Payroll Cycle - PCSchool · Payroll Cycle Table of Contents ... This $ value is applicable to Part time or Casual employees where Super Threshold; Enter the minimum monthly amount

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Payroll Cycle

Table of Contents

Payroll Control Files ..................................................................................................... 3

System ....................................................................................................................... 3 Pay Code ....................................................................................................................... 5

To create a New Pay Code: ............................................................................................. 5 Pay Type .................................................................................................................... 5 AUSTRALIA ONLY – Pay Types ............................................................................... 7

Working Holiday Maker ................................................................................................... 7 Independent Contractor................................................................................................... 7 Foreign Employment, Hire Firm ,Independent Contractor ............................................ 7 Termination ...................................................................................................................... 7

Australia only - Select Location of Pay Summary ................................................ 13 NEW ZEALAND – Pay Types: ................................................................................. 16 New Zealand – Select Location on Pay Summary ................................................ 18

Criteria Tab ..................................................................................................................... 20 AUSTRALIA ONLY ...................................................................................................... 21

How to Process pays for these types: .................................................................. 21 Working Holiday Maker ................................................................................................. 21 Independent Contractor................................................................................................. 22 Foreign Employment, .................................................................................................... 25 Terminations .................................................................................................................. 25 Hire Firm ......................................................................................................................... 26 Other Specified Payments: ............................................................................................ 26

Accrual Tables......................................................................................................... 27 Termination .................................................................................................................... 27 Pay Tables ...................................................................................................................... 29

Bank Control ............................................................................................................... 30 Super Providers .......................................................................................................... 31

Compulsory Fields ......................................................................................................... 31 Generating Superstream Upload File .................................................................... 39

Confirmation of Prepared File. ...................................................................................... 40 Tax Scales ................................................................................................................... 42

HELP or SFSS ......................................................................................................... 42 Pay Slip Comment.......................................................................................................... 44

Setup of a new Employee Record ............................................................................. 45 Leave .............................................................................................................................. 47 History ............................................................................................................................ 49 Std Pay ............................................................................................................................ 49 Super Types ................................................................................................................... 51 Banking ........................................................................................................................... 53


Comments – Payslip Comments ................................................................................... 54 Dated Comments ........................................................................................................... 54 Transactions................................................................................................................... 56 Absence .......................................................................................................................... 56 Delete – Use with Caution ............................................................................................. 58

Payroll Workflow ........................................................................................................ 59 Generating the Payroll ............................................................................................... 61

Creating a Timesheets ............................................................................................ 61

Processing a Sick leave ......................................................................................... 62 Leave with Loading ................................................................................................. 65

Re-Calculate Tax ............................................................................................................ 66 RDO (Rostered Day Off - Set-up and Use) ................................................................ 68

Setting up of RDO pay-codes. ....................................................................................... 68 Accruing RDO’s in a Payroll Run .................................................................................. 72 Using RDO’s in the Payroll Run .................................................................................... 73

Allowances: ................................................................................................................ 80

Diminishing Lump Sum Payment before Tax (e.g Bonus payment) ................... 80

Deduction to Family Accounts etc ............................................................................ 81 Payroll Generation...................................................................................................... 85

Step 1 - Once all the Timesheets for altered pays have been completed you can Generate the Pay. .................................................................................................... 85

Pay Table Review ........................................................................................................... 91 Reminders ...................................................................................................................... 92 Pay Deduction Review (Deductions e.g. Tuckshop purchased by Staff) ................... 93 Edit Generated ............................................................................................................... 93

Step 2 - Pre-Issue Reports ..................................................................................... 94

Backup your Payroll files only ................................................................................. 95 Emailing Payslips – make sure you have PCSQ installed ........................................... 97

Step 4 - Issue Pay .................................................................................................. 102 Step 5 – Execution Payments - Creating the Bank File ..................................... 103 Step 6 - Finalise G L Batch to update ledger ...................................................... 104 Monthly Superannuation ...................................................................................... 105

Australia only ........................................................................................................ 105 PAYG Reconciliation - AUS ..................................................................................... 106 Paying your PAYG to Taxation office ..................................................................... 107 Superannuation Reconciliation - Aus ..................................................................... 107 Superannuation – NZ ............................................................................................... 109

Monthly NZ - IRD Return ...................................................................................... 111 Payroll End of Month – Aus and NZ ........................................................................ 112

Validate YTD Accruals & Validate YTD Pay Details ............................................ 113 Backup your Payroll files only ............................................................................... 114 Backup all your Finance files or All Files .............................................................. 115 END OF YEAR -Payment Summary (Both Australia and New Zealand) ............... 116 Manuals and Help documents available: ................................................................ 116


Payroll Control Files Path: System > Payroll Control Files You will need to set up the following files for payroll

System Control File

Pay Codes

Bank Control

Super Providers

Tax Scales

HELP or SFSS

Pay Slip Comment

System

1. Group ID or ABN; If you only have one company within the payroll enter the company number or enter the ABN Number (Australia only)

2. Holiday Loading; Enter the % loading applicable on holiday pay, e.g. 17.5%. (Australia only)

3. Max Tax Ex Holiday Loading – N/A

4. Last Pay Date; Leave blank as this is automatically generated from the first pay run.

5. Last Period End Date; For initial setup enter the last date of prior period, e.g. 17/06/2016. Thereafter, this field is automatically updated through normal processing.


6. FBT Clearance Date; This field reflects the date for clearance of Fringe Benefit Tax (FBT) figures, e.g. 01.04.2016. (Australia only)

7.

Default GL A/c; Enter the Wages/Salary (Liability or Expense) Account from the General Ledger Chart of Accounts where gross pay figures are to be processed.

A valid default account must be entered in this field but alternate General Ledger expense accounts can be selected when setting up individual employees’ standard pay lines.

For Dual Entities this account is located in the default (main) Entity’s Chart.

8. Default Superannuation Rate; Enter the default Award superannuation rate, e.g. 9.5%. (Australia only)

9. Super Threshold; Enter the minimum monthly amount on which superannuation will be calculated, e.g. $450. This $ value is applicable to Part time or Casual employees where super is calculated per month. (Australia only)

10.

Tax Liability Ledger A/c; Enter a valid GL account code where the payroll tax will be held ready for payment to the Taxation / IRD office.

This account should be classified as a liability account and will be credited with all tax amounts owing upon issue of a pay run.

PAYG – Payments should be debited against this account to clear the liability.

For Dual Entities this account is located in the default (main) Entity’s Chart.

11.

Super Liability Ledger A/c: Enter the General Ledger (GL) code where the superannuation funds will be held ready for payment to the various superannuation funds.

This account should be classified as a liability account and will be credited with super contributions upon issue of a pay run.

Payment to the superannuation companies should be debited against this account to clear the liability.

12. Last Day of Payroll Year; Enter 30 (Aus) or 31 (NZ) for last day of payroll year.

13. Last Month of Payroll Year; Enter either 6 (Aus) or 3 (NZ).

14.

Ledger Integrated; This must be ticked for the Payroll to Integrate with the Ledger.

On completion of a pay run a Payroll batch is sent to the Ledger.

Only when this batch is finalised it will update all payroll entries to the relevant General Ledger accounts.

15. Running balances of your monthly/yearly payroll figures.

16.

Current Period;

The first period is July (Aus) or April (NZ).

The current payroll you are in is displayed.

17.

Pd to Roll Accruals; Select the Period to Roll accruals – this will happen when you do End of Month. (Most schools elect to roll their accruals for the start of the school year or start of financial year) To set your date to roll:

After your December payroll and for the start of new year set the Pd to Roll Accruals to 7 (for January)

After your June 30th rollover the Pd to Roll Accruals will be set for 1 (for July) Example: Pd to Roll Accruals – When rolled into this period a Staff Member’s Accrued YTD minus the Used YTD Accruals will be cleared to Accrued Prior Years.


18. [Set Pay Cycles] -

19. [Weeks per Year] usually PCSchool is set on a 52.142857 which includes the leap year in its calculations. You can select 52 weeks per year if required

Pay Code

Can be used as a stand alone code or incorporated within a Pay Table

To create a New Pay Code:

1. [Clear All] 2. [Pay Code] select a unique pay code (up to 4 digits) 3. [Description] type in your description

Note: See below for your Country before setting up codes.

Pay Type

PCSchool cannot tell you what Pay Type to use, if you need assistance you may have to speak to your accountant but the following information may help with your decision, ultimately the onus is on you to select the correct Type.


e.g. Classification of the type of pay code


AUSTRALIA ONLY – Pay Types

Note – for the following see further information on processing pay for these types below: Working Holiday Maker - Normal pay - tax table as below - system will automatically select the correct pay code. Independent Contractor – uses their ABN instead of their Tax File number

Foreign Employment, Hire Firm ,Independent Contractor

Termination

Pay Type: Description Location on Pay Summary (guide only)

AA – Allowance After Tax

Allowance Received after Tax has been calculated. Allowances should not appear or be claimable in location on payment summary.

#0 Does not appear

AB – Allowance Before Tax

Allowance Received before Tax is calculated; Tax is then calculated on the Pay plus the Allowance, this will increase the employees Gross Pay and tax paid. Note: Each Allowance will have to have their own heading (so it appears in the correct place when uploading to the ATO ) example: Car allowance

Transport allowance = Award transport

payments up to reasonable amounts

Laundry allowance

Meals allowance= Award overtime meal

allowance.

Travel allowance = Domestic or overseas

travel allowance above the reasonable limit

and all overseas accommodation allowances.

Other allowance = All other allowances for

expected deductible expenses.

#2 Allowances claimable

AT – Accrual Table

Award tables for accruals read further for information on how to set these up.

N/A


C – Carer’s Leave Current Year

Use the code for Carer’s Leave. #1 Gross Pay

CD – CDEP Payments

Used for Government CDEP payments. #0 Does not Appear

CS – Child Support

Only used by Government request. Classed as a Deduction Before Tax. $amount can be debited to a Suspense Account.

#10 Child support

DA – Deduction After Tax

Deduction made After Tax has been calculated; used for such things as payments for Tea money or Canteen purchases. If Union/Prof fees you will need to have a new code set up.

#3 - Union fees/professional association fees or if #0 Does not Appear - Otherwise it would not normally effect

DB – Deduction Before Tax

Deduction made before Tax is calculated; used for Fringe Benefits agreeable deductions in pay in exchange for other expenses i.e. school fees If Union/Prof fees you will need to have a new code set up

#3 - Union fees/professional association fees or if #1 Gross Pay

DL – Diminishing Lump Sum

Used to issue a bonus/profit distribution payment spread over a selected period of time, before Tax

#1 Gross Pay

ET –PAYG Tax for Foreign Employment Income

#35 - Foreign Employment Income PAYGW

ES – ESCT Deduction

System processing only – do not use

FE – Fringe Benefit (Exempt)


FX – Payee Exempt Foreign Income Amt

#12 Exempt Foreign Employment Income

FN – Fringe Benefit (Non Exempt


H – Holiday Pay Use for Holiday Pay. #1 Gross Pay

GT – Termination PAY PAYGW Tax

#23 Termination Pay Tax

HT – Tax Labour Hire Firm Gross Payment

#25 Tax Labour Hire Gross Payment

IT – Tax Independent Contractor

#22 Independent Contract Tax

JT –Payee JPDA Foreign emp Income Foreign Tax Paid

#29 FEI Tax Payee JPDA Foreign Employment Income


JX – Tax FEI JPDA

#30 FEI JPDA PAGW

L – Long Service Leave

Use for Long Service Leave. #1 Gross Pay

LA – (Do not use this code) LB –Holiday loading before tax

Aus only. To automatically calculate leave loading on Annual/Holiday leave, codes with a Type of; LB – Holiday Loading Before Tax must be created. This codes can be applied when awarding holiday leave to calculate leave loading.

#1 Gross Pay

LW – Leave without Pay

Where employee is not entitled to sick/holiday pay but has elected to take time off - without pay -.

1# Gross Pay

LT – Termination Pay Taxable Component

A code that identifies the reason for the

Employment Termination Payment (ETP)

being made.

= ETP made because of one of the following:

early retirement scheme, genuine

redundancy, invalidity, or compensation for

personal injury, unfair dismissal, harassment,

or discrimination. O = Other ETP not

described by R

R = ETP code R payment received in the

current year and received another ETP (code

R or code O), or a transitional termination

payment, in an earlier income year for the

same termination of employment.

P = ETP code O payment received in the

current year and received another ETP (code

R or code O), or a transitional termination

payment, in an earlier income year for the

same termination of employment.

D = Death benefit ETP paid to a dependant of

the deceased.

B = Death benefit ETP paid to a non-

dependant of the deceased and a termination

payment was made to the non-dependant in a

previous income year for the same termination.

N = Death benefit ETP paid to a non-dependant of the deceased

B= #19 – ETP Type B D= #18 - ETP Type D (Death) O= #15 – ETP Type O (Pay in Lieu) P = #17 – ETP Type P R= #14 – ETP – Type R (Early Retirement, Redundancy) S= #16 – ETP Type S T=#11 – Lump Sum A (Type T) Not Genuine Redundancy, Invalidity or Early Retirement


LU – Termination Lump Sum (A)

The amount paid for unused long service leave

that accrued after 15 August 1978 but before

18 August 1993; unused holiday pay and other

leave related payments that accrued before 18

August 1993 or unused long service leave

accrued after 17 August 1993 or unused

holiday pay or related payments, where the

amount was paid in connection with a payment

that includes or consists of a genuine

redundancy payment, an early retirement

scheme payment or the invalidity segment of

an employment termination payment or

superannuation payment.

#4 - Lump Sum A (Type R) Genuine Redundancy, Invalidity Or Early Retiremet #11 - Lump Sum A (Type T) Not Genuine Redundancy, Invalidity Or Early Retirement Scheme

LU – Termination Lump Sum (B)

The amount paid for unused long service leave

that accrued before 16 August 1978

#5 Lump Sum B

.

LU – Termination Lump Sum (D)

The amount of genuine redundancy payment

or early retirement scheme payment below the

tax-free threshold

. #7 Lump Sum D

LU – Termination Lump Sum (E)

The amount of back payment received

including salary or wages that accrued in a

period of more than 12 months before the date

of payment.

#8 Lump Sum E

NT – Termination Pay Non Taxable

The tax-free component is nonassessable and non-exempt income, that is tax free income

B= #19 – ETP Type B D= #18 - ETP Type D (Death) O= #15 – ETP Type O (Pay in Lieu) P = #17 – ETP Type P R= #14 – ETP – Type R (Early Retirement, Redundancy) S= #16 – ETP Type S T=#11 – Lump Sum A (Type T) Not Genuine Redundancy, Invalidity or Early Retirement


OT – Payee Foreign Temp Income Foreign Tax Paid

#34 Foreign Tax Foreign employment Income

P – Gross Pay Standard Pay #1 Gross Pay

PG – Payroll Giving _

- #6 Worplace Deductible Giving

PH _ Labour Hire Firm Gross Payment

#24 Labour Hire Gross Payment

PI – Independent Contractor (Vol Agreement) Gross Pay

#21 Independent Contract Gross

PJ – Payee JPDA Foreign Employment Income

#28 Payee JPDA Foreign Employment Income

PO – Foreign Employment Income

#33 Foreign Employment Income

PS – Other Specified Payments

The total income received, including tax

withheld, for:

- tutorial services provided for the

Indigenous Tutorial Assistance Scheme of

the Department of Education,

Science and Training

- translation and interpretation services for

the Translating and Interpreting Service of

the Department of

Immigration and

Multicultural and Indigenous Affairs

- income as a performing artist in a

promotional activity

#26 Other Specified Gross Payments

PT – Pay Table Used when creating Pay Tables. N/A

PV – Working Holiday Marker Payment

#314 Working Holiday Payment

RA – Reducing Deduction After Tax

Amounts deducted from gross pay after tax has been calculated;

School fees etc.

Must enter a Balance Outstanding

The reducing Balance Outstanding is shown on the employee’s payslip

0- Does not Appear


Once the debt has been paid the system will no longer deduct the payment.

RB – Reducing Deduction before Tax

Can be used to pay off items (could be Fringe Benefit) i.e. Laptop. Allows to enter full amounts and smaller payments come off each pay until full amounts is paid off.

#1 Gross Pay

RD – Rostered Day off

Used for taking a day off in lieu of a previous worked rostered day off (ie worked a Saturday – now taking the day off on Monday )

RM – Reminder Set up reminders N/A

S – Sick Day #1 Gross Pay

SD – Automatic Super Deduction


SH – Sick Half Days

#1 Gross Pay

SL – Special Leave

For Funerals, sudden bereavements up to 2 days pay

#1 Gross Pay

SP – Schedular Payment

N/A

ST – tax other specified payments

This is the value, during the relevant period, for

the amount withheld under the Pay As You Go

(PAYG) arrangement.

#27 Tax Other Specified Gross Payment

SU – Employee Super

T - Tax PAYG Withholding Does not Appear

TH – Tax Working Holiday Maker

#32 Tax Working Holiday Maker


Australia only - Select Location of Pay Summary

Location on Pay Summary:

Description Link to these Types

0 - Does not appear

To be used when you do not want the amounts to affect the Gross Pay figure that appears on the payment summary Deductions after tax

Tax

Allowance/deduction after Tax

Some Termination Payments

AA – if not claimable AB – if not claimable And other if you do not want them to show

1 - Gross pay

Used whenever the amount must affect the Gross Pay figure such as;

Allowances/deduction before tax

Holidays

Standard Pay

Fringe Benefits

C,DB,DL, RB, S SH, SL

2 - Allowances (Claimable)

Used when an allowance can be claimed such as;

Vehicle

Living away from home

Allowances after Tax

AB, AA

3 - Union Fees/ Prof Assoc Fees

Only to be used for Union Fees DB – Deduction before Tax DA – Deduction after Tax


4 - Lump Sum A (Genuine, Redundancy, Invalidity or Early Retirement)

Check above

LU – Termination Lump Sum A-E

5 - Lump Sum B Check above LU – Termination Lump Sum A-E

6 - Workplace Deductible Giving

Check with your accountant. PG – Payroll Giving

7 - Lump Sum D Check above LU – Termination Lump Sum A-E

8 - Lump Sum E Check above. LU – Termination Lump Sum A-E

9 - Fringe Benefit Do not use

10 - Child Support Only to be used for Child Support.


11 - Lump Sum A (Type T)

(Not Genuine Redundancy, Invalidity or early retirement)

LU – Termination Lump Sum A-E

12 - Exempt Foreign Employment Income

13 - Deductible amount of the undeducted price of Annuity

14 – ETP Type R LT Termination Pay Taxable Component

15 – ETP Type O LT Termination Pay Taxable Component

16 – ETP Type S LT Termination Pay Taxable Component

17 – ETP Type P LT Termination Pay Taxable Component

18 – ETP Type D (Death)

LT Termination Pay Taxable Component

19 – ETP Type B LT Termination Pay Taxable Component

20 – ETP Type N (Death)

LT Termination Pay Taxable Component

21 – Independent Contract Gross

PI – Independent Contractor (Vol Agreement)

22 – Independent Contract Tax

IT – Tax Independent Contractor

23 – Termination Pay Tax

LT - Termination Pay Taxable Component

24 – Labour Hire Gross Payment

PH - Labour Hire Firm Gross Payment

25 – Tax Labour Hire Gross Payment

HT - Tax Labour Hire Firm Gross Payment

26 – Other Specified Gross Payment

PS - Other Specified Payments


27 – Tax Other Specified Gross Payment

ST - Tax Other Specified Payments

28 – Payee JPDA Foreign Employment Income

PJ - Payee JPDA Foreign Employment Income


NEW ZEALAND – Pay Types:

Type Description Location on Pay Summary (guide only)

AA – Allowance After Tax

Allowance Received after Tax has been calculated. Allowances should not appear or be claimable in location on payment summary.

0 – Does not appear

AB – Allowance Before Tax

Allowance Received before Tax is calculated; Tax is then calculated on the Pay plus the Allowance, this will increase the employees Gross Pay and tax paid. Note: You will have to make up new headings example: Car Allowance – so it appears in the correct place when uploading to the ATO

Each allowance will need their own heading with the word as below: Car = Car expense

allowance.

Transport = Award

transport payments up

to reasonable

amounts.

Laundry = Laundry

allowances.

Meals = Award overtime

meal allowance.

Travel = Domestic or

overseas travel allowance

above the reasonable limit

and all overseas

accommodation

allowances.

Other = All other

allowances for expected

deductible expenses.

AT – Accrual Table Award tables for accruals read further for information on how to set these up.

N/A

C – Carer’s Leave Current Year

Use the code for Carer’s Leave. Gross Pay

CD – CDEP Payments

Used for Government CDEP payments. Does not Appear


Only used by Government request. Classed as a Deduction Before Tax. $amount can be debited to a Suspense Account.


DA – Deduction After Tax

Deduction made After Tax has been calculated; used for such things as payments for Tea money or Canteen purchases. .

Location on the pay summary can vary but it would not normally affect the Gross pay

DB – Deduction Before Tax

Deduction made before Tax is calculated; used for Fringe Benefits agreeable deductions in pay in exchange for other expenses i.e. school fees

Gross Pay

DL – Diminishing Lump Sum

Used to issue a bonus/profit distribution payment spread over a selected period of time, before Tax

Gross Pay

ES – ESCT Deduction


FE – Fringe Benefit (Exempt)

FN – Fringe Benefit (Non Exempt)

H – Holiday Pay Use for Holiday Pay. Gross Pay

L – Long Service Leave

Use for Long Service Leave. Gross Pay

LA – (Do not use this code) LB –Holiday loading before tax

Aus only. To automatically calculate leave loading on Annual/Holiday leave, codes with a Type of; LB – Holiday Loading Before Tax must be created. This codes can be applied when awarding holiday leave to calculate leave loading.

Gross Pay

LW – Leave without Pay

Where employee is not entitled to sick/holiday pay but has elected to take time off - without pay -.

Gross Pay

P – Gross Pay Standard Pay Gross Pay

PG – Payroll Giving Used for NZ -

PT – Pay Table Used when creating Pay Tables. N/A

RA – Reducing Deduction After Tax

Amounts deducted from gross pay after tax has been calculated;

School fees etc.

Must enter a Balance Outstanding

The reducing Balance Outstanding is shown on the employee’s payslip

Once the debt has been paid the system will no longer deduct the payment.

Does not Appear

RB – Reducing Deduction before Tax

Can be used to pay off items (could be Fringe Benefit) i.e. Laptop. Allows to enter full amounts and smaller

Gross Pay


payments come off each pay until full amounts is paid off.

RD – Rostered Day off

Used for taking a day off in lieu of a previous worked rostered day off (ie worked a Saturday – now taking the day off on Monday )

RM – Reminder Set up reminders N/A

S – Sick Day Gross Pay

SD – Automatic Super Deduction


SH – Sick Half Days

SL – Special Leave For Funerals, sudden bereavements up to 2 days pay

SP – Schedular Payment

SU – Employee Super

T - Tax PAYG Withholding Does not Appear

New Zealand – Select Location on Pay Summary

0 - Does not appear

To be used when you do not want the amounts to affect the Gross Pay figure that appears on the payment summary

Deductions after tax

Tax

Allowance/deduction after Tax

Some Termination Payments

1 - Gross pay

Used whenever the amount must affect the Gross Pay figure such as;

Allowances/deduction before tax

Holidays

Standard Pay

Fringe Benefits

2 - Allowances (Claimable)

Used when an allowance can be claimed such as;

Vehicle

Living away from home

Allowances after Tax

3 - Union Fees/ Prof Assoc Fees

Only to be used for Union Fees

4 - Lump Sum A (Genuine, Redundancy, Invalidity or Early Retirement)

Check with your accountant

5 - Lump Sum B Check with your accountant

6 - Workplace Deductible Giving

Check with your accountant.

7 - Lump Sum D Check with your accountant.

8 - Lump Sum E Check with your accountant.


9 - Fringe Benefit Do not use

10 - Child Support Only to be used for Child Support.

11 - Lump Sum A (Not Genuine Redundancy, Invalidity or early retirement)

12 - Exempt Foreign Employment Income

13 - Deductible amount of the undeducted price of Annuity


Criteria Tab

If ticking the above boxes the following will happen:

Check for Normal Pay This will put ticks in all the boxes

Remove Ticks This will remove all ticks from boxes

Holidays accrue Holidays will accrue on this Type of pay providing the accrual details are entered In Australia – this will also indicate that LSL accrues

Sick Leave accrues Sick days will accrue on this Type of pay providing the accrual details are entered.

RDO’s accrue Rostered Day’s Off will accrue on this Type of pay providing the RDO details are entered.

Used in Superannuation Calc

Super will be calculated on the $ value of this Type of pay.

Store Dates against Type Allows you to enter in dates in descriptions in the absence tab of the staff. Frequently used for holiday or sick leave also Casual staff days they that have worked.

Show Unit on payslip To print the Unit of pay on the Payslip.

Show Rate on payslip To print the Rate of pay on the payslip. Used in Workcover Calc Victoria Only.

Attracts a Holiday Loading

Aus only; This must be checked when setting up any code with the type of H - Holiday Pay.

Earning Levy Exempt NZ only; Check this field if a pay code is exempt from the Levy. Consult the IRD for clarification of any specific pay type that may be Earning Levy Exempt.


AUSTRALIA ONLY

How to Process pays for these types:

Working Holiday Maker (Usually Backpackers see ATO site)Set up two pay codes as follows:

Pay Type: Location on Pay Summary:

PV – Working Holiday Marker Payment #31 Working Holiday Payment

TH – Tax Working Holiday Maker #32 Tax Working Holiday Maker

Pay code line:

Tax code line:

When setting up your employee under Payroll employee view:


1. [Type of Employ] select [WH – Working Holiday] 2. [Tax Scale] will be 8 [Register Employer – Working Holiday Maker] In processing this payroll you would add line as per example below:

1. Select your normal [Code] to pay the Gross (the system will pick up which tax code they need to use as type of [Employment is Working Holiday] from the Payroll Employee view screen. 2. To check you can select [calculate tax] it will show you the it is using TH code (which is Tax Working Holiday) For the Tax portion for Working holiday When processing the following codes you will need to process you payroll like the following examples: Independent Contractor – uses their ABN instead of their Tax File number

You have to make up two pay codes as follows, then make up two codes as per example for

working holiday maker:


PI – Independent Contractor (Vol Agreement) Gross Pay #21 Independent Contract Gross Pay


IT – Tax Independent Contractor #22 Independent Contract Tax

Create your Independent Contractor under Staff view:

Under Payroll view:


1. [Tax File No. or ABN] Use the companies ABN Number 2. [Type of Employ] select [I – Independent Contractor] 3. [Tax Scale] do not select anything for this. 4. [Payslip Format] Select whether to send a payslip here

You would create a timesheet as follows:


Foreign Employment,




PO – Foreign Employment Income #33 Foreign Employment Income

OT – Foreign Tax Withheld #34 Foreign Tax Foreign employment Tax

Terminations

Please see the following link on how to do Terminations As you will have to set up the correct codes for terminations. http://help.pcschool.net/help/termination-from-2018-2019-tax-year-how-to-process/?category_id=48

http://help.pcschool.net/help/termination-from-2018-2019-tax-year-how-to-process/?category_id=48


Hire Firm

The amount of gross income earned by an individual worker through a labour hire firm without

establishing a contractual arrangement




PH – Labour Hire Firm Gross Payment #24 Labour Hire Gross Payment

HT– Tax Labour Hire Firm Gross

Payment #25 Tax Labour Hire Gross Payment

Other Specified Payments:

The total income received, including tax withheld, for:

- tutorial services provided for the Indigenous Tutorial Assistance Scheme of the Department of

Education, Science and Training

- translation and interpretation services for the Translating and Interpreting Service of the

Department of Immigration and Multicultural and Indigenous Affairs income as a performing

artist in a promotional activity




PS – Other Specified Payments #26 Other Specified Gross Payments

ST – tax other specified payments #27 Tax Other Specified Gross Payments


Accrual Tables

Award tables for accrual of holidays, sick (full and half days), carers’, special leave and long service leave entitlements. Once established, these tables can be laid through any number of RDO’s employees’ records who have the same entitlements;

There is an automatic alert and increment from one Accrual Table to another Accrual Table if required.

Award modifications can be changed in the Accrual Table and will automatically flow through to all employees who have that Accrual Table attached (which will show in the next pay generation).

Termination

1. Pay Code Create the Pay Code with the Type of;

AT – Accrual Table

2. Hours/Day Enter the Hours in a working day.

3. Days/Week Enter the amount of Days in a working week.

4. Anniversary Optional; Select Annual only if an employee can advance to the next level for accruals.

5. Hours @ Level Optional; Enter the hours if there is to be a fixed amount at this level.

6. Next Level Optional; Select the Accrual Pay Code for the next Level.

7. Pay Type

Select the default pay codes that will be used for each accrual type;

Not Allocated means a Pay Code has not been created using the Type needed.

Carers’ Leave can be set up as a component of Sick Leave and will reduce the Sick Leave when Carers’ Leave is used. Alternately it can accrue independently from Sick Leave.


8. Rate

Enter the Rate that the leave is calculated at; based on your award/contract i.e. for each accrual type:

10 days sick per year = 10 divided by (5 days x 52 weeks) = .03846

20 days leave per year = 20 divided by (5 days x 52 weeks) = .07692

Carers’ Leave would not have a rate if it is part of the sick leave. Setting it up like this allows for tracking.

RDO is the only rate that can be set as one. Normally is calculated at this rate i.e. 1 day off worked = 1 day in lieu owing

9. Max/Year

Enter in hours the maximum accumulation for this Type of leave;

10 days x 6.5 hours = 65

20 days x 6.5 hours = 130

10. Max C Over

If leave entitlements can be carried over into the following and subsequent years enter the number of;

Days x hours/day = 65 (as per Max/Year)

Some states have maximums on the number of days able to be accrued to the following year even if the accumulation is greater than this figure.

Sick Half Days, Carers’ Leave and Special Leave may have no Max C. Over; therefore next year there will be no accumulation from previous years.

11. Alloc All

Check if the maximum leave entitlement is available from Day 1 of the year. Do not check if leave has to be accumulated before use.

Not checking this field will alert you if the employee’s entitlements are not sufficient to cover what is being entered into a timesheet during payroll preparation.

Note: If you allocate 10 days at start of Year – when you process sick leave – you will see the figure there to deduct from (but this type of leave will not accrue – just be available)

12. Max All

Maximum allowed over a long period of time.

If there is no restriction on the maximum able to be accumulated set as 9999.

If limited enter maximum hours allowed.

13. Rolling Acc Cutoff in Years

If the sick accruals are to be removed after a period of years enter the amount of years.

14. Yrs To Long Enter the amount of Years to Long Service entitlements.

15. Save When all entries are made click Save.


Pay Tables

Tables can be setup according to your Award/EBA’s.

Standard pay codes are incorporated within this pay table.

Changes in rates made to a table will automatically flow through in the next pay run.

An alert is activated if an employee on a table is due to move to the next level

1. Enter a unique numeric Pay Code.

2. Enter your description for this Pay Code.

3. Select the Type of PT – Pay Table to enter the Pay Table tab.

4.

Enter either the;

Annual Salary, Hours Per Day, Days Per Week

Entering this way will calculate the Rate Per Hour based on 365.25 days, allowing for the Leap Year.

This is 52.1786 weeks or 26.0893 fortnights per Year. Or enter;

Hours Per Day, Days Per Week, Rate Per Hour. If using this way all pay must be calculated on these hours per day. Employee unit of time must be daily/weekly/fortnightly.

5.

A Casual Rate per hour can be entered in a Pay Table;

This rate will be paid if an employee is classed as a Casual in the Employee View Type of Employ.

If this pay is to be debited to an alternative General Ledger account a separate Pay Table must be created.

6.

If the Pay Table is to advance to the next level select Annual;

When adding this Table to an Employee’s standard pay line the Anniversary date can be recorded in a date format.

7.

If there is to be an advancement to the next level enter that Pay Code;

The Pay Code can be entered before creation of the next level Pay Table.

If there is no next level leave this field blank.

8. Select the Standard Pay relevant to this Pay Table;

P (standard/normal pay) this will use the Rate per Hour entered above.


AB / AA – Allowance Before and After Tax, enter a Rate per Hour. (will be calculated on number of hours as per standard pay)

DB/DA – Deductions Before and After Tax, enter a Rate per Hour.

9. Enter the Ledger Account and Sub Account to be used by this Pay Table.

10. Click Save when finished.

Bank Control If electronic processing of pays is an option the following is essential in setting up the employees’ bank details. This step is not necessary if the method of payment is by Cash or Cheque only.

1.

Bank BSB Code: Australia - Enter the BSB. New Zealand – As NZ bank account numbers incorporate the BSB simply set up a default BSB, e.g. 111111.

2.

Banks: New Banks can be created in Utilities/maintenance Codes/Banks, the view will have to be refreshed before the entries can be seen; Australia - select a Bank from the list, these details will appear on the Payslip printouts;

A generic Bank could be used, e.g. Bank instead of ANZ, NBA etc. New Zealand - Select a generic Bank from the list, e.g. Bank.

3. All other information is Optional.



Super Providers

As of 30 June 2016 - all employers Australian employers must make super contributions on behalf of their employees by submitting data and payments electronically in a consistent and simplified manner. As a part of this reform further employer and employee information is to be provided to clearing houses and superannuation providers.

Currently there are six Superstream upload file formats, these are; Mercer, Sunsuper, School Online, Hesta, Christian Super and QSuper. If you use an alternative clearing house they may accept one of the current file formats. If not, please contact PCSchool to discuss the possibility of creating a new file format.

Compulsory Fields

Before generating any superstream file it is important that all compulsory fields are completed correctly. Most fields are items that will already be completed for your standard payroll. The compulsory fields for each clearing house are indicated by the tick below their name. Inputted details will only appear once pays have been generated. Staff View Compulsory Fields (Personal Tab) Path: Payroll > Staff View > Address Tab

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1. Given Name

2. Middle Name

3 Surname

4. Gender


5. Date Arrived

6. Date Left (only if the employee has left)

7. Birth Date


Staff View Compulsory Fields (Address Tab) Path: Payroll > Staff View > Address Tab

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1. Salutation

2. Status

3. Resident Address

4. Resident Address Line 2

5. Town

6. State

7. Resid. Post Code

8. Country

9. Phone

10. Mobile

11. Email Work


Employee View Compulsory Fields (Pay Detail Tab) Path: Payroll > Employee View > Pay Detail Tab

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1 Tax File Number – Employees individual tax file number.

2 Given Name.

3 Surname.

4 Birth Date.

5 Date Arrived

6 Date Left

7 Type of Employment

8 Pay Frequency

9 Payroll Number – this is the employees payroll number set by your school. If you do not have payroll numbers this field can be left blank and the teacher# will be used for the payroll number. (The


Employee View Compulsory Fields (Super Tab) Path: Payroll > Employee View > Super Tab It is compulsory to fill in all of fields so the super is applicable to the employees pay. If information is updated in this super tab it will not appear on a report until it is issued in a payroll run.

teacher# can be viewed in the staff code pop-up selection box). DO NOT use this field for the employees super identification number.

10 Annual Salary

11 Default Entity

12 Default Entity Description

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1. Super Type – links the employee to the super provider. Super providers must be set up in the payroll control files before they are able to be selected for the employee.

2. Description – this defaults from the super type and is set up in payroll control files.

3.

$ or % - Currently the AWARD?SGC super is set to 9.5% and this should be the default for compulsory payments. Additional super payments can be made based on your award or the employees request. You will need to know if they wish to contribute a percentage of their income or a dollar figure.

4. Amount – Either the percentage or dollar amount to be contributed.

5. Frequency – How often the super is calculated -


6. Threshold – Only used for monthly super contributions and should be set at $450 per month.

7.

Employee # - this is the employee number that the super fund identifies the employee by. The employee may have different employee identification numbers for different super types and funds. If you are unsure of these you will need to check with the super providers.

8.

Type – There are three different options to select from. AWARD/SGC – compulsory contribution by employer. DMPRETAX – for SSCC (award type for a closed super fund). SALSAC – voluntary contribution made by the employee.


Payroll Control Files (Super Providers Tab) Path: System > Payroll Control Files > Super Tab It is important that each super type has a unique SPIN Number / USI. Super providers that have multiple plans can use unique spin numbers for each plan. In this case you will need to create a super type for each Spin Number / USI.

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1. Description – this is only used if the plan name is left blank.

2.

Spin Number USI – (unique superannuation identifier) is a unique code to identify the super provider plans. Super providers can have multiple plans and therefore multiple spin numbers. It is important to check with the super providers the appropriate spin numbers for your employees plan(s). Private funds may not have a spin number and in this case this field may be left blank.

3. Employer No (ABN) – This is the super providers Australian Business Number. This is a secondary identifier to the spin number and is the main identifier for private funds.

4. Benefit Category – left blank this will default to the main benefit category AP. However if you are making ‘choice’ contributions you will need to change this category to the one specified by the


Payroll Control Files (Super Providers Tab) Path: Payroll > Payroll Generation > Submit Super Tab

super provider. New codes can be set up under the supbranch type in Maintenance codes.

5 Plan Name – used to identify the fund name. New plan names can be set up under the supplan type in Maintenance codes. If left blank this will default to the description in point 1.

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1. Include all Not Submitted Payments Since this date – normally set to the start of the month but can be altered to date required.

2. Proposed Superannuation Cutoff Date – normally set to the end of the month but can be altered to the date required.

3. ABN – this defaults from the system file.

4. Trading As – this defaults from the system file.


Generating Superstream Upload File

You can generated the superstream file as many times and for any period you wish. It is a quick and simple process that is normally completed at the end of a payroll month. Selecting File Superstream File Type and Save Location Path: Payroll > Payroll Generation > Submit Super Tab

5. Contact Given Name – Enter in as appropriate.

6. Contact Surname – Enter in as appropriate.

7. Phone – defaults from the system file.

8. Email – Enter in as appropriate.

9. Bank Account for Refunds – Select the appropriate bank account. This will add the account name, BSB and account number into the upload file from the positing account linked to this bank.

1. Include all Not Submitted Payments Since this date – normally set to the start of the month but can be altered to date required.

2. Proposed Superannuation Cutoff Date – normally set to the end of the month but can be altered to the date required.


File Overview and Selection of Arrival and Departure Fields (Heista and QSuper Only) The pop-up screen below will appear with an overview of the contribution amounts for the period. This is your chance to check the contribution details are correct before finalising the file. The box located on the right will only appear for Heista and QSuper files. Please see below for additional requirements for both of the files. If you are happy with the details click proceed.

Confirmation of Prepared File.

A pop-up box will appear confirming that the file is prepared. If you are unhappy with the file select cancel otherwise select;

3. Contact Given Name – Enter in as appropriate.

4. Contact Surname – Enter in as appropriate.

5. Email – Enter in as appropriate.

6. Bank Account for Refunds – Select the appropriate bank account.

7. File Type – select the appropriate file type for your superannuation clearing house.

8. File Name – click on the box at the end of this field to select the location that you would like to save the Superstream file. Once you have generated this file you will be able to select the file from this location to upload to your super clearing house.

9. Create File – once all fields have been filled in appropriately click to move onto the next step.

1. Heista and QSuper files require further details regarding arriving and departing employees. Before proceeding this information must be completed.

2. Arriving/Leaving Employees – select the most appropriate reason for each arriving and leaving employee from the drop down box. This must be competed for the form to generate.

3. Proceed.


Yes - the File Ref No will increase by one and the last super submission date will alter to the cut off date of this period. Or No – the file reference numbers and last super submission date will remain the same.


Tax Scales

Aus – Tax rates must be accurate and taken from the ATO Tax Scales;

Update files will be sent out at the beginning of each financial year.

Check the Tax is correct before processing your first pay in the new financial year. (Although PCSchool endeavours to accurately provide tax scales – it is your responsibility to check these)

Rates can be edited if necessary.

NZ – IRD, changes to co-efficients will be distributed by PCSchool. (Although PCSchool endeavours to accurately provide tax scales – it is your responsibility to check these)

Select a Tax Scale and edit the details if necessary.

HELP or SFSS

HELP and SFSS are updated as per the Tax Scales and are used for repayment of Student Loans;

AUS – HELP

NZ - SFSS



Pay Slip Comment

The Payslip Comment tab allows you to enter a generic comment to appear on all payslips.

1. Enter your comment;

Use Shift + Enter to move to a new line.


3.

To delete a comment, select an option;

Highlight the text and click the delete button on the keyboard

Highlight the text and click the X on the toolbar

Backspace the comment out

4. Clear All will not delete the Text it will clear the screen for a second comment.


Setup of a new Employee Record Step 1: Create new employees initially in the Staff View before setting up the payroll detail under Employee View. Step 2: Once you start entering Pay Details do not click save until all the necessary fields have been completed. For new employees, on the Pay Detail tab page, after entering the default Ledger code, click on Save/No Clear before clicking on next tab page to continue entering the detail.

Fields in red must be entered before clicking Save;

1.

Type of Employee; Select from drop down options:

2.

Unit of Time: This is directly related to the Pay/Unit field in Std Pay. If the Unit of Time is identified as Day then the Pay/Unit would be the $ daily rate;

Hour, Day, Week, Fortnight (If using PT with std hrs must use Day, week or fortnight.

3.

Pay/Unit: is directly related to the Unit of Time;

Enter the $ value for the Unit of Time as recorded in the field above.

If attaching a Pay Table this field will be ignored as the system will calculate this on the first payroll generation.

4. Tax Scale: select the tax scale relevant to this employee.


5.

HELP: (AUST) or SLCIR: (NZ) – Select the drop down and select the correct rate. The HELP tax rates in conjunction with the standard tax rate applicable for the employee. This contribution is shown as a separate tax apart from the standard tax payment on standard printouts.

6.

Student Loan: (NZ) Select the drop down and select the correct rate. SFSS enables calculation of the student loan liability in conjunction with the standard tax rate applicable to the employee. This contribution is shown as a separate tax apart from the standard tax payment on standard printouts.

7. Concess Rebate; Enter Zone or Family Tax Benefit Tax Offsets.

8. [Transfer Pay/Units to Std Pay] when the details are entered you can select to have the details transferred to the Standard Pay tab. This is not applicable if using Pay Tables.

9. Pay Frequency: Select the pay frequency;

Hourly, Day, Weekly, Fortnightly, Monthly or Annually.

10.

Tender: select;

BP – Bank Payment (auto payment into the employee’s bank account regardless of whether the payroll has been run). This type of payment does not create a file for transfer via the Bank software.

CA – Cash

CH – Cheque, allows for the creation of a file for printing and cheque printing.

EL – Electronic, allows for the creation of a file for printing and file preparation. Contact your bank for information and requirements on electronic processing.

11.

Extra Tax: A $ value can be entered if an employee wishes to pay extra tax per pay on top of the tax automatically calculated.

An employee, with ATO approval, can reduce the standard calculated tax figure by entering a negative $ amount in this field.

12. Medicare Cat: Enter a Medicare category if required.

13. Default Entity: Select the Default Entity on which payroll funds will be drawn.

14.

Def Ledger Account: select the General Ledger A/c where the employee’s payroll expense will be debited.

The default ledger account but can be overwritten when entering pay lines for an employee.

An employee’s hours may be divided a teacher and a librarian aide. Individual pay lines can be created for both the teaching and librarian with different general ledger expense account attached to each.

15. Set Tax to Zero: Checking this box will not calculate any tax component regardless of the income earned.

16. Payroll Number: This gets used in some superannuation companies

17.

Payslip Format: Leave blank for standard printing of a pay slip;

Emailed Pay Slips can be sent to either the Home or Work addresses.

The email address is entered in Staff View.

18. SLBOR Add or Extra Educ Loan: a $ amount can be entered to add to the automatically calculated HELP or SFSS amount.

19. 221D Rate as %: with an ATO letter for approval the tax rate can be set at a percentage.

20. FTE: Full time equivalent – if your staff member does not work full-time

21. Annual Salary: type in amount

22. [Save] Select a save option.


Leave

You can enter Accrual details directly into the Leave tab. If using Accrual Tables in to the Standard Pay tab accrual rates will automatically propagate from this field. Prior accruals will still need to be added. Note: All accrual figures are based on the unit of time set in the pay detail tab i.e. if set to hours accruals will be shown in hours. Should you wish to change an employees unit of time at any stage please contact PCSchool. Accrual Types

1. Accrual Rate

Enter the Rate that the leave is calculated at;

10 days sick per year = 10 divided by (5 days x 52 weeks) = .03846

20 days leave per year = 20 divided by (5 days x 52 weeks) = .07692

Once entered the accruals will automatically be updated using the Unit of Time to work out the accruals.

2. Max Allowance

Enter the maximum accumulation allowed per year;

If there is no restriction on the maximum able to be accumulated set as 9999.

If an Award states the sick leave entitlement is 22 days per year than this field would be calculated as: 22 days x 6.5 hrs p/day = 143 hours.

3. Accrual Prior Years These figures are manually when first setting up the accruals;


In the Future they will be updated when the Payroll is rolled.

The accruals must accurately reflect the Unit of Time entered in the Pay Detail tab.

If the unit of time is daily the accruals entered into these fields must be based on this same unit.

Accruals prior to implementation can be added at any time, not necessarily when setting up the new system.

4. Accrued YTD YTD accruals will update automatically when pay is processed based on the entered Accrual Rates.

5. Used YTD Any leave taken will be automatically updated when the pay is processed based on Accruals in place.

6. Accrued to Date Accruals to date is similar to Accrued YTD.

7. Years Until Due

Enter the Years until long service leave;

This is the total years; the date is taken from Date Arrived.

8. Accrued to Date

This is for RDO’s and LSL only. The accruals do not have a yearly cut off and accruals will continue to be added to this field (used YTD will be removed off this number when an Accrual rollover occurs).

9. Due Now This field relates to LSL and enables printing of accruals to date on the pay slip as per Government Regulations

Enter Accrual Details.

If an Accrual Table has been attached in the Standard Pay tab you will only need to enter the accumulated accruals.


History

This screen reflects year to date totals in the various payroll categories.

1. Last Pay will default and can be edited.

2. Next Pay on or After will default and can be edited;

This date is important as the pay will not be generated if it is before this date.

3.

Fringe Benefit details can be added:

Grossed up – based on calculation – will appear on payment summary if over $1000 (April to March Figures)

Non Reportable FBT – more for schools information ;

4. The YTD figures automatically update after as Pays are processed. These fields hold historical data and are for viewing purposes only.

Std Pay

All current employees on the Payroll must have standard pay details entered comprising of

Standard pay, Allowances, Deductions etc. Multiple lines of pay can be established to cater for all pay types.


1. Code; Click on Code to select or enter the Code if known. If the line is saved and the code needs to be changed Delete the incorrect line then select the new Code.

2. Type; The Type will default from the pay Code selected; Table Date, Accrued and Bal O/S are only available with certain Pay Types.

3.

Standard Time; Enter time worked per standard pay period;

Unit of Time and Pay Frequency are entered in the Pay Detail tab;

If the Unit of Time for an employee is Hourly and 6 hours are worked in a day, and the Pay Frequency is fortnightly the Standard time would be 6 hours x 10 days = 60.

If the Unit of Time is Daily, and the Pay Frequency is fortnightly the Standard Time would be 10.

If an employee is Casual and the hours worked are never constant the Standard Time should be 0 with Standard Pay showing the $ value.

Timesheets for Casuals would be created to record hours worked. This setup ensures a Casual is not accidentally paid.

Part time enter days

4.

Standard Pay; The $ amount will default from the Pay Detail Pay/Unit if entered in the Pay Detail tab, otherwise enter the $ amount manually;

If the pay line is a Pay Table the $ value will be 0 until generation of the first pay run.

If using a Pay Table – this field should never be edited here – always edit the Pay Table.

5.

Rate; The default rate comes from the Code selected and is entered in System/ Payroll Control Files/ Pay Code;

A standard pay item would be at a rate of 1, whereas Overtime could be at a rate of 1.5, 2 etc.

6. Pay; This $ amount is automatically calculated with the formula ‘Standard Time x Standard Pay’.

7.

Code; Click on Code to select and alternate Entity other than the default;

This may be used if you have an employee who works a certain number of time units for one entity and a certain number of time units for an alternate entity.

8. A/c Sub A/c; The General Ledger Account will default from the Pay Detail Tab;

Click on Account to select and alternate account for dissection of the Pay Code.


If this line has a Type of PT the account information is sourced from the Pay Table, changes made here will not change the Account used in a Pay Run.

If using AA or DA it is strongly recommended these are pointed to an appropriate expense account i.e. Travel expenses etc.

9. Table Date; If you have selected a pay Table Code or RA,RB or DL enter the start date of this level/pay

10. Accrual; If the Pay Type is the Accrued payment amount will be recorded here after each Pay Run.

11. Balance O/S; If the Pay Type is RA, RB or DL you must enter the full Balance of the amount owed. (After each pay run this amount will be automatically reduced by the payment amount).

12. On completion click on Save Standard Pay Item or tab off the line to save.

13. Clear Standard Pay Item; Highlight a line and Click to clear a partially completed entry.

14. Delete Standard Pay Item; Highlight a line and Click to remove a saved line.

15. Calculate Tax; Click to check the tax figure applicable on the gross pay.

16.

Show Pay; At any time you can click on Show Pay to view the pay. The pop-up screen will appear with the pay figures. If the pay is based on the current Std pay figures it will say Std pay in top left. If a Timesheet has been created the figures will be based on the timesheet entries and will say timesheet.

Super Types

An employee can have a combination of different types of superannuation contributions. Set these up under the Employee View - Super to automatically calculate the super entitlements of individuals.


1. Click into the next free line and select the Super Type.

2. The Default can be edited; the value will be % or $.

3. The Amount will Default and can be edited.

4.

Frequency will default or enter;

W = Weekly

F = Fortnightly

M = Monthly, monthly is used for Casual employees if you want to use the Threshold constraints.

5. Threshold will Default, this can be changed if required M=$450.00 only applies to monthly super calculation.

6.

Enter Employee Super Fund Number: this will appear on the Pay slip/Superannuation Reports. This is the number in which the super company identifies your employee. It is critical to fill out this field. Contact your employee or super provide to get this information.

7.

Select the Award Type: Australia:

AWARD/SGC Employer Agreed contributions - A standard employer

superannuation contribution and is an expense incurred by the School/College.

VOLUNTARY This is an extra contribution paid by the employer. This

contribution simply shows on the payslip in the Superannuation box as an additional expense incurred by the Employer.

VOLEMP This is for Employee contributed Super and is classed as a

deduction after tax. On generation of a pay run the system will automatically create a deduction line as a standard pay item using the SD code. There is no need to manually create a deduction pay line in the Standard Pay view.

SALSAC This is for Salary Sacrifice of Superannuation by the Employee. Use

of this Type will automatically create a deduction (SD) from the gross pay when generating a pay run. There is no need to manually create a deduction pay line in the Standard Pay view

VOL LSL/AL Voluntary Employer (Super in lieu of LSL & ALL)

DMBPRETAX Defined Benefit Member Pre Tav (SSCC) -

New Zealand:

KIWI/EMP NZ – Employer contribution KIWI/EMPEE NZ – Employee contribution after tax

KIWI/EMPT NZ - Employer KiwiSaver Taxed as Pay

KIWI/SAC NZ – Employee contribution before tax (Sal Sac)


Banking

If using electronic processing for payroll payments set up the employee banking detail. You can enter multiple dissections of a pay to various bank accounts for an individual employee. You must have entered;

Banks via Utilities/ Maintenance Codes/ Banks

BSB via System/ Payroll Control Files/ Bank Control

1. Click [Insert Line] to go to the next free line.

2. Select the [BSB number] from the drop down and the [Bank] from drop down - this must be available for selection; if not there see BANK CONTROL on how to set up

3. Enter the Account Number.

4. Enter the Account Name.

5. Select the Format of $ or %.

6. Enter the Value of the Format.

7. Optional: Enter a name for this Banking line ie. wages/salary – this will appear as their payment reference on their bank statement.

8.

Enter a Priority: the highest Priority must have the lowest value (normally used for deductions to other accounts). The main pay account should have the largest value and can be set to % 100 (as per example above) as it will receive the remainder of the pay.

9. Tick if the account is new the system will check this detail to ensure all data is acceptable to bank standards.

10. Click Save Banking Item to save the line.

11. Highlight a partially completed line and click Clear Banking Item to allow editing of the entry.

12. Highlight a line and click Delete Banking Item to delete the line.


Comments – Payslip Comments

There is now a new tab called Dated Comments we suggest using this tab for employee and secure comments now. However if you have a Payslip Comment for the individual employee - you must type this in here so it will display on their payslip.

1. Payroll Employee Comment suggest you use Dated Comments now.

2. Secure Comment suggest you use Dated Comments now

3. Payslip Comment – A personalised payslip comment for an individual employee can

be entered via this window. This field is cleared once a pay run has been completed.

Dated Comments

This is a more advance way to record your comments. It allows you to store comments against dates and pre-set fields making future reference much easier.


To make your own Types as follows: Path: System > Set Comments Category Type Then Select Category – Payroll

You can then create your own Types and then SAVE You can print these comments from: Path: Finance > Utilites > Secure Comments Finance Reports

1. Select [Payroll 2. Select [from] the drop down the name or names you require 3. Select the [date range] 4. [Comment Type:] Select from drop down 5. [Print]


Transactions

Historical payroll Transactions for an individual employee is available in this view. You can constrain this view by Pay Type and Date Range if required.

1. View the Transactions details.

2. The default is All, a single Pat Type can be selected.

3. The default is for all Dates; select Range and enter dates to filter.

Absence

Absences can be added, viewed modified through this view or through Scholastic/ Administration/ Absences Staff. Entry of an absence in this view has no impact on a pay run;

Absences can be automatically created when using timesheets, a tick must be placed in the paycode file in the Payroll Control file.


1. Click Add Absence to take you to the next free line.

2. Enter the Absence details.

3. Click Save Absence, this will save the entry.


Delete – Use with Caution

For housekeeping purposes, an employee’s entire payroll history can be deleted using this key press. Exercise CAUTION when using this button as information can only be retrieved from a Backup. Do a fully SQL Backup before deleting an employees pay details.

1. Click to delete the Payroll Details for this Employee.

2. Click Yes to Delete the History and no to retain the History.


Payroll Workflow 1. Entering Payroll:

Payroll Timesheet – this is use for employees - if you have to adjust hours/pay, sick days etc that is varied from your standard pay setup.

Payroll Generation: once all timesheet changes have been made or if no changes: Enter Pay date Tick in Calculate Super Tagged (if End of Month – tick in Calculate Super Tagged Monthly) Generate Payroll

2. Pre Issue Reports: In the Proposed Superannuation Payment Date – (enter the date that you will pay

Superannuation) print - Payroll Generation Report print - Payroll Preparation Summary or reports that you require

- BACKUP If you have a large payroll - it would pay you to Backup the Payroll files now

when correct issue payslips either print or email (make sure you have PSCQ installed)

3. Issue Pay: make sure the Current Pay Date is correct 4. Execute payroll: to create an “ABA file” for your bank so it can be uploaded to your banking

software Once uploaded correctly to your bank - Select “Print Successful” (this deletes all the entries

ready for next time) 5. Finalise the Payroll Batch under General Ledger / Batch Transaction Entry/ Payroll – make sure the totals are correct and Finalise Batch to the appropriate period. 6. This completes Payroll 7. End Of Month: make sure you have generated the pay with a tick (if End of Month – tick in

Calculate Super Tagged Monthly)

Calculation of Superannuation tagged Monthly depends on this option being ticked for the last pay of the month. The system will scan all pay transactions for the month – if Award Super is applicable, i.e. for earnings over $450, super will be calculated for the whole month.

It is important that the End of Month Rollover is performed at end of month as this routine calculates the monthly earnings from the last rollover to the present pay run


8. Print all reports and reconcile – when correct follow the Payroll End of Month procedures


Generating the Payroll Path: Finance > Payroll > Payroll Timesheet

Creating a Timesheets

You will need to create a timesheet if an employee is:

Casual employees who do not work a standard number of hours.

Sick days that are to be recorded.

Holidays and long service leave.

Adjustments of standard pay or superannuation.

Plus any other time the pay is not generated as standard pay lines.

In this exercise, we will allocate 3 days sick leave, entering the date range for the absence and also creating an absence record in the employee’s file. (note: this person is on a day Unit of Time) Note - If allocation exceeds accruals there is an automatic alert but you can still proceed with the allocation.

Step 1 – Select Employee then [Create pay details from Standard pay]


Processing a Sick leave

Step 2 – Select in the [Std Time] field then [Alloc Hol/Sick tab]


Step 3 – A pop up screen will appear under Sick Units add the number of days sick or hours if on an hourly rate. Note: that this person has got a message at the bottom to say accruals exceeded – make sure you tab through to save entry.

Step 4 – record the Absence

a. Select the Date range b. Tick in [Create Absence] c. [Reason for absence] type in reason

This will show in the next screen as - when correct select [Finish]



This has now made the following entries. Save when correct. Note: You can press [Show Pay] button – to check to see if calculating correctly

NOTE: Holiday pay can be done the same way.

Leave with Loading

AUS only: Allocating various days off and adding the loading can be done at the same time. (Allocate Holiday leave as above) Step 1: Select Line of the Holiday pay Step 2: Select [Calculate Loading Tab] – pop up screen will appear check to see if correct –]Create Loading Transactions] tab

Step 3: Once you click [Finish] the details can be viewed with the codes in the Time Sheet/ Pay Detail tab.


Re-Calculate Tax

In some instances you may wish to change the amount of Tax to be deducted from the pay.

To change the Tax for a single pay follow the steps below;

1. Click [Calculate Tax]

2. Click [Yes] to override the automatic tax calculation.

3. Tick the box to enter the tax manually.

4. Click [OK]

5. A new Tax lines will be available for editing;

Select the Tax line and enter the amount that you wish to deduct for Tax.

6. Click [Save when finished.

If changes are made in the Payroll Employee View and you currently have a Timesheet - you will need to Delete the Timesheet and recreate it, to pick up the changes. At any time you can click Show Pay to view the details of the Time Sheet.



RDO (Rostered Day Off - Set-up and Use) RDO can be used to keep track of additional hours a staff member may accumulate and use.

Setting up of RDO pay-codes.

Path: Finance/System/Payroll Control Files/ Pay Codes Step 1: Create a new paycode to accrue RDO’s as below. Remember these are additional hours worked so they do not normally accrue holiday or sick leave. Select [type] as P – Gross pay and location on [Pay Summary] -Gross Pay and [tick] [RDO’s accrue] etc as per screen shot

Step 2: Create a new Pay Code for RDO’s used as below. Remember these are hours staff would normally work but are having off therefore holidays, sick leave and superannuation would normally accrue. Select [Type] as RD – Rostered Day Off – setup as per screen shot



Step 3: If you use Accrual Table follow this - otherwise go to step 4. You will need to adjust the accrual table so that anytime you use the pay code to log additional hours worked in the timesheets it will accumulate in the RDO field. In your accrual tables you will need to select the [Pay code] that uses the RDO at the rate required (one day in lieu = 1 if using Unit of Time i.e. Day etc) This will now apply to all staff that have that accrual table. Remember it will not give the staff member any RDO hours/days unless you use the paycode that acquires RDO’s.

Step 4: If you do not use accrual tables you can go to the employee view and under the leave tab adjust the accrual rate for [Rostered Days Off] to be 1.0000.



Accruing RDO’s in a Payroll Run In the timesheet for the employee add the pay code to acquire RDO’s. This will automatically default to their standard pay rate but it is important that you change their standard pay to 0.0000. The Standard time will be based on how you pay the employee normally (ie hours or days as below) the example is for work leading to a day off (a day in lieu).

When you tab through off this line a pop-up box will appear as below:

To record the acquired RDO put a [tick] in [Create Absence] then the [Reason] – (this will not accumulate as an absence but does provide you with a record of when and why the additional hours were worked). You can view this under the [Employee view] [absence tab].


Generate your pay run as normal.

After completing the payroll run the accrued to date field beside the [Rostered days off] under the leave tab should show the acquired rostered days off.

There is no previous year accrued or maximum allowance for this field but the number accrued to date rolls over to the next year minus the used year to date.

Using RDO’s in the Payroll Run

Step 1: In the timesheet for the employee select click on the normal pay line and then select [Allocate Holiday/sick].



Step 2: In the pop-up screen that appears

Select the number of units to be used for RDO’s.(Remember this is based on the rate the employee is paid in ie hours/days)

In the example below the employee is using 1 day of RDO.

When you tab through off this line a pop-up box will appear as below:

This will allow you to record the used RDO in the absence tab. This will not accumulate as an absence but does provide you with a record of when and why the accrued RDO hours were used.



This will create a line for the RDO. Then click on Finish to return you back to the timesheet.

Note: The RDO code should pick up the standard pay amount and from here you can generate the pay as normal.



Once you have issued the pay the RDO used figures will adjust the employee RDO used year to date under the leave tab.

If overtime (RDO) occurs frequently you can set it up as a standard pay item. You can also set up the usage of RDO as a time and a half overtime payment. If you require assistance with setting this up please call the Help desk.


Allowances:

Diminishing Lump Sum Payment before Tax (e.g Bonus payment)

The diminishing lump sum payment can be used to issue a bonus/profit distribution payment spread over a selected period of time.

Set-up of [Paycode] Path: Finance> System> Payroll Control Files> Tab 2 Paycodes

Create a new [Pay code] to for the diminishing lump sum – you can use any description

eg 2014 bonus.

Select the [type] as a DL

[Location on the Pay Summary]: [Gross Pay]

In Employee’s standard pay set up item. Once set up can be left to run at its own fruition.

1. Enter in the [code] for the diminishing lump sum in the standard pay

2. Select the amount you wish to pay the employee each pay run in ]Std Pay]

3. Tab across and select the ledger account and sub account you wish the money to come from.

4. Alter the [table date] to the first pay date.

5. Under [Bal O/s] (Balance Outstanding) enter the total amount that is to be distributed to the employee

6. Save the standard pay item.


From here you can generate future pays as normal and the system will track the payments. For example below one payment has been made so the accrued amount is $50 and the balance outstanding is $200. On the last payment the system will pay the remainder. For example if the balance outstanding below was $195 on the last payment the outstanding amount would only be $45 therefore the system will only pay $45.

Deduction to Family Accounts etc Set up a standard deduction against the Staff member which will be linked to a Liability Account in your General Ledger. Create a General Ledger account in your Model Account Path: General Ledger > Model Account Entry If not already in your Chart, set up a new Liability Account under Model Account Entry as a Posting Account, Liability and a Credit. Ensure this account is created within the same number range as other Liability Accounts are located.


Create a Pay Code Path: System > Payroll Control Files > Pay Codes If a pay code doesn’t already exist for this item create as follows:

Other examples of reducing Deduction:


Attach the Pay Code to the Employee standard pay under Payroll/Employee view:

1. Click into the next free line and select or enter the Pay Code.

2. Because this [Code] Type is [RA, Table Date, Accrued and Bal O/S] will need filling in.

3. For all Code Types enter the Amount to be deducted from the pay.

4. Reducing Pay Types; The date will default but can be edited.

5. Reducing Pay Types; The Accrued will automatically update as each pay is processed.

6. Reducing Pay Types; Enter the total amount to be deducted.

This deduction will now be generated when processing a Pay Run. The deduction will sit in the General Ledger Liability Account and now needs to be credited back to the Debtor Account.


In Debtors a Credit then would be put against the Family Path: Debtors > Receipt Entry Create a receipt batch and transfer the money from the ledger to the Family account.

1. Create a [new Batch]

2. Click [New Receipt]

3. Select the [Famkey] the family

4. Enter an [amount] of zero

5. Go to the [Ledger tab]

1. [Account] select the Liability Account


2. [Amount] apply a negative amount equal to the payroll deduction; you are taking the money out of the account

3. The amount will now show as unapplied

4. Click the [Debtors tab] and either Auto or Manually apply the amount

Payroll Generation Path: Payroll > Payroll Generation

Step 1 - Once all the Timesheets for altered pays have been completed you can Generate the Pay.

There will be two reminders to finalise your end of month – this will finalise the Superannuation – so you will not have wrong figures in the future. When generating the pay if the date is less than 14 days you will get the following message: - You must answer Yes or No –

if NO you must Perform the End of Period

If YES – it will generate the pay.


[Include based on pay frequency] :if paying only monthly employees place tick in monthly, or weekly place tick in weekly [All] will select all pay frequencies

This is drawn from the [Pay Frequency] in the Employee View file


[Banking Option:] – select how you wish to distribute your money to employees bank accounts

1. [Allocate all remaining funds to bank account if $ and Amount = 0] – If you have bank accounts in system that you do not use regularly e.g. Social club you pay once a year - you can make the priority the last number and make the Format $ and Value 25.00 – You would need to select option 1 - so that it does not process monies to this bank account unless you change the priority

Or if you have an old bank account – it will pick up the first bank account to put the monies too:

2. [Allocate zero funds to bank account if $ and Amount = 0] Accounts set at 0 will be ignored


This shows you want it will do if you setup incorrectly:

How this account should be setup:

[Calculate Super Monthly Tagged at the End of Month] – you will get this message:


This is to remind you to run the End of Month procedure to finalise monthly super figures after you have issued the payroll


(Note: If it is the last pay of the month if you have Monthly super to put a tick in Calculate Super Tagged Monthly)

1. Select the correct pay date – this must be compatible with the History tab in the Payroll Employee File and any Timesheets if you entered an optional date in them.

2. Leave the Default for All Staff Members or select from and to.

3.

For staff members on monthly super –

tick this box on the last pay of the Month only to calculate super

(it is important that the End of Month Rollover is performed at the end of the

month as this routine calculates the monthly earnings from the last rollover to the present day run)

4. For staff members on annual Pay Tables click to see if an update is needed (see below).

5. Click Generate Pay

6. View the pay details.


Pay Table Review

Advance Tables will advance employees (with a tick in Review) from one level to the next.

Remove the tick if an employee is to stay on the same level and reviewed at a later time.

Note: Employees will not show if Past Employees or have no level to advance too. Before generation of a pay run if Pay Tables or Leave Accrual Tables with Anniversary Dates attached, have been entered and attached to employees’ records the system will check and advise if any anniversary dates fall due within the pay run period;

If the Anniversary dates fall on the same day every year, e.g. 01/02 there is no need to run this check before generation until you reach that pay period date.

If Pay Tables/Leave Accrual Tables with Anniversary dates are not used in the setup of employee pay lines IGNORE this option.

1. Click [Pay Table Review] to check the anniversaries that fall within the Pay Period. The anniversaries will be dated to the prior year.

2. Select a [Display Option]

3. Click [Check Table Now]

4. Tag the lines you wish to Advance;

If there are records that are not to be updated to the next level remove the ‘tick’.

5.

If you wish to advance the ‘tagged’ employees’ records to the next step click on Advance Tables;

This will advance the Table to the next level.

The update detail will be included in the current pay run.

The process will also update the next anniversary date accordingly by adding a year to the current anniversary date.

6. Click on Finish to exit this view and continue with Generation.

Updating from one level to another will appear as a Payroll comment on the relevant employees’ payslips and this comment will also be recorded in the Payroll Comment View within the Employee record.


Reminders

Reminders get entered on the employees standard pay e.g.

A paycode will need to be made up Then allocate this paycode to the employee and the Table date to be reviewed on.

To review: Select [Reminders] Select your [Date range] [Show all]


Pay Deduction Review (Deductions e.g. Tuckshop purchased by Staff)

If you have Staff that purchase from the Tuckshop and you have to put an entry in each week to deduct from their wages or tea money getting deducted from their wage. Note if this is the only change then you do not need to complete a timesheet for these entries any more.

1. Select the [Pay Date] 2. Select [Pay Deduction Review] 3. Select from the Drop down the deduction you wish to use e.g. [Tuckshop purchases] (that

has previously been made up under Payroll Control Files and a Deduction. Note: Each Staff member will then need to have the deduction line added to them under Payroll Employee View.

Enter amounts to deduct in the [Std pay] line

[Finish]

Edit Generated

In the Edit Generated view you can bring up any employees in this Pay Pun;

Any changes to Employees’ Pay or Leave Accrual Tables can be checked before

generation of the pay run for a period.


This view is useful for checking the correct pay for an Individual Employee without printing a report.

The whole pay for the selected employee can be deleted from this Pay Run by clicking the remove Employee Button. This does not remove them from the Payroll only this pay.

The Accounts can be changed if necessary.

Step 2 - Pre-Issue Reports


Print All reports you require to check your payroll – usually Payroll Generation report or Preparation summary by Dept – select drop down for list.

1. Select[ Elect Pay Date] this is the date that your payment goes to the bank 2. [Proposed Superannuation Payment Date] the date you are going to pay your

superannuation 3. [Report Style] select the report to print 4. [Output destination] – select [Print to Window] or straight to [Printer to printer] 5. [Print] 6. Once ready to Issue we suggest you do a Backup of all your Payroll files (see how to do a

Backup)

Backup your Payroll files only Path: Finance > Utilities >Backup Once you have checked your payroll reports and everything is okay – do a backup as shown on screen


1. Place tick in files from # 105 to 116 & 128 & 129

2. Click Backup Data.

At the next window leave all the defaults and click Create Backup. The file will be saved on this computer C drive under PCLaunch> Backup with the date and time


Emailing Payslips – make sure you have PCSQ installed

Output Destinations: Select the correct print option you require:

Print to Windows This will print all payslips to Window – you can then save a

copy on your computer

Print to Printer Will print direct to the Printer

Export to File Select the File Name and path and this will save direct to your file

Export to Mail Once your Emails have been set up correctly you can email your payslips and at the same time saving them to Document Manager

Pause Email after Depending on your Email Server and its capacity to send bulk emails, you may have to enter a counter (number), i.e. no. of emails sent before pausing, in this box for successful emailing of all pay slips.

1st Email gets lost Tick this box if your system does not normally send the first emailed payslip

Store in Payslip Sub Folder If using Document Manager put a tick in this – so it creates a sub folder (click to Export to File) set tick then go back to Export to Mail – to make sure tick remains.

To email – you will need to have PSCQ installed (select options as per screen shot above – this is saving also to Document Manager) it will ask you to make sure you are sending the correct report – please make sure you are only sending your Payslip – then you will get this popup box -


Important: Check that you are sending the correct report e.g. Payslip

1. [Subject] give the email a Subject 2. [Message Text] type in message 3. [SAVE] you can save this message for future use 4. [Return and Process]

Next message will pop up –leave up


1. [Job Type] this will show what it is about to do e.g. Docman (saving to Document Manager) Email (going to send payslip to staff member) Print (going to send to your printer)

2. [Report] what report you are going to send out – check this incase you have selected the wrong report to go – cancel out if incorrect

3. [Subject] the subject name on your email – usually Payslip for w/e 13072018 4. [Recipients] this will show you the list of emails and if you are saving to document

manager will show blank 5. [File Name] in Document manager this is where it will save too


6. [Printer Name] select your Printer (as if no email address the payslip will print) 7. [Start processing]

Note: Make sure you do not close out of payroll or this screen while emails are being sent or otherwise you will send $0.00 payslips.

When completed you will see [Completed] and how many emails it has sent.

1. You can [view Log] file of the emails sent Or by going to PCSQ button

1. Select the [Print icon] on your tool bar 2. [Select a log] select the date that you sent the emails on – check the log for the

emails sent

Payslip Sample


Note: Customize payslips can be written to show accrued leave and sick pay and any changes you require


Step 4 - Issue Pay

Make sure you select the Current pay Date

[Delete Timesheets when done] - all timesheets will be deleted – if you take out tick the timesheets will remain

Pay Dates will be updated.


Step 5 – Execution Payments - Creating the Bank File

Important – make sure Upload your file to the Bank before you clear the file as you can not recreate this file.

- Give your file a unique reference so do not override this - Once uploaded correctly to your bank - Select “Print Successful” (this deletes all the

entries ready for next time)

In Finance Select Payroll > Execute Payments

1. Select [Payroll] 2. [Payment Method] select Electronic or if you issue cheque select Cheques 3. [Tag all to Print] make sure that only the date you wish to send out is ticked 4. [Export to File] 5. [File Name] select where you wish to save the file – suggest you create of folder to

keep your payroll files in and give name e.g. Payroll 20160713 6. [File Type] Select the file type that your bank require from drop down 7. [Run Desc] you can type your own description in here 8. [Exec Date] the Date you want your Bank to process the payment 9. [EXECUTE PAYMENT] (this will create your file for you to upload)

Upload the file to your banking software Once uploaded correctly to your bank - Select “Print Successful” (this deletes all the entries ready for next time. You can not re-create this file so make sure uploaded correctly)


Step 6 - Finalise G L Batch to update ledger

In Finance Select - Gen Ledger > Batch Transaction Entry

1. Select [Payroll] 2. Check ledger codes and GST allocations at this point. GST will default to Ledger

setup unless a (DB) Deduction before tax then it will now come across as a W1 3. [Finalise Batch]


Monthly Superannuation

(on your last pay if you forgot to put a tick in Calculate the Super) Important: before you do your End of Month procedure

Go to [Payroll Generation]

[Pay Date] select the last pay Date

Take the Ticks out of [Calculate Super Tagged Weekly & Super Tagged Fortnightly]

And put a Tick in [Calculate Super Tagged Monthly]

[Generate Payroll] (this should only include those on Monthly superannuation

Check [Pre Issue Reports] print all necessary report

Resend payslips if required

[Issue Pay] as usual make sure your next payroll date is showing correct or change this

Australia only

ATO upload - Single touch – please see link for manual on how to do this

http://www.pcschool.net/wp-content/pcschool-uploads/payroll/ATOSingleTouchupload.pdf


PAYG Reconciliation - AUS – W1 and W2 – GST Return All G L accounts used in the Payroll should have the correct GST tag, i.e. W1 or W2 or blank on some accounts or else these reports below will not balance. Compare these 3 reports for the W1 and W2 totals for the period

Report 1 Print the - Payroll Transaction Report in Employee Order – with Date Restriction (Validation Report)

Look at the Gross Pay column and add the tax columns together for comparison with the Ledger Report and the GST report

Report 2 Print the Ledger Transaction Listing for the correct Group Tax Clearing account


Report 3 – Print the GST Report for the same period then compare the Transaction Listing for PAYG Account for the same period against the W2 figure on the GST Report. These should balance allowing for some rounding.

Paying your PAYG to Taxation office You can enter the amount owing as a Creditor Invoice or directly via Gen Led > Batch Transaction Entry >Payment

Superannuation Reconciliation - Aus To balance your Superannuation Control Account with the monthly Payroll Validation Report – Aust All super, regardless of type, will be credited to this clearing account. Superannuation payments are debited to the Superannuation Clearing Account. Transaction Listing for the Period


Payroll Validation Report for the same Period


Superannuation – NZ

Path: Payroll Transaction Report in Code or Date Order (balance with the Validation report)

Enter date constraints for the period required. Reports show the superannuation remittance $ excluding payable Tax. Refer Screen Capture below for checking $ values with IR348 Return: 6 = Employee KiwiSaver Contribution 7 = Employer KiwiSaver Contribution 8 = ESCT Deduction – Superannuation Tax



Monthly NZ - IRD Return

Path: Payroll > Payroll Payment Summary

In addition to the rollover and printout of monthly figures New Zealand users are obliged to electronically process payroll figures to the IRD Department.

1. If a multi Entity School, check the Entity is correct.

2. The dates will default, check these are correct.

3. Enter a Contact Name.

4. Check Export to File in Output destination.

5. In the Export File Settings, locate and Name File for export to I.R.D.

6. Click Process or Print Certificate.

The file will be created for uploading.

This launch is for the IR345 (detail) and IR348 (summary) for submission to the IRD on a monthly basis. This IR file can be electronically loaded or the figures can be manually entered from the printout via the IRD Web Site.


Payroll End of Month – Aus and NZ Path: Payroll > Payroll End of Month This routine must be performed at the end of each month to ensure the monthly superannuation calculations are correct. This process will scan all superannuation applicable pay types from the last date an end of period was performed to the current date for earnings over the $450 threshold. An End of Period report (Validation Report) based on all transactions during that period will be automatically printed for verification of payroll figures. Simply edit the Period End Date accordingly to reflect the last day of the month.

1. The [Period Start Date] will reflect the previous Period End Date.

2. The [Period End Date] will default to today’s date, this can be changed to the last day of the month.

3. [Current Period] will show what period you are current working in & when roll will go the the [Next period]

4. [Report detail] select [Show Detail]

5. Select – [Print to Window]

6. Click [Perform Pd End]

An End of Period report (Validation Report) based on all transactions during that period will be automatically printed for verification of payroll figures. Print or save this report.


Validate YTD Accruals & Validate YTD Pay Details

NOTE: The below Validation processes should only be selected where advised by PCSchool Help Desk – they should never have ticks in them when processing End of Month Validate YTD Accruals

This button verifies the accrual year to date totals (Check System File – Pd to Roll Accruals for the first period specified for the current accrual year) by checking all pays for the current accrual year and re-calculating the accruals. If you are a new user and have entered a bulk pay to bring the payroll up to date this routine will overwrite what has been manually entered in this field. Therefore, add any previous year accruals in the Prior YTD field when setting up payroll. Note: Need to select date range

Validate YTP Pay Details

This button verifies the Year to Date Figures (PAY YTD, TAX YTD etc), in each employee’s History Tab.


Backup your Payroll files only Path: Finance > Utilities >Backup

3. Place tick in files from # 105 to 116 & 128 & 129

4. Click Backup Data.

At the next window leave all the defaults and click Create Backup. The file will be saved on this computer C drive under PCLaunch/Backup with the date and time


Backup all your Finance files or All Files Path: Finance > Utilities > Backup

1. Filter by Module –

this will select the module e.g Finance -you are in or

ALL Files (which will take a while to complete the backup- suggest you also contact your IT person to get them to do a SQL Backup of the Database as this only takes about 5 minutes to complete.

2. Select ALL 3. Backup Data Note: If you do not have the security for the Backup ask your System Administrator to complete the Backup before rolling for both;


END OF YEAR -Payment Summary (Both Australia and New Zealand)

Before the Payroll end of Year, we will send out a link to how to do your End of Year Payroll. You can see an example of the previous years’ instructions from our website www.pcschool.net > Support > Payroll

Manuals and Help documents available:

Further Payroll information is available from our website: Link to Payroll help

http://help.pcschool.net/help-category/payroll/

http://www.pcschool.net/

http://help.pcschool.net/help-category/payroll/

Documents

Payroll Cycle - PCSchool · Payroll Cycle Table of Contents ... This $ value is applicable to Part time or Casual employees where Super Threshold; Enter the minimum monthly amount