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Employees

This feature is for Australian Payroll.

This screen allows you to add or edit an employee so that you can create pays. Employees appear in reports and the Payroll Entry List and Add/Edit screens. To add an Employee to Saasu fill in the Main tab and the Default Pay tab.

Main

This screen captures the basic information for an employee (View > Employees) .

Employee Details

Screen Item Description
Given Name, Family Name These fields must be filled in as a minimum.
Email Used when sending payslips via email.
TFN Tax File Number is used in PAYG Payment Summaries.
Date of Birth Used in PAYG Payment Summaries.
Contact ID All Contacts including employees can be given a Contact ID in Saasu so that you can tie this contact to other records in Saasu or in other payroll or time tracking systems

Pay Group

Employees can be put in a Pay Group if you decide to process your payroll in bulk rather than creating a Pay transaction one at a time.

Screen Item Description
Assign to Pay Group Choose the Pay Group you wish to assign this employee to for Pay Runs. First setup the Pay Group from View > Pay Run and click the Add link to create a new Pay Group

Postal Address

Postal Address is used in Payslips and also PAYG Payment Summaries.

Screen Item Description
Street e.g. Unit 1 999 King St
City The suburb, county or city
State The state, territory or province
Post Code ZIP code, Mail code or Post Code
Country As would make sense to the destination mailing authority/service. If we don't support a country in this list you think is valid just let us know and we'll get it added.

Bank Details

Default Pay Bank Details (To be used in ABA file generation in a future release).

Screen Item Description
Account Name The Employees Account Name rather than there name. This may sometimes differ such as when the employee is paid into a joint bank account.
Branch/Route The Banks number to identify the branch location where your account is held. In the USA this is usually a Route Number. In Australia this is a BSB number
Account Number The full account number of the bank account for the pay including any leading zero's but excluding any non numeric numbers.

Employment Details

Screen Item Description
Agreement One of the legal settings on which your employee is hired. You can set these up under Settings > Payroll > Manage Registered Agreement.
Employee Classification One of the legal settings on which your employee is hired. You can set these up under Main Menu > Setup > Payroll > Employee Classification.
Employment Type One of the legal settings on which your employee is hired. Choices are full-time, part-time or other to allow for special circumstances.

Employee Pay Calculation Information

Screen Item Description Required
Pay Rate Method Salaried or Hourly type of employee setting.
Annual Gross Pay Total current annual salary annual not including any employer contributions.
Regular Hourly Rate Hourly pay rate not including any employer contributions.
Pay Period The period/frequency for which pay is generated and paid for the employee. check
Hours per Pay Period Nominal Hours worked for a general pay period (not necessarily the hours worked for a specific pay period).

Employee Tax Calculation Information

Screen Item Description
Auto Calculate Tax Check this box if you want to have Tax on pay calculated by the setting you choose automatically. Alternately you will need to manually calculate tax from Australian Taxation Office tax tables or another method.
Tax Scale Standard Australian Taxation Office tax scales used to calculate PAYG tax on taxable items (Taxable items appear with a Red coloured "T" next to them).
Tax Details Additional Tax to allow for custom variations to PAYG tax deducted.
Tax Details FBT & Tax Offset Adjusts PAYG calculations for FBT Tax offset.
Tax Details Has HECS/HELP Debt Adjusts PAYG calculations for HECS.
Tax Details Claim Medicare Levy Exemption Adjusts PAYG calculations for Medicare levy.
Tax Details # of Children Required field where claiming Medicare Levy Exemption.
Start Date The day your employee commenced paid service.
Termination Date The day your employee ceased paid service.
Accrued Sick Leave Information only. These fields will be replaced with Accrued Personal Sick Leave opening balances in a future release.
Accrued Annual Leave Information only. These fields will be replaced with Accrued Annual Holiday Leave opening balances in a future release.

Tags

Apply Report Tags to your employee pays so you can track this cost against projects, divisions or jobs that are represented by the Report Tags you have setup.

Activities

Create and track meetings, conversations and file notes about your interaction with employees. This helps serve compliance requirements and maintain good Human Resources records relating to employee notifications, pay changes, policies and procedures.

Default Pay

This screen is used to generate the pay each pay period.

Pay Items

Screen Item Description
Wages & Salaries Generally the core wage components. For example, hourly pay, overtime or commissions. Generally taxable but seek your own advise for your specific circumstances.
Deductions Union fees or charity deductions made from the employees bankable pay. These may be deductible or non-deductible for tax calculation purposes depending on your specific circumstances.
Tax Withheld Tax components calculated or added manually based on taxable pay items for the period.
Employer Contributions Generally SGC superannuation. Others can be added here as specific circumstances demands.
Entitlements Annual Holiday Leave, Personal Sick Leave and other employee entitlements as per your legal and/or contracted requirements.

employee-default-pay

Other variables and overrides in this area

There are check box's available to turn on or off automatic calculation of a Pay Item based on your employee details. This is sometimes useful if the employee has custom or special requirements with respect to their pay setup.

You can also turn off the taxable option where you don't want Saasu to treat the Pay Item as taxable. This may happen where a Pay Item is normally taxable but for a specific/special reason this is not the case for this employee.

Sometimes <auto calc> will display in Pay Item lines which indicates you have set Saasu up to automatically create and calculate the amount for you when you create a Pay Transaction manually or via the Pay Run feature.

Screen Item Description
Hours the hours used to calculate ( or entered by override) the pay item for this period
Rate the rate used to calculate ( or entered by override) the pay item for this period
Amount the amount calculated ( or entered by override) for the pay item for this period

Next Pay

This Tab is used with Group Pay Runs. You can prepare an employees next pay and when you run the Group Pay Run it will take this next pay information to create the employees pay in preference to the default pay settings. It will clear after each Pay Run.

Entitlements

Historical list of Entitlements for this employee. The information displayed is calculated up to the last pay period ending. It doesn't include accrual from the current pay period.

Employee Lists

View a list of employees that have been setup in your File. You add employee's here before you can enter your first pay transaction using the Payroll screens. Employees are listed in the drop downs when creating Payroll transactions and others screens.

Screen Item Description
ADD Add a new Pay transaction.
next pay icon Set leave, hours worked and other information for this employee's next pay.
delete icon Delete the selected (checked) Pay transaction.
edit icon Edit this Pay transaction.

Inactive Employees

This is a list of employees that you have previously used when entering transactions, but you no longer need to add entries for (for example, if the employee's employment has been terminated). By placing an employee in the Inactive Employees list, they do not appear in the drop-down lists for transaction editing and report settings etc. You can later re-activate the employee by clicking the Edit link next to the employee and ticking the Re-activate this employee check box and saving the employee.

Note: If an inactive employee has any historical payroll entries attributed to them, then they are unable to be deleted as this would have an effect on historical ledger entries. In this case the employee would remain marked as inactive. Inactive employees do not count toward the employee limits on file plans.