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© 2012-2015 Intellitron Pty Ltd

User Guide

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Table of Contents

Foreword 0

Part I Welcome to Lightning Payroll

6

Part II Getting Started

8

... 8 1 Add New Company

... 10 2 Entering Company Details

... 11 3 Editing Pay Dates

... 14 4 Entering Employees

... 14 5 Entering YTD figures

... 17 6 Entering Leave Accruals

Part III Employees

19

... 19 1 Employees Overview

... 19 2 Move or Copy Employees

... 21 3 Details

... 22 4 Departments

... 24 5 Pay Settings

... 24 Pay Rates

... 25 Pay Rate Groups

... 30 Special User Defined Pay Rates

... 31 Salary/Wage Sacrifice

... 32 Payslip Options

... 32 6 Tax Rates

... 33 7 Leave

... 35 Leave Entitlem ent Adjustm ents

... 35 Holiday Leave Calculator

... 36 Sick Leave Calculator

... 38 Long Service Leave Calculator

... 39 Custom Leave

... 44 8 Super

... 45 Add or Edit a Super Fund

... 51 Alter Super Guarantee Rate for Multiple Em ployees

... 52 Mem ber Registration

... 56 Send Updated Em ployee Details to Super Fund

... 59 9 Allowances Deductions

Part IV Pay Processing

62

... 62 1 Pays Overview

... 62 2 Editing Pays

... 65 3 Editing Past Pays

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... 66 5 Marking Pays as Complete

... 67 6 Printing Pay Reports

... 67 7 Printing Payslips

... 68 8 Direct Entry

... 69 9 Entering Details for Employees Not Being Paid

... 70 10 Adding/Deleting a Pay

... 72 11 Bonuses, Commissions and Back Payments

... 73 12 Termination Payments

... 73 Ordinary Term ination

... 78 Term ination Due to Ill-Health

... 78 Death of Em ployee

... 79 Genuine Redundancy or Early Retirem ent Schem e

Part V Company

83

... 83 1 Company Overview

... 84 2 Email Payslips and Payment Summaries

... 85 3 Defining Financial Years

Part VI Super Fund Deposits

89

... 89 1 Super Fund Deposits Overview

... 91 2 Create Super Fund Deposits

... 93 3 Export Deposits to Superstream

... 96 4 Export Deposits to CSV

... 99 5 Viewing or Editing a Deposit

... 100 6 Creating a Miscellaneous Super Fund Deposit

... 101 7 Undoing and Deleting a Super Fund Deposit

... 101 8 Superstream Mailbox

... 104 9 Direct Bank Entry of Super Deposits

Part VII End of Financial Year Procedure

110

... 110 1 ATO Lodgement Options

... 110 2 EOFY Step by Step

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... 125 6 Bonuses and Commissions

... 126 7 Back Payments

... 126 8 Salary Sacrifice

... 127 9 Tax

... 127 10 Superannuation

... 128 11 Payslip Notes

Part X Business Ownership

Changeover

131

... 131 1 Business Ownership Changeover

Part XI Hints and Tips

133

... 133 1 Backup Your Data

... 133 2 Password Protect Your Information

... 134 3 Handy Tax Calculator

... 134 4 Free Video Tutorials

... 135 5 Reinstate Employees

... 136 6 Custom Reports

... 136 7 Payslip Options

... 137 8 Staying Up-to-Date

... 137 9 Updates and Changes to Lightning Payroll

... 138 10 Navigating Multiple Pay Periods

... 139 11 Copy Hours From Last Pay

... 140 12 Convert Fractions to Minutes

... 140 13 Set Default Pay Period Based-on Date

Part XII Troubleshooting

143

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Part

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1

Welcome to Lightning Payroll

Lightning Payroll is the successor to WagezWindow - a payroll program first released in 1997 and trusted by thousands of businesses across Australia for over 15 years. Lightning Payroll's design has been based on that of WagezWindow's with vast improvements to its functionality, ease-of-use and overall modernity.

We trust that you find Lightning Payroll both intuitive and reliable, and if you have any suggestions or support queries regarding the product, then please contact the support team at

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Part

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2

Getting Started

The Getting Started guide will help you on your way to setting up Lightning Payroll and consists of four main topics:

-Entering Company Details Entering Employees Entering YTD Figures Entering Leave Accruals

2.1

Add New Company

Lightning Payroll does not limit the number of companies you wish to process pays for. You annual subscription only limits you by the total number of employees across all of your companies. To add a new company in Lightning Payroll, simply click Company >> Add new company.

You will be prompted to enter your company’s name and ABN via the Create New Company Assistant.

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After you have entered your company's name and ABN, the assistant will help you to setup your pay schedule/s.

The tick boxes allow you to set what frequency you'll be intending to run pays for. For example, if you pay your staff week ly, tick 'Week ly?'.

If you pay some staff week ly and some staff monthly, you would tick both 'Week ly?' and 'Monthly?' boxes.

Depending on which pay schedule box or boxes you have ticked, the related date selector will light up beneath.

Select the date/s you wish for your next pay period ending. If you need to enter pays prior to this, you may. You are simply informing the program of a point to build its pay date structure upon. Note: Pay end dates can be edited later if need be. For more information, please see Editing Pay Dates.

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Once you have done this, click Finish and you will immediately be taken to the Company section of Lightning Payroll. Work your way through the first four tabs, starting at the Details tab (the Super Fund Deposits tab provides a functionality that you will not yet need to utilise).

2.2

Entering Company Details

Details. Under the Details tab, enter the basic information for the company such as address, phone number and ABN.

Departments. If your company is divided up into departments, then you can specify them under the Departments tab by typing a department name into the text box provided in the top-left corner of the window and then clicking Add Department.

Bank Account. The Bank Account tab is where you set up the company’s bank details for direct debits if you use, or will be using, this method to pay wages. If your bank cannot be found in the list

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obtained by checking the account settings in your email program, but you may find you need to contact your ISP. For more information on setting up the emailing of pay slips, see Emailing Payslips.

Pay Dates. This section lets you configure the date that the main Pays screen opens up to by default. For more information see Set Default Pay Period Based-on Date.

Financial Years. If you need to alter financial year start and end dates, do so here. This is normally used in cases where you need to include or omit pay run at the end of your financial year, or if the company has changed owner or ABN throughout the year. For more information, see Business Ownership Changeover.

Leave Balances. This section allows you to setup custom leave types for your company. Common examples include RDOs, or days in lieu. For more information see Custom Leave.

Pay Rate Groups. Pay rate groups, otherwise referred to as 'global pay rates' can save you time by allowing multiple employees have access to commonly used pay rates. For more information please see Pay Rate Groups.

Super/BPay Reference. If you pay super using BPAY for any of your employee's super fund providers you can keep track of BPAY reference information here in the BPAY Reference tab. BPAY biller code information is specific to each super fund, and can be edited under Settings >> Super Fund Providers.

SBR Submissions. After submitting EOFY payment summaries via SBR you'll be able to view detailed ATO response messages/receipts here in the SBR Submissions tab. For more information, see EOFY Step by Step.

2.3

Editing Pay Dates

Setting up Pay Period dates in is an important part of getting started in Lightning Payroll. By default, Lightning Payroll will want to establish an initial pay date, based on both your system date and the date that you enter as your next pay period ending date. This process is best to have been setup when creating your company initially as explained in the previous Add New Company section, but if dates need to be altered down the track, you can do so as follows.

To change the default pay period date, use the pencil button beside the start and end pay dates at the top of the main Pays screen. Always keep in mind that the pay period end date is the more important date. Pay period start dates don't affect much at all within the program. They are determined by the previous pay period's end date. Pay period end dates refer to the last day of the period which you intend to pay employees for. You can manually adjust pay dates a couple of different ways in Lightning Payroll.

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Simply click the Edit button and select the new pay period end date for whichever schedules (weekly, fortnightly, monthly) that require change in future.

For example, if your week ly pay run has always ended on a Sunday, but in future you want it to now end on a Monday, you'd set the week ly to the nearest Monday in the list as shown below.

For information regarding which pay period you wish Lightning Payroll to consider as the 'current' period, see Set Default Pay Period Based On Date.

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necessary if dates have been setup incorrectly at an earlier date, allowing you the ability to fix them up. This is done under the main Pays area.

After you click on the pencil icon you will see a window which looks like this:

To view any pay run in the list click on the View button beside the pay run dates you wish to jump to.

To edit the end dates of a pay run, click the Edit button beside the dates you need to adjust, and a window will appear that looks like this:

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2.4

Entering Employees

To start entering employees, click the Employees button, then click Actions and select New Employee. In the window that appears, enter the employee’s name and date-of-birth, then click Finish. The employee will appear in the list box to the left and you will now be able to start entering the details for this employee. New employees are setup as full- time permanent (which will accrue leave). If the new employee is a casual, remember to disable their leave under Employees >> Leave >> Leave Settings.

To the right of the list of employees will be seven buttons, each with multiple tabs that will show below the buttons. Work your way through the buttons and their tabs that show below them, and fill out the necessary details for the employee.

Press F1 on the keyboard at any point during the setting up of your employee(s) to find out more information about the section of the program you're in at the time.

PROCEED TO NEXT TOPIC: ENTERING YTD FIGURES

2.5

Entering YTD figures

If you purchased Lightning Payroll part-way through a financial year, then you will need to enter the employees' year-to-date figures into the system before you run your first live pay run. There are two methods of doing this:

-Method 1: Entering YTD figures via a YTD adjustment.

The easiest way to enter past pay information into Lightning Payroll is via Employees >> Year to Date >> Adjust YTD Totals.

Here you'll be able to enter any YTD amounts as a starting point before entering pay data directly into the program's 'Pays' screen. Just click 'Next' to carry on and enter amounts for any YTD bonuses, allowances, leave payouts, etc.

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Method 2: Entering all the pay runs in one-by-one

This is the best, but most time consuming method of getting your employees' year-to-date figures into the system, and basically involves entering each and every pay in from the start of the financial year.

To begin, go into Pays, then click and hold the Last Pay Run button until you get a drop-down menu. From the drop-down menu, select the first pay date of the financial year (you may need to do this a second time if the list of dates does not go back far enough) and then click Edit Pays. Ensure that the pay details are correct for each employee; stepping through each one by clicking Save + Next as you go. When you reach the last employee, click Save + Close to save the details and exit the Edit Pay window.

When the pays are complete for all the employees, click the Next Pay Run button to proceed to the next pay.

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information you have for their pays processed up to this point in the financial year...

For wage earners and/or those employees whom you have a record of the hours for, go into Pays and check the pay date that you're at. If you are at the pay run preceding the first live pay that you will be processing with Lightning Payroll, then simply click the Edit Pays button to start entering the employees' YTD figures; otherwise, click the Last Pay Run button to get back to the pay preceding the first live pay that you will process with Lightning Payroll, and then click Edit Pays. When the Edit Pay window opens for the first employee, type the total amount of hours and minutes that the employee has worked in the current financial year so far. If an employee has different pay rates, then you will need to divide their total hours for the financial year over the various pay rates accordingly. You will also need to enter the total hours of leave taken, for each type of leave, in the leave window. Click the Edit Leave button to do this.

Note: If you do not have records of your employees’ pays to this level of detail, then you may need to use the method mentioned further below for salary earners. If it is only the leave hours that you are not sure of, then you could enter them in as Ordinary Time Worked hours, providing your employees are not entitled to annual leave loading.

If any of the employees have allowances or deductions, then enter the year-to-date amounts for each of these in the Allowances and Deductions tables.

If an employee is paid bonuses, commissions, or if they salary sacrifice a portion of their pay, then click the Edit buttons for these to enter their year-to-date figures.

Since the program will be treating this pay as a single pay run, the tax amount that is calculated will likely be incorrect; if it is, then click the Edit button next to the tax amount and alter it accordingly. Do this for the superannuation too, if necessary.

Note: The Edit Pay window will also allow you to enter the accrued leave totals for each employee if you choose to do so at this point in time - in which case you can skip the last topic of this Getting Started guide.

When all year-to-date details have been entered into the employee’s Edit Pay window, click Save + Next to save the details and move on to the next employee, or Save + Close to exit the Edit Pay window.

For salary earners and/or those employees who you do not have a record of the hours for, go into Employees, select a relevant employee and then click Pay Settings. In the Pay Rates tab, set the Pay period gross pay to the total year-to-date gross amount for that employee. If the employee is paid allowances, and you have a record of the year-to-date figures for those allowances, then do not include these amounts in with the total gross figure that you enter here as it would be preferable to enter those totals separately - particularly if they need to show separately on the employee's payment summary at the end of the financial year.

Once you have entered the year-to-date gross amounts for each of the relevant employees, go into the Pays section of Lightning Payroll and then click Edit Pay for one of these employees. In their Edit Pay window, you should notice large gross, tax, net and super amounts. In the Allowances and Deductions tables, enter the year-to-date figures for their each of their allowances and/or deductions. If an employee is paid bonuses, commissions, or if they salary sacrifice a portion of their pay, then click the Edit buttons for these to enter their year-to-date figures.

Since the program will be treating this pay as a single pay run, the tax amount that is calculated will likely be incorrect; if it is, then click the Edit button next to the tax amount and alter it accordingly. Do this for the superannuation too, if necessary.

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Next to save the details and move on to the next employee, or Save + Close exit the Edit Pay window.

For more detailed information on the Edit Pay window of Lightning Payroll, see Editing Pay Details. PROCEED TO NEXT TOPIC: ENTERING LEAVE ACCRUALS

2.6

Entering Leave Accruals

Once you have finished entering the employees’ year-to-date figures into the system, the last step is to enter their accrued leave to date. To do this, select the Leave Entitlements Adjustments tab of the Leave section in Employees and enter the amounts due for annual leave, sick leave and long service leave, for each employee.** If you ever have to manually recalculate leave balances in order to update these totals, remember to calculate totals as at the date which sits atop this Leave

Entitlement Adjustments area (E.g. Leave Entitlements as of 28 July)

**Depending on the method you used to get the employees’ year-to-date figures into the system, you may already see accrual amounts there for each employee, however, these amounts will be incorrect for any employee who was working for you in previous financial years.

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Part

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3

Employees

3.1

Employees Overview

Selecting the Employees button from the top of Lightning Payroll’s window will display a list of all your employees, and the various sections of the program for setting up and editing the details for whichever employee you have selected in the list at the time. The Actions drop-down button that appears above the list of employees enables you to add or delete an employee.**

**Please be aware that you are obliged to keep records of your employees’ details for at least seven years.

3.2

Move or Copy Employees

Lightning Payroll allows you to move or copy your employees. These options are available under Employees >> Actions >>Move Employee/Copy Employee.

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Click No to cancel, or click Yes to continue and you'll be given the following message, which lets you choose the company you want to move the employee and all of their pay records to.

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You only need to highlight the company you want to copy them to and click Copy. Copying employees can be handy when setting up a new employee who is to be paid the same pay rates, allowances, hours, etc. as a current employee. The current employee's profile can be used as a template or blueprint for the new employee, for which you'll only need to adjust personal details, bank accounts, TFN, etc... or wherever their information differs.

Note: You can copy an employee to the same company, whereas you can not move an employee to the same company, since they're already there.

3.3

Details

Personal & Kin. The Details section consists of five tabs. The first two tabs are where you need to enter the personal details and the contact details for the employee, and their next-of-kin. The email address for the employee will need to be entered into the Personal tab if you intend on emailing their

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departments have been set up yet, then clicking Edit will take you to where you need to be in order to define the departments for your company.

To assign a department to the employee, select it from the Available Departments list and then click Add to Selected Department. To remove a department assigned to the employee, click the department you want to remove, in the Current Departments for Employee list on the left, and then click Remove from Selected Department.

Employment Dates. The Employment Dates tab is where the start date is specified for an employee, and where the termination date can be found for any terminated employees. Start dates can be edited here, however termination dates can only be edited by reversing and redoing the termination, making sure to use the right date. Click here for more on Terminating Employees. Email Options. The Email Options tab lets you choose whether you wish to record an employee's emails for actual sending of documents from the program, or just for record-keeping sake. You may only want them to be sent for payment summaries but not for payslips (or vice versa). Tick the boxes which apply. The Alternate Email field overrides the Email field for sending. This may be helpful when you want to keep an employee's personal email on file, but for all payslips and payment summaries sent from the program the alternate is the one to be sent to.

3.4

Departments

Lightning Payroll allows you to assign employees to multiple departments, by a percentage of their gross pay. This helps show the cost of an employee and a breakdown of wages across multiple sites, stores, or departments within your company/s.

If you wish to take advantage of Lightning Payroll's Departmental Analysis report you will first need to setup and assign departments to your employees.

To set up some departments within Lightning Payroll you will need to click on Company >> Departments.

Give the first department a name, then click Add Department. Continue until all of your departments have been created.

Next, you must assign staff to each of these departments. This is done under Employees >> Details >> Departments

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You will see a pie graph appear over on the right with displays graphically how the employee has been setup. By default the percentage allocation will be an even breakdown between departments, although percentage allocation can be altered by dragging any of the white points on the edge of the pie graph, creating a new percentage breakdown. Whatever percentages you have setup here under the Employees section will continue as each pay period continues on.

If an employee's departmental allocation changes from week to week, you are able to edit their departmental percentages from within the regular Edit Pay window.

To do so click Edit Pay >> Department %. Here you can setup an alternative percentage breakdown for a particular pay.

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3.5

Pay Settings

The Pay Settings section is where you set up the basic pay details for an employee, and is divided up into four different sections:

-Pay Rates

Special User Defined Pay Rates Salary/Wage Sacrifice

Payslip Options

3.5.1

Pay Rates

In the first tab, Pay Rates, you will find the following settings:

-Pay method. There are three methods of pay for you to choose from in Lightning -Payroll: Other, Cash and Direct Bank Entry. By selecting Cash, the employee will show in the Currency

Requirements report in the Pays section of the program, but will not appear for selection during the Direct Entry process. If you select Direct Bank Entry as your method of pay, then the employee will appear for selection in the Direct Entry process and will not appear in the Currency

Requirements report.

Pay type. This is how you specify whether an employee is a wage earner, or a salary earner. Wage earners are paid by the hour and their hours may change from pay-to-pay, whereas salary earners earn a set gross amount every pay - with the possible exception of the occasional bonus or commission. The fundamental difference here, as far as Lightning Payroll is concerned, is that the Wage Earners’ Hours Worked report will only show those employees' whose pay methods are set to ‘Wage’.

Pay Period. Lightning Payroll allows you to process pays for three different pay period types: weekly, fortnightly and monthly. You can have different pay periods selected for different employees, if need be. Employees will be grouped together in the Pays section of the program according to which pay period you set them to in this option.

Employment Type & Tenure. These two settings allow you to define the employees' employment statuses that will show on their pay slips. You may leave the Employment Tenure blank, however, FWA standards require that you at least have the employees' Employment Type displayed on their pay slips. So you will need to have this set accordingly.

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their pays as ‘Complete’ as you go.

Copy hours from last pay. Leave this option checked if you would like the employee's hours worked to be copied from the last pay run over to the next.

Award.This is where you define - or choose from a list of previously defined - awards and award work classifications. As with the Employment Type and Employment Tenure, this setting only affects what is displayed on the employee's pay slip.

Award hours. If your employee works a set amount of hours every week, and the same amount of hours on each day that they work, then enter the award hours for each day that the employee works (usually 7.6 for a full-time employee) and the amount of days they work in a week; Lightning Payroll will then calculate the award hours for a full week. But if your employee’s hours can fluctuate from week-to-week, or they don’t always work the same amount of hours on the days that they do work, then it won’t matter what you have for the award hours and days, but you would need to ensure that you accrue the employee’s leave by checking the Accrue leave based on actual hours paid

option in the Leave section of Lightning Payroll.

Pay period gross pay & Pay rate per hour. If your employee earns a set gross amount every pay (e.g. salary earners or employees on a monthly pay period), then enter the gross amount they earn each pay run in the Pay period gross pay field. If, on the other hand, your employee’s pay is calculated by the hour (i.e. wage earners), then enter their hourly rate in the Pay rate per hour field.

3.5.2

Pay Rate Groups

Lightning Payroll allows you to set up global pay rate groups for employees who have similar pay rates to one another. This saves time and can help prevent typing errors since you'll only have to update pay rates once, rather than for each individual, yet similar employee.

Here is how you can setup a pay rate group:

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2) On the left are the main control buttons, where you can create a new pay rate group, or edit an existing group. Click New Group to create a new pay rate group.

3) Simply enter the name of the group and press enter, or click save. These groups would be suitable for a restaurant, for example.

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4) Once the group has been named, you can then add pay rates which you'd like to have available for all staff in the group. Adding staff comes next. To add a pay rate, click the green plus sign button over to the right of the main window.

You'll then see this pop-up window where you can enter the particulars of the group's new pay rate. In this example, all of my Admin/Office staff would be paid the same overtime rate if working on Saturday. It would be setup like so.

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Note: For custom pay rates for an individual employee they can be setup under Special User Defined Pay Rates.

5) Once the pay rates have been setup for the new group, they can be edited with the pencil button, or deleted with the cross button.

When you're satisfied with the pay rates you can add employees to the group using the green plus button in the lower, Edit Employees window.

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6) To add employees to the group, and thereby associate these new pay rates to them, simply tick the appropriate employees and hit enter/save.

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3.5.3

Special User Defined Pay Rates

By default, Lightning Payroll will have time-and-a-half and double-time options already pre-set for each employee - based on the standard hourly rate. If there are any other special rates you need to pay, then these can be specified in the Special User Defined Pay Rates tab.

The small green plus to the right lets you add new pay rates.

Once created, pay rates can be edited with the small pencil.

The Description field lets you give the new pay rate a name. The Rate Type lets you select between :

o Normal - Multiplies by the ordinary time pay rate entered under Employees >> Pay Settings >> Pay Rates >> Pay Rate Per Hour.

o Special - Allows you to enter flat dollar amount per unit.

The Units field lets you give a description to the unit value being paid (E.g. Hours, days, kms, etc.). Ticking Overtime? will have an effect on how Super and Leave calculate.

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super based on Gross opposed to being based on Ordinary Time Earned under Employees >> Super >> Superannuation Contributions >> Base Super On.

Leave won't accrue on pay rates marked as overtime unless the two tick boxes at the top of the Employees >> Leave >> Leave Settings area have been ticked.

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3.5.5

Payslip Options

The Payslip Options tab will allow you to specify what you do and do not want to show on any individual employee's pay slip.

3.6

Tax Rates

Tax Settings. The first tab here, Tax Settings, is where you need to enter the employee’s tax file number. Lightning Payroll will automatically determine the correct tax scale to use for your employees depending on what you tell it in this section of the program.

By default, the System Generated Tax Rate option will be checked, in which case you would simply check or uncheck the options that follow it as necessary. If the employee pays a special, agreed-upon percentage instead, then check the Voluntary agreement for PAYG withholding option and enter the percentage. The Upwards Variation option will allow you set a voluntary additional amount of tax to be paid as either a set dollar figure, or a percentage.

Medicare Levy Exemption & Tax Offsets. If the employee is exempt from the Medicare levy or has tax rebates that need to be entered into the system, then the details regarding these can be entered into the last two tabs of the Tax Rates section.

Reportable Fringe Benefits. This is where you can record any reportable fringe benefits paid throughout the financial year.

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3.7

Leave

Leave Settings. You can set up or alter the default leave accruals for an employee in the Leave section of Lightning Payroll.

The default leave settings, suitable for a 38 hour per week full-time employee look like this:

You can change these default values however. In Lightning Payroll, there are two methods of accruing leave:

1. As a set amount from pay-to-pay: Below are the default settings for any newly created employee, as shown below. These settings account for a steady accrual of days per year, multiplied by the Award hours for a full day (default is 7.6 hours) which is found under Employees > Pay Settings > Pay Rates.

E.g. Default holiday leave values calculate as follows:

To accrue 20 (7.6 hour) days per year for a full-time employee the program first converts the days to an hourly value.

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2.Leave can also accrue as a pro rata amount, based on an employee’s hours paid, seen below. This is normally only used for permanent part-time employees who accrue leave based on a fluctuating number of hours throughout the year.

To accrue the leave based on the actual hours paid, check the box which says Accrue leave based on actual hours paid and the rates below should be 0.076944, 0.038333 and 0.016667

respectively. If you would like leave to also accrue on over time hours, also tick the box which says Accrue leave on over time hours.

If the employee is entitled to leave loading, then set the Holiday leave loading percentage. This is usually 17.5%, but depends on the industry award. If you are unsure about this, check with Fair Work Australia.

To set up long service leave, you need to let the program know how many weeks you want the employee to accrue over the number of years that you specify.

The most common accrual setting (Fulltime employee in most states) is

-This formula for accruing long service leave can change from state-to-state and award-to-award, so you may need to check with the relevant government or industry bodies. Below is a list of links that may help you regarding long service leave:

-Federal: http://www.fairwork .gov.au/leave/long-service-leave/pages/default.aspx

NSW: http://www.industrialrelations.nsw.gov.au/Employment_info/Leave/Long_service_leave.html VIC: http://www.business.vic.gov.au/scripts/nc.dll?BUSVIC:STANDARD:1001:pc=PC_50533.html QLD: http://www.justice.qld.gov.au/fair-and-safe-work /industrial-relations/long-service-leave WA: http://www.commerce.wa.gov.au/labourrelations/PDF/Misc/LongServiceLeaveCalculation.pdf SA: http://www.safework .sa.gov.au/show_page.jsp?id=2477

TAS: http://wst.tas.gov.au/__data/assets/pdf_file/0007/71827/LSL_guide.pdf NT: http://www.work placeadvocate.nt.gov.au/pdf/NT_LSL_Act_FAQ.pdf

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3.7.1

Leave Entitlement Adjustments

If one or more of an employee's leave balances has accrued, or has been setup incorrectly, it can be manually corrected. First though, you will need to determine the correct balance. You can do this using Lightning Payroll's leave calculators, seen to the right-hand side of this screen. Once you have the correct balance, totals can be amended under Employees >> Leave >> Leave Entitlement Adjustments, or from the Pays screen, in that employee's Edit Pay window, as at a specific date. Note: For creating, editing or viewing any of your custom leave entitlements, please see the chapter on Custom Leave.

3.7.2

Holiday Leave Calculator

For recalculation and checking of Holiday Leave, Lightning Payroll includes a calculator to help you accurately rebuild your employee's totals.

To recalculate and update Holiday Leave balances, click the Holiday Leave Balance Calculator button under Employees > Leave > Leave Entitlement Adjustments

Depending on award hours per week, and the period of time in which the employee has worked for your company, you will need to enter the rate of accrual in the form of weeks/years. If your employee's award hours p/week has changed throughout this period, create another line with the

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with the recalculated amount. Example:

Here is an example of a holiday leave recalculation for an employee who has worked 38 hours per week for the ten year period between 17/04/2004 - 17/04/2014.

Four weeks leave earned per year = 38 hrs x 4 weeks = 152 hours holiday leave accrued each year. Ten years employment = 10 x 152 = 1520 hours accrued over ten years

248 hours holiday leave taken over this ten year period needs to be deducted before the total can be reset = 1520 - 248 = 1272 hours + current week's accrual.

(Note: As this date range crosses over into the new pay period there is an extra 2 hrs 55 minutes accrual - 1 week 's worth - in the updated balance)

3.7.3

Sick Leave Calculator

For recalculation and checking of Sick Leave, Lightning Payroll includes a calculator to help you accurately rebuild your employee's totals.

To recalculate and update Sick Leave balances, click the Sick Leave Balance Calculator button under Employees > Leave > Leave Entitlement Adjustments

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Depending on award hours per week, and the period of time in which the employee has worked for your company, you will need to enter the rate of accrual in the form of weeks/years. If your employee's award hours p/week has changed throughout this period, create another line with the altered number of award hours p/week, making sure to specify the date range in which these award hours were the norm.

The new balance will be displayed at the bottom of the calculator window, and confirmed by clicking Set Balance. Lines of information can be deleted using the red cross on the right.

'Total Sick Leave Taken:' - This field shows you how much sick leave Lightning Payroll has recorded this employee as having taken since their employment start date. Tick this box to take into account these deductions before updating their current leave balance.

'Add to current balance?' - This field allows you to add the recalculated amount to the current balance. Leaving this box unticked when setting the new balance overwrites any the original balance with the recalculated amount.

Example:

Here is an example of a sick leave recalculation for an employee who has worked 38 hours per week for the ten year period between 17/04/2004 - 17/04/2014.

Four weeks leave earned per year = 38 hrs x 2 weeks = 76 hours holiday leave accrued each year. Ten years employment = 10 x 76 = 760 hours accrued over ten years

8 hours sick leave taken over this ten year period needs to be deducted before the total can be reset = 760 - 8 = 752 hours + current week's accrual.

(Note: As this date range crosses over into the new pay period there is an extra 1 hrs 27 minutes accrual - 1 week 's worth - in the updated balance)

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3.7.4

Long Service Leave Calculator

For recalculation of Long Service Leave, Lightning Payroll includes a built-in calculator to help you accurately repair your employee's Long Service Leave totals.

To recalculate and update your LSL balances, click the LSL Balance Calculator button.

Since LSL accrual rates have changed at different points in time for certain states (As mentioned above), Lightning Payroll allows you to enter more than one line into your calculations.

Depending on the state, industry award, and period of time in which the employee has worked for your company, you will need to enter the rate of accrual in the form of weeks/years. If your employee's award hours p/week has changed throughout this period, create another line with the altered number of award hours p/week, making sure to specify the date range in which these award hours were the norm.

'Total Long Service Leave Taken:' - This field shows you how much LSL Lightning Payroll has recorded this employee as having taken since their employment start date. Tick this box to take into account these deductions before updating their current leave balance.

'Add to current balance?' - This field allows you to add the recalculated amount to the current balance. Leaving this box unticked when setting the new balance overwrites any the original balance with the recalculated amount.

The new LSL balance will be displayed at the bottom of the LSL balance calculator window, and confirmed by clicking Set Balance. Lines of information can be deleted using the red cross on the right.

Example:

Here how a recalculation of a New South Wales based employee, who worked the period between 03/09/1995 - 09/01/2014 would look. In this example the employee changed roles on the 01/07/2006, meaning they went from working 30 award hours per week, to 38.

Also, because 160 hours LSL has already been used the Deduct Leave Taken? box should be ticked so that this amount is taken into account before clicking Set Balance.

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3.7.5

Custom Leave

Lightning Payroll allows you to create custom leave types such as RDOs (Rostered days off), and compassionate leave, etc.

To setup a custom leave type with customizable accrual settings, you'll first need to create a Leave Balance under Company >> Leave Balance.

1) Click the 'Create Leave Balance' button.

2) You'll then see the 'New Company Leave Balance' window which allows you to create a new custom leave type, which then becomes available to all employees within the current company.

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In this example you can see how an RDO system would be setup for a company which allows one RDO per month.

The default amount needs to be calculated manually, and in the above example it was calculated as follows:

For one rostered day off per year we need to first find the yearly amount of leave to be accrued and then divide that amount by the number of pay periods, if accruing evenly by the 'Per Period' method. 1 day p/month = 12 days p/year

12 days/52 weekly pay periods = 0.23076.

Type this calculation into the 'Default Amount' box and apply leave loading if applicable.

Note: The default amount in the image here shows 0.230833, and not 0.23076 as Lightning Payroll applies rounding to some amounts. Lightning Payroll stores tiny amounts of time data not as a decimal placed value, but as seconds.

To connect an employee to your new custom leave balance you'll need to do so under Employees >> Leave >> Leave Accrual.

When leave accruals have been setup and attached to an employee they'll appear in this section as displayed here. To see how to create an accrual, please continue reading...

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You can also run a report for further information on custom leave liability via Reports >> Leave >> Custom Leave Liability.

How to Create a Custom Leave Accrual for an Employee

Before you click 'Create Leave Accrual' as described below you'll need to first setup a 'Company Leave Balance' type, under Company >> Leave Balance, explained above.

Once you're in the custom leave area, under 'Employees', select the relevant employee from the employees list and click the 'Create Leave Accrual' button, shown below.

You can then attach the new custom leave type to the selected employee, as shown with the RDO example below:

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Default Accrual Type

There are several possible ways to accrue custom leave balances, and they should allow you to account for almost every unique leave accrual scenario. Here is a description of how each accrual type operates:

System Ordinary Hours: Leave will accrue by the default amount only when Lightning Payroll's inbuilt 'Ordinary Time Worked' pay rate is being paid.

System Overtime Hours: Leave will accrue by the default amount only when Lightning Payroll's inbuilt overtime pay rates ('Time and a half' & 'Double time') pay rates are being paid.

System Hours: Leave will accrue by the default amount whenever any of Lightning Payroll's inbuilt pay rates ('Ordinary Time Worked', 'Time and a half', or 'Double time') are being paid.

All Hours: Leave will accrue by the default amount whenever any hours (either inbuilt pay rates, or special user defined pay rates) are being paid.

Pay Period: Leave will accrue steadily by the default amount with each newly completed pay. Pay Rate (advanced): Leave will accrue by the default amount only when a specific 'Special User Defined Pay Rate' is being paid.

If you'd like to manage 'Special User Defined Pay Rates', you can do so under Employees >> Special User Defined Pay Rates. For more information, please see the related chapter on

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each individual employee, similar to the RDO example above. This is done under Employees >> Leave >> Leave Accrual.

Once you're there, click the 'Create Leave Accrual' button, and you'll then see the 'New Leave Accrual' window.

In this example, an employee receives double the standard holiday leave accrual (0.153333 hours p/hr paid, instead of 0.076667 hours p/hr paid) whenever they are paid using their custom 'Site B Overtime' pay rate.

Adjusting Custom Leave Balances

If you wish to enter a starting balance, or adjust an existing balance for a custom leave type for a certain employee, and as at a certain date you can do this under Pays >> Edit Pay >> Leave 'Edit' shown below.

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Important Note: Deleted custom leave balances will remain visible in the Leave Taken/Custom Leave Liability Reports, or the Edit Pay/Edit Leave Balance windows whenever there is either a positive or a negative balance/accrual still against them. The deleted custom leave balance won't disappear from these reports until the associated balances have also been deleted.

3.8

Super

Superannuation Contributions. The Superannuation Contributions tab in the Super section of the program is where you set up the calculating of the superannuation guarantee, and any voluntary post-tax contributions that the employee may want to make. The pane to the left, headed

“Superannuation Guarantee Settings”, is where you can alter the way Lightning Payroll calculates the super guarantee for the selected employee. The default settings are the most ideal as they will calculate the minimum amount that an employer must pay.

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The pane to the right, headed “Post-Tax Additional Super contributions”, is where you need to add any voluntary additional amounts to the employee’s super fund that they may want to make after tax. Voluntary pre-tax contributions (RESC) need to be entered as a salary sacrifice. You can get to the appropriate section of the program to set this up by clicking Edit RESC.

3.8.1

Add or Edit a Super Fund

Superannuation Fund. The second tab of the Super section is where you enter the details for the employee’s super fund for reporting purposes. Click Add Super Provider to setup funds and member numbers for an employee, as shown below. You can add more than one should you need to. Make sure you tick Default? beside their primary super fund.

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For more information on reporting the super deposits to the employees, see Super Fund Deposits. Creating Additional Super Funds

If a super fund you wish to add is not available in the pre-filled list, you'll need to create a new super fund under Settings >> Super Fund Providers >> Create Super Fund Provider. Once created, you can return to the Employee >> Super >> Add Super Provider (seen below) section and you'll find the newly created fund will be available to use.

For major funds the most important information to include is the Fund Name, the ABN and the USI (unique superannuation identifier). Lightning Payroll can complete the rest of the fund information using these details. You can obtain super fund ABN/USI information from your employees, from the funds directly, or from the ATO's Super Fund Lookup Table.

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This example sets up an Australian Super product. Once the primary information has been entered, you can click on Populate Fund Data.

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Select the fund or funds you wish to download details for (we recommend selecting all) and click Next.

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If the ABN and USI are correct, the ATO's fund validation service should locate details and they'll be displayed in the upper box. If no extra details were found, the previously selected fund appears in the lower box. Click Finish and the chosen fund profiles - formerly only partly complete - now include extra information.

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Once you've created the fund you can attach it to an employee under Employees >> Super >> Superannuation Fund >> Add Super Provider by marking the fund as Primary.

Superstream Payment Methods

Superstream payment methods available are as follows:

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your super deposits in one go. If you wish to use any of the other payment methods we recommend you get in touch with each super fund for the most up-to-date payment information.

Bpay

Lightning Payroll gives you a convenient section under Company >> Super/BPAY Reference to store your company's customer reference number for each fund. The Biller code is entered with the super fund's core information, when setting up the fund (See above).

3.8.2

Alter Super Guarantee Rate for Multiple Employees

As at July 1

st

2014, the national super levy was increased from 9.25% to 9.5%.

If you need to increase Super for all staff, click the ‘Tools’ button, then click the ‘Update Superannuation Guarantee Rates’ button.

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3.8.3

Member Registration

You can register your employees with a new superannuation member number/account, directly from Lightning Payroll. To create a new Superstream member registration go to Employees, andhighlight the relevant employee from the list on the left before clicking Super >> Superannuation Fund >> Superstream Registration.

Before you can register an employee for a particular super fund, you'll need to have already created the fund and entered their ABN, USI, etc. under Settings >> Super Fund Providers. For more information, see Add or Edit a Super Fund. Once the fund exists you'll be able to select it from the Register New Super Fund Member pop-up window, seen below. Simply select the fund you wish to register the selected employee into, and click Next.

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In the following screen you can add in additional information that a fund may require about the employee, using the Advanced pencil button.

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In the Remote Validation window, click on Remote Validation. If there are any errors, or missing information Lightning Payroll will display them here. If everything is OK, you'll see a validation complete message, like the one shown below. This means that the data is OK to submit across the Superstream network.

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To finalize the member registration, you just need to send the validated message via the Summary page, shown below. Click Send Message and then Finish once sent.

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Update Registered Employee Details

You can also update an employee's personal details with their fund by clicking Send Update beside the registered fund/member information. This lets you send a new message to the fund, and overwrites personal details previously registered with the super fund with all of the employee details which are currently recorded inside Lightning Payroll.

3.8.4

Send Updated Employee Details to Super Fund

If you have an employee or multiple employees who have had a change of personal information you can send a member update message to their super fund through Lightning Payroll and the

Superstream network.

To send an update to a fund you'll need to go into Settings >> Super Fund Providers >> Superstream Register Update.

You'll then see a screen similar to this. A fresh member registration occurs if no previous registration has been setup for a particular employee, with the fund chosen on the next screen. If the fund already has the employee listed as a member, their currently recorded personal details found under Employees >> Details will be forwarded on to the specified fund. The updated details overwrite any previously registered member details at the super fund's end. Employees are identified by their tax file number.

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To continue, highlight an employee, or multiple employees and click Next.

Beside each employee's name, select the fund that you wish to send the update message to and click Next.

The following screen lets you edit or add any other information if needed, using the Advanced button. Click Next to continue.

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Prior to sending the update message, it will need to pass remote validation. Click Remote Validation to continue.

If the message/s validate, no errors have been detected. To continue, click OK , then Next. You'll be taken to a Summary screen where you just need to click Send Message, and finally Finish.

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3.9

Allowances Deductions

Allowances. To set up an allowance, select the Allowances tab in the Allowances Deductions section of Lightning Payroll and then enter a description for the allowance. If the allowance is a set amount, that will need to be paid in every pay run, then enter the amount you need to pay the employee in the column headed, “Default Amount per Pay” (this amount can still be changed while editing the employee's pay). If the allowance is taxed, then ensure that the Taxable option is checked; if the allowance needs to be itemised on the payment summary at the end of the financial year, then check the Itemised option; check the Included in Super Calculations option if the superannuation guarantee is to be based on this amount as well.

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Deductions. To set up a deduction, select the Deductions tab in the Allowances/Deductions section of Lightning Payroll and then enter a description for the deduction. If the deduction is a set amount that will need to be paid in every pay run, then enter the amount you need to pay the

employee in the column headed, “Default Amount per Pay” (this amount can still be changed while editing the employee's pay). Most deductions are classified as Normal however you can change the Classification if the deduction is for Charity or Union fees. Most deductions are Post Tax but you can also setup Pre Tax deductions in Lightning Payroll if you need to.

Bonuses. Under the Bonuses tab, you can add specific bonus names and specify whether or not they are included in super calculations.

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Part

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4

Pay Processing

4.1

Pays Overview

The Pays section of Lightning Payroll is where you perform all tasks associated with the processing of employees’ pays. In this window, you can edit the pay details for the employees, print pay slips and reports for the pay details and create ABA files for uploading to the bank. You can also move back and forth throughout the pays, using the Last Pay Run and Next Pay Run buttons, to make any corrections to past pays, print out old pay slips or process pays in advance. To move back or forth, more than one pay period at a time, hold the Last Pay Run or Next Pay Run button down until a drop-down menu of dates appears and then release the mouse button on the pay you want to move to.

The Pay Processing section of the Help is divided up into the following topics:

-Editing Pays

Marking Pays as Complete Printing Pay reports Printing Payslips Direct Entry

Entering Details for Employees Not Being Paid Create Pays

4.2

Editing Pays

Click Edit Pays to start editing the employees' pays from the first employee in the list. If you would like to start from a different employee, or just edit one employee’s details, then you can click the Edit Pay button for that employee in the list of employees.

Once you’re in the Edit Pay window for any given employee, adjust the hours worked, if necessary, and any other details as required.

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Edit Pay Window Breakdown

1. The most commonly used part of the Edit Pay window is the Hours box, found in the upper left-hand corner, near the employee's name.

You can enter additional pay rates using the Select pay rate... dropdown and alter hours/ minutes to be paid in the Values column. To remove a line, click the red cross.

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3. The Pay Summary column shows the running breakdown and summary of the Edit Pay window. You can also add or edit a Bonus/Commission, Back Payment, Salary Sacrifice, Tax orSuper

amount, right here.

4. This window shows any leave balances as at the current pay date. If you'd like to edit any values, click the Edit button and you'll be able to adjust an employee's current leave balances from the popup window. By default, there will only be Holiday, Sick and Long Service Leave types available, but more can be entered as described in Custom Leave.

5. Here is where you can pay out leave taken within this pay. For more information on this, please see Paying Leave.

6. Here is where you can edit the Allowances for the pay. Before they are available, you'll need to create an allowance for the employee under Employees >> Allowances/Deductions >>

Allowances.

7. Here is where you can edit the Deductions for the pay. Before they are available, you'll need to create an allowance for the employee under Employees >> Allowances/Deductions >>

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To complete the pay click one of the following buttons depending on what you want to do next:

Save + Next to accept the details for the current employee and move on to the next employee; Save + Previous to accept the details for the current employee and go back to the previous employee;

Save + Close to save the details of the current employee and close back to the main Pays window;

Cancel if you want to close out of the Pays window without saving any changes in the record of the employee that you’re currently in.

By default, the details for each new pay will be set according to how the employee has been set up in the Employees section of the program. Default pay data for an employee will be referred to as a 'full pay', opposed to a zero dollar 'empty pay.' When you create a new pay for an employee you will have the option to create either a full, or an empty pay.

For more detailed information on the Edit Pay window, see Edit Pay Overview.

4.3

Editing Past Pays

If you attempt edit a past pay you will notice a foggy, greyed-out Edit Pay window. with a message 'This is an old pay and has been lock ed from editing'.

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This is only to make you think twice before making unwanted changes to an already completed pay. If you do intend to change what was previously saved, you can, just click the golden padlock button. As you re-save the pay it will automatically lock itself once more.

For more detailed information on the Edit Pay window, see Edit Pay Overview.

4.4

Copying Hours From Last Pay

Your business might require that you have multiple pay rates be used each week for multiple employees. Rather than selecting hourly-rate after hourly-rate every time you sit down to do your pays, use Lightning's shortcut which copies an employee's hours over from their last pay. This provides you with a different starting point for that employee's next pay, to help save you time. To copy hours over from the last pay run, click on Employees >> Pay Settings >> Pay Rates >> Then, tick the box to 'Copy hours from last pay? down towards the bottom of the window. This will need to be done for each individual employee you wish it to happen for.

4.5

Marking Pays as Complete

When you save the details in the Edit Pay window, they will be marked as “Completed” in the main Pays screen. However, if an employee’s pay details never change, then you can click Complete for them each time you process the pays, without going into that employee’s Edit Pay window. If none of your employees details ever change, then you can click Mark all as Complete to let the program know that you are ready to print pay slips and create an ABA file if necessary.

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you may want to consider altering the details of the employee’s next pay run instead). If you wish to remove the pay altogether, you can also delete pays. For more information see Adding/Deleting a Pay.

4.6

Printing Pay Reports

Clicking the Reports button in the Pays section of Lightning Payroll will give you five options: -Currency Requirements: shows you a breakdown of the cash requirements for paying the employees who have their Pay Method set to “Cash”;

Currency Requirements (Multiple): allows you to select multiple pay periods when needing to view a breakdown of the cash requirements for paying the employees who have their Pay Method set to “Cash”;

Pay Details: shows a summary of the pay details for the pay period you are currently viewing; GL Postings: shows a summary of the current pay’s figures for general ledger entries;

Pays Processed Today: allows you to select specific employees and specify a date range in order to view a summary and the grand totals for multiple pay runs – handy for those who pay their employees via another method other than "Direct Bank Entry".

4.7

Printing Payslips

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4.8

Direct Entry

Direct entry files (.ABA files) contain all relevant pieces of payment information for multiple employees and multiple funds. This means that you'll only have to transfer one file to your bank, which then routes each individual payment inside the file to the appropriate fund.

Direct entry files can not only be used to pay your staff their wages/salaries as explained below, but these files can also pay super funds in the same way. See Direct Bank Entry of Super Deposits for more information.

If you pay your employees by uploading an ABA file to your bank, then click Direct Entry, select This Pay Run and a window will appear with a list of all the employees who have their Pay Method in the Pay Settings set to Direct Bank Entry, and still have pays outstanding.

Select the employees you need to pay and note the processing date - this is the date in which the bank will transfer the funds. Click Next to move to the Preview screen. Click Preview and print out the report if the details are correct. Click Next again and you will be brought to the final window of the process in which you are prompted to save the ABA file to a location on your computer; ready for uploading to the bank via their software. This screen also has an Include Debit Entry option. This option changes the format of the ABA file slightly for certain banks that require it.**

If you need to re-create an ABA file that has already been created once before, then simply go through the above process again, checking the List pays previously included in a direct entry file option in the first screen of the Direct Entry process.

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**In most cases, the Include Debit Entry option can stay unchecked. However, if the software that you use to upload the ABA file to your bank tells you that there is no debit entry in the ABA file, then you will need to check this option.

4.9

Entering Details for Employees Not Being Paid

If you’re not paying a particular employee, in any given pay run, then zero all their figures in the Edit Pay window for that employee, and then click Save + Next or Save + Close. They will now be marked as “Completed” with a gross, tax and net of $0.00. Leave will not be accrued for part-time employees or casuals in this instance either - providing their leave is being accrued according to the hours entered.

If an employee is on unpaid leave (e.g. unpaid parental leave), then uncheck the Active pay recipient option for that employee under the Pay Rates tab in the Pay Settings section of Employees. By doing this, the employee’s pay details will be zeroed and no leave will be accrued until the option is checked again.

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4.10

Adding/Deleting a Pay

In certain situations, such as with bonus payments or terminations, you may find that you need to do a one-off payment for an employee separate from the main pay. To do this in Lightning Payroll, go into the Pays section of the program, ensure that you are in the pay run that you would like to add the pay to, then click the Create Pays button.

In the Create a New Pay window that appears, select the employee(s) that you need to create an additional pay for, then select the date you would like this pay to be for and click Create. Note the tickbox at the bottom of the window which says Create Full Pay. Ticking this box will include default hours, allowances, etc in the newly created pay, rather than creating an 'empty' $0.00 pay.

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When you are returned to the main Pays window, you'll notice an additional entry for the employee(s) that you created an additional pay for; its Status will be "Completed" and the gross, tax and net amounts will show as $0.00 or their regular gross (Depending on whether you created it as 'Full', or as 'Empty'). Click Edit Pay for the newly created pay and enter the necessary payment details, clicking Save + Close when done.

If you are catching up, and the pay is from an earlier pay period, it may be locked from editing. Unlock with the gold padlock if this is the case. For more information, see Editing Past Pays.

If, for any reason, you need to delete a pay for an employee that has been incorrectly added, then right-click the Complete button for that employee, in the Mark as Complete column, and select

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4.11

Bonuses, Commissions and Back Payments

The Edit Pay screen can accommodate pay amounts other than those generated by hours and allowances. Back payments, bonuses and commissions are among these additional payout amounts which can be entered underneath the Pay Summary section of any Edit Pay screen. To enter a bonus or a commission, click Edit beside Bonus/Commission.To enter a back payment, click Edit beside Back Payment.

Once you click Edit a pop-up window will appear. Enter the appropriate information here and click OK once you're done.

If you wish for more description options than the default Bonus/Commission, they must first be created under Employees >> Allowances/Deductions >> Bonuses.

Note: Regarding the tax methods, we recommend always using method B, although the other methods are available. See NAT 3348 for back payment, commission and bonus tax tables.

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4.12

Termination Payments

To process a termination payment, go into the Edit Pay window for the relevant employee in the appropriate pay period, edit any ordinary pay details (ordinary time, leave taken in this pay, etc.) as necessary and then check the Termination Pay check box.

Click Next to the initial screen that appears, then enter the employee's termination date and select the reason for termination.

To continue, please see the next chapter, Ordinary Termination. See below for information on the other available options:

References

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