Payline Employee Updates Date: 22/11/2014
Table of Contents Confidentiality... 3 Locating Employees... 4 Moving around Employee Detail Form... 5 Adding a new Employee... 6 Basic Details... 6 Terminating an Employee... 8 Suspending an Employee... 9 Updating Employee Information... 11 Employee Tab... 11 Earnings... 17 Superannuation... 21 Leave... 23 Advanced... 24 Copyright 2013 Automatic Data Processing Ltd. Proprietary and Confidential Information. 2
Confidentiality The information contained in this document is privileged and confidential, and remains the intellectual property of Automatic Data Processing Limited, ABN 70 003 924 945 (ADP). This document must not be reproduced, stored in retrieval system, or transmitted in any form by means electronic, mechanical, optical, photocopying, recording or otherwise, without the prior consent of ADP. This document must be kept strictly confidential at all times. It must not be disclosed to any person without the prior written consent of ADP. The ADP Logo and ADP are registered trademarks of ADP, Inc. 2011 ADP, Inc. Copyright 2013 Automatic Data Processing Ltd. Proprietary and Confidential Information. 3
Locating Employees Finding Employees from the Add/Edit Employee page To search for an employee, you can either type the employee name or employee number into the Employee field. Alternatively, you can leave the Employee field blank and press on Search, to display a list of all employees. Searching from within the Employee Detail Form You can also use the search feature at the top of the page to locate employees. Copyright 2013 Automatic Data Processing Ltd. Proprietary and Confidential Information. 4
Moving around Employee Detail Form There are seven menus for Employee Updates which are located across the top of the screen. Add/Edit Employee Create a new employee or search for an existing employee Employee Basic employee information, group, costing, tax and pay methods. Earnings Employee salary information including : o o Pay Rates Enter in standard hours or units to be paid to an employee Additions/Deductions Enter in standard dollar or percentage wage components Superannuation Details of employees Superannuation contribution Leave Leave setup (rules and accrual rates). You will need to contact ADP for recalculation of leave. Advanced Additional setup information, depending on how your payroll is configured. Significant Dates and Personal Details (custom fields) User Guide Access the Employee Updates User Guide The menus displayed will depend on how your payroll is configured. Please contact ADP for more information. Copyright 2013 Automatic Data Processing Ltd. Proprietary and Confidential Information. 5
Adding a new Employee Before you start to add a new employee, make sure you have the following information handy Signed Employee Tax File Declaration Form Employee Bank Account Information Pay Rate information for normal hours and any allowances and deductions that apply Superannuation information Leave requirements Go to the Employee Updates menu and select Employee Detail. Select the New Employee button at the bottom of the screen. Basic Details You can enter the employee information by either using your mouse to select the fields or by using the tab button. Mandatory fields will have a No entry symbol, when you save. Copyright 2013 Automatic Data Processing Ltd. Proprietary and Confidential Information. 6
The system will automatically assign an employee number. If you want to assign a particular number to an employee, you can override the AUTO to a number. o o Employee Numbers must be unique You are not able to reuse an employee number To reduce the amount of data you need to key, you can enter the postcode for the employee s address, which will populate the Suburb and Country fields. Dates can be selected through the calendar or entered manually in the following format DD/MM/YYYY Rates/Salary The button shaded in darker colour is the one which is selected. In this case the Rates option is selected. o o Select Rates (recommended) to report employees hours, rate and dollars on the Pay Advice and Payroll Journal Select Salary to only show the dollar amount on the Pay Advice and Payroll Journal The Pay Point, Cost Account and Department fields will only appear if your payroll is configured with these settings. Under each of these fields a drop list will display the available options. Once you select an ABN Group the screen is updated to include tax fields. You will need to select the Tax Scale for the employee s tax calculation. While you don t require a TFN to setup an employee - you are encouraged to get this information as quickly as possible from the employee. If the employee does not provide a Tax File Number within 28 days the employee should be taxed at a higher rate. Once the TFN is entered, it will be displayed as XXXXXXXXX to ensure privacy. Click on Save to add the employee to the system. The employee has now been saved and assigned an employee number. You are able to come back at any time to complete the setup. You will need to continue through the screens to ensure that all information is entered for the employee. Refer to the Updating Employee Information section for more information on the employee setup. Copyright 2013 Automatic Data Processing Ltd. Proprietary and Confidential Information. 7
Terminating an Employee To terminate a casual employee from your payroll, go to the Employee Tab and select Pay Details. Where the employee is Full Time or Part Time contact ADP for a Termination Calculation to ensure that any accrued leave and other entitlements are calculated for payout. Copyright 2013 Automatic Data Processing Ltd. Proprietary and Confidential Information. 8
Suspending an Employee To suspend an employee from your payroll, go to the Employee Tab and select Basic Details. Click on the Suspend Button at the bottom of the page. Suspend Start Enter the date the employees suspension will start from Suspend End Enter the date when the employee is expected to return. Where you don t know the exact date, you are able to leave this field blank. Significant Date Code Select the reason why the employee is suspended from the list e.g. Leave without Pay Employee Returned Select Yes, when the employee has returned to work. You will need to enter a Suspend End Date to show the last date of the employee suspension. You will now be able to see details of Employee Suspensions in the following places- Advanced tab Significant Dates Employee Record Card- a new Employee Record Card will be produced each time there is a change to an employee. Copyright 2013 Automatic Data Processing Ltd. Proprietary and Confidential Information. 9
To see a list of employees who are currently suspended on the payroll click on the Suspended Employees button from the Employee Detail Form home screen. Copyright 2013 Automatic Data Processing Ltd. Proprietary and Confidential Information. 10
Updating Employee Information Employee Tab The Employee Tab contains the following sub menus at the bottom of the screen- Basic Details Basic Employee Information Pay Details Employee Group Information and Ceasing an Employee Tax Details Employees Tax Information. E.g. Tax File Number and variations. Costing This page will only appear where you are setup with Cost Account Reporting. Pay Methods Where employees wages are to be paid Basic Details Employee Information such as name, contact information, date of birth and pay frequency. If you are using Employee Self Service, employees will have access to view and update the following information Email Address Extension Car Registration Mobile Copyright 2013 Automatic Data Processing Ltd. Proprietary and Confidential Information. 11
Pay Details - details of which pay group the employee belongs to, such as Group (ABN), Department and Pay Point. Casual employees may be terminated by entering details in the Term. Date and Term Reason fields. To terminate full and part time employees, please either contact ADP or submit a Termination Request via the website. The Department and Pay Point fields will only appear on the screen if you have them configured. Pay Points are used to sort the order of the timesheet and printed pay advices. Departments are used for sorting of reports. Copyright 2013 Automatic Data Processing Ltd. Proprietary and Confidential Information. 12
Tax Details Contains the employees tax information. Tax File Number (displayed when entered as XXXXXXXXX to protect the employee s data). HELP select if the employee has a Higher Education Loan Program debt (formerly known as HECS) SFSS select if the employee has a Student Financial Supplement Scheme Where you need to enter other tax overrides (e.g. tax and Medicare variations, dependant rebate, zone rebate), select Additional Settings to access these fields. Copyright 2013 Automatic Data Processing Ltd. Proprietary and Confidential Information. 13
Costing this screen will only display if you are using cost account splitting. Where you are using costing, you will be able to update an employee s cost accounts. To change the employees cost account information, click on the drop list next to the Cost Account Name. Click on to add an additional split. To delete a cost account click on the. Press save to keep the changes. If you have deleted the wrong cost account, move from the screen and the changes will revert back to the original setting. Where you are using cost account splitting, you are required to have a cost account setup for each employee. The total percentage value for an employee must be 100%. Copyright 2013 Automatic Data Processing Ltd. Proprietary and Confidential Information. 14
Pay Methods this screen is where you update an employee s payment methods. To update an existing split, click on the Pay Method code. To be able to pay an employee, there needs to be at least one pay method entered. The first account entered must be setup with the Calculation Method of Balance. An employee can have up to six pay splits, please note that additional charges will apply for each bank split. To add an additional payment split, click on. Select the calculation code the method used to pay the employee. A unique code must be used for each split. EFT EFT6 DEP DEP6 CSH1 CSH3 and CASH CHQ1 - CHQ6 and CHEQ Electronic Funds Transfer employee is to be paid via EFT (facilitated by ADP) or ABA file (managed by client) Direct Deposit client to manually arrange for funds to be transferred to the employees bank account Employee is to be paid by cash arranged by client Employee is to be paid by cheque arranged by client Copyright 2013 Automatic Data Processing Ltd. Proprietary and Confidential Information. 15
Select the calculation method - Balance Dollar Percentage This is the employees default account and cannot be a set figure. Where this option is selected, you will not be able to enter an Amount $ or Percentage. Each employee must have a balance account, this is where the remainder of the employees wages are paid. The dollar amount to be paid into this payment method. Where this option is selected, you will be required to enter a dollar amount in the Amount $ field. A percentage amount to be paid into this payment method. Where this option is selected you will be required to enter a percentage amount in the Percentage field. The BSB, Account No and Account Name must be entered when the calculation method is EFT or Direct Deposit. To delete a payment split, click on the. You will only be able to delete an account which is setup with a dollar or percentage amount. To change the details of an account setup as Balance, you will need to override the account details. To switch a Payment Split account to your Balance Account, please send a request to the Payline Processing Team at payline@au.adp.com. Copyright 2013 Automatic Data Processing Ltd. Proprietary and Confidential Information. 16
Earnings Under the Earnings menu, you will be able to access/update employee pay rates, additions and deductions. Pay Rates - Lists pay rates setup for the employee. The Paid Rate will be the amount that the employee will be paid per hour or unit worked. This may vary from the entered rate, where there are pay factors setup for a pay code. 2 1 1. Click on an existing pay rate to update 2. Click on Add to add a new code for employee Other fields on this screen - Code The Pay Code Description Name of the code Standard Hours Used where an employee has standard hours each payroll cycle for a particular pay code Default Rate The Rate the employees wages are calculated on Entered Rate Where the employees base rate has been overridden Paid Rate - The amount the employee will actually be paid per unit for this pay code. Use this amount for any calculation purposes. Effective Date Date the pay code was last updated. The rate entered into the system will be effective immediately and will apply to the entire payroll process. Where you need to pay different rates to an employee within a current payroll period or there is a requirement for a back pay calculation, please contact your ADP Processing Consultant. Ceased Code no longer calculated for employee.. Adding a new pay code for employee To add an additional pay rate, click on. Select the Pay Element from the drop list. The Entry Type field gives you three options to choose from. The option you select, will impact the information which you need to enter and what is displayed on the screen. Rates Only enter the employee s rate and effective date. Rates & Hours Enter the employee rate, standard hours and effective date Copyright 2013 Automatic Data Processing Ltd. Proprietary and Confidential Information. 17
o To calculate the employees period salary and annual salary, select Yes for Base Salary indicator. Selection of the Base Salary Indicator field will also make the Work Pattern* calculator appear. Salary & Hours Use this option if you have the employee s salary and the hours that they work each pay frequency. You will be required to enter either the Period Salary or Annual Salary amount the Standard Hours and the Effective Date. o The Period Salary amount is the employees earnings for this pay rate for each pay period. o The Annual Salary amount is the employees earnings for this pay rate per year the Period Salary is then calculated by dividing the Annual Salary by the Frequency. Base Salary Indicator is used to identify the base salary for an employee, this field is especially important for clients using Employee Self Service (ESS) as it is used to identify the standard pay code which leave is deducted from. Where the Base Salary Indicator is selected and you are using ESS, a Work Pattern will appear on the screen. Work Patterns are only used with Employee Self Service Leave Management for employees who do not work standard hours. If you are not using Employee Self Service, this field will not appear on the screen. If you are using Employee Self Service, please refer to the User Guide for more information. Non Standard Options Where the Pay Factor field is more than 1, the employees rate will be multiplied by this amount. E.g. Time and a Half is usually setup with a Pay Factor of 1.5. If you enter a rate for these codes, the rate will be multiplied by the Pay Factor. Copyright 2013 Automatic Data Processing Ltd. Proprietary and Confidential Information. 18
You will also see the rate which the employee will be paid by checking the Earnings tab. The amount recorded under Paid Rate will be the rate that the employee will be paid. The Default Rate is where a rate has been setup to apply to all employees. Where you select Yes the rate applied for this code will appear on the Earnings screen in the Default Rate field. Where the Default Rate is selected and the amount shown is zero, the employee will not be paid anything. To add another Pay Rate, you need to return to the Earnings tab. You can do this by pressing the cancel button or by selecting the Earnings tab. Copyright 2013 Automatic Data Processing Ltd. Proprietary and Confidential Information. 19
Additions / Deductions Where the employees earnings are to be calculated using a dollar or percentage amount, select the Additions / Deductions link from the Earnings tab. To amend the details of an existing Addition or Deduction, click on the Code. To add a new Addition or Deduction, click on. Select the Addition or Deduction from the Description list Enter either an Amount $ or Percentage for the amount which is to be paid for the employee each pay. Where you are using a percentage to calculate the amount, to check the rate is calculating correctly refer to the codes linked for calculation on your Client Record Card. A Membership No is required when ADP are making payments via EPS to a third party fund e.g. Salary Sacrifices. Copyright 2013 Automatic Data Processing Ltd. Proprietary and Confidential Information. 20
Superannuation Under the Superannuation menu, you will find details of super funds setup for an Employee. Please note that if the employee has a Salary Sacrifice, this will need to be added under Earnings Additions/Deductions. To edit details for an exisiting fund, click on the code. To add Superannuation for an employee, click on Select the fund from the Description list. USI Unique Superannuation Identifiers. Under the SuperStream changes USI s are required for payment of Superannuation. For more information on SuperStream, head to the ADP SuperStream information page. Copyright 2013 Automatic Data Processing Ltd. Proprietary and Confidential Information. 21
Membership No is required especially when you are using ADP EPS to arrange for payments to the fund. Super funds may reject payments if the member number is not sent with the payment Send Registration will only appear for your Default Superannuation fund. Use this indicator when you have a new employee, who has not provided their Superannuation information and you re adding them to your Default Superannuation Fund. You will not be able to send a new registration when you have a membership number for an employee. Enter in an Amount $ or Percentage or select an SGC Rule. Where you are entering an Amount $ or Percentage, please check that you have the most current Superannuation rates. Super Guarantee Compliance (SGC) automatic calculation Super codes can be setup to calculate super automatically based on SGC minimum and maximum thresholds. Where the code is setup in Payline to calculate SGC there will be an additional two fields on the screen. SGC Rule Default rule of 1 will apply the standard ATO thresholds for SGC calculation. If you have setup additional SGC rules, select the rule that applies. SGC Override $ - If the minimum cap for SGC calculation is different enter the new minimum amount here. E.g. entering 350, would mean that the employees super will start to calculate after they have earned $350 in the month. When a new employee starts, please ensure that you have their superannuation information including the USI number to ensure that we can start making EPS payments on your behalf immediately. This information should be provided by the employee through the Super Choice Form. (NAT 13080) Send details of the Fund to ADP by completing the Electronic Payment Service - Client Deduction Form which is available from the Forms section of the website. Where the employee has not provided you with the information required to make payments into the Fund, set them up on your Employer Default fund, so that you are meeting your Superannuation obligations. Make sure that you have advised ADP of your Default Fund, so that we can send new registrations on your behalf. Please note that there may be a transition period for this functionality to become available as the Funds become SuperStream ready. Copyright 2013 Automatic Data Processing Ltd. Proprietary and Confidential Information. 22
Leave Check that Part or Full Time employees are setup correctly for leave. Where you need to make changes to the leave information, please contact ADP. An employee s leave setup needs to be reviewed when the employee changes the number of hours they work or if they take leave without pay. Where an employee is not setup for leave and they work standard hours each week o o Enter in the number of Hours Per Day that the employee works Enter the Days Per Week that the employee works Select the leave rules which apply to this employee from the drop lists. If the employees hours are flexible and they are to be setup on an hours worked rule, enter 0 as the Hours Per Day and Days Per Week. The screen is locked down once you have entered information and if changes are required you need to contact ADP to do so. This ensures that any recalculations that are required are correctly applied. Copyright 2013 Automatic Data Processing Ltd. Proprietary and Confidential Information. 23
Advanced Under the Advanced menu, you will be able to update Significant Dates and Personal Details for an employee Significant Dates Click on to add a new significant date. Select the event from the list and the date. Significant dates entered will appear on the Audit Report and under the ESS Home page for clients using Employee Self Service. Personal Details are free text fields and can be labelled as required Copyright 2013 Automatic Data Processing Ltd. Proprietary and Confidential Information. 24
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