank Account Maintain. 2 In each field, set a value that is appropriate for your needs. 3 Choose Accept (F9). Setting up cost centres If you use Costing, you can associate each pay for each employee with one or more cost centres for reporting purposes. Also, you can associate each income type, allowance and employer contribution with a cost centre. You can use cost centres to update multiple General Ledger accounts for each pay component. To do so, first set the General Ledger field to Yes in Payroll Options. Working with on costs On costs are costs that you calculate for each cost centre or employee. For example, rent and electricity contribute to on costs for cost centres, and leave and workers compensation contribute to on costs for employees. When you print reports that show values for on costs, you can choose whether to include the following elements in the calculation: sick leave annual leave long service leave leave loading allowances employer contributions You can specify the on cost percentage whenever you set up or modify a cost centre or employee. Note During transaction entry, operators can override the on cost percentage for an employee.

48 44 Chapter 3 Setting up Attaché Payroll Specifying the cost centre code format To control the printing of totals on costing reports, you can specify that the cost centre code consists of up to 20 separate parts. Attaché Payroll prints totals each time any part of the cost centre code varies. For example, if you specify that the cost centre code contains a division code, a department code and a job code, Attaché Payroll prints a total for each job within each department and for each department within each division. How to specify the cost centre code format To specify the cost centre code format: 1 Choose Setups Company Cost Centres Costing Options. 2 Type letters of your choice in the Costing Report Format field, where each group of letters represents a separate part of the cost centre code. For example, type DDDDPPPJJJJJ to specify that the cost centre code contains: a four-character division code (DDDD) a three-character department code (PPP) a five-character job code (JJJJJ) Using the last letter you typed, Attaché Payroll fills any space remaining in the right of the Costing Report Format field. 3 In the Costing Cursor Position field, type a number to indicate where you want Attaché Payroll to place the cursor during transaction entry. 4 Choose Accept (F9). 5 Choose Finish (Esc). How to set up or modify cost centres To set up or modify cost centres: Help Choose Help (F1) on any field for a description of the field. 1 Choose Setups Company Cost Centres Maintain. 2 Enter information in the fields. 3 Choose Accept (F9).

49 Attaché Payroll User Guide 45 Setting up locations If you use Multi Location, you can: produce reports for separate entities, such as states, branches or divisions create as many locations as you need print most reports in location sequence print location totals on many reports Tip If you use digits within your codes, use fixed-length numbers to maintain the correct sorting order. For example, you might use codes of L09 and L10 rather than L9 and L10. With Multi Location, you assign a location code to each employee. You use the location code in conjunction with the employee code to identify and access employees. The cost centres, locations and pay points features are similar to each other but have different uses. For information about the differences between them, see Differences between cost centres, locations, and pay points on page 46. How to set up or modify locations Before you set up locations, set the Multi Location field to Yes. To find the field, choose Setups Payroll Options Payroll Options. To set up or modify locations: Help Choose Help (F1) on any field for a description of the field. 1 Choose Setups Payroll Locations Maintain. 2 Enter information in the fields. 3 Choose Accept (F9). Setting up pay points You use pay points to direct payroll documents, such as pay advices, to different places. You can also print reports, such as Pay Totals, in pay point sequence.

50 46 Chapter 3 Setting up Attaché Payroll Differences between cost centres, locations, and pay points The cost centres, locations and pay points features are similar to each other but have different uses. The following table outlines the main differences between them. Feature Cost centres Locations Pay points Task Monitor costs associated with employees, income types, allowances, deductions, and employer contributions Produce reports for separate entities, such as states, branches or divisions Direct payroll documents, such as pay advices, to different places Table 8 Differences between cost centres, locations, and pay points How to set up pay points To set up pay points: Help Choose Help (F1) on any field for a description of the field. 1 Choose Setups Payroll Pay Points Maintain. 2 Enter information in the fields. 3 Choose Accept (F9). Setting up groups If you use Employee Groups, you can save time by grouping employees who have some details in common. You can set up groups to represent departments, awards, collective agreements or other sets of employee characteristics. For each employee in a group, you can specify that Attaché Payroll obtains the values of fields from the group. Doing so lets you set up and maintain the values centrally for the group rather than for each employee. For values that do vary for one or more group members, you can specify the values for the employees concerned. Employees and groups You can create as many groups as you need and each group can contain any number of employees.

51 Attaché Payroll User Guide 47 You can put each employee into at most one group, but you do not need to put every employee into a group. For example, you can exclude employees who have few or no details in common with other employees. How to set up or maintain groups If you want to use pay points or cost centres, you need to set them up before you set up groups. To set up or maintain groups: 1 Choose Setups Payroll Groups Maintain. Figure 10 Group Maintenance screen Help Choose Help (F1) on any field for a description of the field. 2 Enter information in the fields. Group Maintenance consists of the second, fourth and fifth screens of Employee Maintenance. For more information about completing the screens, see Setting up an employee on page 99. Changing normal or award rates Any changes that you make to normal or award rates for a group automatically flow through to employee and group standard pays as well as to any current unchecked time sheet pays for employees in the group.

52 48 Chapter 3 Setting up Attaché Payroll To make a permanent change to the normal or award rate for a group: 1 Choose Setups Payroll Employee Groups Maintain. 2 Enter the Group Code or choose Find (F2) to search for a group. 3 Modify the Normal Rate per or Award Rate per field, as appropriate. 4 Choose Accept (F9). Setting up group standard pays Standard pays let you specify items, such as regular deductions, that you want to appear on an employee s pay unless the operator specifies otherwise. There are two types of standard pays: group standard pays employee standard pays Group standard pays To specify the usual elements that you want to include on pays for multiple employees, use the group standard pays feature. For example, you can set up a group standard pay that contains an employer contribution for superannuation. Figure 11 Group Standard Pay Maintenance screen Each employee group can have one group standard pay. For example, if you work for a supermarket, you might create an employee group and group standard pay for check-out operators and a different

53 Attaché Payroll User Guide 49 employee group and group standard pay for staff who work at the fresh meat counter. You might decide not to create a group standard pay for a particular group. For example, if you use Costing and all employees in a group work in different cost centres, you might choose not to create a group standard pay because each element on a group standard pay applies to a single cost centre only. Employee standard pays To specify the usual elements that you want to include on pays for individual employees, use the employee standard pays feature. Each employee can have an employee standard pay. For more information, see Setting up an employee standard pay on page 113. Combined effect of standard pays When creating a pay for an employee who belongs to a group, Attaché Payroll amalgamates the elements from the employee standard pay and the group standard pay. The following table shows an example of the combined effect of employee and group standard pays. Group standard pay Employee standard pay Resulting employee s pay Normal hours for No normal hours Normal hours for pay period pay period Employer contribution for No employer contribution compulsory superannuation Deduction of $10 for union fees Deduction of $5 for social club Deduction of $10 for union fees Deduction of $2 for social club Employer contribution for compulsory superannuation No deduction for union fees Deduction of $7 for social club No allowance for car travel Allowance for car travel Allowance for car travel Table 9 Combined effect of employee and group standard pays During transaction entry, operators can do any of the following for each employee s pay: remove any element that originates from the group or employee standard pay

54 50 Chapter 3 Setting up Attaché Payroll amend any element that originates from the group or employee standard pay add new elements How to set up or modify a group standard pay To set up or modify a group standard pay: Help Choose Help (F1) on any field for a description of the field. 1 Choose Setups Payroll Employee Groups Maintain Group Pays. 2 Enter information in the fields, which are similar to the fields on an employee standard pay and a time sheet pay. For more information, see Setting up an employee standard pay on page 113. Deleting a group standard pay To delete a group standard pay: 1 Choose Setups Payroll Employee Groups Delete Group Pays. 2 Choose the group standard pay you wish to delete. 3 Choose Delete (F8). 4 Choose Yes. The group standard pay is deleted. Tip If you keep your Attaché General Ledger data in a separate company, you can log in to your payroll company and import your chart of accounts to make it available. To import your chart of accounts, choose Settings General Ledger Create Chart Copy General Ledger Chart. Alternatively, in Business Partner choose Setups General Ledger Create Chart Copy General Ledger Chart. Setting up General Ledger postings For reporting purposes, you can allocate pay elements to one or more General Ledger accounts. Pay elements are: income types allowances deductions employer contributions During the pay process, Attaché Payroll updates the General Ledger Postings report.

55 Attaché Payroll User Guide 51 General Ledger account codes required The following table shows the General Ledger account codes that you specify when you set up various pay elements. Pay element Expense account Liability account Income type Yes No Allowance Yes No Deduction No Yes Employer contribution Yes Yes Table 10 General Ledger account codes for setting up pay elements Using the clearing account The software uses a clearing account as a working account to which it initially posts payroll figures. Note Attaché Software recommends that you: use a clearing account that is separate from your company bank account so that you can easily reconcile your company bank account ensure that all postings are being allocated to the correct General Ledger accounts and then set the clearing account s Consolidate field to Yes. For employees paid by bank or cheque, if you set the Debit Your Account? field to Yes on the corresponding company bank account, the software debits the clearing account and credits the bank account. (For more information about company bank accounts, see Setting up company bank accounts on page 42.) For employees paid by cash, the software leaves the pay amount in the clearing account until you draw a cheque for the pays. After you do so, use the General Ledger to debit the clearing account and credit the bank account. Consolidating transactions Every time you specify a General Ledger account code in Attaché Payroll, you can choose whether you want to consolidate transactions posted to the account. Consolidating transactions means that for each account, Attaché Payroll maintains only one transaction

56 52 Chapter 3 Setting up Attaché Payroll that contains the total of postings (rather than creating a separate transaction for each component of each employee s pay). Caution Attaché Software recommends that you do not consolidate any accounts until you are sure that all postings are being allocated to the correct General Ledger accounts. You can choose to consolidate in some areas and not in others. For example, you can choose to consolidate transactions posted to General Ledger bank accounts but not to consolidate transactions associated with allowances, deductions or employer contributions. If you choose not to consolidate transactions created by Attaché Payroll, you can choose to consolidate them when you run Other Module Postings in the General Ledger module. For more information about Other Module Postings, see your General Ledger documentation. Using Bank Reconciliation If you use Bank Reconciliation in the General Ledger module and you pay some employees by cheque, you must make individual cheque numbers available for reconciliation. To do so, for each employee paid by cheque, set the Consolidate field to No for the General Ledger bank account code in the employee masterfile. Setting up multiple General Ledger dissections If you use Costing, you can set up each income type, allowance, deduction and employer contribution to use different General Ledger accounts for each cost centre. Before setting up multiple General Ledger dissections, you need to set up Costing and the items (such as allowances) for which you want to specify multiple General Ledger accounts. To set up multiple General Ledger dissections: 1 Depending on the item you are setting up, choose the relevant menu option: To modify income types choose Setups Payroll Income Types Maintain. To modify allowances choose Setups Payroll Allowances Maintain.

57 Attaché Payroll User Guide 53 To modify deductions choose Setups Payroll Deductions Maintain. To modify employer contributions choose Setups Payroll Employer Contributions Maintain. Help Choose Help (F1) on any field for a description of the field. 2 Choose Find (F2) and access the item you want to modify. 3 Set the Multiple G/L Dissections field to Yes. Doing so lets you access the Multiple General Ledger Postings screen. 4 Press Page Down until you reach the Multiple General Ledger Postings screen, which provides the functions shown in the following table. Function Display a list of cost centres and their associated General Ledger accounts Switch between adding new dissections and modifying existing ones (if any) Delete the current dissection (while in Modify mode) Display the previous or next dissection (while in Modify mode) Choose View (F8) followed by Finish (Esc) Add (F5) or Modify (F5) Delete (F6) Prev (F11) or Next (F12) 5 Complete the fields on the screen and choose Accept (F9). 6 Repeat the previous step for each cost centre for which you want to specify General Ledger accounts. 7 Choose Finish (Esc). 8 Choose Accept (F9).

58 54 Chapter 3 Setting up Attaché Payroll Accounts updated by the software The following table shows which General Ledger accounts the software updates when you process pays. Item Debit Credit Income types Expense Clearing account Allowances Expense Clearing account Deductions Clearing account Liability Employer contributions Expense Liability Cheques/Cheque List Clearing account Bank account Bank Transfers Clearing account Bank account Table 11 General Ledger accounts that are updated when you process pays Setting up income types Income types represent hourly based earnings. For example, you can set up income types to represent items such as: normal hours overtime at time and a half overtime at double time sick leave hours sick leave at half pay CDEP earnings (Australia only) You use income types to add lines, such as normal or overtime hours, to any of the following: time sheet pays adjustment pays standard pays You can set up several similar income types to cater for variances in rates, calculation methods or, if you use Costings, for General Ledger allocation requirements. For reporting purposes, you can associate income types with General Ledger accounts. For information about doing so, see Setting up General Ledger postings on page 50.

59 Attaché Payroll User Guide 55 Figure 12 Income Type Maintenance screen Help Choose Help (F1) on any field for a description of the field. The following table lists some of the most important fields associated with each income type. Field Description Example Time Entry Method Rate Multiplier The data entry method that operators use with the income type. The number of fields displayed on the screen varies depending on the time entry method you choose A factor by which Attaché Payroll multiplies an employee s rate of pay under specific circumstances You can specify that operators need to enter the total number of hours or the start and stop times If you pay overtime rates of time-and-a-half and double time, set up two income types one with a Rate Multiplier of 1.5 and the other with a Rate Multiplier of 2 Table 12 Important income type fields

60 56 Chapter 3 Setting up Attaché Payroll Field Description Example Additional Amount A separate hourly rate that Attaché Payroll multiplies by the number of hours worked and includes in an employee s pay If you pay an extra $1.20 per hour to employees who work at a dangerous height, set up an income type with an Additional Amount of 1.2. If you want Attaché Payroll to use only the Additional Amount as the hourly rate and to ignore each employee s hourly rate, set the Rate Multiplier to 0 You can specify that hours are rounded down to the nearest 30 minutes Hourly Rounding Method Lets you specify whether Attaché Payroll rounds the number of hours before calculating income Lets operators enter the actual date on which an employee took leave. If the operator does not enter a date, Attaché Payroll uses the Pay Period Ending Date Tip If you want to keep track of sick leave taken, set the Allow Date Entry field to Yes when you set up income types for sick leave. Allow Date Entry During transaction entry, Attaché Payroll displays an additional date field. The operator enters a separate line for each day to which the income type applies. Table 12 Important income type fields (Continued) How to set up or modify income types To set up or modify income types: Help Choose Help (F1) on any field for a description of the field. 1 Choose Setups Payroll Income Types Maintain. There are several screens, which you can access by pressing Page Down. 2 Enter information in the fields. 3 Choose Accept (F9). Associating an income type with an income category For reporting and enquiry purposes, you associate each income type with one of thirteen income categories: Normal Hours Overtime Sick Leave

61 Attaché Payroll User Guide 57 Annual Leave Long Service Leave Rostered Days Off Study Leave Unpaid Leave Workers Compensation Public Holidays Flexi-Time Income Category 1 Income Category 2 An income category is a fixed category of income, which you use to group income types for different types of calculations. How to customise income categories To suit your particular needs, you can modify the descriptions of the following income categories: Income Category 1 Income Category 2 For example, you might modify Income Category 1 to read Special Leave. After you modify either income category, Attaché Payroll uses the new description on screens and reports. To modify the description of either income category: Help Choose Help (F1) on any field for a description of the field. 1 Choose Setups Payroll Options Payroll Options. 2 Press Page Down. 3 Enter a description in the Income Category 1 or Income Category 2 field. 4 Choose Accept (F9).

62 58 Chapter 3 Setting up Attaché Payroll Setting up allowances, deductions and employer contributions The following table describes allowances, deductions and employer contributions. Item Example Effect on employee s pay Controllable Description appearance on tax certificate Allowances Leave loading Increase Yes Amounts that an employee can earn in addition to their normal salary or wage Deductions Union fees Decrease Yes Amounts subtracted from an employee s pay at the employee s request Employer contributions Superannuation None Not applicable Payments made by the employer on behalf of the employee Table 13 Comparison of allowances, deductions and employer contributions For reporting purposes, you can associate allowances, deductions and employer contributions with General Ledger accounts. For information about doing so, see Setting up General Ledger postings on page 50. You can set up as many allowances, deductions and employer contributions as you need. The maintenance screens for each of the three features are very similar. However, the Employer Contribution Maintenance screen has the following additional fields: Contribution Category Monthly Threshold Minimum Hours per Week Contribution Type Code

63 Attaché Payroll User Guide 59 Only the Allowance Maintenance and Deduction Maintenance screens have the following fields: TaxStatus Tax Certificate Code Contribution Type Code (Deduction Maintenance screen only) Specifying a calculation type When you set up or modify an allowance, deduction or employer contribution, you specify a calculation type in the Ty p e field. The calculation type controls how Attaché Payroll treats the item, including which fields to display during transaction entry. For example, if you set the Ty p e field to Quantity when you set up an allowance for car travel, Attaché Payroll provides a field for the number of kilometres and a field for the rate per kilometre. The values available from the Ty p e field differ depending on the type of pay element (allowance, deduction or employer contribution) that you set up or modify. For more information about the available values, choose Help (F1) in the field. For each field whose display depends on the calculation type, you specify: whether the field is variable or fixed a value for the field

64 60 Chapter 3 Setting up Attaché Payroll Differences between variable and fixed fields The following table shows the differences between variable and fixed fields. During transaction entry, can operators type new values into the field? What is the effect of modifying an allowance, deduction or employer contribution and changing the value of the field? Variable field Yes You need to access any pays that use the modified item and manually update the value of the field. Fixed field No Attaché Payroll automatically updates any employee standard pays and any current unchecked pays that use the modified item. Table 14 Differences between variable and fixed fields Using the quantity calculation type If you set the Ty p e field to Quantity when you set up an allowance, deduction or employer contribution, Attaché Payroll provides a field for the quantity and a field for the rate. Make one or both fields variable so that operators can enter the required information. For example, if you set up an allowance for car travel, you can choose to make the quantity variable and the rate fixed so that operators can enter only the number of kilometres. Using the quantity calculation types for allowances You can set up quantity-based allowances that use either the normal or award rate for employees who receive the allowance. For example, you can set up an attendance allowance that pays at the award rate. Attaché Payroll provides a field for the quantity but not for the rate. Therefore, make the quantity variable so that operators can specify the number of hours for which to pay the allowance. Using the percentage calculation types You can set up allowances, deductions and employer contributions to use percentage calculation types, which are discussed below. To use a percentage calculation type, you set the Ty p e field to one of the following values:

65 Attaché Payroll User Guide 61 Percent of Value % of Calculated Calculated Periodically Percent of Value When you set the Ty p e field to Percent of Value, Attaché Payroll provides fields for a percentage and an amount. For example, you can set up an allowance where employees receive a nominated percentage of $ as a bonus or commission. % of Calculated When you set the Ty p e field to % of Calculated, Attaché Payroll provides a field for a percentage but not for an amount. Instead of an amount, you can press Page Down and choose which income types or allowances to include or exclude from the calculation. For example, you can set up an increased duties allowance that awards 10% of all normal earnings. Attaché Payroll calculates such pay elements each pay run. Calculated Periodically Setting the Ty p e field to Calculated Periodically has a similar effect to setting it to % of Calculated except that Attaché Payroll calculates the value of the pay element during the first pay run and does not automatically calculate it again (provided that it has been applied using standard pays). As a result, if an employee receives a pay rise, the pay element remains unchanged. For example, you can set up a voluntary superannuation contribution of 6% of all normal earnings excluding overtime. The contribution remains fixed until you choose to recalculate it. At any time during the year, you can recalculate the value of such pay elements by choosing Transactions Payroll Periodical Calculations Reset Calculations.

66 62 Chapter 3 Setting up Attaché Payroll Setting up or modifying allowances Figure 13 Allowance Maintenance screen To set up or modify allowances: Help Choose Help (F1) on any field for a description of the field. 1 Choose Setups Payroll Allowances Maintain. 2 Enter information in the fields. 3 Choose Accept (F9). Setting up or modifying deductions Figure 14 Deduction Maintenance screen

67 Attaché Payroll User Guide 63 To set up or modify deductions: Help Choose Help (F1) on any field for a description of the field. 1 Choose Setups Payroll Deductions Maintain. 2 Enter information in the fields. 3 Choose Accept (F9). Setting up or modifying employer contributions Figure 15 Employer Contribution Maintenance screen To set up or modify employer contributions: Help Choose Help (F1) on any field for a description of the field. 1 Choose Setups Payroll Employer Contributions Maintain. 2 Enter information in the fields. 3 Choose Accept (F9). Setting up shift tables If you use Shift Tables, you can use it to calculate earnings at varying rates based on the number of hours worked. You can also use it to cater for unpaid breaks and for employees making up for late start times. You can specify up to nine earnings calculations based on: a ratio of the hourly rate a ratio of the hourly rate plus an amount per hour

68 64 Chapter 3 Setting up Attaché Payroll a set amount per hour For each shift, you set up a shift table that specifies how to calculate earnings for the shift. You associate each shift table with an income type that holds the normal start and stop times for the shift. Using shift allowances You can set up shift allowances, such as meal allowances, to pay amounts to employees who have worked a specified number of hours. To activate a shift allowance, add it to a standard pay. Each time an employee works the specified number of hours during one pay period, Attaché Payroll adds the value of the allowance to their pay. If an employee does not work the specified number of hours, Attaché Payroll does not include the allowance in their pay. How to set up Shift Tables To set up Shift Tables: Help Choose Help (F1) on any field for a description of the field. 1 Choose Setups Payroll Allowances Maintain. 2 Set the Ty p e field to Shift Allowance. 3 Complete the remaining fields as required. 4 Choose Setups Payroll Shift Tables Maintain. Figure 16 Shift Table Maintenance screen

69 Attaché Payroll User Guide 65 Help Choose Help (F1) on any field for a description of the field. 5 To associate one or more shift allowances with a shift, specify the names of the shift allowances in the appropriate Shift Allowance fields. 6 Complete the remaining fields as required. 7 Choose Setups Payroll Income Types Maintain. 8 To specify that the income type represents a shift, set the Time Entry Method to Shift Work. 9 Complete the Shift Start, Shift Stop and Shift Table fields. 10 Complete the remaining fields as required. 11 To amend the standard pay for each employee that might work the shift, choose Masterfiles Payroll Employee Standard Pays Maintain. 12 For each shift allowance, add one corresponding line to each standard pay. 13 For each day of a pay period that employees can work a particular shift, add the shift to the standard pay. For example, if your company pays employees weekly and operates an evening shift on Monday to Friday incorporating a meal allowance, add one line for the meal allowance and five lines for the shift. 14 If you use Employee Groups, amend the standard pay for each employee group that might work the shift, repeating the previous two steps. (To access each group standard pay, choose Setups Payroll Employee Groups Maintain Group Pays.) Setting up the standard employee You use the standard employee to specify typical values of fields in the employee masterfile. For example, if most employees are full time and receive their pay by bank transfer, you can set the standard employee s employment status and payment method accordingly. When you set up an employee, Attaché Payroll displays the values associated with the standard employee so that you need to change only the values that differ. Attaché Payroll uses the standard employee solely when you set up employees. You can repeatedly modify the standard employee to suit your needs. For example, after setting up most employees, you can modify the standard employee to suit the next most common values, set up the

70 66 Chapter 3 Setting up Attaché Payroll associated employees, modify the standard employee to suit the next most common values, and so on. Setting up or modifying the standard employee Before you set up the standard employee, you need to set up all elements that you want to reference from it, such as leave tables. Note In the Full Name field of each employee, you need to use a format that the taxation department accepts. You can use the standard employee feature to provide reminders (about this or other requirements) to anyone who sets up employees. For example, in the standard employee s Full Name field, to remind operators about the format you use, you can type words such as Last name, First names. To set up or modify the standard employee: Help Choose Help (F1) on any field for a description of the field. 1 Choose Setups Payroll Options Standard Employee. 2 Enter information in the fields. Setting up the standard employee is very similar to setting up employees. For more information about completing the screens, see Setting up an employee on page Choose Accept (F3). Importing time sheet data from other sources The Disk File Entries feature allows you to import time sheet data from third-party applications that generate time sheet detail files. Disk File Entries creates time sheet pays that operators can check or modify

71 Attaché Payroll User Guide 67 in the usual way. For assistance with using Disk File Entries, please contact your Attaché consultant. Importing payroll data from other sources consists of the following tasks: Task In the third-party software, specify the file format that Disk File Entries requires Run Disk File Entries Frequency Once only As often as required Field num. Field name Hdr/ body File format The third-party file must be in ASCII format and contain variablelength records terminated by a carriage return and line feed. Table 15 on page 67 lists the fields that each record must contain. All fields must be present and separated by a comma, so for any empty fields, the comma must still exist to represent the field. The Default Pay field from the employee masterfile controls whether the software combines the employee standard pay with the imported records. All alphabetic characters must be in upper case. Where a field specifies particular characters, Disk File Entries accepts only the specified characters. Negatives are not allowed unless indicated. Ensure that field entries do not exceed the capacities specified. Data type Default value (if any) Max. length; Number of dec. places Remarks 1 Record Type A/N 2 Must contain the value T5 2 Location H A/N 3 If you do not use Multi Location, leave this field empty 3 Employee Code H A/N 8 Must contain a valid Employee Code 4 Pay Description H A/N From standard pay 40 Multiple pays for one employee can be generated by entering different descriptions. All records for the same employee and with the same description will be on the same time sheet Table 15 Format of the imported file. Note: A/N means alpha-numeric. Hdr/body denotes the time sheet entry screen on which the field occurs.

72 68 Chapter 3 Setting up Attaché Payroll Field num. Field name 5 Line Type B Alpha 1 Must contain one of the following letters: N=Normal Rate Hours for employee W=Award Rate Hours for employee O=Other Rate Hours (see field 10) A=Allowance D=Deduction E=Employer Contribution B=Bank Transfer (max. length of Code field is 20) C=Comment (max. length of Code field is 35) 6 Code B A/N See Remarks Contents vary with Line Type field (Unless otherwise stated, max. length of Code field is 8) 7 Hours or Value or Quantity B Num. Num. Num ; 4 10; 2 10; 2 Contents vary with Line Type field 8 Start B Num ; 2 Applicable for hours worked using Start-Stop Time or Shift Work time entry methods only 9 Stop B Num ; 2 See Remarks for Start field (above) 10 Rate or Percentage B Num. Num. From masterfile 12; 4 8; 2 Applicable if Line Type field requires a Rate or Percentage value 11 Date B Num. 10 Format is DD/MM/YYYY. Applicable if Line Type field requires a date value 12 Cost Centre or B Bank Lodgement Ref. Hdr/ body Data type A/N A/N Default value (if any) From masterfile 20 Applicable if you use Costing or if Line Type field is B 13 Group Code B A/N 8 Used when Line Type field is N or W and you want the software to obtain the rate from a group 14 Tax Periods H Num. 1 5; 1 Applicable if more than 1.0 tax period used. For example, 1 week s pay plus 2 weeks annual leave equals 3.0 tax periods 15 Allow/Dedn Periods H Num. 1 5; 1 Applicable if more than 1 period used 16 Payment Required H Alpha Y 1 Must contain Y for yes or N for no. If N, the software does not process the payment 17 Pay Point H A/N From masterfile Max. length; Number of dec. places Remarks 8 If you want to override the default value of the field, enter a valid Pay Point code Table 15 Format of the imported file. (Continued) Note: A/N means alpha-numeric. Hdr/body denotes the time sheet entry screen on which the field occurs.

73 Attaché Payroll User Guide 69 Field num. Field name Hdr/ body Data type Default value (if any) 18 Pay Method H Alpha From masterfile 19 On Cost Percent H Num. From masterfile 1 Unless empty, must contain one of the following letters: C=Cash Q=Cheque B=Bank Leave this field empty unless you want to override the default value 20 Tax H Num. Calculated Leave this field empty unless you want to override the default value 21 Voluntary Tax H Num. From masterfile Max. length; Number of dec. places Remarks Leave this field empty unless you want to override the default value 22 Cancel Elements H Alpha N Unless empty, must contain Y for yes or N for no. Unless you specify Y, resulting pays contain any allowance, deduction and employer contribution elements from the standard pays Table 15 Format of the imported file. (Continued) Note: A/N means alpha-numeric. Hdr/body denotes the time sheet entry screen on which the field occurs. Example of the input file The following figure shows an example of the Disk File Entries input file. T5,NSW,ANDG,,N,NORMAL,40,,,,,PRODN01,,,,,,,,,,, T5,NSW,ANDG,,N,OT1.5,4,,,,,PRODN02,,,,,,,,,,, T5,NSW,ANDG,,N,OT2.0,2,,,,,PRODN02,,,,,,,,,,, T5,NSW,BARJ,,N,NORMAL,40,,,,,PRODN01,,,,,,,,,,, T5,NSW,BARJ,,N,OT2.0,3,,,,,PRODN02,,,,,,,,,,, T5,NSW,BURP,FOR LEAVE,N,NORMAL,40,,,,,SALES02,,,,,,,,,,, T5,NSW,BURP,FOR LEAVE,N,AL,40,,,,,ADMIN02,,2,,,,,,,,, Figure 17 Example of a Disk File Entries input file In the example, all of the employees work in the NSW location. For each record where the Line Type is N, the software bases calculations on

74 70 Chapter 3 Setting up Attaché Payroll the normal rate from the employee masterfile, from which it also obtains leave loading details when required. For example, if the normal rate for an employee is $12.50 per hour, time-and-a-half based on the normal rate would pay the employee $18.75 per hour. In the case where the Line Type is A, representing an allowance, the software looks up the allowance and uses its details to calculate the rate of pay. Table 16 shows how to interpret the example. Employee Code Pay Description Line Type Code Hours Cost Centre Remarks ANDG N NORMAL 40 PRODN01 ANDG N OT1.5 4 PRODN02 Time-and-a-half ANDG N OT2.0 2 PRODN02 Double-time BARJ N NORMAL 40 PRODN01 BARJ N OT2.0 3 PRODN02 Double-time BURP FOR LEAVE N NORMAL 40 SALES02 BURP FOR LEAVE N AL 40 ADMIN02 Annual leave BURP FOR LEAVE A LOAD 40 ADMIN02 Allowance (This is the only record whose Line Ty p ei snot N ) FOGP N NORMAL 40 SALES02 FOGP BACKPAY N OT2.0 4 ADMIN02 Change of Pay Description creates second pay FOGP BACKPAY N OT1.5 4 ADMIN02 Table 16 Interpretation of the example shown on page 69

75 Attaché Payroll User Guide 71 How to import third-party data To import third-party data: 1 Take a backup of your payroll data. 2 Copy the file produced by the third-party software to the directory containing your Attaché Payroll data. 3 Rename the file to PAYTSHT.INP 4 To check the file without importing it, choose Transactions Payroll Disk File Entries Test File Entries. 5 Correct any errors reported. 6 To import the data, choose Transactions Payroll Disk File Entries Read File Entries. On completion, the application renames the input file to PAYTSHT.BAK

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77 Chapter 4 Setting up leave Overview Associating leave with income categories Choosing a calculation method Accruing leave in advance Accruing pro-rata leave How leave accrues How to set up or modify a leave table Adjusting leave accrual in the event of a company takeover Setting up RDOs Setting up flexi-time

78 74 Chapter 4 Setting up leave Overview In the previous chapter, you learned how to complete the general setup tasks that tend to apply to Attaché Payroll as a whole. This chapter describes the tasks performed by the payroll supervisor to set up leave, including rostered days off (RDOs) and flexi-time. Associating leave with income categories Attaché Payroll stores leave settings in leave tables and associates each leave table with one of the following seven income categories: Sick Leave Annual Leave Long Service Leave Rostered Days Off Study Leave User Defined Income Category 1 User Defined Income Category 2 The figure below shows the relationships between various leaverelated items such as income types and leave tables. The relationships occur through key fields, such as Income Category. Income Category Leave Accrual Code Employee Code income types leave tables employees pays Income Type Code Figure 18 Links between various leave-related items

79 Attaché Payroll User Guide 75 Choosing a calculation method For each leave table, you use the Calculate by field to specify that Attaché Payroll calculates leave by one of the following methods: date hour pay Calculating by date Note Calculating by date does not apply to RDO leave tables. If you choose to calculate a leave table by date, Attaché Payroll bases each employee s leave on the number of calendar days that the employee has been employed. For example, suppose a weekly-paid employee takes three weeks leave without pay, during which time you do not process a pay for the employee. In the fourth week, when the employee returns from leave and you process pays, the employee receives four weeks leave accrual. Calculating by hour If you choose to calculate a leave table by hour, Attaché Payroll bases each employee s leave on the number of hours that the employee works. When you set up or modify the leave table, you can access a screen on which you specify the income categories (excluding flexi-time) for which to accrue the leave. For example, you can choose to use hourly accrual for casual employees who accrue leave. Tip With leave calculated by pay, if you want an employee to accrue leave but not to receive a pay, you can process an empty pay for the employee. Calculating by pay If you choose to calculate a leave table by pay, Attaché Payroll awards a set accrual for each employee every time you process a pay for the employee.

80 76 Chapter 4 Setting up leave Attaché Payroll uses the following formula to calculate the set accrual, where each quantity is in calendar days: Set accrual = entitlement entitlement period length of pay period For example, for a fortnightly-paid employee who receives 20 days annual leave: Set accrual = = days per pay period Using similar leave tables Because different calculation methods are appropriate for different types of employees, you can set up similar but separate leave tables. For example, if your company has both permanent and casual employees who accrue leave, you can set up one leave table that calculates by date (for permanent employees) and a separate table that calculates by hour (for casual employees). You can set up as many leave tables as you need for each leave-related income category. Accruing leave in advance When you first set up a leave table, you can specify that employees receive their entitlement either: on completion of the entitlement period, with pro-rata accruing during the course of the entitlement period. in advance, at the beginning of the entitlement period For example, you can choose to accrue in advance for sick leave and study leave. If you choose to accrue leave in advance for a particular leave table, you can choose whether to also apply a minimum service period. Figure 19 on page 78 shows the difference between the various methods of accruing leave. To preserve the integrity of your data, Attaché Payroll prevents you from changing the Accrue in Advance setting when you modify a leave table.

81 Attaché Payroll User Guide 77 Accruing pro-rata leave If you set a leave table s Pro-Rata is Applicable field to Yes, you can view pro-rata leave in Employee Enquiry and you can print pro-rata leave on all leave reports. If you set the field to No, Attaché Payroll still calculates pro-rata leave but does not show it on reports (except for the Leave History report). You cannot set both Accrue in Advance and Pro-Rata is Applicable to Yes.

82 78 Chapter 4 Setting up leave Figure 19 compares leave accrued in advance with leave accrued over an entitlement period. Accrue leave Accrue in advance Accrue over an entitlement period With minimum service period Without minimum service period Example: XYZ Leave of 5 days for 1 year Minimum service period of 3 months Month Entitlement Month Entitlement Month Entitlement Pro Rata Figure 19 Accrual in advance compared to accrual over an entitlement period

83 Attaché Payroll User Guide 79 How leave accrues Leave accrues only when an employee receives a pay. If an employee does not receive a pay, that person s leave accruals remain unchanged. Attaché Payroll updates leave details when you run Update Files. Leave accrues from the day following the Leave accrued up to and including date, shown in Employee Maintenance and Employee Enquiry, up to the end of the Pay Period Ending date. If a leave table refers to days or weeks, Attaché Payroll bases leave calculations on the hours per day and days per week that you enter in Employee Maintenance. How to set up or modify a leave table To accrue leave, set the Leave Accrual field to Yes. To find the field, choose Setups Payroll Options Payroll Options. To set up or modify a leave table: 1 Choose Setups Payroll Leave Tables Maintain. Figure 20 Leave Accrual Table Maintenance screen Help Choose Help (F1) on any field for a description of the field. 2 Enter information in the fields. Attaché Payroll displays fields that are appropriate to the values you choose in the following fields: Income Category

84 80 Chapter 4 Setting up leave Calculate by Accrue in Advance Pro-Rata is Applicable The Help facility provides information for completing these and the other fields on the screen. Resetting entitlement types For leave tables in which you set the Accrue in Advance field to Yes, the Reset Entitlement Type field controls what happens to any existing entitlements at the beginning of the next full entitlement period. You can set the Reset Entitlement Type field to any of the following values: No Reset Reset to Zero Reset if Accrual Minus Reset if Accrual Positive Refer to the following examples. The No Reset setting adds the existing entitlement, whether positive or negative, to the next entitlement. Existing entitlement Next entitlement New entitlement 3 days 8 days 11 days 2 days 8 days 6 days The Reset to Zero setting clears the existing entitlement, whether positive or negative, prior to allocating the new entitlement. Existing entitlement Next entitlement New entitlement 3 days 8 days 8 days 2 days 8 days 8 days With the Reset if Accrual Minus setting, if the existing entitlement is negative, it is reset to zero before the new entitlement is added. Existing entitlement Next entitlement New entitlement 3 days 8 days 11 days 2 days 8 days 8 days

85 Attaché Payroll User Guide 81 With the Reset if Accrual Positive setting, if the existing entitlement is positive, it is reset to zero before the new entitlement is added. Existing entitlement Next entitlement New entitlement 3 days 8 days 8 days 2 days 8 days 6 days Adjusting leave accrual in the event of a company takeover When one company buys another, the resulting company typically pays any earnings and leave owing to employees. You can use one of three methods to adjust leave accruals accordingly: discard leave accruals use method A to retain some leave accruals use method B to retain some leave accruals Each of the three methods involves modifying the values of several fields for each employee. If you need to do so for many employees, you can use the Keystroke File Import (KFI) feature to partly automate the process. For more information about KFI, see the Supervisor Guide. Discarding leave accruals To discard leave accruals: 1 Choose Masterfile Payroll Employee Details Maintain. 2 For each employee, press Page Down until you reach the Leave Details (fifth) screen. 3 In the Leave accrued up to and including field, type the last day of the original company. 4 In the Leave Start Date field, type the first day of the new company. 5 In each of the accrual (Owing) fields, type 0. 6 Choose Accept (F9).

86 82 Chapter 4 Setting up leave Using method A to retain leave accruals Method A involves: keeping each employee s original Leave Start Date allocating a new Last Entitlement Date to the leave already paid to the employee To use method A to retain leave accruals: 1 Choose Masterfiles Payroll Employee Details Maintain. 2 For each employee, press Page Down until you reach the Leave Details screen. 3 In the Leave accrued up to and including field, type the last day of the original company. 4 In the Last Entitlement Date field for each leave table that has been paid out based on the start date of the new company, type the appropriate date based on the start date of the new company. For example, if a leave table has an Entitlement Period of 1year and the new company began on 30/09/2001, set the Last Entitlement Date field to 29/09/ Choose Accept (F9). Using method B to retain leave accruals Method B involves: changing each employee s Leave Start Date to the start date of the new company allocating a new Last Entitlement Date to the leave not yet paid to the employee To use method B to retain leave accruals: 1 Choose Masterfiles Payroll Employee Details Maintain. 2 For each employee, press Page Down until you reach the Leave Details screen. 3 In the Leave accrued up to and including field, type the last day of the original company. 4 In the Leave Start Date field, type the first day of the new company. 5 In the Last Entitlement Date field for each leave table that has not yet been paid out, type the appropriate date based on the start date of

87 Attaché Payroll User Guide 83 the new company. For example, for annual leave, type the date that represents the day before the employee s last accrual date. 6 Choose Accept (F9). Setting up RDOs RDOs (rostered days off) are days that employees receive as leave on a fixed schedule. For example, an RDO scheme might award every fourth Monday as leave. This section describes the tasks needed to set up any number of RDO schemes to meet your needs. As part of Attaché Payroll, you receive sample settings that you can copy to use as the basis for establishing an RDO scheme. The sample settings include: income types leave tables For more information about copying sample settings, see Using the Payroll Setups sample company on page 39. RDO income types For RDOs, you need to set up both of the following income types: auto RDO manual RDO The next few pages describe the income types you need for RDOs. Auto RDO income types Attaché Payroll uses the auto RDO income types whenever an employee follows their normal routine. The following table shows the auto RDO income types that you need. Description Income category Time Entry Method field RDO Normal-Auto Normal Hours Auto RDO Normal RDO Accrual-Auto Normal Hours Auto RDO Accrual RDO Payout-Auto Rostered Days Off Auto RDO Paid

88 84 Chapter 4 Setting up leave Figure 21 Example of an RDO accrual week Figure 22 Example of an RDO payout week Manual RDO income types Operators use the manual RDO income types whenever an employee deviates from their normal routine, such as when an employee takes sick leave.

89 Attaché Payroll User Guide 85 The following table shows the manual RDO income types that you need. Description Income category Time Entry Method field RDO Normal-Manual Normal Hours Hours RDO Accrual-Manual Normal Hours Manual RDO Accrual RDO Payout-Manual Rostered Days Off Hours If an employee has irregular hours or has hours entered using shift tables, operators can use the RDO Normal-Manual income type in combination with the RDO Accrual-Auto and RDO Payout-Auto income types. How to set up RDOs To set up RDOs: 1 Copy or set up a leave table for each RDO scheme. For more information about copying leave tables, see Using the Payroll Setups sample company on page 39. Figure 23 RDO leave table screen 1

90 86 Chapter 4 Setting up leave Figure 24 RDO leave table screen 2 Help Choose Help (F1) on any field for a description of the field. 2 Copy or set up income types for each RDO scheme. For more information about copying income types, see Using the Payroll Setups sample company on page 39. For more information about setting up income types, see How to set up or modify income types on page Set up or modify employees so that they have the appropriate values in the following fields: Base Hours Hours per Day Days per Week RDO Week RDO Leave Table For information about setting up or modifying employees, see Setting up an employee on page Set up or modify employee standard pays so that they include the income types listed in the tables in Auto RDO income types on page 83 and Manual RDO income types on page 84. For information about setting up or modifying employee standard pays, see Setting up an employee standard pay on page 113.

91 Attaché Payroll User Guide 87 Setting up flexi-time Flexi-time is a scheme where employees can choose when to start and finish work, subject to a minimum number of hours for a prescribed period. Employees can work additional hours that they accumulate and then take as leave. Unlike RDO schemes, flexi-time (as its name suggests) allows for flexibility in the number of hours accumulated and in when employees can take their leave. To cater for flexi-time, you set up income types and use the appropriate income category, as you do for other types of leave. However, unlike other types of leave, you do not set up leave tables for flexi-time. The following table lists the tasks involved in setting up and working with flexi-time. Task See Copying standard data (optional) page 39 Setting up income types page 54 Accumulating and taking flexi-time page 183

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93 Chapter 5 Administering Attaché Payroll Overview Transferring employees between locations Changing the Multi Location option after setting up employees Moving an income type to a different category Deleting history transactions

94 90 Chapter 5 Administering Attaché Payroll Overview The previous chapters discussed the tasks involved in setting up Attaché Payroll and setting up leave. This chapter describes payroll administration tasks that the payroll supervisor may perform from time to time, such as transferring employees between locations. Transferring employees between locations Note Transferring an employee to a new location can take several minutes because the software transfers all of the employee s details, including transactions, year-to-date figures and leave details. If you use Multi Location, you assign a location code to each employee. You use the location code in conjunction with the employee code to identify and access employees. You can transfer an employee between locations at the end of the processing sequence only, and provided that no checked pays exist. To transfer an employee from one location to another, you change the employee s location code. If the new location already has an employee with the same employee code, you need to change the transferring employee s code so that each employee code remains unique for the location. How you transfer an employee between locations depends on whether you need to issue a tax certificate for each location. If you need a separate tax certificate for each location: 1 Terminate the employee in their old location. For more information, see Deleting an employee on page Recreate the employee in their new location. For more information, see Adding an employee on page 99.

95 Attaché Payroll User Guide 91 If you can use the same tax certificate for both locations: 1 Choose Masterfiles Payroll Employee Details Change Loc/Employee Code. 2 In the appropriate fields, specify the old and new location and employee codes. Changing the Multi Location option after setting up employees The Multi Location field in Payroll Options controls whether you need to associate each employee with a location. Before you set up any employees, set the field to the appropriate value. This section, however, describes what to do if you need to change the value of the field after you have set up some employees. For example, you might do either of the following: expand your business and thus start using Multi Location consolidate your payroll operations and thus stop using Multi Location To begin using multi locations after you have set up employees: 1 Choose Settings Payroll Options Payroll Options. 2 Set the Multi Location field to Yes. 3 Choose Accept (F9). The software sets the location of all existing employees to a blank value. 4 Choose Close (Esc). 5 Set up the locations you want to use. For more information about setting up locations, see Setting up locations on page Transfer each employee from the blank location to the location of your choice. For more information, see Transferring employees between locations on page 90.

96 92 Chapter 5 Administering Attaché Payroll To turn off the use of multi locations after you have set up some employees: 1 Transfer each employee from their current location to the blank location. For more information, see Transferring employees between locations on page Choose Setups Payroll Options Payroll Options. 3 Set the Multi Location field to No. 4 Choose Accept (F9). From now on the software recognises only employees whose location is blank. 5 Choose Close (Esc). Moving an income type to a different category Caution If, after you have used an income type, you want to associate it with a different income category, do so with care so that the software associates the transactions and the employee s total with the new category. To move an income type to a different category: 1 Ensure the original category is still set up on the income type. For information about doing so, see How to set up or modify income types on page Enter an adjustment pay for each employee to reverse the total for the original category. For information about doing so, see Making a full reversal of a previous pay on page Check and process this pay. For information about doing so, see Checking pays on page 141 and Updating payroll information on page Modify the income type to associate it with a new category. 5 Enter an adjustment pay for each employee to add the appropriate value to the new category. 6 Check and process this pay.

97 Attaché Payroll User Guide 93 Deleting history transactions For each employee, Attaché Payroll keeps history transactions until you delete the transactions or the employee. To conserve disk space, Attaché Software recommends that you periodically delete history transactions. You can delete ranges of history transactions for either or both of the following: time sheet pays adjustment pays Caution Before you delete history transactions, take a backup so that you can restore the transactions if the need arises. If you delete transactions for the current year, year-to-date transaction reports no longer balance. To delete history transactions for time sheet pays, choose Transactions Payroll Time Sheets Delete History Transactions. To delete history transactions for adjustment pays, choose Transactions Payroll Adjustments Delete History Transactions. Reporting on deleted history transactions To report on deleted transactions, you need to restore details from a backup. To restore from a backup: Help Choose Help (F1) on any field for a description of the field. 1 Take a backup of your current data as a precaution. 2 To a separate path, restore the backup you took prior to deleting the history transactions. 3 Start Attaché. 4 Sign on as supervisor. 5 Choose File Setup and Delete Companies. 6 To indicate this is history data, enter a new company name and path. 7 Choose Accept (F9) and Esc (Esc). 8 Choose Select Company. 9 Choose the new company name.

98 94 Chapter 5 Administering Attaché Payroll The company name is displayed at the top of the screen. 10 To indicate this is history data, change the company name stored within the company. To access the company name, choose Setups Company Options Company Options.

99 Part 2 Working with Attaché Payroll

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101 Chapter 6 Maintaining employees Overview Setting up an employee Setting up employee bank accounts Setting up employee other accounts Setting up employee document delivery addresses (optional) Setting up an employee standard pay Modifying employee details Enquiring on employees

102 98 Chapter 6 Maintaining employees Overview This chapter describes the tasks which are normally undertaken by payroll operators to maintain employee details. The tasks include adding and deleting employees and setting up bank accounts. In order to maintain employee details, the following tasks from Part 1 of this guide must have been completed: Task See Setting up Attaché Payroll Initial setup options on page 36 Setting up income types on page 54 Setting up allowances, deductions and employer contributions on page 58 Preparing to set up employees Setting up the standard employee on page 65 The following figure shows that the tasks outlined in this chapter make up the second part of the pay process. For the complete flowchart of the pay process, see Figure 2 on page Set up or modify: employees employee bank accounts employee other accounts (optional) employee document delivery addresses employee standard pays Take a backup Figure 25 Main tasks in maintaining employee details

103 Attaché Payroll User Guide 99 Setting up an employee The employee masterfile holds the personal, pay and leave details of each employee, such as birth date, pay rate, tax details and leave tables. If you need to set up a number of employees who have some of these details in common, the standard employee can save you time. For more information, see Setting up the standard employee on page 65. Adding an employee To add an employee: Notes Choose Notes (F4) to add notes to any employee, bank account, allowance, deduction or leave table. 1 Choose Masterfiles Payroll Employee Details Maintain. If you have set up the standard employee, Attaché Payroll displays the details from the standard employee. 2 Enter or modify the employee details in the five employee details screens. 3 When all details are correct and complete, choose Accept (F9). The seven employee details screens are: Personal Details Pay Details Tax Details Loading Details (leave) Leave Details Document Delivery (optional) Custom Fields (optional) Note The employee details screens vary depending on the value of the Country field in Payroll Options. For example, in New Zealand, the fourth employee details screen is NZ Details instead of Loading Details. The next few pages discuss the seven employee details screens, including critical fields that affect how the whole of Attaché Payroll works.

104 100 Chapter 6 Maintaining employees Personal Details Help Choose Help (F1) on any field for a description of the field. Figure 26 Employee Personal Details (first) screen The Personal Details (first) screen allows you to enter the employee s personal information. Before entering details, note the conditions or impacts of these particular fields: Field Employee Code Full Name User-defined fields Employee Group Notes Enter a unique alpha-numeric code. This is used for enquiry and sorting purposes throughout Attaché Payroll. Use a standard format for all employees. For example, for the employee George Andrews, you might use the code ANDG. To allow correct surname sorting, enter the Full Name in either Firstname Lastname or Lastname, Firstname format. If the supervisor has set up the standard employee, the Full Name field can contain a reminder of the correct name format. For more information about setting up the standard employee, see Setting up the standard employee on page 65. The user-defined fields allow you to store company-specific information that the employee masterfile does not otherwise provide. For example, you can use one of the fields to store details of employee classifications. For more information about user-defined fields, see Initial setup options on page 36. If you use Employee Groups and you want to assign the employee to a group, choose the relevant group. For more information about groups, see Using Employee Groups on page 107.

105 Attaché Payroll User Guide 101 Pay Details Help Choose Help (F1) on any field for a description of the field. Figure 27 Employee Pay Details (second) screen The Pay Details (second) screen includes details that control how an employee s pay is selected for processing, calculated and paid. Before entering details, note the conditions or impacts of these particular fields, as described when you choose Help (F1): Auto Pay Default Pay Payment Method (see also Paying by bank deposit, cheque or cash on page 110) Consolidate Lines Company Bank Acct Pay Frequency Pay Rate Type

106 102 Chapter 6 Maintaining employees Help Choose Help (F1) on any field for a description of the field. Tax Details Figure 28 Employee Tax Details (third) screen The Tax Details (third) screen allows you to enter the employee s tax details including tax number, any personal rebate or adjustment details and the appropriate tax scale. Before tax can be calculated during the pay process, tax scales must be set up. Tax is calculated based on the tax scale allocated to each employee in the masterfile along with any rebate or adjustment details. For information about tax scales, see Working with tax scales on page 40. For related information, see Calculating tax using the year-to-date method on page 106 and Deducting voluntary tax on page 107.

107 Attaché Payroll User Guide 103 Help Choose Help (F1) on any field for a description of the field. Loading Details (Leave) Figure 29 Employee Loading Details (fourth) screen The Loading Details (fourth) screen allows you to enter the employee s leave loading information. Award conditions and company policy determine if leave loading is applicable. If the supervisor has set up the standard employee, it can include common leave loading details. For more information, see Setting up the standard employee on page 65. Leave loading details can be used to calculate leave values when printing the Leave Liability report. For more information, see Using the Leave Liability report on page 186.

108 104 Chapter 6 Maintaining employees Help Choose Help (F1) on any field for a description of the field. Leave Details Figure 30 Employee Leave Details (fifth) screen The Leave Details (fifth) screen shows the employee s leave information. If the Leave Accrual field in Payroll Options is checked, leave accrual information is displayed on this screen. For more information, see Initial setup options on page 36. For related information, see Setting up leave on page 73. The following table shows what to enter in the specified fields for employees with and without prior leave entitlements: Field No prior entitlement Prior entitlement Leave accrued up to and including Leave Start Date RDO Week Leave blank. This field updates when the employee s first pay is processed. Taken from the personal details screen in the employee masterfile. If leave accruals start on a different date, amend the Leave Start Date field. If the employee accrues RDOs, enter the current week of their cycle. Enter the date to which leave has been accrued. Enter the date on which leave accruals commenced. This could be the employee s start date or a date when they changed status. If the employee accrues RDOs, enter the current week of their cycle.

109 Attaché Payroll User Guide 105 Field No prior entitlement Prior entitlement Hours per Day Days per Week Leave Tables Last Entitlement Date Entitlement Owing Enter the number of hours the employee usually works. If they have no standard hours, enter the number of hours they would be paid for a day s leave. This figure affects the accrual manner and amount. Enter the number of days the employee usually works. Enter the leave tables against the appropriate leave type. Enter the number of hours the employee usually works. If they have no standard hours, enter the number of hours they would be paid for a day s leave. This figure affects the accrual manner and amount. Enter the number of days the employee usually works. Enter the leave tables against the appropriate leave type. For each leave type, enter the date on which the employee last received an entitlement to leave. Enter any prior entitlement (accrued before the last entitlement date). Pro-rata Owing Enter any accrual made since the last entitlement date. Contingent Owing Enter any accrual made during the contingent period. Help Choose Help (F1) on any field for a description of the field. Document Delivery Details Figure 31 Document Delivery Details (sixth) screen

110 106 Chapter 6 Maintaining employees The Document Delivery Details (sixth) screen allows you to enter the employee s address and fax number. If you send documents via the Attaché Alex service, you can also select whether to use these details instead of the details stored in the Alex Document Delivery Address Manager, which is discussed on page page 112. For more information about Attaché Alex see Productivity tools on page 13 or talk to your Attaché consultant. Help Choose Help (F1) on any field for a description of the field. Custom Fields Figure 32 Custom Fields (seventh) screen The Custom Fields (seventh) screen contains 15 fields that you can name and use for your own needs. The information that you enter in these custom fields can be viewed in masterfile enquiry and you can export this data to other applications by using Attaché ODBC. To apply your own labels to these fields, choose Setups Payroll Options Payroll Options and Page Down to the Custom Field Labels screen. Type appropriate labels for the fields you require. The labels you typed will now be displayed on the Custom Fields screen. Calculating tax using the year-to-date method When an employee s pay fluctuates by a considerable amount each pay, use the year-to-date (YTD) method to calculate the employee s tax.

111 Attaché Payroll User Guide 107 Notes If you use Notes, you can add a note to explain the details. Help Choose Help (F1) on any field for a description of the field. For example, a salesman receives a small amount of commission for several months then a large amount for the current month. To determine the amount of tax payable for the current month, tax is calculated on the total of the salesman s year-to-date earnings less any tax previously paid. To allow correct calculations when using the YTD method, ensure you correctly enter the Start Date and Pay Frequency in the employee masterfile and the Pay Period Ending date when you check pays. Caution If the tax scales change during the current financial year, the employee should not have tax YTD calculated, because the software spreads the new scale over the whole year. Deducting voluntary tax An employee might request to have an amount of tax voluntarily deducted each pay in addition to their normal tax. You can enter such voluntary tax on the employee masterfile. It is then generated on the employee s pay and flows through to any current unchecked time sheet pays. The amount of voluntary tax can be modified during transaction entry. During transaction entry, voluntary tax is displayed as a separate amount and then combined with other tax figures for reporting. Using Employee Groups If you use Employee Groups, you can allocate an employee to a group. Doing so lets you select the details that you want to come from the group. In the employee masterfile, when you allocate an employee to a group, the prompt OK to use group details? displays. Choose Yes if the majority of the group details apply to the employee. Attaché Payroll then uses the group details to complete most fields on the masterfile and displays them with a blue background. You can modify the fields if necessary. Choose No if only a few of the group details apply to the employee. Doing so leaves the fields unchanged. In any field where you can

112 108 Chapter 6 Maintaining employees choose Find (F2), the selection options include G=(from Group) which completes the field from the group. For more information about Employee Groups, see Setting up groups on page 46. Using Multi Location If you use Multi Location, ensure that the Multi Location field is set to Yes in Payroll Options before you set up any employees. For more information about Multi Location, see Setting up locations on page 45. Adding multiple employees When adding a number of employees, you can set them up in batches and modify the standard employee between batches. For example, you can set up the standard employee to suit weekly employees, set up all weekly employees, modify the standard employee to suit monthly employees, and then set up all monthly employees. For more information about the standard employee, see Setting up the standard employee on page 65. Setting up employee bank accounts To bank all or part of an employee s pay, you must set up a bank account for the employee. Any number of bank accounts can be set up for each employee, regardless of whether the employee is paid by bank, cash or cheque. You enter details for each bank account and indicate how amounts are to be calculated. Calculation can be by any of the following methods: V=Value P=Percent of Net Pay R=Remainder a set amount is banked a percentage of the net pay is calculated and banked the balance of pay if the net pay is banked

113 Attaché Payroll User Guide 109 Setting up a new employee bank account Note The following steps outline how to set up a bank account. No money is banked until you allocate an account to a pay. To set up a new employee bank account: 1 Choose Masterfiles Payroll Employee Bank Accounts Maintain. Figure 33 Setting up a new employee bank account Help Choose Help (F1) on any field for a description of the field. 2 Enter the information in the appropriate fields. 3 Choose Accept (F9). The new details are saved (but no money is banked until you allocate an account to a pay). How to create link accounts Link accounts are accounts where the transfer account of a banking institution is credited with an employee s wage. The banking institution then credits the employee s individual account.

114 110 Chapter 6 Maintaining employees To enter a link account: 1 In the Bank Account Name field, enter the employee s account number followed by the account name, for example Allen Jones. 2 In the Bank BSB & Account Number field, enter the BSB and account number of the bank s transfer account. Do not use any formatting characters. Tip You can change employee details or pay setup details at any time. The best time, however, is before any details are entered for the current pay. Paying by bank deposit, cheque or cash Employees can be paid by bank deposit, cheque or cash. They can also receive part of their pay by bank deposit and the rest in cash. The payment method is printed on the pay advice and the Pay Details report. When entering transactions, you can override the payment method. However, to receive a pay by bank deposit, an employee needs to have had an employee bank account set up. Paying by bank deposit You can pay an employee by direct deposit into a bank account. Employees can also have part of their pay directed to one or more bank accounts and the rest in cash. Banking can be entered for banks, building societies or credit unions. If you are using direct bank entry for the first time for an employee, set the First Direct Bank Entry field to Yes on the employee bank account. If the employee s pay is to be included in the bank transfer file, set the Allow Bank Disk Transfer to Yes. For more information on bank transfers, see Bank Transfers report on page 152. Tip To easily collate cheques with their pay advices, print cheques and pay advices in the same sequence. Paying by cheque You can print cheques or, if you manually write cheques, print a cheque listing. After printing the cheques or cheque listing, check that they are correct. If they are, the cheque numbers are automatically updated to the payments file. Once updated, you cannot change or reprint the cheques or cheque listing unless you uncheck and recheck pays for those employees.

115 Attaché Payroll User Guide 111 To design your own cheque layout, choose Setups Payroll Forms Designer Cheque Designer. For more information about designing cheque layouts, see the Forms Designer Guide. Paying by cash For employees who receive their net pay as cash, an individual cash analysis is printed on their pay advice. You can print the Signature Listing report so that employees paid by cash can sign for their pay. Setting up employee other accounts You can use employee other accounts to maintain multiple accounts of various types for each employee, such as superannuation accounts, medical benefits, and loan accounts. Note The following steps outline how to set up an account. No payments are recorded until you enter an Account Code on the appropriate line or lines in a standard pay, time sheet or adjustment. For example, for superannuation accounts, enter the appropriate account on employer and (if any) employee contributions on a pay.

116 112 Chapter 6 Maintaining employees To set up a new employee other account: 1 Choose Masterfiles Payroll Other Account Details Maintain. Figure 34 Setting up a new employee other account Help Choose Help (F1) on any field for a description of the field. 2 Enter the information in the appropriate fields. 3 Choose Accept (F9). The new details are saved. Setting up employee document delivery addresses (optional) By using the Attaché Alex document delivery and tracking service, you can deliver documents such as pay advices by and fax. (For detailed information about Attaché Alex, refer to the Attaché Alex website at Attaché Alex needs to know which documents you want to send, and where and how you want to send them. You record this information as document delivery addresses. Note Instead of setting up delivery addresses in the Document Delivery Address Manager, as described below, you can store and fax details in the employee masterfile and select to use these details when sending documents via Attaché Alex. For more information see Document Delivery Details on page 105.

117 Attaché Payroll User Guide 11 3 To set up a document delivery address for an employee: 1 Choose Tools Company AlexConnect Employee Delivery Address. 2 For detailed instructions about setting up document delivery addresses, press F1. If you do not set up document delivery addresses for some employees and/or document types, Attaché Payroll simply prints the related documents as usual rather than sending them by or fax. Setting up an employee standard pay You should set up an employee standard pay for each employee. Each employee standard pay contains the pay details that usually remain the same from pay to pay, such as: standard hours allowances deductions employer contributions banking You can use employee standard pays as the basis for time sheet and adjustment pays. You can put the following line types on employee standard pays: Line type Normal Rate/Award Rate Other Rate Allowance Deduction Employer Contribution/Super Bank Transfer Fixed Tax Comment Notes Uses hourly rate from employee masterfile Enter an hourly rate manually Choose an allowance from those set up Choose a deduction from those set up Choose an employer contribution from those set up Required if the employee is paid by bank transfer Enter a fixed tax amount Enter a comment that prints on the Pay Details report and on pay advices Details print on pay advices in the order in which the lines are displayed on the screen.

118 114 Chapter 6 Maintaining employees Creating an employee standard pay You can create a new employee standard pay either by starting with an empty (blank) pay or by copying another employee standard pay as the basis for the new one. Starting with an empty pay To create an employee standard pay by starting with an empty pay: 1 Choose Masterfiles Payroll Employee Standard Pays Maintain. Figure 35 Employee standard pay screen 1 Tip After you choose Find (F2), choose Jump (F3) to switch between sorting by employee code or surname. 2 Enter the employee code or choose Find (F2) to search for an employee. The employee s name and pay frequency are displayed. 3 In the Function field, choose Add new pay - start with Empty pay. 4 Press Enter. 5 Enter appropriate details in the other fields. Attaché Payroll displays the Pay Point, Pay Method and On Cost Percent values from the employee masterfile. 6 Choose Accept (F9). The screen changes to allow you to add lines.

119 Attaché Payroll User Guide 11 5 Figure 36 Employee standard pay screen 2 Tip If you add a Bank Transfer line that relates to a Remainder type bank account, add the line as the last line on the standard pay. Tip Add zero-value lines of various types so that only the hours need to be filled in during time sheet entry. When you check pays, Attaché Payroll excludes any lines whose value is still zero. 7 Choose Find (F2) to see a list of possible line types (which are described in the table on page 113). 8 Choose a line type. Attaché Payroll displays fields appropriate to the line type. For example, for hourly rate line types, the Code field lets you choose an income type. 9 Choose Find (F2) to see a list of possible codes. 10 Choose a code. 11 Complete the other fields as required. The Hourly Entry Method specified in Payroll Options controls whether you enter portions of hours as decimals or minutes. Attaché Payroll automatically calculates values for the Gross Pay, Ta x, Net Pay, Hours, Ta xa b l epay, Vol. Tax (voluntary tax) and Banking fields. 12 To add the line, choose Accept (F9). 13 Enter other line types until you complete all standard details for the employee. (If the employee s Payment Method is set to Bank, remember to add a bank transfer line to the employee standard pay.) 14 Choose Finish (Esc). 15 To the Save standard employee pay? prompt, choose Yes.

120 116 Chapter 6 Maintaining employees Starting with another employee standard pay To create an employee standard pay based on another employee s standard pay: Tip If you know the number of the pay you want to use as a start for the new pay, you can enter it in the Pay Number field. 1 Choose Masterfiles Payroll Employee Standard Pays Maintain. 2 Enter an employee code or choose Find (F2) to search for an employee. The employee s name and pay frequency are displayed. 3 In the Function field, choose Add new pay - start with Other pay. 4 Press Enter. Attaché Payroll displays a Pay Number field. 5 In the Pay Number field, choose Find (F2) to display existing pays for all employees on file. 6 Highlight the pay you want to copy. 7 Press Enter. 8 If required, enter a description for the employee standard pay. 9 Choose Accept (F9). 10 Modify or add lines as required. To modify a line, highlight it and choose Modify (F5). To add a line, highlight the line that you want to follow the new line and press Enter. For more information about adding or modifying lines, see steps 7 to 11 on page Choose Finish (Esc). 12 To the Save standard employee pay? prompt, choose Yes. Deducting fixed tax If a fixed amount of tax is deducted for an employee each pay, you can set up a permanent fixed tax amount on the standard pay. The fixed tax amount overrides the usual tax calculations. Caution If you deduct fixed tax but the employee s pay changes, the tax amount will be incorrect. In such cases, you need to override the fixed tax amount by entering a time sheet pay. To deduct fixed tax on an employee standard pay, in the Line Type field choose T=Fixed Tax.

121 Attaché Payroll User Guide 11 7 Maintaining standard pays for RDO employees Like other employees, each employee on a rostered days off (RDO) scheme should have an employee standard pay. Accrual and payment of RDO hours is controlled by the RDO leave accrual table and the RDO cycle period. This information is held in the employee masterfile. For more information about setting up rostered days off, see Setting up RDOs on page 83. To edit RDO details on an employee standard pay: 1 Choose Masterfiles Payroll Employee Standard Pays Maintain. Figure 37 Setting up a standard pay for an employee with RDO 2 Enter an employee code or choose Find (F2) to search for an employee. The employee s name and pay frequency are displayed. 3 Choose to add a new pay or modify the pay. 4 Press Enter. 5 If desired, enter a description of the pay. 6 Choose Accept (F9). 7 As a minimum, enter a line for each of the following values of the Code field: RDO Normal - Auto RDO Accrual - Auto RDO Payout - Auto

122 118 Chapter 6 Maintaining employees 8 To save the details, choose Accept (F9). Modifying employee details Often, you might need to change employee details. The changes range from terminating an employee to making minor amendments to an employee s personal details. Changes are made by altering details in the employee masterfile, employee bank or other accounts, employee document delivery address, or employee standard pay. Modifying an employee To modify details in the employee masterfile: 1 Choose Masterfiles Payroll Employee Details Maintain. 2 Enter the employee code or choose Find (F2) to search for an employee. The employee s details are displayed. 3 Modify the relevant details, such as the pay rate or tax details. 4 Choose Accept (F9). The new details are saved. To check how such changes affect employee details, see How changes take effect on page 28. Changing the normal or award rate When you carry out the steps in Modifying an employee (above), you can change the normal or award rate for the employee. If you change the normal or award rate, any auto pays that have already been checked reflect the old rate unless they are unchecked then rechecked. In addition, to incorporate the new rate, any time sheet pays already entered need to be deleted and re-entered. Changing an Other rate To modify an Other rate on an employee standard pay, see Modifying an employee standard pay on page 120.

123 Attaché Payroll User Guide 11 9 Deleting an employee An employee can only be deleted if a date has been entered in their Te rm in a t i o nd a t e field on the employee masterfile. A terminated employee who has had a pay processed can be deleted only if they have had a tax certificate printed or there is an entry in the Ta xce r t i f ic a t e S t a t us field on the employee masterfile. Caution If you delete an employee, the year-to-date figures on reports are no longer included for that employee. If you want to keep those figures, do not delete the employee until the end of the year. For more information about terminating employees, see Terminating employees who receive termination payments on page 139 and Terminating employees who do not receive termination payments on page 121. Modifying an employee bank account To modify an existing employee bank account: 1 Choose Masterfiles Payroll Employee Bank Accounts Maintain. 2 In the Bank Code field, choose Find (F2) to find the bank account required. 3 Modify the appropriate bank account details. 4 Choose Accept (F9). Modifying an employee other account To modify an existing employee other account: 1 Choose Masterfiles Payroll Other Account Details Maintain. 2 In the Employee Code and Account Code fields, choose Find (F2) to find the account required. 3 Modify the appropriate details. 4 Choose Accept (F9).

124 120 Chapter 6 Maintaining employees Modifying an employee document delivery address To modify an employee document delivery address: 1 Choose Tools Company AlexConnect Employee Delivery Address. 2 For detailed instructions, press F1. Modifying an employee standard pay To modify an employee standard pay: Tip Choose Jump (F3) to switch between sorting by employee code or surname. 1 Choose Masterfiles Payroll Employee Standard Pays Maintain. 2 Enter the employee code or choose Find (F2) to search for an employee. The employee s name and pay frequency are displayed. 3 In the Function field, choose M=Modify pay. 4 Choose Accept (F9). 5 Modify the relevant details. 6 Choose Accept (F9). 7 Choose Finish (Esc). 8 To the Save standard employee pay? prompt, choose Yes. The new details are saved. To check how changes to employee details affect Attaché Payroll, see How changes take effect on page 28. Deleting an employee standard pay Caution Each time an employee receives an auto pay, Attaché Payroll uses their standard pay. Therefore, if you intend to process auto pays for an employee, do not delete their standard pay. To delete an employee standard pay: 1 Choose Masterfiles Payroll Employee Standard Pays Delete. 2 Enter an employee code or choose Find (F2) to search for an employee. The employee s name and pay frequency are displayed.

125 Attaché Payroll User Guide If you want to view the pay details, choose Accept (F9) then 1stScreen (F4) to return to the header. 4 Choose Delete (F6). 5 At the OK to Delete Pay? prompt, click Yes. The pay is deleted. Terminating employees who do not receive termination payments Some employees, such as casual employees, may not receive termination payments. You should wait until the last pay has been processed for the employee before completing this procedure. For information about a related procedure, see Terminating employees who receive termination payments on page 139. To terminate an employee without the employee receiving a termination payment: 1 Choose Masterfiles Payroll Employee Details Maintain. 2 Enter an employee code or choose Find (F2) to search for an employee. The employee s details are displayed. 3 In the Te r m i n a t io nda t e field (first screen), enter the date of termination. 4 Choose Accept (F9). Reinstating a terminated employee s pay The procedure to reinstate a terminated employee s pay depends on whether a tax certificate has been produced. If a certificate has been produced, set up the employee as a new employee. For information, see Setting up an employee on page 99.

126 122 Chapter 6 Maintaining employees If a tax certificate has not been produced, the employee s employment status should be changed to normal and the termination date removed, as described below. To reinstate a terminated employee s pay: 1 Choose Masterfiles Payroll Employee Details Maintain. 2 Enter an employee code or choose Find (F2) to search for an employee. The employee s details are displayed. 3 To remove the date in the Te r m i n a t io nda t e field, press CTRL+Delete. 4 Choose Page Down to the Pay Details (second) screen. 5 In the Employment Status field, change the status from Te r m i n a t e d to the correct status. 6 Choose Accept (F9). Enquiring on employees Employees often make requests for their pay or leave details. The Masterfiles and Settings/Setups menus have enquiry screens which allow you to view employee, group and company details. You cannot alter any of the information in the files in the enquiry screens. Enquiring on employee details To enquire on employee details: Tip Choose Jump (F3) to switch between sorting by employee code or surname. 1 Choose Masterfiles Payroll Employee Details Enquire. 2 Enter an employee code or choose Find (F2) to search for an employee. The employee s details are displayed. The following table lists the functions that you can use when you enquire on employee details. Function Income (F2) Lump Sum (F3) Notes (F4) Purpose List details of the employee s pay for each income type for the pay period to date and year to date View details of lump sum payments paid to the employee If you use Notes, view notes for the employee

127 Attaché Payroll User Guide 123 Function Estimate (F5) Itemise (F6) Summary (F7) Prev (F11) Next (F12) Purpose From the Leave Details screen, estimate accrued leave for the employee up to a future date that you specify From the Summary screen (accessible by pressing F7), view detailed breakdowns of wages, allowances, deductions, employer contributions and banking View amounts including wages, allowances, deductions, tax and employer contributions for the pay period to date and year to date Select the previous employee Select the next employee Enquiring on employee bank accounts To view an employee bank account: 1 Choose Masterfiles Payroll Employee Bank Accounts Enquire. 2 Enter a bank code or choose Find (F2) to search for one. The employee bank account details are displayed. Enquiring on employee other accounts To view an employee other account: 1 Choose Masterfiles Payroll Other Account Details Enquire. 2 In the Employee Code and Account Code fields, choose Find (F2) to find the account required. The details are displayed. Enquiring on employee document delivery addresses To view an employee document delivery address: 1 Choose Tools Company AlexConnect Employee Delivery Address. 2 Enter an employee code or choose Find (F2) to search for one. The details are displayed.

128 124 Chapter 6 Maintaining employees Enquiring on employee standard pays To view an employee standard pay: 1 Choose Masterfiles Payroll Employee Standard Pays Enquire. 2 Enter an employee code or choose Find (F2) to search for an employee. The employee standard pay details are displayed. 3 Choose Accept (F9). 4 Highlight a pay line. The pay details for the line are displayed.

129 Chapter 7 Paying employees Overview Types of pays Entering adjustment pays Changing pay elements Stopping pays Terminating employees who receive termination payments Enquiring into time sheet pays Checking pays Unchecking pays Printing pre-process pays reports

130 126 Chapter 7 Paying employees Overview This chapter describes the tasks that payroll operators normally undertake to enter pay information before processing. The tasks include making any changes that occur from one pay period to the next, entering and modifying time sheet and adjustment pays, and printing pre-process pays reports to ensure that pays include accurate information. Before you perform the tasks necessary to pay employees, ensure that the following prerequisite tasks have been completed. Task See Pay elements created Setting up income types on page 54 Setting up allowances, deductions and employer contributions on page 58 Employee details added or modified Setting up an employee on page 99 Setting up an employee standard pay on page 113 Employee bank accounts set up Setting up employee bank accounts on page 108 Pay rates changed Changing pay elements on page 135 The following figure shows that the tasks outlined in this chapter make up the third part of the pay process. For the complete flowchart of the pay process, see Figure 2 on page 23.

131 Attaché Payroll User Guide Create or modify time sheet and adjustment pays Run Check Pays Correct error by repeating the relevant task(s) Print Pay Details report Are the pays correct? No Yes Print other pre-process reports Run UnCheck Pays Are the reports correct? No Yes Take a backup Figure 38 Main tasks in paying employees Types of pays You can process employee pays by using the following types of pays: auto pays time sheet pays adjustment pays The following pages discuss each method.

132 128 Chapter 7 Paying employees Using auto pays You can use an auto pay for each employee whose details usually remain constant from pay to pay. The employee masterfile specifies whether you want a given employee to receive an auto pay. During each pay run, Attaché Payroll uses employee standard pays to generate a pay for each checked auto pay. Therefore, to receive an auto pay, a given employee needs an employee standard pay. For more information, see Setting up an employee standard pay on page 113. To set an employee to auto pay: 1 Choose Masterfiles Payroll Employee Details Maintain. 2 Enter the employee code or choose Find (F2) to search for an employee. The employee s details are displayed. 3 Choose Page Down to display the Pay Details (second) screen. 4 Ensure the Auto Pay field is set to Yes. 5 Choose Accept (F9). Entering a time sheet pay to adjust an auto pay employee s pay If you want to change a current pay for an auto pay employee, enter a time sheet pay as discussed in Entering time sheet pays on page 129. When you do so, Attaché Payroll asks you to confirm the time sheet entry, as Figure 39 shows. Note When you enter a time sheet pay for an auto pay employee, Attaché Payroll does not generate an auto pay for the pay period.

133 Attaché Payroll User Guide 129 Figure 39 Confirming entry of a time sheet pay for an auto pay employee Entering time sheet pays You can enter time sheet pays at any time before you run Update Files. However, Attaché Payroll displays a warning if you enter transactions after pays have been checked. Completing a transaction for an employee with a checked pay creates an additional time sheet pay and a separate pay advice. You should normally enter only one time sheet pay for an employee because Attaché Payroll calculates tax on each time sheet without regard to any other time sheets. To enter a time sheet pay: 1 Choose Transactions Payroll Time Sheets Create or Modify. 2 Enter the employee code or choose Find (F2) to search for the employee. The employee s name and pay frequency are displayed. 3 In the Function field, choose to add a pay starting with an empty, standard or Other pay. 4 If you chose to start with an Other pay, choose the pay number. 5 Press Enter. 6 If desired, enter a description of the pay. 7 Check that the other details on the screen are correct.

134 130 Chapter 7 Paying employees Tip The F5 key switches between Insert and Modify mode. Help Choose Help (F1) on any field for a description of the field. 8 Choose Accept (F9). The screen changes to allow you to add lines. 9 In the New Line Type field, enter the line type, such as Allowance. 10 Choose the code, such as HIGH - Higher Duties Allowance. Different fields then appear depending on the line type. 11 Complete the fields as appropriate. At the right of the screen the pay amounts are recalculated as you enter details. 12 Choose Accept (F9). 13 Choose Finish (Esc). 14 Choose Yes to the Accept this Pay? prompt. Figure 40 Entering time sheet pays screen 1

135 Attaché Payroll User Guide 131 Figure 41 Entering time sheet pays screen 2 Modifying time sheet pays You can modify time sheet pays already entered during the pay period. 1 Choose Transactions Payroll Time Sheets Create or Modify. 2 Enter the employee code or choose Find (F2) to search for the employee. The employee s name and pay frequency are displayed. 3 Choose to modify a pay. 4 If the employee has more than one time sheet pay in this pay period, in Pay Number use Find (F2) to specify the pay that you want to modify. 5 Press Enter. 6 If desired, enter a description of the pay. 7 Choose Accept (F9). Pay details are displayed in Insert mode. 8 To switch to Modify mode, choose Modify (F5). 9 Amend any details that differ for this pay, such as overtime or annual leave. 10 Choose Finish (Esc). 11 Choose Yes to the Accept this Pay? prompt.

136 132 Chapter 7 Paying employees Deleting a time sheet pay If a time sheet pay has been entered in error, you can delete it. How you delete a time sheet pay depends on whether you have run Update Files. If you have already run Update Files, enter an adjustment pay to reverse the time sheet. For information about doing so, see Making a full reversal of a previous pay on page 134. If you have not yet run Update Files, use the following steps to delete a time sheet pay. 1 Choose Transactions Payroll Time Sheets Delete Current Time Sheets. 2 Enter the employee code or choose Find (F2) to search for the employee. The employee s name and pay frequency are displayed. 3 If the employee has more than one time sheet pay in this pay run, enter the pay number. 4 If you want to view the line details of the pay, choose Accept (F9) and then choose 1stScreen (F4). 5 Choose Delete (F6). 6 Choose Yes to the Delete this Pay? prompt. Entering adjustment pays Adjustment pays are necessary for a number of reasons, the most common being that an error was made in a previously processed pay. Some examples include: to make a full reversal of a previous pay to include a missed pay element, such as overtime to adjust an over payment or under payment to adjust an incorrect tax amount to adjust costing details to adjust year-to-date employee figures

137 Attaché Payroll User Guide 133 Adjustment pays allow you to enter a pay to adjust the employee s previous pay. You can enter either positive or negative adjustment pays. Line extensions are not calculated on adjustments unless you choose to modify a previous pay. All line details must be manually calculated and entered. Entering an adjustment pay is very similar to entering a time sheet pay except that you choose Transactions Payroll Adjustments Create or Modify. For more information, see Entering time sheet pays on page 129. Note When entering an adjustment pay, Attaché Payroll displays a warning for any terminated employee or for an employee whose pay has been stopped. You can choose whether to continue with the adjustment pay. When you enter an adjustment pay for an employee in the current period, a new pay is added. If you need to make further adjustments, you can modify the adjustment pay or enter an additional adjustment pay. Figure 42 Entering an adjustment pay screen 1

138 134 Chapter 7 Paying employees Figure 43 Entering an adjustment pay screen 2 Making a full reversal of a previous pay To make a full reversal of a previous pay processed in error: 1 Choose Transactions Payroll Adjustments Create or Modify. 2 Enter the employee code or choose Find (F2) to search for the employee. The employee s name and pay frequency are displayed. 3 In the Function field, choose Add new pay - Start with Other pay. 4 In Adjustment Pay Number, use Find (F2) to specify the pay that you want to reverse. 5 Press Enter. 6 Choose Reverse (F8). 7 Choose Accept (F9). Note If the pay you are reversing has a pay method of Bank or any banking lines, you must delete the applicable lines because you cannot submit negative banking details to a banking institution.

139 Attaché Payroll User Guide 135 Modifying an adjustment pay The process for modifying adjustment pays is the same as that for modifying time sheet pays except that you choose Transactions Payroll Adjustments Create or Modify. For more information, see Modifying time sheet pays on page 131. Deleting an adjustment pay The process for deleting adjustment pays is the same as that for deleting time sheet pays except that you choose Transactions Payroll Adjustments Delete Current Adjustments. For more information, see Deleting a time sheet pay on page 132. Generating adjustment pay advices Adjustment pays are handled in a similar manner to time sheet pays. Adjustment pays generate pay numbers and (optionally) pay advices, in addition to those generated for time sheet pays. Tax is calculated separately for each pay advice. Changing pay elements You can change pay elements for employees either temporarily (for the current pay only) or permanently. Making a temporary rate change for the current pay To make a rate change for the current pay only, use a time sheet pay. For example, an employee who usually works as a packer fills in for an absent colleague and is to be paid as a storeman. To complete this task: 1 Choose Transactions Payroll Time Sheets Create or Modify. 2 Enter the employee code or choose Find (F2) to search for the employee. The employee s name and pay frequency are displayed. 3 Choose to modify a pay or add a new pay. You can start with a standard or Other pay. 4 Press Enter.

140 136 Chapter 7 Paying employees Groups If you use Groups, you can override a rate with one of the group rates you have set up. This is particularly useful if you have set rates for specific jobs. 5 Enter a description of the pay, such as Higher Duties Allowance. 6 Check the remaining details and make any necessary changes. 7 Choose Accept (F9). 8 Enter the new line type, such as A=Allowance. 9 Choose the type of allowance, such as Higher Duties. The payment details are displayed. 10 Choose Accept (F9). 11 Choose Yes to the Accept this Pay? prompt. Making a permanent rate change You can make a permanent change to an employee s normal or award rate or you can permanently change an Other rate specified on an employee standard pay. For information about changing the normal or award rates, see Modifying an employee on page 118. For information about changing an Other rate, see Modifying an employee standard pay on page 120. Making a temporary change to tax for the current pay You can temporarily change calculated or voluntary tax for the current pay for an employee. To change tax, you need to access the individual time sheet or adjustment pay. If the pay has been checked, it must first be unchecked. For an auto pay employee, first create a time sheet pay based on their standard pay. For information about doing so, see Entering a time sheet pay to adjust an auto pay employee s pay on page 128. To make a temporary change to the tax amount: Help Choose Help (F1) on any field for a description of the field. Tip If you mistakenly modify the calculated tax amount, choose Auto Tax (F5) in the Ta x field to recalculate the original tax. 1 Choose Transactions Payroll Time sheets (or Adjustments) Create or Modify. 2 Enter the employee code or choose Find (F2) to search for the employee. The employee s name and pay frequency are displayed. 3 In the Function field, choose Modify. 4 Choose Accept (F9). 5 In the New Line Type field, choose T=Fixed Tax (calculated tax) or V=Voluntary Tax. 6 Enter the tax amount in the appropriate tax field.

141 Attaché Payroll User Guide Choose Accept (F9). Figure 44 Adjusting calculated tax Figure 45 Adjusting voluntary tax Stopping pays You can specify that an employee is not to be paid for one or more pay periods. To do so you set the Stop Pay Until date field in the employee masterfile (either directly or during transaction entry).

142 138 Chapter 7 Paying employees Before the specified date is reached (or until it is cleared from the employee masterfile), Attaché Payroll: does not generate auto pays for the employee displays a warning if you enter a time sheet or adjustment pay for the employee. If you complete entry of the time sheet or adjustment pay, Attaché Payroll clears the Stop Pay Until date field. The first time you run Update Files on or after the specified date, Attaché Payroll clears the Stop Pay Until date field in the employee masterfile. Stopping pays by using the employee masterfile If pays have been checked, you need to uncheck them for any adjustments to the masterfile to take effect. Notes If you use Notes, you can enter a note outlining the reasons for the pay being stopped. To stop pays by using the employee masterfile: 1 Choose Masterfiles Payroll Employee Details Maintain. 2 Enter the employee code or choose Find (F2) to search for the employee. The employee s details are displayed. 3 In the Stop Pay Until field, enter the appropriate date, such as one day after the current pay period. 4 Choose Accept (F9). Tip If the employee is taking leave, it is a good idea to enter the Stop Pay Until date at the same time as entering the leave details. Stopping pays by using transaction entry If you stop pays by using transaction entry, Attaché Payroll processes the current pay and sets the Stop Pay Until date field in the employee masterfile to the date you specify. To stop an employee s pay by using transaction entry: 1 Choose Transactions Payroll Time sheets (or Adjustments) Create or Modify. 2 Enter the employee code or choose Find (F2) to search for the employee. The employee s name and pay frequency are displayed. 3 If the Do you wish to enter a time sheet pay for an Auto Pay employee? warning prompt displays, choose Yes. 4 In the Function field, choose Modify.

143 Attaché Payroll User Guide To accept the employee, choose Accept (F9) or press Enter. 6 If desired, enter a description of the pay. 7 Set the Stop Pay after this Pay field to Yes. An Until field is displayed. 8 Enter the appropriate date. 9 To accept the details, choose Accept (F9). 10 Continue entering the pay details in the second screen. 11 Choose Finish (Esc). 12 To the Accept Pay? prompt, choose Yes. Figure 46 Stopping an employee s pay during time sheet entry Terminating employees who receive termination payments An employee is terminated when their termination pay is processed. Once the pay is processed, the employee masterfile is automatically updated with the termination details. Auto pays are not generated for terminated employees. A warning is displayed if you try to enter a time sheet or adjustment pay for a terminated employee. You can either continue or cancel the entry.

144 140 Chapter 7 Paying employees For more information about termination, see Terminating employees who do not receive termination payments on page 121 and Reinstating a terminated employee s pay on page 121. To enter a termination payment: Help Choose Help (F1) on any field for a description of the field. Tip If you make an error in selecting Termination Pay, press Tab or Enter in each field on the termination pay screen and set the Termination Pay field to No. 1 Choose Transactions Payroll Time Sheets (or Adjustments) Create or Modify. 2 Enter the employee code or choose Find (F2) to search for the employee. The employee s name and pay frequency are displayed. 3 In the Function field, choose either to modify or to add a pay. You can enter a termination pay with the employee s normal pay for the period or you can generate two separate pays. If you want the termination pay to generate a separate pay advice, choose Add a new pay - start with Empty pay. 4 Press Enter. 5 If desired, enter a description of the pay, such as Termination pay. 6 Set the Termination Pay field to Yes. 7 Choose Te r mpay ( F 5 ) or press Enter. 8 Enter termination amounts and/or details as appropriate. Tax amounts need to be manually entered. Refer to your local tax office for calculation details. 9 In the Te rm in a t i o nd a t e field, enter the exact date of termination. This date automatically updates the employee masterfile when the pay is processed. 10 Choose Accept (F9). Enquiring into time sheet pays All processed pays stored on disk remain available for enquiry purposes. To view details of time sheet pays already processed: 1 Choose Transactions Payroll Time Sheets Look Up. 2 Enter an employee code or choose Find (F2) to search for an employee.

145 Attaché Payroll User Guide 141 The employee s name and pay frequency are displayed. 3 In Pay Number, use Find (F2) to specify the desired pay. 4 Choose Accept (F9). Figure 47 Enquiring into time sheet pays Checking pays The pay checking process calculates auto pays and recalculates time sheet and adjustment pays. It takes into consideration any changes made in the employee masterfile, pay component structure or payroll tables since the transactions were entered. Attaché Payroll updates any changes made to the employee masterfile, standard pay elements or setup details since the transactions were entered. As pays are checked, they are flagged and cannot be changed unless they are unchecked. You cannot change the Pay Period Ending date or the Date Paid after pays have been checked. To change either date, uncheck all pays then recheck them using the correct date. When you check pays, Attaché Payroll does not check the following: pays which have already been checked pays outside the frequencies and ranges selected non auto pay employees who do not have a time sheet or adjustment pay entered

146 142 Chapter 7 Paying employees auto pay employees with no standard pay auto pay employees with the default pay set to empty pay any employees with a future date in the Stop Pay Until field How to check pays To check pays: Help Choose Help (F1) on any field for a description of the field. 1 Choose Transactions Payroll Check Payroll Check Pays. 2 Carefully specify the Pay Period Ending date. The Pay Period Ending date is the date leave is accrued to. 3 Choose whichever combination of auto pays, time sheet and adjustment pays you want to check. 4 Choose pays by using the available criteria. For example, you can choose all employees who are paid weekly and are from a particular location. 5 In the Optional Warning Messages section, choose the appropriate messages. 6 Choose Print (F9). Attaché Payroll prints the Check Pays and Adjustment Pays report. 7 Read the report to look for errors. For more information, see Using the Check Pays and Adjustment Pays report (below). 8 Choose Close (Esc). Figure 48 Checking pays

147 Attaché Payroll User Guide 143 Using the Check Pays and Adjustment Pays report When you check pays, Attaché Payroll prints the Check Pays and Adjustment Pays report. For any employee whose pay varies from their normal pay, Verify prints beside the name along with one or more of the exception messages shown in the table on page 144. If the Check Pays and Adjustment Pays report does not show any errors, print the Pay Details report and review it for errors. If any errors are found, uncheck the corresponding employees pays so that changes can be made. Once corrected, recheck the pays. Figure 49 Check Pays and Adjustment Pays report

148 144 Chapter 7 Paying employees Exception message Adjustment Auto Employees with empty pay Auto Employee with no Standard Pay Auto Employee with time sheet Banking Shortfall-Pay not selected Gross Pay changed from Last Pay Gross Pay greater than Max Pay Net Pay less than or equal to zero No Leave Accrued No Pay Pay for a Terminated Employee Pay for employee with pay stopped Pay Stopped Tax set manually Termination pay Meaning An employee has an adjustment pay entered. Adjustments pays are separate and do not replace auto pays An auto pay employee has Empty Pay chosen in the Default Pay field on the employee masterfile and will therefore not receive a pay An auto pay employee has Standard Pay chosen in the Default Pay field on the employee masterfile but does not have a standard pay set up. All auto pay employees must have a standard pay An auto pay employee has a time sheet pay entered. The time sheet pay replaces their auto pay The bank lines exceed the net pay amount. Change the bank amount on the pay. A remainder type bank account must be set up for all employees whose net pay is to be paid by bank The gross pay for an employee differs from their previous gross pay The gross pay for an employee is greater than the maximum pay set up on the employee masterfile An employee is to receive an empty or negative pay Accrue Leave is set to No on an adjustment pay. Leave is still accrued if the employee also has a time sheet pay in the current run A non auto pay employee has not had a time sheet pay entered for this pay A terminated employee has a time sheet or adjustment pay entered An employee has a time sheet pay as well as a Stop Pay Until date on the employee masterfile. Regardless of whether the Stop Pay Until date has passed, it is cleared from the masterfile if this pay is processed An auto pay employee has a Stop Pay Until date on the employee masterfile, therefore an auto pay is not generated The calculated tax amount was overridden when time sheet pays were entered A termination pay has been entered for the employee Table 17 Explanation of exception messages shown on the Check Pays and Adjustment Pays report

149 Attaché Payroll User Guide 145 Exception message Voluntary tax set manually Meaning An amount of voluntary tax was entered or overridden when time sheet pays were entered Table 17 Explanation of exception messages shown on the Check Pays and Adjustment Pays report (Continued) Tip You can uncheck and check pays as often as required to get the pay details correct. Details are not updated to the masterfile, transactions, costing or General Ledger until Update Files is run. Help Choose Help (F1) on any field for a description of the field. Unchecking pays If you want to make any changes to checked pays, you must first uncheck them. Such changes include amendments to the employee masterfile, pay elements or leave tables. After you have unchecked a pay, you must recheck it if you want to include it in the current pay. How to uncheck pays To uncheck pays: 1 Choose Transactions Payroll Check Payroll Uncheck Pays. 2 Choose pays by using the available criteria. 3 Choose Start (F9). 4 To the OK to uncheck pays and adjustment pays? prompt, choose Yes. Attaché Payroll displays a summary of unchecked pays. 5 Choose Close (Esc). Figure 50 Unchecking pays

150 146 Chapter 7 Paying employees Printing pre-process pays reports You should use the various pre-process pays reports to confirm that the current pays are correct. The reports include checked pays only and can be printed any number of times until the pays have been processed. If the reports show errors in the pays, uncheck and correct the pays. If the reports show that the pays are correct, you can run Update Files to process the pays. After you run Update Files, the reports are no longer available. The pre-process pays reports are as follows: Pay Details Pay Totals Pay Advices Signature Listing Cheques/Listing Cheques Printed Report Bank Transfers Deposit Slips Payments Report Pay Costings To print any one of the pre-process pays reports: 1 Choose Reports Payroll Pre-Process Pays. 2 Choose the desired report. 3 Choose Print (F9). Pay Details report The Pay Details report shows pay details for the current pay. Print and read the report to see if any corrections or further entries are required for the current pay.

151 Attaché Payroll User Guide 147 Figure 51 Pay Details report Pay Totals report The Pay Totals report shows, for the chosen frequencies, totals for current pays and adjustments. Period-to-date and year-to-date figures show company totals for all frequencies regardless of whether they have been checked in the current run. Only employees within all ranges entered are included in the totals. Figure 52 Pay Totals report Pay advices Pay advices are slips or envelopes that show employees a breakdown of their pay. A separate pay advice is printed for each checked current time sheet or (optionally) adjustment pay.

152 148 Chapter 7 Paying employees By using Forms Designer, you can modify the design of pay advices. For more information about doing so, see the Forms Designer Guide. You can print or reprint pay advices as often as you need. To make any changes to the details printed on a pay advice, uncheck and then modify and recheck the pay for the employee. To reprint pay advices after you run Update Files, you need to choose Reports Payroll History Reprint Pay Advices. Pay advices are printed in the sequence chosen firstly for cash, then cheque and then bank payment. This makes it easier when collating envelopes with cash or cheques. You can print a message of up to three lines on all pay advices. For example, you might print Merry Christmas or Company meeting 23/09 at 10.00am. For pay elements where the Allow Date Entry field is set to Yes, the dates entered can be shown on pay advices. Date entry occupies two lines on each pay advice, so it is advisable to choose date entry on datesensitive pay elements only. On each pay advice where the pay method is cash, an individual cash analysis is printed. Pay advice components The following table lists the components shown on pay advices. For each component that is optional, the table also shows where you choose the component. Each optional component takes one line on the pay advice. Component Always prints? Where to chose Dates Date Paid Period (based on the Pay Period Ending date and Pay Frequency) General Company Name Company Number Currency Symbols Employee Name Yes Yes Yes Yes Yes Yes Table 18 Pay advice components

153 Attaché Payroll User Guide 149 Component Always prints? Where to chose Location Yes Employee Code Yes Pay Point Code Yes Pay Number (asterisk = auto pay) Yes Messages (3 lines) No Print time Pay Components Description Yes Hours No Setup of each pay code Hours (display) No Payroll Options Rate/Quantity No Setup of each pay code Base or Actual Rate Yes Payroll Options Percentage No Setup Value Yes Date Entry No Setup of each pay code Code No Print time Cost Centre No Print time Comment Lines Yes Banking Lines No Setup of each pay code Employer Contributions No Setup of each pay code Masterfile fields User Defined Field 1 No Print time User Defined Field 2 No Print time User Defined Field 3 No Print time Leave details Sick Entitlement/Pro-rata No Print time Annual Leave Entitlement/Pro-rata No Print time RDO Entitlement/Pro-rata No Print time Study Leave Entitlement/Pro-rata No Print time User Defined 1 Entitlement/Pro-rata No Print time User Defined 2 Entitlement/Pro-rata No Print time Flexi-Time Owing No Print time Totals TotalHours No Printtime Gross YTD & This Pay Yes Table 18 Pay advice components (Continued)

154 150 Chapter 7 Paying employees Component Always prints? Where to chose Tax YT D & T h is Pay Net YTD & This Pay Total Amount Banked This Pay Individual Cash Analysis Yes Yes Yes Yes Yes (if paid by cash) Table 18 Pay advice components (Continued) Figure 53 Pay advice Signature Listing report The Signature Listing report prints a list of employees paid by cash, cheque or bank, and includes an area to obtain a signature from each employee.

155 Attaché Payroll User Guide 151 Cheques/Listing For employees who receive a cheque payment, the Cheques/Listing prints cheques or a listing of cheques (or both), according to the options you choose. After printing the Cheques/Listing report, read the printout to confirm whether it is correct. Attaché Payroll asks you whether the printout completed correctly: If you choose Yes, Attaché Payroll updates the cheque numbers to the transaction file. You can print the Payments report to show full details of the cheques. You cannot change or reprint the printed cheques or listing unless you uncheck and recheck the pays for the employees concerned. If you choose No, you should uncheck the pays and then correct and recheck them. Figure 54 Listing of cheques Cheques Printed report To accumulate details for the Cheques Printed report, you need to set Record Cheq Numbers to Yes in Company Options. To find the field, choose Setups Company Options Company Options. The Cheques Printed report lists all cheques that have been requested to print, regardless of whether the cheques themselves have been produced. For each request to print a cheque, the report shows a status of either Printed OK or Not Confirmed. After printing the report, a message appears asking whether you want to delete the printed cheques file, which accumulates all cheque

156 152 Chapter 7 Paying employees printing information. Unless you need the file s content, you should delete it to avoid accumulating transactions unnecessarily. Figure 55 Cheques Printed report Help Choose Help (F1) on any field for a description of the field. Bank Transfers report The Bank Transfers report transfers banking details for current pays where Allow Automatic Bank Transfer is chosen on the employee bank account. Producing the report creates a bank transfer file that you send to your bank by modem or on a diskette. When you produce the Bank Transfers report, you specify the disk drive on which you want to create the bank transfer file. Attaché Payroll uses the file name that you specified when you set up the company bank account. For information about setting up company bank accounts, see page 42. Like other reports, you can choose to send the Bank Transfers report to a file for printing later. Do not confuse the report file with the bank transfer file. The report file contains all of the report elements, such as column headings and page numbers. In contrast, the bank transfer file contains only data. Attaché Payroll creates the bank transfer file regardless of where you send the report. To produce the Bank Transfers report: 1 Choose Reports Payroll Pre-Process Pays Bank Transfers. 2 In the Bank Process Date field, type the date on which you want the bank to process the transfers. Typically, you need to enter the weekday that precedes the day on which you want employees to receive their pay.

157 Attaché Payroll User Guide Complete the Next Bank Transfer Number field or accept its current value. 4 Specify a Destination Path for the bank transfer file. 5 In each remaining field, choose a value that is appropriate for your needs. The Bank Transfers report and bank transfer file include only the checked pays that meet the criteria you specify. 6 Choose Print (F9). Attaché Payroll asks you to insert the appropriate disk into the drive you specified. 7 If you specified a diskette drive, insert the appropriate diskette into the drive. 8 Regardless of whether you specified a diskette drive, choose Yes to continue. Attaché Payroll updates the disk and asks you whether the update completed correctly. 9 If the bank transfer file was created successfully and the report contains the details you expected, choose Yes to update the employees files with the pays processed on the bank transfer file. Otherwise, choose No and produce the report again as required. Figure 56 Bank Transfers report

158 154 Chapter 7 Paying employees Tip To avoid printing deposit slips for automatic bank transfers, process the bank transfers before you print deposit slips. Deposit Slips report The Deposit Slips report allows you to print deposit slips or a listing (or both) for any banking in the current pay, according to the options you choose. When the report has printed, check that it has printed correctly. If so, the deposit slip numbers are updated to file. Once updated you cannot change or reprint these slips or listing unless you uncheck and then recheck pays for the employees concerned. Figure 57 Print Deposit Slips report Payments report The Payments report shows full details of all payments in the current pay. By printing cheque not printed or deposit not printed, the report highlights any cheques or bank details that have not been updated. If details have not updated, use the appropriate print programs to print and update either cheque or bank details. You can also choose to print separate reports for cash, cheque and bank payments.

159 Attaché Payroll User Guide 155 Figure 58 Payments report Pay Costing report If you use Costings, the Pay Costing report shows cost centre totals for the current pay. The totalling structure of the report is determined by the Costing Report Format field. To find the field, choose Setups Payroll Options Payroll Options.

160 156 Chapter 7 Paying employees Help Choose Help (F1) on any field for a description of the field. Choose the information you want to include in the report. The basic report shows the dollar values for each cost centre. Pay elements on the Pay Costing report The Pay Costing report contains the following pay elements: Column Gross Ordinary Overtime Sick/Hol Other Term Allowances Employer Contribs On Cost Total Contents Normal hours Overtime Sick leave Annual leave Long service leave Rostered days off Study leave Unpaid leave Workers compensation Public holidays Flexi-time Income category 1 Income category 2 Termination Allowances, including leave loading Employer contributions Taken from transaction entry header If auto pay, taken from employee masterfile Gross plus Employer Contributions plus On Cost value Table 19 Pay elements on the Pay Costing report

161 Attaché Payroll User Guide 157 Figure 59 Pay Costing report

162

163 Chapter 8 Processing pays Overview Updating payroll information Printing post-process pays reports

164 160 Chapter 8 Processing pays Overview This chapter describes how to update the system with the information entered during the tasks outlined in the previous chapter. This chapter also includes instructions for printing post-process pays reports and reports on pay history. Before you can perform the tasks necessary to process pays, ensure that a number of prerequisite tasks have been completed. These tasks are listed in the following table: Task See Employee payments entered Entering time sheet pays on page 129 Entering adjustment pays on page 132 Changing pay elements on page 135 Pays checked Checking pays on page 141 Unchecking pays on page 145 Pre-process pays reports printed Printing pre-process pays reports on page 146 The following figure shows that the tasks outlined in this chapter make up the fourth part of the pay process. For the complete flowchart of the pay process, see Figure 2 on page Run Update Files Print postprocess reports (optional) Take a backup (optional) Figure 60 Main tasks in processing pays

165 Attaché Payroll User Guide 161 Updating payroll information Caution Before processing a pay, make sure you take a backup. Once you start to run Update Files, it cannot be terminated. If any errors are made, you can either restore the data from your backup or enter an adjustment pay in the next pay period. Before running Update Files, make sure you have printed all preprocess pays reports and corrected any errors. The reports are not accessible once files have been updated. For more information, see Printing pre-process pays reports on page 146. When you run Update Files, Attaché Payroll updates the following: employee masterfile transaction/history details for pays pay totals income types allowances deductions employer contributions leave accrual details history costing information To run Update Files in order to process pays: 1 Choose Transactions Payroll Process Payroll Update Files. A warning displays if there are any unchecked time sheet or adjustment pays. Do not continue if any of the unchecked pays should be part of the run. 2 Choose Close (Esc). Printing post-process pays reports Once Update Files is complete, you can access a number of postprocess pays reports. To find the reports on the menu, choose Reports Payroll Post-Process Pays.

166 162 Chapter 8 Processing pays Transactions reports There are five transaction reports, each showing the code, description and total for the corresponding type of transaction. The reports show current pay and period-to-date information. You can also use the reports to show transaction history. The transaction reports are: income transactions allowance transactions banking transactions deduction transactions employer contribution transactions The date range entered controls the period printed. A full history of the transaction type can be printed by choosing to show both transaction and employee details. Income transactions This report allows you to print a history for any income type, showing employee and/or transaction detail. You can use this feature to print an absentee history for any leave type, such as sick leave. Figure 61 Income type report for sick leave

167 Attaché Payroll User Guide 163 Figure 62 Income type report for RDOs Allowance transactions This report shows allowance transactions across a range of allowances and/or employees. For example, you can use this report to show all Higher Duties allowance transactions for the last six months for an employee. Figure 63 Allowance report

168 164 Chapter 8 Processing pays Banking transactions This report shows bank account transactions across a range of employees and/or accounts. For example, you can use this report to show all money paid by employees to a social club account. Figure 64 Employee Bank Account (banking transactions) report

169 Attaché Payroll User Guide 165 Deduction transactions This report shows deduction transactions across a range of deductions and/or employees. For example, you can use this report to show all union deductions for an employee. Figure 65 Deduction report Employer contribution transactions This report shows employer contribution transactions for a range of employees, contribution codes and/or dates. For example, you can use

170 166 Chapter 8 Processing pays this report to show all employer contributions to superannuation for an employee for the last twelve months. Figure 66 Employer Contribution report Termination report The Termination report shows any tax on termination pay for each terminated employee within the ranges chosen. (Any termination pay entered in the body of a pay, and not in the transaction pop-up on the header, is reported on the income transactions report.) Choose the date range to print the report you require, such as period to date or year to date. For accurate figures, you should not delete history pay transactions for the period reported. Cost Centre PTD/YTD report The Cost Centre PTD/YTD report gives a breakdown by cost centre of the pay elements that make up gross pay, such as wages, overtime, allowances, loading and termination. You can choose to print hours

171 Attaché Payroll User Guide 167 and dollars for one or more of the 13 income categories, as well as whether to print a period-to-date or year-to-date report. Note The on-cost percentage is taken from the cost centre and not from the employee masterfile. Figure 67 Cost Centre PTD/YTD report General Ledger Postings report If you selected General Ledger Postings during payroll setup, details of all transactions are allocated to General Ledger account codes. Tip See the Supervisor Guide for information on selecting output options. If you post transactions to the General Ledger, print the General Ledger Postings report beforehand. To print the report: 1 Choose Reports Payroll Post-Process Pays General Ledger Postings. 2 Choose the report type and the Payroll option. 3 Choose Print (F9).

172 168 Chapter 8 Processing pays Attaché Payroll prompts you about deleting the General Ledger Postings file. 4 To the OK to delete the file? prompt, choose Yes if you will manually post the transactions. Choose No if you want the software to post the transactions. 5 Choose Close (Esc). For more information, refer to your General Ledger documentation. Figure 68 General Ledger Postings report

173 Chapter 9 Managing employee leave Overview About employee leave transactions Enquiring on leave accruals Changing employee leave table assignments Maintaining leave loading Entering leave taken Leave details on pay advice Adjusting employee leave entitlements Maintaining casual employee leave Adjusting rostered days off Maintaining flexi-time What employees receive on entitlement Reporting on leave

174 170 Chapter 9 Managing employee leave Overview This chapter describes the tasks which are usually undertaken by payroll operators to maintain employee leave. The tasks include making any changes necessary from pay to pay. Before you perform the tasks necessary to maintain leave, ensure that the following prerequisite tasks have been completed. Task See Employees added Setting up an employee on page 99 Leave tables set up How to set up or modify a leave table on page 79 RDO set up Setting up RDOs on page 83 Flexi-time set up Setting up flexi-time on page 87 About employee leave transactions When you make changes to leave fields in the employee masterfile, the changes affect the way leave is accrued the next time an employee receives a pay. Each change to a leave field in the employee masterfile generates an employee leave transaction for audit purposes. Details about the change, such as Hours per Day changing from 3.00 to 5.00, are automatically included with the transaction. Date and operator details are also included. When making changes you can also enter a comment regarding the change, such as Changed employee from part time to full time. Leave transactions are updated during the Update Files task. Types of leave transactions There are four types of employee leave transactions. Accrual transactions are generated each time an employee receives a pay Taken transactions are generated each time an employee takes leave Note transactions are generated when a field has been changed but the leave accruals have not been affected, such as for a change from one leave table to another

175 Attaché Payroll User Guide 171 Adjustment transactions are generated when leave accruals are changed Enquiring on leave accruals You can project future leave accruals for employees in three ways: Using the Leave Liability report On the employee enquiry screen for individual employees Leave liability journals Using the Leave Liability report The Leave Liability report is a useful management tool. For a chosen date, it shows leave accruals for employees within each employment status. You can use it to print current leave accrual balances from the employee masterfile or to project what the balances might be at a future date. To print the Leave Liability report: 1 Choose Reports Payroll Leave Leave Liability. 2 Choose one or more leave categories. 3 Use the Estimation Accruals to a date field to specify whether you want to estimate accruals. 4 If you want to estimate accruals, type a date in the Accrual Estimation Date field. 5 Choose Print (F9). Projecting accruals for individual employees To project accruals for an individual employee: 1 Choose Masterfiles Payroll Employee Details Enquire. 2 Enter the employee code or choose Find (F2) to search for the employee. The employee s details are displayed. 3 Choose Page Down to the Leave Details (fifth) screen. 4 Choose Estimate (F5). 5 Type a date, such as the end of the current year.

176 172 Chapter 9 Managing employee leave 6 Press Enter. The projected leave accruals are displayed temporarily the original figures are re-established as soon as you choose Finish (Esc). Figure 69 Estimating an employee s leave accruals Automatic provision for leave liability journal entries for the general ledger Attaché Payroll calculates the outstanding leave liability for a given period and you are given the option of creating a corresponding journal entry. Journal entries to reverse the leave liability provision when leave has been taken during the period are also created automatically. To create the journals, choose Reports Payroll Leave Leave Liability Journals menu option, which opens the following screen: Outstanding leave liability is the total value of leave accrued and not taken as at the calculation date that you specify. Leave liability may be calculated for each individual type of leave and each individual employee, but liability for multiple leave types is never accumulated into a single entry. Because leave liability is an estimate of future liability, you can specify an on-cost percentage. For example, you might expect wages to increase by 5% over the next 12 months, and estimate that the leave liability increases by 5% as a result.

177 Attaché Payroll User Guide 173 On the second screen of the Leave Liability Journals program, you can specify the General Ledger expense account and liability accounts to which to post the journals. Each account code is optional. If you do not specify the expense account, the program creates journals with an account code of Leave Provn. If you do not specify a liability account, the program uses a code derived from the leave description. For the expense account, the program always creates a consolidated journal that represents all employees leave, regardless of the consolidation options on the first screen. For the liability accounts, on the other hand, the consolidation options on the first screen determine whether a single journal is created for all employees liability for a particular type of leave. The program produces a report, and the final screen lets you choose to send the report to a printer, to the screen or to a file. When the report has been sent, the program asks whether you actually want to write the journals to the General Ledger interface file. To do so, choose Yes. To find out how to start using leave liability journals in Attaché Payroll and how to reconcile and balance the resulting figures, see Automatic Provision for Leave Liability Journal Entries User Guide available in PDF from Attaché website or Attaché CD. Changing employee leave table assignments You can change employee leave table assignments for either one employee or a range of employees at a time. Regardless of the method used, a note transaction is generated for each of the employees. Assigning one employee at a time To change employee leave table assignments for one employee at a time: 1 Choose Masterfiles Payroll Employee Details Maintain. 2 Enter the employee code or choose Find (F2) to search for the employee.

178 174 Chapter 9 Managing employee leave Notes If you use Notes, enter a note to explain why the allocation is made. The employee s details are displayed. 3 Choose Page Down to the Leave Details (fifth) screen. 4 In the Leave Table field, choose Find (F2) and allocate a leave table to the appropriate leave type. 5 Enter a comment if desired. 6 Choose Accept (F9) to accept the new details. Figure 70 Leave tables Assigning a range of employees at a time To change employee leave table assignments for a range of employees: 1 Choose Masterfiles Payroll Employee Details Change Employee Leave Table. 2 Choose a range of employees. 3 In the Leave Type section, enter the old table in the From field and the new table in the To field. 4 Choose Start (F9).

179 Attaché Payroll User Guide 175 Figure 71 Changing employee leave tables Maintaining leave loading Leave loading is optional, often paid with annual leave and set up as an allowance. Any number of loading hours can be entered. Leave loading details are held on the employee masterfile. Details include the loading percentage, whether to use the normal or award rate and whether leave loading is taxable. Leave loading hours are not accrued or linked to leave accruals. You can pay any number of leave loading hours regardless of the number of hours taken. When entering transactions, you can choose Leave (F8) to view the number of leave loading hours an employee has accumulated for the current year. Entering leave loading To enter leave loading, include the following in a time sheet pay: Help Choose Help (F1) on any field for a description of the field. In the New Line Type field, choose A=Allowance In the Code field, choose Leave Loading. In the Hours field, enter the number of hours

180 176 Chapter 9 Managing employee leave For more information about entering time sheet pays, see Entering time sheet pays on page 129. Making a temporary change to the leave loading percentage When entering leave loading, you can make a temporary change to the leave loading percentage by entering a new percentage in the Percent field. Making a permanent change to the leave loading percentage To make a permanent change to the leave loading percentage, edit the employee masterfile. For more information, see Modifying employee details on page 118. Entering leave taken Leave taken is usually entered in a time sheet pay. However, you can also enter leave in an adjustment pay. Leave taken generates a corresponding transaction for audit purposes. The transaction shows the pay period ending date, operator name and hours taken. To enter leave in a time sheet pay, include the following: Tip Choose Leave (F8) to see leave entitlements. In the Ta xpe ri o d s field, type the number of pay periods the leave covers. If the leave covers less than one period, type 1.0 In the Allowance/Deduction Periods field, enter the number of pay periods for each allowance or deduction If the employee will not be paid for one or more periods while they are on leave, tick the Stop Pay after this Pay Until field For more information on entering time sheet pays, see Entering time sheet pays on page 129.

181 Attaché Payroll User Guide 177 Leave details on pay advice The following leave details are printed on pay advices: Tip The Allow date entry feature is particularly useful for keeping track of sick leave taken. A separate line is entered for each sick day. Details Leave taken Leave loading Leave accrued Date Remarks The description and value of any leave taken by an employee during the pay period are always printed on the employee s pay advice. In addition, each income type specifies whether to print the hours and/or the hourly rate. The description and value of any leave loading for an employee are always printed on the employee s pay advice. In addition, the corresponding allowance specifies whether to print the hours and percentage. When printing pay advices, there is an option to show accrual details. Entitlement, pro-rata and/or combined owing can be selected for any of the leave categories. These figures are accrued up to and including the pay period ending with the date entered during Check Pays, less any leave taken in the current pay. When setting up each income type, the payroll supervisor specifies whether to allow date entry during transaction entry. Any dates entered are shown on the corresponding pay advice. Adjusting employee leave entitlements Under normal circumstances, you do not need to adjust the leave accruals calculated by Attaché Payroll. You can, however, manually adjust any Entitlement Owing, Pro-rata Owing or Contingent Owing fields at any time. A change to any of these fields generates an adjustment transaction for audit purposes. You can change whether the details are displayed in hours or days. To do so, choose Setups Payroll Leave Tables Maintain. To adjust an employee s leave entitlements, carry out the steps shown in Modifying an employee on page 118, bearing in mind the information below (up to and including Adjusting contingent owing on page 181). Adding comments When any changes to accruals are made, enter a comment explaining the reason for the change. Comments can be up to ten lines long and are included in the Employee Leave History report.

182 178 Chapter 9 Managing employee leave To add a comment, carry out the steps in Modifying an employee on page 118 and at step 3, do the following: 1 Choose the Leave Accrual Code. 2 Choose Notes (F4). 3 Enter the comment. 4 Choose Accept (F9). Adjusting leave taken If you need to reduce leave accruals because some leave has been taken but has not been processed, reduce the amount in the Entitlement Owing field by the amount of leave taken. If an employee takes leave in advance, a negative accrual in the entitlement column results. In this case, do not adjust the Pro-rata or Contingent Owing fields. Adjusting last entitlement dates The Last Entitlement Date field indicates the last time an employee received any leave entitlement. The field is also used to ensure the employee s entitlement falls on a particular date. The field occurs on the employee masterfile and has a value corresponding to each applicable leave table, as shown in the following figure.

183 Attaché Payroll User Guide 179 Figure 72 Employee leave details Attaché Payroll does not update the Last Entitlement Date field until an employee receives their full entitlement after working the full entitlement period. When you add a new employee, the Last Entitlement Date field for each leave table is blank and the accrual columns are zero. When the employee receives a pay on or after the minimum service period, Attaché Payroll sets the Entitlement Owing field to the entitlement that is owed after minimum service. The Last Entitlement Date column remains blank because this field is used to indicate when the full entitlement period has expired in order to update the full entitlement. Leave the Last Entitlement Date field blank because the employee has not had any previous entitlement. For existing employees, the Last Entitlement Date field indicates the date the employee last received an entitlement. This is generally one day prior to the employee s last anniversary of the entitlement period based on their Leave Start Date field. For example, if an employee started with the company on 01/10/2006 and has an entitlement period of one year, the Last Entitlement Date field remains blank until 30/09/2007 when the employee receives their entitlement. The date in the Last Entitlement Date field then updates to 30/09/2007. A change to the Last Entitlement Date field generates a note transaction for audit purposes.

184 180 Chapter 9 Managing employee leave Adjusting entitlement owing The Entitlement Owing field indicates the unused leave an employee is eligible to take after working a full entitlement period. It is the sum of the current leave entitlement plus any leave not taken from a prior entitlement. A change to the Entitlement Owing field generates an adjustment transaction for audit purposes. For new employees, leave the Entitlement Owing field blank as the employee has no previous entitlement. For existing employees, the Entitlement Owing field indicates the number of days or hours an employee is entitled to, as at the Leave accrued up to and including date field. If the entitlement is displayed in days, remember that the Hours per Day field indicates the number of hours in each working day. For example, with a yearly accrual, if an employee s Leave Start Date is 01/05/2006 and leave is accrued up to and including 30/04/2007, the employee receives one year s entitlement up to and including 30/04. Adjusting fixed entitlement dates An employee s entitlement date normally falls on the anniversary of their Leave Start Date. There are times, however, when this does not apply, such as Christmas shutdowns or if a casual employee transfers to part-time or full-time employment. To cater for these situations, enter a date in the Last Entitlement Date field to force an entitlement at the required date. For example: A casual employee who is on a yearly table moves to full time on 10/10/2006. Enter a last entitlement date of 09/10/2006, which is the last time the employee receives an entitlement, keeping in mind that leave is accrued up to this date. For the Christmas shutdown period, all employees receive their entitlement on 22/12/2006. Therefore, any new employees entered in 2007 have a last entitlement date of 22/12/2006. This ensures that the employee masterfile shows the accrual as entitlement (rather than as pro-rata, which is discussed below).

185 Attaché Payroll User Guide 181 Adjusting pro-rata owing Pro-rata is progressive leave accrued since the anniversary of the Leave Start Date or the last entitlement date. An employee does not qualify for pro-rata leave until the end of the entitlement period. A change to the Pro-rata Owing field generates an adjustment transaction for audit purposes. For new employees, leave the Pro-rata Owing field blank as the employee has not started to accrue pro-rata leave. For existing employees, the Pro-rata Owing field indicates the number of days or hours an employee has accumulated in pro-rata since their last entitlement date, as at the date in the Leave accrued up to and including field. If the entitlement is displayed in days, remember that the Hours per Day field indicates the number of hours in each working day. For example, with a yearly accrual, if an employee s Leave Start Date is 01/05/2006 and leave is accrued up to and including the 31/10/2007, the employee has half a year s entitlement in pro-rata. Entering leave taken in advance If the employee takes leave in advance, the Pro-rata Owing field is not affected. The Entitlement Owing field is reduced by the amount of leave taken and may become negative as a result. Adjusting contingent owing Contingent owing is potential pro-rata calculated, which does not become actual pro-rata until an employee has worked for the company for a set period. For example, long service leave may have a contingent owing component. When you set up a leave table, you can specify a contingent period. An employee does not qualify for pro-rata until they have worked the full contingent period based on their Leave Start Date. At that point the contingent owing is transferred to pro-rata. The Contingent Owing field is not accessible unless a Contingent Period has been entered on the leave table. A change to the Contingent Owing field generates an adjustment transaction for audit purposes.

186 182 Chapter 9 Managing employee leave For new employees, leave this field blank as the employee has not started to accrue contingent leave. For existing employees, this field indicates the number of days or hours an employee has accumulated contingent owing since their Leave Start Date, as at the Leave accrued up to and including date field. Maintaining casual employee leave Casual employees might not work regular hours, in which case you need to enter approximate hours per day and days per week on the Leave Details screen in the employee masterfile. If you cannot decide on suitable approximate figures, enter 8 hours per day and 5 days per week. If a future date is entered for a casual employee on a Leave Liability report or in an enquiry, these hours and days are used to calculate leave estimates. Transferring casual employees to part time or full time When a casual employee transfers to part time or full time, you may need to change their details. If an employee changes status part way through a pay period, you should process a pay for them up to the day of the change. This ensures that their leave accruals are up to date. The next pay for the employee updates the leave accruals on the new part-time or full-time leave tables. If there are existing leave accruals for an employee, ensure the leave is accrued up to the day prior to the employee becoming permanent. If the leave is not accrued up to that date and the employee is due for some leave accrual, either process a pay for the employee as at that date or (on the employee masterfile) adjust the Leave accrued up to and including date field and the leave accrual figures. To transfer casual employees to part time or full time, enter the following details in the employee masterfile: Field Leave accrued up to and including Notes Leave should already be accrued up to and including the date one day prior to when the employee became permanent

187 Attaché Payroll User Guide 183 Field Leave Start Date Hours per Day Days per Week Leave Tables Last Entitlement Date Entitlement Owing, Pro-rata Owing, Contingent Owing Notes Leave this field as it is The new hours per day the employee usually works The new days per week the employee usually works Allocate or change to the appropriate leave tables This date should reflect the last time the employee received their entitlement These fields should be left the way they are, unless they are displayed in days and you have changed the employee s hours per day Adjusting rostered days off For employees using RDO auto codes, it should not be necessary to make changes for an auto pay unless the employee alters their normal routine. Example situations include: an employee not taking an RDO when it is due an employee taking sick leave on an RDO The RDO auto codes cannot be modified during transaction entry you need to replace the RDO auto code with the corresponding manual code for the line you want to change. Note You can modify any of the RDO lines but you should note the RDO accrual. When changes are made, the RDO accrual hours may alter. If you need to adjust these hours, do so after all other changes have been made. RDOs must be set up as a leave accrual table. For more information about setting up leave accrual tables, see How to set up or modify a leave table on page 79. For more information about RDOs, see Setting up RDOs on page 83. Maintaining flexi-time Flexi-time is a scheme where employees can choose when to start and finish work, subject to a minimum number of hours for a prescribed

188 184 Chapter 9 Managing employee leave period. Employees can work additional hours that they accumulate and then take as leave. Employee standard pays should be set up with lines for: Normal hours Flexi-time accumulated Flexi-time taken To enquire on an employee s accumulated flexi-time: 1 Choose Masterfiles Payroll Employee Details Enquire. 2 Enter the employee code or choose Find (F2) to search for the employee. The employee s details are displayed. 3 Choose Lump Sum (F3). Updating accumulated flexi-time To update the flexi-time accumulated by an employee, enter a time sheet pay and note the following: Tip With flexi-time, hours accumulated are negative and hours taken are positive. In the Line Type field, choose the rate by which flexi-time is to be accrued In the Code field, choose the flexi-time code, such as FLEXI Flexi- Time Accumulated In the Hours field, enter the accumulated flexi-time hours as a negative amount. The number of hours that an employee is paid is reduced by the accumulated flexi-time hours entered. Once this pay is processed, Attaché Payroll updates the number of accumulated flexi-time hours on the employee masterfile. For more information about entering time sheet pays, see Entering time sheet pays on page 129. What employees receive on entitlement What employees receive when they are given their entitlement depends on the existing pro-rata they have accrued for their leave type. If there is more in pro-rata than the entitlement due, the excess remains in prorata. If there is less in pro-rata than the entitlement due, the accrual

189 Attaché Payroll User Guide 185 moves into the Entitlement Owing field and the Pro-rata Owing field returns to zero. The following table outlines the situation for an employee with an entitlement of 20 days leave after one year. Existing Pro-rata Entitlement Received Accrual left in Pro-rata Note You can set a maximum entitlement on a leave table. Once an employee s entitlement for the leave type reaches the maximum, Attaché Payroll gives no further entitlement, sets pro-rata to zero and does not accumulate pro-rata until the employee takes some leave. Reporting on leave There are two leave reports: Leave History Leave Liability Using the Leave History report The Leave History report provides full leave audit details for employees. This report can be printed at any time but is not updated with current details until Update Files has been run. The report shows the current leave status for each leave type for each employee. If you choose to show transactions, all leave transactions for each leave type are shown including the date, operator name, details and, if applicable, leave table. Any comments the operator entered when adjusting the employee s details also print against the appropriate transactions. You can also show a history of rostered days off.

190 186 Chapter 9 Managing employee leave To print the Leave History report: 1 Choose Reports Payroll Leave Leave History. 2 Choose the range of dates, employees, pay points and leave types. 3 Choose Print (F9). Figure 73 Employee Leave History report Using the Leave Liability report The Leave Liability report shows leave accruals for employees within each employment status chosen. This report can be printed at any time but is not updated with current details until Update Files has been run.

191 Attaché Payroll User Guide 187 This report can be used to show leave liability at a specific date. For example, you can estimate accruals for all employees as at 30 June. You can include casual employees in this projection or print their actual accrual from the employee masterfile. If you do not choose to estimate accruals to a particular date, the accrual details for each employee print. These are the days or hours an employee has actually accrued as at the last time they received a pay. According to the date entered, you can also show employees accumulated or projected RDOs. Figure 74 Leave Liability report

192

193 Chapter 10 Producing reports Overview Printing history reports Printing employee details Printing employee notes Printing pay element reports Printing pay element notes Printing general setup reports Printing general setup notes Printing tax certificate reports

194 190 Chapter 10 Producing reports Overview A wide range of reports is available in Attaché Payroll. The reports can be sent to a laser or dot matrix printer, to the screen or to a file. Each report includes options for controlling various sequences, selections and ranges. Information on setting up for report printing is common to all modules and can be found in the Supervisor Guide. Printing pre-process pays reports Pre-process pays reports are available after pays have been checked. They are not available after Update Files has been run. These reports, including pay advices, can be printed any number of times until the current pays have been updated. For more information, see Printing preprocess pays reports on page 146. Printing post-process pays reports These reports show details of processed pays only. Current pay details do not appear until Update Files has been run. However, you can specify a date range for each of the reports, so you can print them at any time. For more information, see Printing post-process pays reports on page 161. Printing leave reports There are two leave reports: Leave History Leave Liability For more information on leave reports, see Reporting on leave on page 185. Printing history reports The following history reports are available: Pay Details History Pay Totals History

195 Attaché Payroll User Guide 191 Pay Costings History Pay Summary These reports can be printed at any time but are not updated with current details until Update Files has been run. To find the reports on the menu, choose Reports Payroll History. Choose the date range of the report you require, such as period to date or year to date. For accurate figures, you should not delete history pay transactions for the period reported. Pay Details History report The Pay Details History report shows each pay processed for employees paid in the chosen period. Choose Print Line Details to itemise the details of each pay component for the date range entered. Itemising shows details and a total for each income type, allowance, deduction, employer contribution and employee bank account. Also, the Pay Details History report allows you to print a history of pays for employees who receive workers compensation payments. Bear in mind that only transactions that have not been deleted can be printed.

196 192 Chapter 10 Producing reports Figure 75 Pay Details History report Pay Totals History report The Pay Totals History report shows company and location history totals. It also shows This Pay totals for any pays and adjustments within the date range entered. Only pays within all ranges and frequencies chosen are included.

197 Attaché Payroll User Guide 193 You can choose to itemise pay component totals for the date range entered. Itemising shows details and a This Pay total for each income type, allowance, deduction, employer contribution and employee bank account. Figure 76 Pay Totals History report Pay Costing History report The Pay Costing History report shows cost centre totals for all transactions that have not been deleted. The structure of costing totals is defined in Payroll Options. For more information, see Initial setup options on page 36. The basic report shows the dollar values for each cost centre. You can expand this information by choosing to include employee details for each cost centre. You can further expand these details to include hours costed for each column.

198 194 Chapter 10 Producing reports Figure 77 Pay Costing History report Pay Summary report The Pay Summary report shows total pay amounts for a specified period. The report shows gross pay, taxable pay, tax, deductions and net pay. Gross pay shows all income types such as normal pay, overtime and allowances, but taxable pay includes only the income types that are taxable. Deductions show amounts such as union fees that are taken out of the after-tax pay before payment is made to the employee. You can use the report to check total pay amounts for the selected period, or for other purposes such as Fringe Benefits Tax returns.

199 Attaché Payroll User Guide 195 Figure 78 Pay Summary report Printing employee details This section discusses the following reports: Labels Masterfiles (Employee Details) Bank Accounts Standard Pays Birthday Anniversary Start and Finish Dates To print the reports: Help Choose Help (F1) on any field for a description of the field. 1 Choose Reports Payroll Employee Details/Labels (Report name). 2 Choose the appropriate frequencies, ranges and options. For information about print options, see the Supervisor Guide. 3 Choose Print (F9). Labels You can print up to 99 customised labels for each employee. The employees chosen and the layout details depend on the selections made at print time. Labels are ideal for clock cards. You can print the clock number, card number and the week-ending date.

200 196 Chapter 10 Producing reports Masterfiles (Employee Details) report The Masterfiles (Employee Details) report prints a list of employees. The list can be customised to show all or specified employee details. You can also print a short list. Year-to-date figures can be included and totals can be printed at the end of the report. You can choose to print all employees or those with a particular employment status. You can also include terminated employees. You should print this report for each new employee and keep the printouts as a record of the employees you have entered into Attaché Payroll.

201 Attaché Payroll User Guide 197 Figure 79 Masterfiles (Employee Details) report Employee Bank Account Details report The Employee Bank Account Details report shows bank details entered in the employee masterfile. You can choose to print how each

202 198 Chapter 10 Producing reports deposit is calculated, such as by value, percent or remainder. If chosen, any fixed or variable amount or percent also prints. Figure 80 Employee Bank Account Details report Employee Standard Pays report The Employee Standard Pays report shows each element of selected employee standard pays. No calculations are processed in this report.

203 Attaché Payroll User Guide 199 Figure 81 Employee Standard Pays report Birthday report The Birthday report prints a list of birthdays within specified ranges, such as date. Anniversary report The Anniversary report prints a list of employment anniversaries within a specified range, such as date.

204 200 Chapter 10 Producing reports Employee Start/Finish report The Employee Start/Finish report prints a list of employees who started or finished employment with the company within specified ranges, such as date. Printing employee notes If you use Notes, at any time you can print the Employee Masterfile Notes or Employee Bank Account File Notes reports which include any notes that have been entered about employees or employee bank accounts. To find these reports, choose Reports Payroll Employee Notes. The Employee Masterfile Notes report can be used like a diary. By entering a date range, only notes within the range are reported. You can, for example, print the report weekly to remind you about employees who are going on leave or are due for review. Using the Search Mask In the Search Mask field, enter text to limit the information you want to print. Only lines that include the details specified in the search mask are printed. You can use wildcards (? or *) to search for unknown characters rather than exact characters. For example: Review finds all notes that contain the word review. Review Wages finds only notes containing that exact phrase. Pete* to review finds notes that contain the name Pete followed by any number of characters and the phrase to review. For example, such a search mask finds Pete to review, Peter to review and Peter Smith to review.

205 Attaché Payroll User Guide 201 Figure 82 Employee Notes report Printing pay element reports These four reports list the details for the pay elements set up in Attaché Payroll. Income Type Details report Allowance Details report Deduction Details report Employer Contribution Details report The next few pages show an example of each report. If you use Costing, you can include details for cost centres whose General Ledger codes differ from the main account. Help Choose Help (F1) on any field for a description of the field. To print these reports: 1 Choose Reports Payroll Pay Element Details (Report name). 2 Choose the appropriate frequencies, ranges and options. For information about print options, see the Supervisor Guide. 3 Choose Print (F9).

206 202 Chapter 10 Producing reports Income Type Details report This report lists the setup details for one or more income types. Figure 83 Income Type Details report

207 Attaché Payroll User Guide 203 Allowance Details report This report lists the setup details for one or more allowances. Figure 84 Allowance Details report

208 204 Chapter 10 Producing reports Deduction Details report This report lists the setup details for one or more deductions. Figure 85 Deduction Details report

209 Attaché Payroll User Guide 205 Employer Contribution Details report This report lists the setup details for one or more employer contributions. Figure 86 Employer Contribution Details report Printing pay element notes If you use Notes, you can print notes for all pay elements. The notes may be used to indicate when and why a particular element, such as an allowance, is used. Pay elements are: Help Choose Help (F1) on any field for a description of the field. income types allowances deductions employer contributions Using the Search Mask In the Search Mask field, enter text to limit the information you want to print. Only lines that include the details specified in the search mask

210 206 Chapter 10 Producing reports are printed. You can use wildcards (? or *) to search for unknown characters rather than exact characters. For examples of how to use wildcards, see page 200. Printing general setup reports The general setup reports provide details of the following elements in Attaché Payroll: leave tables groups company bank account locations pay points cost centres shift tables tax scales Help Choose Help (F1) on any field for a description of the field. To print these reports: 1 Choose Reports Payroll General Setup Details (Report name). 2 Choose the appropriate frequencies, ranges and options. For information about print options, see the Supervisor Guide. 3 Choose Print (F9).

211 Attaché Payroll User Guide 207 Leave Accrual Tables report This report lists the setup details for leave tables. Figure 87 Leave Accrual Tables report

212 208 Chapter 10 Producing reports Group Details report This report lists the setup details for employee groups. Figure 88 Group Details report Company Bank Account Details report This report lists the setup details for company bank accounts. Figure 89 Company Bank Account Details report

213 Attaché Payroll User Guide 209 Locations report This report lists the setup details for locations. Figure 90 Locations report Pay Points report This report lists the setup details for pay points. Figure 91 Pay Points report

214 210 Chapter 10 Producing reports Cost Centres report This report lists the setup details for cost centres. Figure 92 Cost Centre Details report Shift Tables report This report lists the setup details for shift tables. Figure 93 Shift Tables report

215 Attaché Payroll User Guide 211 Tax Scales report This report lists the setup details for tax scales. Figure 94 Tax Scales report Printing general setup notes If you use Notes, you can print notes for all general setup tasks. These notes may be used to indicate when and why a particular element, such as a shift table, is used. The general setup elements include: leave tables groups company bank accounts locations pay points cost centres shift tables tax scales To find these reports, choose Reports Payroll General Setup Notes.

216 212 Chapter 10 Producing reports Help Choose Help (F1) on any field for a description of the field. Using the search mask In the Search Mask field, enter text to limit the information you want to print. Only lines that include the details specified in the search mask are printed. You can use wildcards (? or *) to search for unknown characters rather than exact characters. For examples of how to use wildcards, see page 200. Printing tax certificate reports There are a number of tax certificate reports (called payment summaries in Australia) depending on the country specified in Payroll Options. Note In Australia: the official term for tax certificates is payment summaries the Tax Reconciliation report has been renamed the PAYG Tax Reconciliation report. For more information about the report, see page 260 Printing the Tax Reconciliation report The Tax Reconciliation report shows the details that print on tax certificates. You can choose to print this report from either the Reports or the Period End menus. The figures allocated to the reconciliation columns depend on the following selections when setting up allowances and deductions. All income types are included in the gross pay and any termination pay is itemised. Selection 0=Do not show on Tax Certificate 1=Include in Tax Certificate Totals 2=Itemise on Tax Certificate Totals 3=Lump Sum Payment E Details Not shown at all on this report The allowance or deduction is added or subtracted from the Gross Salary column Australia: the allowance or deduction is included in the Allowance/Deduction columns New Zealand: the allowance or deduction is included in the Allowance column Australia only: Payments to be included in the Lump Sum column

217 Attaché Payroll User Guide 213 Selection 4=Other Income Details Australia only: Payments to be included in the Other Income field When you read the Tax Reconciliation report, you might find that you have not coded an allowance or deduction correctly. In such cases, you can adjust the Tax Certificate Code field: 1 Choose Setups Payroll Allowances (or Deductions) Maintain. 2 Choose Find (F2) to search for the allowance or deduction. 3 Adjust the Tax Certificate Code field. 4 Choose Accept (F9). 5 Reprint the Tax Reconciliation report. Print this report before printing the certificates to reconcile the payroll figures. It may be necessary to enter adjustment pays to correct any errors. When the adjustment pays have been processed, reprint the report and continue to look for and correct any errors. If required, after printing the certificates, you can print the report again to keep as a record of the certificate numbers allocated to employees. Printing tax certificates Tax certificates can be printed for Australia and Papua New Guinea and the Employer Monthly Schedule (EMS) generated for New Zealand. Before printing tax certificates you must print the Tax Reconciliation report and ensure all figures are correct. You can choose to print tax certificates from either the Reports or the Period End menus. Tax certificates can be produced for all employees or for terminated employees only. To view Help about printing tax certificates, such as how to align stationery, highlight the appropriate task on the menu and choose Help (F1).

218 214 Chapter 10 Producing reports If you need to change the employer name, employer number or other employer details for a location, ensure you enter a location range. This allows you to print separate details on certificates for each location. Tax certificates can be reprinted if necessary.

219 Attaché Payroll User Guide 215 Appendix A Australian payroll processing This appendix contains information that applies only to payroll processing in Australia. In addition to reading this appendix, Attaché Software recommends that you refer to the ATO or your business adviser about employer obligations, such as Superannuation Guarantee payments and other liabilities relating to employment. Tip Superannuation with Attaché Payroll (Australia), available from the Attaché Members website, contains the latest information about setting up and managing superannuation. Managing superannuation This section shows you how to: Set up various types of contributions that are applicable to your organisation, including Super Guarantee (SG) contributions, additional employer contributions and employee contributions. Set up the superannuation institutions and funds into which contributions will be made, create superannuation accounts for employees and link them to the relevant contribution type and superannuation fund. Create reports and files of contribution details. (If you use Super Export for Attaché Payroll) create an export file to forward details to super funds, clearing houses or institutions electronically. Note To find out about your superannuation obligations, refer to or consult your professional advisor. Setting up contributions This section describes how to set up the various contribution types that are applicable to your company, including compulsory Super Guarantee (SG) employer contributions, additional employer contributions and employee contributions. The amount of superannuation contributed and the method of calculating it varies depending on a number of criteria, including

220 216 Appendix A Australian payroll processing whether the contribution is made by an employer or employee, contributed before or after tax, and whether the employee is casual under 18. The most commonly used calculation is the compulsory Super Guarantee (SG) contribution that employers are required to pay on behalf of most employees. Generally, you have to pay super for employees if they: are aged between 18 and 70 are paid $450 (before tax) or more in a calendar month, and work full time, part time or on a casual basis You also have to pay super for any employee who: is under 18 years of age you pay $450 or more (before tax) in a calendar month, and works full time, part time or on a casual basis for more than 30 hours a week. In Attaché Payroll you need to set up each contribution type that you use in your organisation. The different contribution types are: Employer SG contributions based on Ordinary Time Earnings (OTE) Employer SG contributions based on selected pay elements Employer SG contributions for casuals 18 years and over (either OTE or selected pay elements) Employer SG contributions for casual employees under 18 (either OTE or selected pay elements) Additional employer contributions Employee contributions Setting up each of these contribution types is described below. Superannuation contribution types The contribution types described below were developed by the superannuation industry. This table shows the different types of contributions available and whether they are taxable or non-taxable.

221 Attaché Payroll User Guide 217 You select the (Code) type when setting up employer or employee contributions. Employer Contributions Code Description Taxable Details SG SG Contributions (compulsory) No Legislated compulsory superannuation guarantee contributions. EC Employer Contributions No Contributions made by employers in excess of their statutory obligation. Used in funds where the employer contribution percentage may exceed the SG contribution percentage and a separate account is required to show this. EA Employer Additional No Employer Additional. PR Productivity Contributions (Award) No In cases where Productivity/Award contributions need to be identified separately rather than incorporated in SA (to show meeting union obligations), they can be reported here (otherwise will be included in SA contributions). RC Redundancy Contributions No Used for redundancy funds offered by certain industry funds. EP Employer Single Premium Account No Employer lump sum contributions. AP Additional Invalidity Premium No Used by some defined benefit funds. DA Drug and Alcoholism Contributions No Contributions into the Drug and Alcoholism rehabilitation foundation. This is offered by certain Industry Funds.

222 218 Appendix A Australian payroll processing Employee Contributions (Deductions) Code Description Taxable Details SS Salary Sacrifice No Super contributions deducted from total employee package before tax. PAYG tax is calculated on the employee s package net of salary sacrifice. SV Salary Sacrifice No Many Defined Benefits Funds allow members to Voluntary pay the basic contribution by salary sacrifice as well as make voluntary salary sacrifice contributions. PAYG tax is calculated on the employee s package net of all salary sacrifice contributions. SP MR MV MD MP Spouse Contributions Member Regular Member Voluntary Member deducted Member Single Premium Account Yes Yes Yes Yes Yes Contributions made by employees on behalf of their spouses. Members may pay a regular percentage of salary or fixed amount as a contribution. Used in cases where the member has to pay a percentage or amount nominated by the employer, i.e. compulsory member contribution. Members may pay a voluntary percentage of salary or a fixed amount as a contribution. Used in cases where the member is able to nominate the percentage or amount. For funds where a member regular contribution is paid members may also make additional voluntary contributions as well as the regular contributions. Used in cases where vesting may be dependant on member regular account (DB funds) or where employer matches member regular contributions but also allows the member to contribute additional amounts. For eligible members (who are either substantially self employed or not entitled to superannuation support from their employer) who wish to pay an amount of after tax salary as a contribution and claim the amount as an income tax deduction. Member lump sum contributions other than rollover. Table 20 Source: Standards for Electronic Superannuation Contribution Payments by swimec ( )

223 Attaché Payroll User Guide 219 Setting up employer SG contributions based on Ordinary Time Earnings (OTE) The Australian Government has legislated that employers must, as a minimum, consider the whole of an employee s Ordinary Time Earnings (OTE) when calculating their Super Guarantee obligation. This requirement took effect on 1 July 2008 using the Australian Taxation Office s (ATO) definition of what constitutes OTE. To set up an employer SG contribution based on Ordinary Time Earnings: 1 Choose Setups Payroll Employer Contributions Maintain. Figure 95 Setting up employer SG contributions based on Ordinary Time Earnings 2 Type a meaningful identifier and description for this contribution in the Contribution Code and Description fields, for example SG and Super Guarantee respectively. 3 In the Ty p e field, select G = % of OTE (Ordinary Time Earnings). 4 In the Contribution Category field, select S = Superannuation (Award). 5 In the Percent field, type the percentage to be contributed by the employer and select whether this percentage is fixed or variable. As the SG contribution percentage is determined by legislation and should not be changed, and to allow future legislative changes to flow through to standard pays, a Fixed percentage is recommended. 6 In the Contribution Type Code field, select SG Superannuation Guarantee Contributions.

224 220 Appendix A Australian payroll processing Note The Quarterly Threshold and Monthly Threshold are set by the Australian Taxation Office (ATO). For more information, visit the ATO website at For a description of contribution types, see Superannuation contribution types on page (Optional ) In the Quarterly Value Minimum field, enter the quarterly threshold set by the Australian Taxation Office, currently $38,180. Once an employee s earnings exceed the threshold, an employer is no longer required to pay Super Guarantee contributions. 8 (Optional) In the Monthly Threshold field, enter the monthly threshold set by the ATO, currently $450. If an employee s earnings are below this threshold, an employer is not required to pay Super Guarantee contributions. 9 (Optional) If you want to show the contribution rate or quantity on employees pay advices, set the Show Rate on Pay Advice checkbox to Yes. 10 (Optional) If you want to show the year-to-date amounts on the employees pay advices, set the Show YTD on Pay Advice checkbox to Yes. 11 If the Multiple G/L Dissections option is available, set this to Yes to enable posting to multiple general ledger accounts. The option is only available when the Costing and General Ledger options are set to Yes in Payroll Options (Setups Payroll Options Payroll Options). 12 To display the contribution on employees pay advices, set the Show on Pay Advice checkbox to Yes. 13 If you are posting to the general ledger, press Page Down to display the General Ledger Posting Details area. Select or enter the codes of the general ledger Expense Account and Liability Account used and select whether or not to consolidate them. Attaché Software recommends that you set Consolidate to No for both accounts until you are sure the allocations are correct (by checking the postings after each pay run). If you are using multiple general ledger postings (that is, you selected Yes in the Multiple G/L Dissections field), press Page Down to display the Multiple General Ledger Postings area and select or enter all relevant cost centres and expense and liability accounts. Attaché Software recommends that you set Consolidate to No for both accounts until you are sure the allocations are correct (by checking the postings after each pay run). 14 Press Accept (F9) to save the contribution setup.

225 Attaché Payroll User Guide 221 Now that you have set up the contribution type, you need to establish which income types and allowances are included in the employee s income and which deductions reduce the employee s income (for the calculation of the SG contribution) as described below. Applying the $450 minimum monthly Super Guarantee threshold (Australia) The Include in SG Threshold checkbox in Income Type Maintenance, Allowance Maintenance and Deduction Maintenance lets you indicate whether a pay element should be included as part of the employee s income for the purpose of the monthly Super Guarantee threshold. The minimum threshold for Super Guarantee is currently set at $450 per month. If an employee s monthly income is less than this amount, there is no requirement to pay Super Guarantee. Determining income types, allowances and deductions in OTE Once you have set up an employer SG contribution based on Ordinary Time Earnings (as described above), you then need to establish which income types and allowances are included as part of the employee s income and which deductions are to reduce the employee s income, for the calculation of the SG contribution. To select the income types, allowances and deductions included in OTE: In Income Type Maintenance and Allowance Maintenance, set the OTE Earnings checkbox to Yes if an income or allowance type is to be included as income for the calculation of the SG contribution. In Deduction Maintenance, if a deduction is to reduce the employee s income for the calculation of the SG contribution, set the Part of OTE checkbox to Yes. For example, assuming an income of $1,000, allowances of $200 and a deduction of $350, superannuation will be calculated on an amount of $850 (that is, $1,000 + $200 - $350). If the percentage set in Deduction Maintenance (or Employer Contribution/Super Maintenance) is 9%, then the deduction (or contribution) will be 9% of $850, which equals $76.50.

226 222 Appendix A Australian payroll processing Note The Quarterly Threshold and Monthly Threshold are set by the Australian Taxation Office (ATO). For more information, visit the ATO website at Setting up employer SG contributions based on selected pay elements Super Guarantee contribution calculations are the most commonly used calculation types. SG employer contributions are usually based on all or some elements of each pay, however, unlike contributions based on OTE, you cannot include deductions in these calculations. To set up an employer SG contribution type: 1 Choose Setups Payroll Employer Contributions Maintain. 2 Type a meaningful identifier and description for this contribution in the Contribution Code and Description fields, for example SG and Super Guarantee respectively. 3 In the Ty p e field, select C = % of Calculated. 4 In the Contribution Category field, select S = Superannuation (Award). 5 In the Percent field, type the percentage to be contributed by the employer and select whether this percentage is fixed or variable. As the SG contribution percentage is determined by legislation and should not be changed, and to allow future legislative changes to flow through to standard pays, a Fixed percentage is recommended. 6 In the Contribution Type Code field, select SG Superannuation Guarantee Contributions (for more details, see Superannuation contribution types on page 216). 7 (Optional) In the Quarterly Value Maximum field, enter the quarterly threshold set by the Australian Taxation Office, currently $38,180. Once an employee s earnings exceed the threshold, an employer is no longer required to pay Super Guarantee contributions. 8 (Optional) In the Monthly Threshold field, enter the monthly threshold set by the ATO, currently $450. If an employee s earnings are below this threshold, an employer is not required to pay Super Guarantee contributions. 9 (Optional) If you want to show the contribution rate or quantity on employees pay advices, set the Show Rate on Pay Advice checkbox to Yes. 10 (Optional) If you want to show the year-to-date amounts on employees pay advices, set the Show YTD on Pay Advice checkbox to Yes.

227 Attaché Payroll User Guide If the Multiple G/L Dissections option is available, set this to Yes to enable posting to multiple general ledger accounts. The option is only available when the Costing and General Ledger options are set to Yes in Payroll Options (Setups Payroll Options Payroll Options). 12 To display the contribution on employees pay advices, set the Show on Pay Advice checkbox to Yes. 13 Press Page Down to the % of Calculated Based on Income and Allowances area. 14 Select the types of income and allowances to be included in, or excluded from, the contribution calculation. The default is to include all income and allowance types. You may, for example, choose exclude income such as overtime in the calculation but include some allowances. 15 If you are posting to the general ledger, press Page Down to display the General Ledger Posting Details area. Enter the Expense Account and Liability Account codes and select whether or not to consolidate them. Attaché Software recommends that you set Consolidate to No for each account until you are sure the allocations are correct (by checking the postings after each pay run). If you are using multiple general ledger postings (that is, you selected Yes in the Multiple G/L Dissections field), press Page Down to display the Multiple General Ledger Postings area and enter the relevant Cost Centre, Expense Account and Liability Account. Attaché Software recommends that you set Consolidate to No for both accounts until you are sure the allocations are correct (by checking the postings after each pay run). 16 Choose Accept (F9) to save the contribution setup. Note The minimum monthly earnings are established by the ATO and are correct at the date of publication: to check if the values have changed, visit the ATO website at Setting up employer SG contributions for casual employees 18 years and over Many businesses choose to apply a different method of calculating SG contributions for casual employees 18 years and over. For example, they may apply the ATO s minimum monthly earnings requirement, currently $450, for casuals 18 years and over, but not for full-time employees. If so, you need to set up a contribution type for these employees.

228 224 Appendix A Australian payroll processing To set up employer SG contributions for casual employees 18 years and over (OTE or selected pay elements): 1 Choose Setups Payroll Employer Contributions Maintain. 2 Type a meaningful identifier and description for this contribution in the Contribution Code and Description fields, for example CAS and Super for Casuals respectively. 3 In the Ty p e field, select either: G = % of OTE (Ordinary Times Earnings), or C = % of Calculated 4 In the Contribution Category field, select S = Superannuation (Award). 5 In the Percent field, type the percentage of an employee s earnings to be contributed by the employer and select whether this percentage is fixed or variable. As the SG contribution percentage is determined by legislation and should not be changed, and to allow future legislative changes to flow through to standard pays, a Fixed percentage is recommended. 6 (Optional) In the Monthly Threshold field, type the minimum monthly earnings (currently $450) on which the employer contributes to superannuation. 7 If you are basing the contribution on OTE, continue from step 6 in Setting up employer SG contributions based on Ordinary Time Earnings (OTE) on page 219 to complete the setup. If you are basing the contribution on selected pay elements, continue from step 6 of Setting up employer SG contributions based on selected pay elements on page 222 to complete the setup. Setting up employer SG contributions for casual employees under 18 Casual employees under 18 years of age need to work a specified number of hours per week and earn a minimum monthly amount before they qualify for superannuation contributions from their employer. As such, the calculation method used to determine the

229 Attaché Payroll User Guide 225 superannuation value is different from other employees and therefore you need to set up a contribution type for these casuals. Note For casual employees under 18, ensure that in the employee masterfile (Masterfiles Payroll Employee Details Maintain), the Date of Birth field is filled in and the Employment Status field is set to Casual. To set up employer SG contributions for casual employees under 18 years of age (OTE or selected pay elements): 1 Choose Setups Payroll Employer Contributions Maintain. 2 Type a meaningful identifier and description for this contribution in the Contribution Code and Description fields, for example CASU18 and Super Casuals Under 18 respectively. 3 In the Ty p e field, select either: G = % of OTE (Ordinary Times Earnings), or C = % of Calculated 4 In the Contribution Category field, select S = Superannuation (Award). 5 In the Percent field, type the percentage of an employee s earnings to be contributed by the employer and select whether this percentage is fixed or variable. As the SG contribution percentage is determined by legislation and should not be changed, and to allow future legislative changes to flow through to standard pays, a Fixed percentage is recommended. 6 Set the Super for Casuals Under 18 checkbox to Yes. 7 In the Monthly Threshold field, type the minimum monthly earnings (currently $450) on which the employer contributes to superannuation. 8 In the Minimum Hours per Week field, type the hours per week (currently 30) that casuals must work before employer contributions apply. 9 If you are basing the contribution on OTE, continue from step 6 of Setting up employer SG contributions based on Ordinary Time Earnings (OTE) on page 219 to complete the setup. If you are basing the contribution on selected pay elements, continue from step 6 of Setting up employer SG contributions based on selected pay elements on page 222 to complete the setup.

230 226 Appendix A Australian payroll processing Note Reportable Employer Superannuation Contributions (RESC) are certain contributions to a super fund made on behalf of the employee by their employer, for example, salary-sacrificed contributions. For more information, refer to the ATO guide, Reportable employer super contributions, that you can obtain from the ATO website at Setting up additional employee contributions Where an employer is making additional contributions to an employee s superannuation (beyond the required SG contributions), you need to set up a separate contribution type. To set up additional employer contributions: 1 Choose Setups Payroll Deductions Maintain. 2 Type a meaningful identifier and description for this contribution in the Contribution Code and Description fields, for example AC and Additional Contributions 5% respectively. 3 Select the calculation method in the Ty p e field, and complete the field for that calculation method (Amount, Quantity, Percent or Rate). 4 In the Contribution Category field, select either: A=Additional Superannuation, or Note E = Reportable Super Cont (RESC) if this is a Reportable Employer Superannuation Contribution. When setting up a RESC contribution, set the Include RESC checkbox in the employee masterfile (Masterfile I Payroll I Employee Details I Maintain) to Yes if you need to include RESC amounts as part of the employee s total income for the calculation of HELP and SFSS payments (this does not affect the calculation of ordinary tax, which is based on taxable pay). 5 Select EA Employer Additional in the Contribution Type Code field. 6 Complete the remaining fields as required and then choose Accept (F9) to save. Setting up employee contributions Superannuation contributions made by employees are set up as deductions. Deductions may be made before tax as salary sacrifice (which reduces the employee s PAYG tax liability) or after tax. Each requires a separate setup, as described below. Before-tax employee contributions To set up an employee before-tax contribution (salary sacrifice):

231 Attaché Payroll User Guide 227 Note Reportable Employer Superannuation Contributions (RESC) are certain contributions to a super fund made on behalf of the employee by their employer, for example, salary-sacrificed contributions. For more information, refer to the ATO guide, Reportable employer super contributions, that you can obtain from the ATO website at 1 Choose Setups Payroll Deductions Maintain. 2 Type a meaningful identifier and description for this contribution in the Deduction Code and Description fields, for example SALSAC and Super Salary Sacrifice respectively. 3 In the Ty p e field, select the way in which the deduction will be calculated. 4 As this contribution is to be made before tax, in the Ta xs t a t us field, select Before Tax. 5 Set Part of OTE to either Yes or No: Note Setting the employee contribution deduction as Part of OTE will reduce the amount of the Super Guarantee contribution. For example, assuming an income of $1,000 and an employee contribution deduction of $350, if Part of OTE is set to Yes then superannuation will be calculated on an amount of $650 (that is, $1,000 - $350). If the percentage set in Employer Contribution/Super Maintenance is 9%, then the Super Guarantee contribution will be 9% of $650, which equals $ However, if Part of OTE is set to No then the 9% Super Guarantee contribution is calculated on $1,000 (which is $90.00). 6 In the Tax Certificate Code field, select either: 1 = Include in Tax Certificate totals, or Note 6 = Reportable Super Cont. (RESC) if this is a Reportable Employer Superannuation Contribution. When setting up a RESC contribution, set the Include RESC checkbox in the employee masterfile (Masterfile I Payroll I Employee Details I Maintain) to Yes if you need to include RESC amounts as part of the employee s total income for the calculation of HELP and SFSS payments (this does not affect the calculation of ordinary tax, which is based on taxable pay). 7 Complete the remaining fields as required and then choose Accept (F9) to save. After-tax employee contributions To set up an employee after-tax contribution:

232 228 Appendix A Australian payroll processing 1 Choose Setups Payroll Deductions Maintain. 2 Type a meaningful identifier and description for this contribution in the Deduction Code and Description fields, for example EmpVoc and Employee Voluntary. 3 In the Ty p e field, select the way in which the deduction will be calculated. 4 As this contribution is to be made after tax: In the Ta xs t a t us field, select After Tax. In the Tax Certificate Code field, select 0=Do not show on Tax Certificate. 5 Complete the remaining fields as required and then choose Accept (F9) to save. Setting up superannuation companies, funds and Employee Other Accounts This section covers the setting up of superannuation companies and funds, creating Employee Other Accounts and linking all relevant superannuation details via Employee Standard Pays. Setting up superannuation companies In Attaché Payroll a superannuation company may be a clearing house or any institution that maintains its own super funds. Setting up superannuation companies is optional: the advantage is that when setting up superannuation funds under the banner of a superannuation company, some details flow through to the fund setup so that you do not have to enter the details again. It also allows you to create company-based reports and export files. Note If you are setting up the Superpartners company, see Specified superannuation setups on page 245. To set up a superannuation company: 1 Choose Setups Payroll Superannuation Companies Maintain. 2 Type the name, address and other contact details of the institution.

233 Attaché Payroll User Guide Choose Accept (F9) to save the setup. Setting up superannuation funds You need to set up details of every superannuation fund into which contributions are made. A fund is set up only once, regardless of how many employees use it. Note If the fund is part of the Superpartners group (that is, ARF, Hesta, STA and a number of other funds), see Specified superannuation setups on page 245 for the setup details. To set up a superannuation fund: 1 Choose Setups Payroll Superannuation Funds Maintain. 2 Type a Superannuation Fund Code of your choice. 3 If you have set up a superannuation company (see Setting up superannuation companies, funds and Employee Other Accounts on page 228), in the Institution Code field select the appropriate Superannuation Company Code. The software will then auto-fill relevant fields which you can modify if necessary. 4 Enter address details of the fund, if required. 5 If the superannuation fund uses a single account number and account name for all contributions to that fund, enter them in the Account Number and Account Name fields. If the superannuation fund uses different account numbers and account names for each employee, do not enter anything in the Account Number and Account Name fields. This information is entered in Employee Other Accounts: see Setting up superannuation companies, funds and Employee Other Accounts on page If the super fund accepts payments using the swimec (BECS) file format, set the Disk Transfer field to Yes. This ensures that you can only create swimec (BECS) files for funds that accept this format. CSV and template-based files can be created regardless of this checkbox setting. 7 Select the type of Sender Identifier as stipulated by the fund. Your selection impacts the Sender ID Code field. If you selected: ABN, then your ABN is automatically entered

234 230 Appendix A Australian payroll processing Either EID or INT, then type the details (maximum 13 characters) as supplied by the superannuation institution None, then your company s name is automatically displayed. You can overwrite this if required. 8 Choose Accept (F9) to save the setup. Setting up Employee Other Accounts For each employee, you need to set up an Employee Other Account for each fund into which superannuation contributions are made. Usually an employee will require only one, but occasionally an employee will have contributions to multiple funds. In this case you must set up an Employee Other Account for each fund. As well as containing fund details, each time pays are processed the superannuation amounts are accumulated into the relevant account. Note If the fund is part of the Superpartners group (that is, ARF, Hesta, STA and a number of other funds), see Specified superannuation setups on page 245. To set up an Employee Other Account: 1 Choose Masterfiles Payroll Other Account Details Maintain. 2 Select the Employee Code. 3 Type a unique alphanumeric Account Code for this Employee Other Account. 4 In the Account Type field, select S = Superannuation. 5 In the Account Description field, type a description for this account. The description should be meaningful and include the fund name or code, particularly if you choose to show this description on the pay advice. 6 In the Fund Code field, select the required fund. Attaché Payroll auto-fills many of the fields: If the Bank Account and Account Name fields are auto-filled, it means the fund uses the same account number and name for all employees. These details can only be changed in Superannuation Funds Maintain (see Setting up superannuation funds on page 229). If the Bank Account and Account Name fields are not auto-filled, it means the fund uses different account numbers and names

235 Attaché Payroll User Guide 231 for each employee. In this case, type the details into these fields. 7 If provided by the superannuation fund, type the member code for EFT (excluding the two-letter Contribution Type prefix) in the Member Code for EFT field. 8 In the Show on Pay Advice field, select Yes if you want the text in the Account Description field to show on the pay advice instead of the description from the employer contribution or deduction (except on continuous pay advices). 9 Choose Accept (F9) to save the Employee Other Account. Each time a pay is processed, the superannuation amounts are accumulated into the relevant Employee Other Account, allowing you to report upon and create export files for forwarding to super funds. Linking superannuation details To ensure all contributions are correctly calculated during pay processing, you need to link the Employee Other Account(s) with the relevant superannuation deduction line on the employee s standard pay. To link an employee s superannuation details: 1 On each employee s standard pay, either go to a new line (for new contribution types) and in the New Line Type field, select D = Deduction or E = Employer Contribution/ Super; or highlight the existing contribution type to be linked and choose Modify (F5). 2 In the Code field, select the code of the required deduction or contribution type. 3 In the Employee Account Code field, select the Account Code that was entered in the Employee Other Account for this contribution type. For example, in Figure 96, Linking a contribution to an employee superannuation fund, the employer contribution type (in the Code field) is linked to Employee Other Account (code SGC in the Employee Account Code field) that was set up for employee CARR. Each superannuation line on the pay must be linked to an Employee Other Account.

236 232 Appendix A Australian payroll processing Figure 96 Linking a contribution to an employee superannuation fund 4 Choose Accept (F9) to save. Reporting and recording payments (without Super Export) Because the pay cycle of most organisations is more frequent than their superannuation payments, Attaché Software recommends that you regularly run a super report (for example, after each pay run) and check that the details are correct and complete. Creating a Superannuation Payments Report Prior to recording payments, Attaché Software recommends that you run the Superannuation Payments Summary Report and check that the superannuation details are correct and complete. The report can then be sent, with the payment, to the relevant super funds or institutions. To create the Superannuation Payments Summary Report: 1 Choose Period End Payroll Superannuation Super Payments Summary Report. 2 On the first two screens, select the options and ranges you require. 3 In Print Sequence, select Superannuation Fund to sort the report by superannuation fund sequence. You can also choose to start a new page for each different fund. 4 Choose Page Down and send the report to either Printer or Screen. 5 Choose Print (F9) to create the report.

237 Attaché Payroll User Guide 233 Recording super payments When you make payments to superannuation funds or institutions, you should record the details for your records. Caution Prior to recording payments, Attaché Software recommends that you ensure all details are correct by checking the Superannuation Payments Summary Report, as described above. To record details of your superannuation payments: 1 Choose Period End Payroll Superannuation Record Super Payments. 2 In the Payment Date and Payment Description fields, type the date the payment is being made and a meaningful description, for example AXA In the Payment Reference field, type a meaningful reference for this payment, for example, the cheque number. 4 In this and the next screen, select the records you want to update with the data entered in the Payment Details area. 5 Choose Accept (F9) to save the record. Modifying a superannuation payment record If you need to correct the details of a previous payment, in Record Super Payments (Period End Payroll Superannuation Record Super Payments) and in the Update area, set the Modify Previous Payments checkbox to Yes. Producing superannuation payment advices As well as making a record of your organisation s super payments, you can produce individual superannuation payment advices for each of your employees. These can be printed or distributed via Attaché Alex. Although superannuation payment advices for employees were previously mandatory, they are no longer required and issuing these payment advices is optional. To produce superannuation payment advices: 1 Choose Period End Payroll Superannuation Super Payment Advice. 2 In the Reporting Method area, choose to base the report on:

238 234 Appendix A Australian payroll processing Payroll Superannuation Contribution amounts not yet recorded as paid; or Actual Superannuation Payments amounts recorded as having been paid via Record Super Payments (see Recording super payments on page 233) 3 In this and the next screen, select any required criteria and ranges. 4 If you wish to reprint payment advices, set the Reprint? field to Yes. 5 Choose Page Down and select the required output. 6 Choose Print (F9) to create the payment advices. Deleting super payment details The details of past superannuation payments can be deleted: for example, when deleting a terminated employee. Deleted payments no longer print on the Superannuation Payments Summary Report. To delete super payment details: 1 Choose Period End Payroll Superannuation Delete Super Payment Details. 2 In the Account Type field, select Superannuation. 3 If you want to delete only records of terminated employees, set the Terminated Employees only checkbox to Yes. 4 In this and the next screen, select any required criteria and ranges. 5 Choose Delete (F9) to delete the selected details. Reporting and recording payments with Super Export Super Export allows you to easily produce reports, record superannuation payments and create export files in different formats for sending to superannuation funds and clearing houses. Fundspecific templates ensure that only the information required by individual funds is captured in the export files.

239 Attaché Payroll User Guide 235 About file formats Super Export provides three file formats. The format you choose depends on your super fund, clearing house or financial intermediary. swimec format (BECS Bulk Electronic Clearing System). The standard format developed by the superannuation industry brings together all super details and payments in one file. You then send swimec (BECS) files to your bank and your bank distributes the payments to each fund. A number of super funds and specialist clearing houses accept payment via BECS. Comma-separated value (CSV) format. This format outputs details to a spreadsheet program (such as Microsoft Excel) from which you can then select the relevant information to send, together with the payment, to each fund. When using CSV, information must be selected each time superannuation payments are made. Customised text format. This format is generated from a superannuation template created to suit the requirements of individual funds. See Creating Super Export templates on page 235 for information about creating the templates. Text files are forwarded to the respective super funds and contain super details only; payments must be made independently of the files. Note The fields available for a template and their position, column heading and length are listed in Super Export templates available fields on page 242. Creating Super Export templates You need to set up a Super Export template for each fund to which you want to send superannuation details in a customised format. You can then use the template to produce an export file of all relevant information. As the template should contain only information that is required by the fund, you should contact the fund to get their specifications. Note A template for each fund that belongs to the Superpartners group, (such as ARF, Hesta and STA) formatted to their specifications is included with Super Export. Templates are stored as.sxt files in the TEMPLATE\SUPER folder, under the Attaché program folder. This makes them available to all Attaché companies which use those program files.

240 236 Appendix A Australian payroll processing Super Export templates can also include additional columns for information required by the super fund or institution that is not stored in Attaché Payroll (see step 6 below). To create a Super Export template: 1 Choose Period End Payroll Superannuation Export Super Template Maintenance. 2 Enter a name and description for this template in the Tem p l a t e Name and Template Description fields. 3 Complete the remaining fields using the information provided by the fund, noting the following: the Include field names in the first row? field is usually set to Yes for delimited files setting Tri mf i e ld s to Yes deletes any superfluous spaces before the field delimiter a Qualifier is the character that appears at the beginning and end of every field. 4 Page Down to the Select Details screens. 5 In the Select Details screens: select the fields to be included in the export file choose the order in which each field will appear if you chose to include field names, set the name that will appear as the column (field) heading for fixed length files, set the length of each field. 6 If the superannuation fund requires additional columns in the export file (for data not stored in Attaché Payroll), Page Down to the last Select Details screen and follow these steps to insert a column: Set the Include checkbox to Yes for Constant_01. Specify the position of the column by typing a number in the Order field. For example, if the superannuation fund specifies that a particular column should appear third in the file, type 3 in the Order field. In the Column Heading field, type an appropriate heading. Either leave the Constant Value field blank (this creates a blank column in the export file) or enter fixed data that will be entered in every field in the column. For fixed-length files, set the field length for the column.

241 Attaché Payroll User Guide Repeat the above step for each additional column required. 8 Choose Accept (F9) to save the template. 9 Select Test Excel (F11) or TestNotepad (F12) to open a test file of the template in Excel or Notepad. Review the test file and make corrections if required. Modifying templates To modify an existing template: 1 Choose Period End Payroll Superannuation Export Super Template Maintenance. 2 Select the name of the template you want to modify. 3 Make the required changes and then choose Accept (F9) to save the modified template. Creating reports and export files With Super Export, you can record super payments when they are due and create export files simultaneously. Attaché Software recommends that prior to recording payments, you run a Super Contributions Payments Report and check that the superannuation details are correct and complete. If your pay cycle is more frequent than your superannuation payments, you may wish to run the report and check the details after each pay run. Running reports, recording payments and creating export files are all carried out on the same screen. Table 21 on page 237 describes the fields to fill in when creating a report or an export file to send to an institution. Field Record Payments Unpaid Only Consolidate Payments Description When set to Yes, (e.g. when creating an export file) the transaction is marked as paid with the payment date and number added to each employee s record in the export file. When set to No, transactions are not marked as paid. When set to Yes, shows only transactions which are not marked as paid (that is, do not have a payment date and payment number against them). When set to Yes, shows only one amount per employee per fund for the reporting period. Table 21 Superannuation Funds Export and Report field descriptions

242 238 Appendix A Australian payroll processing Field Disk Transfer Setting Report Sequence Output area Printer or Screen File Description To be consolidated, payments must have the same Contribution Type Code, BSB, Account Number and, if required, Member Code for EFT. If some details were incomplete when the pays were processed, the details are updated from Employee Other Accounts at the time of consolidation. On consolidation, the Pay Date and Pay Period Ending fields will show the dates of the most recent pay. Relevant for BECS export files only. When set to Yes, the report or export file includes only the transactions of funds that have the Disk Transfer field set to Yes in their setup. When set to No, the report or export file excludes transactions of funds that have the Disk Transfer field set to No in their setup. The order in which the report will be displayed. When selected, outputs the report to your printer or screen. When selected, a file of the superannuation details is created (usually, for export to the appropriate institution). Transfer Options area (applicable when outputting to a file only) File Format The format in which the file will be created. Available options are BECS, CSV or the superannuation template (TEXT files). Find (F2) also displays the available formats. Payment Date The date the payment will be transferred to the superannuation funds. Payment Number A number, such as a cheque number, which identifies this payment. Destination Path The path to where you want the software to place the export file. File Name The name of the export file and the appropriate file extension. For BECS files the extension is usually.aba; for text files based on a template the extension is usually.txt and for CSV files the extension is usually.csv. Company Bank Code (BECS only) The bank account (as entered in Setups Company Bank Accounts Maintain) from which your superannuation payment will be made. Table 21 Superannuation Funds Export and Report field descriptions Creating a Superannuation Contribution Payments Report Unlike non-super Export reports, reports produced using Super Export are not forwarded to funds or clearing houses. They are used only to check that superannuation details are correct and complete before the details are recorded and forwarded, as an export file, to funds and clearing houses. The report shows all the details that will be

243 Attaché Payroll User Guide 239 included in the export file (unless you choose to consolidate the payments when creating the file). To create the Superannuation Contribution Payments report: 1 Choose Period End Payroll Superannuation Export Super Funds Export. 2 In the Selections area, set the Unpaid Only field to Yes. 3 If you want to show consolidated payments in the report, set Consolidate Payments by Type and/or Consolidate Payments by Employee to Yes. In the Output area, send the report to Printer or to Screen. 4 Select the sequence in which you wish the records to print. 5 Page Down and select required criteria and ranges. A pay date range is normally selected to ensure the superannuation transactions shown on the report relate to the period for which payment is to be made. Note The second screen of ranges is primarily to assist with the identification of payments should they be returned for any reason. 6 Choose Print (F9) to create the report. Creating a BECS export file Bulk Electronic Clearing System (BECS) files only include payments to super funds that have the Disk Transfer field set to Yes in Maintain Superannuation Funds (Setups Payroll Superannuation Funds Maintain). Caution Prior to recording the payments and creating the export file, Attaché Software recommends that you ensure that the details are correct by first creating and checking the Superannuation Contribution Payments Report (as described on page 232). To create a superannuation export file in the BECS format: 1 Choose Period End Payroll Superannuation Export Super Funds Export. 2 In the Selections area: set the Record Payments and Unpaid Only fields to Yes.

244 240 Appendix A Australian payroll processing if you wish to show consolidated payments in the report, set Consolidate Payments by Type and/or Consolidate Payments by Employee to Yes. set the Disk Transfer Setting field to Yes. 3 Select the required Report Sequence. 4 In the Output area, select File. The Transfer Options area is displayed. 5 In the File Format field, select BECS. 6 Complete the remaining fields in the Transfer Options area. For information about the different fields, choose Help (F1) or refer to Superannuation Funds Export and Report field descriptions on page Page Down and select any required criteria and ranges on the second and third screens, ensuring that you choose a pay date range that covers the superannuation reporting period. 8 Choose Transfer (F9) to create the export file and follow the onscreen instructions regarding disks. A list of employees that match the specified criteria is displayed. 9 Choose Finish (ESC) to continue. 10 A screen is displayed asking if you want to update the superannuation payments. Set to Yes and then Continue (F9) to update the file with the payment details and create the export file. The BECS file is now stored to the location you entered in the Destination Path field. Creating a CSV or template-based export file Caution Prior to recording the payments and creating the export file, Attaché Software recommends that you ensure all details are correct by checking Superannuation Contribution Payments Report (see Creating a Superannuation Payments Report on page 232). To create a superannuation export file in CSV or customised text (that is, from a Super Export template) format: 1 Choose Period End Payroll Superannuation Export Super Funds Export. 2 In the Selections area: set the Record Payments and Unpaid Only fields to Yes.

245 Attaché Payroll User Guide 241 if you wish to show consolidated payments in the report, set Consolidate Payments by Type and/or Consolidate Payments by Employee to Yes. set the Disk Transfer Setting field to Yes. 3 Select the required Report Sequence. 4 In the Output area, select File. The Transfer Options area is displayed. 5 In the File Format field, select CSV or the name of the Super Export template (that is, a name with a TEXT extension) on which you are basing the file. 6 Complete the fields in the Transfer Options area. For information about the different fields, choose Help (F1) or refer to Superannuation Funds Export and Report field descriptions on page Page Down and select any required criteria and ranges on the second and third screens, ensuring that you choose a pay date range that covers the superannuation reporting period. 8 Choose Transfer (F9) to create the export file and follow the onscreen instructions regarding disks. A list of employees that match the specified criteria is displayed. 9 Choose Finish (ESC) to continue. 10 A screen is displayed asking if you want to update the superannuation payments. Set to Yes and then Continue (F9) to update the file with the payment details and create the export file. The CSV or text export file is now created in the location you entered in the Destination Path field.

246 242 Appendix A Australian payroll processing Super Export templates available fields Following is a list of the Attaché fields that you can include in Super Export templates. Note that you can change the Order, Column Heading and Length. Field Order Column Heading Length Location 1 Location 3 Employee Code 2 Code 8 Title 3 Title 15 First Name 4 First Name 30 Second Name 5 Second Name 30 Surname 6 Surname 30 Address Line 1 7 Address 1 40 Address Line 2 8 Address 2 40 Suburb 9 Suburb 30 State 10 State 30 Postcode 11 Postcode 15 Country 12 Country 20 Employee Gender 13 Gender 1 Employee Tax File Number 14 Tax File Num 11 Employee Telephone Number 15 Telephone 14 Employee Mobile Phone 16 Mobile Phone 20 Employee Work Phone 17 Work Phone 14 Number Employee Date of Birth 18 Date of Birth 10 Employee Start Date 19 Start Date 10 Employee End Date 20 End Date 10 User Defined Field 1 21 UDF1 20 User Defined Field 2 22 UDF2 20 User Defined Field 3 23 UDF3 20 Employee Annual Salary 24 Annual Salary 14 Employee Pay Loc Ref 25 Pay Locator Ref 20 User Def Description 1 26 Description 1 30 User Def Decimal Number 1 27 Decimal 1 14 User Def Date 1 28 Date 1 10 User Def YesNo 1 29 Yes/No 1 1 User Def Number 1 30 Number 1 9

247 Attaché Payroll User Guide 243 User Def Description 2 31 Description 2 30 User Def Decimal Number 2 32 Decimal 2 14 User Def Date 2 33 Date 2 10 User Def YesNo 2 34 Yes/No 2 1 User Def Number 2 35 Number 2 9 User Def Description 3 36 Description 3 30 User Def Decimal Number 3 37 Decimal 3 14 User Def Date 3 38 Date 3 10 User Def YesNo 3 39 Yes/No 3 1 User Def Number 3 40 Number 3 9 Account Code 41 Account Code 8 Account Type 42 Account Type 1 Account Description 43 Description 35 Contribution Type 44 Contribution Type 2 Amount of payment 45 Payment 14 Pay date 46 Pay date 10 Pay Period Ending Date 47 Pay Period Ending 10 Date BSB 48 BSB 6 Bank Account 49 Bank Account 9 Account Name 50 Account Name 32 Member Code for EFT 51 Member Code for 18 EFT Sender Identification 52 Sender Id 16 Fund Code 53 Fund Code 10 Fund Name 54 Fund Name 30 Street Address 55 Street Address 40 Suburb 56 Suburb 40 Postcode 57 Postcode 10 Country 58 Country 40 Telephone Number 59 Telephone Number 25 Fax Number 60 Fax Number 25 Fund Business Number 61 Fund Business 14 Number Constant_01 62 Constant_01 11 Constant_02 63 Constant_02 11 Constant_03 64 Constant_03 11

248 244 Appendix A Australian payroll processing Constant_04 65 Constant_04 11 Constant_05 66 Constant_05 11 Constant_06 67 Constant_06 11 Constant_07 68 Constant_08 11 Constant_08 69 Constant_08 11 Constant_09 70 Constant_09 11 Constant_10 71 Constant_10 11 Constant_11 72 Constant_11 11 Constant_12 73 Constant_12 11 Constant_13 74 Constant_13 11 Constant_14 75 Constant_14 11 Conditional_01 76 Conditional_01 40 Conditional_02 77 Conditional_02 40 Conditional_03 78 Conditional_03 40 Conditional_04 79 Conditional_04 40 Conditional_05 80 Conditional_05 40 Conditional_06 81 Conditional_06 40 Conditional_07 82 Conditional_07 40 Conditional_08 83 Conditional_08 40 Conditional_09 84 Conditional_09 40 Conditional_10 85 Conditional_10 40 Conditional_11 86 Conditional_11 40 Conditional_12 87 Conditional_12 40 Conditional_13 88 Conditional_13 40 Conditional_14 89 Conditional_14 40 Conditional_15 90 Conditional_15 40 Conditional_16 81 Conditional_16 40 Table 22 Super Export templates available fields

249 Attaché Payroll User Guide 245 Specified superannuation setups Setting up for Superpartners contributions The following information has been provided by Superpartners. Although we believe the information is correct at the time of publication, Attaché Software strongly recommends that you check with Superpartners for their current requirements. Setting up Superpartners as an institution Set up a superannuation institution (as described on page 228), noting that Superpartners does not require the Contact, Telephone or Fax fields to be completed (however, you might complete these fields for your own record-keeping purposes). Setting up Superpartners funds Set up superannuation funds (as described on page 229), noting the following fields: Field BSB Account Number Account Name Disk Transfer Sender Identifier Sender ID Code Description Leave this field empty Leave this field empty Leave this field empty Set to No (not relevant for Superpartners) Set to None Type the number supplied by the fund Setting up Employee Other Accounts Set up Employee Other Accounts (as described on page 230), noting the following fields: Field Bank Account Account Name Member Code for EFT Description Leave this field empty Leave this field empty Type the employee s superannuation Member Number

250 246 Appendix A Australian payroll processing Note that Superpartners preferred setup for employee addresses (in the employee masterfile) is to enter the suburb on the second address line and the state and postcode on the third address line. However, you do not need to alter your masterfiles if they are not in this format; Superpartners will still be able to read the addresses. Creating a Superpartners export file with Super Export To create an export file in a Superpartners fund s required format, follow the instructions for creating an export file (Creating a CSV or template-based export file on page 240). At the File Format field, select Suppart (the Attaché-supplied template formatted to Superpartners specifications). The file name should be set to your employer number followed by.csv, for example, if your employer number is 12345, the file name would be CSV. Reporting fringe benefits If the total fringe benefits paid to an employee exceed the Fringe Benefits Tax threshold, the employee s payment summary needs to show the reportable value of the fringe benefits for the corresponding FBT year (1 April to 31 March). The reportable value shown on a payment summary is calculated at the highest tax rate (including the Medicare levy). Reportable fringe benefits = Fringe benefits paid to employee 1 FBT rate For example: Reportable fringe benefits = $ = $ You are required to record fringe benefits accumulated from 1 April to 31 March for each employee. Attaché Payroll carries forward any fringe benefits earned between 1 April and 30 June into the following financial year. When you enter fringe benefits paid to your employees, Attaché Payroll calculates the reportable value if the total paid is above the FBT threshold.

251 Attaché Payroll User Guide 247 Refer to documentation published by the ATO for more information about which fringe benefits you must report and how to handle shared fringe benefits. Fringe benefits input and enquiry fields Attaché Payroll provides five fields for fringe benefits processing and enquiry. The following fields are on the third screen of Payroll Options: FBT Rate This rate is used by Attaché Payroll to calculate FBT on fringe benefits you pay to your employees. You may import the current rate from files received from Attaché Software or enter the rate manually. Refer to the ATO for the current FBT rate. FBT Threshold This field contains the value for employee fringe benefits above which Attaché Payroll automatically calculates the corresponding reportable value on the employee s payment summary. You may import the current threshold from files received from Attaché Software or enter the value manually. Refer to the ATO for the current FBT threshold. The following field is in Employer Contribution Maintenance: Contribution Category This field distinguishes between various employer contributions. Options available in this field are: Superannuation Award (default) Choose this value for superannuation contributions covered by the employee s award. Superannuation Additional Choose this value for employer-paid superannuation contributions additional to the employee s award. Reportable Fringe Benefit/Non-cash Benefit Choose this value for reportable fringe benefits or non-cash benefits paid. Other Benefit Choose this value for types of employer contributions other than those stated above. The following fields are in Employee Enquiry: Current Year Total Fringe Benefit This is a display-only field that shows the total fringe benefit contributions entered for the selected employee for the current FBT year.

252 248 Appendix A Australian payroll processing Next Year Total Fringe Benefit This is a display-only field that shows the total fringe benefit contributions entered for the selected employee for the next FBT year. Creating an employer contribution for reportable fringe benefits To create an employer contribution for reportable fringe benefits, set its Contribution Category field to R=Reportable Fringe Benefit/Noncash Benefit. Looking up employee fringe benefits 1 Choose Masterfiles Payroll Employee Details Enquire. 2 Choose Summary (F7). 3 Choose Itemise (F6) to display a list of available itemised totals. 4 Choose Employer Contributions. The following figure shows an example of the result: Figure 97 Fringe benefits enquiry fields Reports containing fringe benefits information The following reports contain fringe benefits information: The PAYG Tax Reconciliation report shows any fringe benefit amounts you have processed for the FBT year and the corresponding reportable value of any totals over the FBT threshold for each employee. Payment summaries include the reportable value of employee fringe benefits over the FBT threshold. Magnetic media files include the reportable value of employee fringe benefits. For more information about magnetic media, see page 259.

253 Attaché Payroll User Guide 249 All other year-to-date reports which contain fringe benefits data reflect employee fringe benefits paid for the current financial year (not the FBT year). Reporting Label E lump sum payments If you pay an employee a lump sum payment which is backdated by 12 months or more, you need to create and use an allowance so that the employee s payment summary shows the payment. Creating an allowance for Label E lump sum payments To create an allowance for Label E lump sum payments, set its Ta x Certificate Code field to Lump Sum Payment E. Reports containing Label E lump sum information The following reports contain Label E lump sum information: The PAYG Tax Reconciliation report shows Label E lump sum payments entered for each employee. Payment summaries include total allowances of this type in the Lump sum payments E box. Magnetic media files include Label E lump sum payments entered for each employee. Label E lump sum payments appear in the same reports as all other allowances. Codes for invalid tax file numbers Attaché Payroll uses an algorithm provided by the ATO to validate numbers entered into the Tax File Number field. A valid tax file number (TFN) contains only values from to If you enter an invalid TFN, Attaché Payroll displays a warning message but allows you to proceed with the number you entered (as directed by the ATO). Attaché Software recommends that you confirm invalid TFNs with employees.

254 250 Appendix A Australian payroll processing If the Tax File Number field is left blank, warning text is included on the following reports: Employee Master File Details Report (inserts the word WARNING in TFN field) PAYG Tax Reconciliation (inserts the word WARNING in TFN field) Payment Summaries Overflow Report (fills TFN field with zeros) Magnetic Media Transfer Listing (fills TFN field with zeros) If an employee does not quote a TFN or quotes a TFN that contains letters or is too long, enter a code number as described in the following table. Condition Code If the payee chooses not to quote a TFN and has not claimed an exemption from quoting a TFN, or does not fit into any of the below categories. If a new payee has not made a TFN declaration, but 28 days have not passed. The payee is under 18 years of age and earns $112 or less a week. The payee receives a Commonwealth Government pension Employee quotes a TFN that contains letters or is too long Reporting CDEP wages If you pay wages to Aboriginal or Torres Strait Islander employees under the Community Development Employment Program (CDEP), you must create one or more income types to cater for CDEP wages. To indicate that an income type is to be used for CDEP earnings, set its CDEP Earnings field to Yes. The hours applicable to CDEP wages are entered on a separate line from normal wages. The total CDEP payment will be stored for the financial year. When a payment

255 Attaché Payroll User Guide 251 summary is produced, the value will be printed in the CDEP Salary or Wages box. Note Attaché Payroll does not calculate HELP/SFSS on CDEP wages. For each employee who needs to pay HELP/SFSS, set the employee s Tax Sc a le field to a HELP/SFSS tax scale to allow calculation of HELP/SFSS. Setting up an income type for CDEP income To set up an income type for CDEP income, set its CDEP Earnings field to Yes. Processing pays for CDEP employees When you enter time sheet pays for CDEP employees, enter the CDEP portion by using an income type that has been set up with the CDEP Earnings field set to Yes. For non-cdep earnings, use a Normal income type. Reports containing CDEP earnings information The following reports contain CDEP earnings information: The PAYG Tax Reconciliation report shows any CDEP earnings you have processed for employees. Payment summaries include a CDEP amount in the CDEP Salary or Wages box. Magnetic media files include CDEP earnings entered for employees. Earnings for CDEP income types are included in the same reports as all other income types, including the Pay Summary report. HELP and SFSS tax scales For an employee who has an accumulated Higher Education Loan Programme (HELP) or Student Financial Supplementary Scheme (SFSS) debt and whose income reaches any of the prescribed thresholds, the ATO requires the employer to deduct additional tax from the employee s pay.

256 252 Appendix A Australian payroll processing The ATO adjusts the HELP/SFSS income thresholds annually. Attaché Payroll uses tax scales to calculate the amount of additional tax to deduct. Attaché Software updates the tax scales whenever the ATO makes a change (such as indexing income thresholds). For information about obtaining updated tax scales, see Working with tax scales on page 40. For each employee with a HELP/SFSS debt, allocate the tax scale that best matches the fluctuations (if any) in the employee s earnings. End-of-year processing sequence For Australian payrolls, Attaché Software recommends you follow the end-of-year processing sequence shown in Figure 100 on page 255 (rather than the generic end-of-year processing sequence shown on page 25). You can find more information about end-of-year procedures in Tax reporting process on page 260. End-of-year reports The following pages describe reports that you can produce as part of the end-of-year processing sequence. You can find the reports by choosing Reports Payroll Payment Summaries or Period End Payroll Payment Summaries. PAYG Tax Reconciliation report The PAYG Tax Reconciliation report shows details that will be printed (or have been printed) on payment summaries and ETP payment summaries. You can use this report in conjunction with the Pay Summary report to reconcile payroll figures. The PAYG Tax Reconciliation report can include messages warning you about a variety of incorrect setups. For more information, refer to the Help for the report.

257 Attaché Payroll User Guide 253 Figure 98 PAYG Tax Reconciliation report for the Individual Non-Business category

258 254 Appendix A Australian payroll processing Payment Summary Overflow report Employees submit this report along with their payment summary if they have had more allowances and/or deductions than will fit in the itemised box on the payment summary. Figure 99 Payment Summary Overflow report Magnetic Media Transfer File Listing For information about this report, see Magnetic Media Transfer File Listing on page 262.

259 Attaché Payroll User Guide 255 Enter and check details for final pay Process pay Do you have time to complete your tax reporting before end of year? Yes Complete your tax reporting (see page 256) No Copy data files into new company, then continue by using live Did you delay your tax reporting? Yes Begin payroll processing for the new year (still using No Begin payroll processing for the new year (still using Process an end of year Complete your tax reporting using the new company you created Delete terminated employees Delete history transactions Consolidate employee leave transactions (optional) Figure 100 Australian end-of-year processing sequence

260 256 Appendix A Australian payroll processing Print PAYG Tax Reconciliation report Process pays Do you need to print Payment Summary Overflow No Is the PAYG Tax Reconciliation report correct? Yes No Enter and process adjustment pays to make Reprint PAYG Tax Reconciliation report for end- Yes Print Payment Summary Overflow Take a backup Do you need to print payment summaries on plain paper? No Manually issue payment summaries and update employee Do you need a magnetic media file for ATO reporting? No Report manually to ATO Yes Yes Take a backup Create magnetic media file Run Employer Details and Create payment Print payment Figure 101 Australian tax reporting process

261 Attaché Payroll User Guide 257 ETP cash payments Attaché Payroll handles ETP cash payments according to the requirements of the ATO. Before processing an ETP cash payment, the employer gives the employee an ETP Prepayment Statement that indicates how much ETP the employee is owed and any invalidity component (permanent disability payment) or death benefit (in which case the statement would be given to the employee s next of kin or solicitor). On the ETP Prepayment Statement, the employee indicates what proportion they want to roll over into a fund and what proportion they want paid in cash. Entering termination details for ETP payment summaries You must issue an ETP payment summary to employees within 14 days of payment. ETP payments cover things such as: unused rostered days off unused sick days invalidity certain payments after the death of an employee compensation for permanent disability compensation for loss of job in lieu of notice golden handshake bona fide redundancy approved early retirement (in excess of the tax-free amount). Refer to the ATO for details. Figure 102 shows the termination pay popup that incorporates the information required to generate ETP payment summaries.

262 258 Appendix A Australian payroll processing Figure 102 Termination details required for ETP payment summaries To enter details of a termination pay: 1 Choose Transactions Payroll Time Sheets Create or Modify. 2 Set the Termination Pay field to Yes and press Enter to display the Termination Pay popup. 3 Enter only the Gross ETP Cash Payment and Post June 1994 Invalidity Component. Do not enter roll-over amounts here. 4 If there is a death benefit indicated on the ETP Prepayment Statement, set the Death Benefit field to Yes and select the payee from the list in the Paid To field. Attaché Payroll then calculates the Assessable Amount (taxable amount) as follows: Attaché Payroll automatically splits the Gross ETP Cash Payment, less any Post June 1994 Invalidity Component, between the length of service prior to 1 July 1983 and length of service after 30 June Attaché Payroll calculates the Assessable Amount at 5% of the Pre 1 July 1983 figure plus all of the Post 30 June 1983 figure. If you are paying a death benefit to a dependant of the deceased, Attaché Payroll sets the Assessable Amount to zero because tax is not applicable. 5 Based on the Assessable Amount, manually calculate the applicable tax and enter this amount in the ETP Tax field.

263 Attaché Payroll User Guide 259 Reports containing ETP information The following reports contain ETP information: The PAYG Tax Reconciliation report prints ETP Printed (if applicable) under the Summary Status column. The Lump Sum column contains a similar message. At the end of a run of normal payment summaries, Attaché Payroll reminds the operator to print ETP payment summaries. You can print an ETP payment summary for any employee who received ETP as part of their termination pay. When you print the normal payment summary for an employee, Attaché Payroll updates the details of the ETP payment summary for transfer to the ATO. Therefore you need to print the normal payment summary for an employee before you print their ETP payment summary. Printing ETP payment summaries prints two copies on separate A4 pages. Employees keep the designated copy for their own records and send the other copy with their tax return to the ATO. You do not need to keep a printed copy if you store the information on a backup. Note If any details on the payment summaries change after you print them, you must reprint both the normal and the ETP payment summaries. Magnetic media payment summaries Introduction Attaché Payroll is both authorised and approved by the ATO. Authorised means Attaché Payroll s data format complies with ATO specifications and can be used to report payment summary data by magnetic media. Approved means that Attaché Payroll s payment summary format is acceptable for printing on plain paper.

264 260 Appendix A Australian payroll processing Employee names Ensure that you use a valid format when entering employee names, as shown in the following examples: Mary Jane Adelino Adelino, Mary Jane Employee addresses Magnetic media requires employee addresses in a particular format: street, suburb, state and postcode. Most normal address formats already entered in Attaché Payroll will be acceptable. Ideally all employees with an Australian address should have a postcode. The employee s state is then automatically derived from the postcode. You can check employee address formats on the Magnetic Media Transfer Listing. Tax reporting process The following information describes the major elements of the tax reporting process, a flowchart of which you can find on page 256. PAYG Tax Reconciliation report During payment summary processing, Attaché Payroll sets the employee s Tax Certificate Status field to one of the following values, as shown on the report: Pending indicates that payment summary data has been created for the employee. Printed indicates that a payment summary has been printed for the employee. Each employee s ETP Printed field indicates whether an ETP payment summary has been printed. If so, Attaché Payroll stores ETP details on file in preparation for transfer to the ATO. Employer Details and Validation You use the Employer Details and Validation task to set up your employer details (and supplier details if they are different) and to ensure that employee information is acceptable to the ATO.

265 Attaché Payroll User Guide 261 Before selecting this task, make sure that you are using the latest postcode file (which you can download from Attaché Members website at For data to be accepted by the ATO, the Address Line 1 field and the suburb and postcode are mandatory for all Australian employees, employers and suppliers. Furthermore, for the employer and supplier, the format for telephone numbers is XX XXXX XXXX (such as ) or, for mobile phone numbers, XXXX XXX XXX (such as ). If any errors or warnings are found, Employer Details and Validation produces a report showing the details. You need to correct the errors (indicated by ** on the report) before you submit information to the ATO. Also, carefully check warning messages and modify your data if necessary. For information about messages that can appear on the report, highlight the report on the menu and choose Help (F1). Attaché Software suggests that you run Employer Details and Validation regularly throughout the year. Always run it again immediately before you print payment summaries and prepare the Magnetic Media Information Transfer file for submission to the ATO. Payment summaries An organisation that submits via magnetic media uses the Create Payment Summaries and Print Payment Summaries tasks to produce plain-paper payment summaries for employees. You can print payment summaries at any time throughout the year, however, you must issue them to employees by 14 July. Note When choosing to create payment summaries, ensure the fields in the Employer Details section are correct, especially if there are a number of different PAYG Employers within the one company. Most of the employer details are not printed on the payment summaries but they are held on file and used to sort the magnetic media information for each employee under the appropriate PAYG Employer. If you need to change the details, use the Employer Details and Validation task.

266 262 Appendix A Australian payroll processing The employer does not need to keep a printed copy of payment summaries if they keep the information on a backup. Note If details change on the employee masterfile, such as a person s address, and the new details need to be updated in the magnetic media files, the payment summary must be deleted and then recreated. The last details printed and accepted as correct are the ones that are sent to the ATO. Magnetic Media File Create The Magnetic Media File Create task must only be run when the organisation is ready to send a file to the ATO usually at the end of the year. However, if your organisation has special requirements such as employing seasonal workers, you can send separate files during the year. Take a backup before you run the task. The employer must keep the backup to meet their record-keeping obligations to the ATO. Ensure the details on the Magnetic Media File Create screen are correct. (You can use the Employer Details and Validation task to amend them.) In the destination path that you specify, Attaché Payroll creates a file named EMPDUPE that you must send to the ATO. Do not rename the file unless you do so as specified in Multiple PAYG employers on page 263. Payment summaries During the year, employers can distribute payment summaries on demand and then at the end of the year print payment summaries for the remaining employees. The Magnetic Media File Create task transfers payment summary information to the file called EMPDUPE. Only employees who have received magnetic media payment summaries and have not previously been flagged as being transferred will be included. Magnetic Media Transfer File Listing When the transfer is in progress, the Magnetic Media Transfer File Listing prints. The listing shows full details of the information transferred to the EMPDUPE file and should be checked thoroughly before selecting Yes to Ok to complete the transfer?

267 Attaché Payroll User Guide 263 Itemised deductions are not required on the Magnetic Media Information Transfer File, therefore there is no reference to them on the Magnetic Media Transfer File Listing. Figure 103 Magnetic Media Transfer File Listing Multiple PAYG employers If there are several PAYG employers in your organisation and you submit details on floppy disk, zip disk or CD, you can include all files on the same disk. You need to rename the files to EMPDUPE.A01, EMPDUPE.A02, and so on, which are the only file names that the ATO accepts. You must also fill out a Magnetic Media Multiple Files form that identifies each file and accompanies the media. Submitting details to the ATO You must submit tax information to the ATO by 14 August each year, and you can do so by mail or electronically, using the ATO s Electronic Commerce Interface (ECI). For more information, see Help for the Magnetic Media File Create program in Attaché Payroll.

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269 Attaché Payroll User Guide 265 Appendix B New Zealand payroll processing This appendix contains information that applies only to payroll processing in New Zealand. General differences in setting up Attaché Payroll This section notes the differences for New Zealand users from the standard setups described in Part 1, Setting up and administering Attaché Payroll. Initial setup options on page 36 As noted on page 36, the Payroll Options screens vary depending on the country you choose. For New Zealand, the third screen looks as shown in the following figure. Figure 104 Payroll Options screen 3 (Note that the values shown above are samples only. The specific values for these fields change each tax year as per IRD requirements.)