(please note these settings need to be turned on via the main payroll settings > employee portal by a payroll administrator and the employee needs to be granted access).
Advanced settings (paid for)
The price for the use of Advanced Payroll features is $6.00 per active employee per month - an active employee is one that gets paid during the period of a calendar month.
The main components to the "advanced" payroll features include:
● All features of the “standard” plan
● Automated Pay Conditions
● Pre-built Awards
● Time & Attendance Kiosk
● ClockMeIn Time & Attendance iPad App
● Employee scheduling/rostering
To upgrade to the advanced features select:
> Employees > payroll settings > subscription
> select upgrade to advanced, enter in credit card details if not already supplied and save.
Once saved you will then be upgraded to the advanced plan and the features will be enabled within seconds.
Please note you can downgrade plans at any time by following the above instructions and select downgrade against the Standard plan, this will then disable the advanced plan features.
Reports
A wide variety of payroll reports can be accessed via the reports tab.
Select > Employees > reports
Once you have selected reports, you will be able to view the payroll reports , employee reports and ATO reports:
Detailed Activity Report
A breakdown of activity by location per employee over a given period of time.
Super contributions
View all super contributions over a period of time
PAYG Withholding
A breakdown of the PAYG withheld per month for a given date range
Pay Run Audit Report
Shows the full pay run details for a given pay run. Includes earnings, super payments, bank payments, leave and deductions.
Leave balances
Shows the current leave balances for each employee.
Leave liability
Shows the leave liabilities for each employee at a point in time.
Super Payments
Manage automated superannuation payments.
You can easily pay employee super contributions directly to any registered super fund in Australia by taking advantage of the in built integration with the ClickSuper super fund clearing house.
KeyPay is 100% Superstream compliant and GOLD certified with the ATO. Simply register via Reports > Super Payments > complete registration form.
Tax File Declaration Report
Shows the leave liabilities for each employee at a point in time.
Payment Summaries
Allows generation and printing of the payment summaries for all employees for a financial year.
Payment summaries
At the end of each financial year, one of the tasks payroll administrators start preparing for is generating individual non-business payment summaries (aka group certificates) for their employees.
The good news is, what was previously a time consuming process, can now be completed in a few simple clicks by following these steps:
Log in and ensure that all pay runs have been finalised for the current financial year.
Once all pay runs and housekeeping tasks have been finalised, click on the “Reports” menu and under the “ATO" Reporting” section, click on the “Payment Summaries” link
From the payment summaries screen, select the financial year you wish to generate Payment summaries.
You can then click the “Generate Payment Summaries” button to generate payment summaries for all employees in the business.
Once you payment summaries are generated you will be able to preview them before publishing for print or download by employees via the employee self service portal. To view all payment summaries, click 'Download' > 'Download all as PDF'.
To view a single payment summary, click the 'Actions' menu next to a particular employee, then click 'Download'
Once you are happy with the payment summaries, you can publish them by clicking the Actions button and then 'Publish x Payment Summaries'.
NOTE: If any new pay runs are created for that financial year or any changes are made, the payment summaries must be re-generated for any changes to take effect.
How to I enter the Reportable Fringe Benefits amount?
Once the payment summaries are generated, you are able to enter the Reportable Fringe Benefits (RFBA) amount. To do so, click the 'Actions' button next to the payment summary and click 'Edit'.
The Reportable Fringe Benefit Amount (RFBA) field is open to enter in a dollar amount. You may need to seek advice on which FBT deductions are reportable.
What happens when I publish payment summaries?
Once you publish the payment summaries, they become available to the employees for download via the self-service portal. If you would like to send the employees an email notification to let them know that their payment summaries are generated, click the 'Send Notifications' button.
What if I need to change the values in the payment summaries after I’ve published them?
There’s two options available:
You can unpublish an individual payment summary by clicking on the Actions menu next to the particular employee and then “Un-publish”.
“Unpublish x Payment Summaries”
Once you have unpublished the payment summaries, they will no longer be available for
download to the employee self-service portal.
You can now make any necessary changes to the pay runs, then re-generate the payment summary/summaries. If you have already issued the payment summaries to the
employees/ATO, you may need to mark the new payment summaries as 'Amended'. To do this, click the check-box when generating the payment summaries:
You may then re-publish the payment summaries.
Generate PAYG payment summary Report - EMPDUPE File to submit to the ATO
The ATO requires that all businesses submit PAYG payment summary report (EMPDUPE file) for their employees by August 14. To make this simpler for you, You can automatically generate the required “EMPDUPE” file which allows you to lodge your payment summary annual report online.
To generate a the EMPDUPE file follow these simple steps:
First, make sure you have generated and published your PAYG payment summaries for your employees.
Make sure you have updated your ATO Supplier details. You can update these by clicking on the “Business” menu and selecting “ATO Settings”.
Once you have generated your PAYG payment summaries and updated your ATO Supplier details, go to the “Reports” menu and under “ATO Reporting” click “Payment Summaries”.
Within the payment summaries section, click the “Generate EMPDUPE file” button and then select the appropriate option.
Once you've done this, your browser will download the EMPDUPE file. Save this file to your desktop or some other 'known' location.
Locations (classes)
You can export a journal with classes and locations pre-populated by following these steps:
Before exporting the journal, ensure that you have performed the following actions:
Imported locations from QuickBooks
You can import locations into KeyPay by following these steps:
Log into QuickBooks Online and go to the "Employees" tab Click on "Settings" and then "Locations"
From the locations screen, click the "Add" button and select the "Import QuickBooks Locations"
option
Your QuickBooks locations will now be available in KeyPay
If you also want to assign classes to your journal entries, you will also need to ensure that you have assigned classes to your locations
You can assign classes to locations by following these steps:
Log into QuickBooks Online and click on the "Employees" tab Click on the "Settings" tab and select "Locations"
Click on the location to which you want to assign a class
From the "Classes" drop down, choose the class you want to assign to the location
Click "Save"
Your class will now be assigned to your location
Next, ensure you have the "Split by location" option set in the chart of accounts. You can check this by following these steps:
● Click the "Employees" tab -> "Settings" -> "Chart of Accounts"
● From the chart of account, click the "Defaults" link
● For each journal transaction type that you want classes and locations to be assigned to, click the "Split by location" option against each transaction type. In this case, we're going to split the wages expenses by location
● Click "Save"
The final step is to process a pay run. Ensure that your earnings lines for your employees are allocated to the correct locations
pay run and the journal will be posted with transaction lines created for each location / class