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Personal Details

The Personal Details page for a person contains basic personal and payroll information about a person. Enter the relevant information and press the 'Save Personal details' button at the bottom of the page to save your changes.

First Name(s) Enter the person's First Name, or Names.
Tip Enter a preferred name or nickname in brackets, for example 'William (Bill)'. You can sort on this name when viewing personal files, and it may be used in mail merges.
Surname Enter the person's Surname (or family name).
Address Enter the person's address for contact purposes. This is displayed on their payslip.
State Enter the person's State.
eMail Enter the person's eMail address.
Tip After saving an eMail address for a person you can click on the eMail link to send that person an email.
Phone Number Enter the person's Phone Number. This is used in the Staff Phone List.
Gender Enter their gender. This is used in the Quarterly Employment Survey.
Proprietor Tick this box if the person is a proprietor of this organisation. This is also used in the Quarterly Employment Survey.
Job Tile Enter their job title (e.g. this is what would be displayed on their business card).
Start Date Enter their Start Date (e.g. 5-Dec-2000). This is used to calculate their length of service, and is important for leave calculations.
Finish Date If the person has finished, their finish date will be displayed. You can read more about finishing a person.
Workplace This is your User Defined Field, which you can select from the drop-down list.
Pay Method Select how the person is paid (usually Bank - via direct credit into a nominated BSB / Account, but can also be via Cheque or Cash).

Note: Select the option for the persons remaining pay here, even if they have a fixed amount going to a nominated BSB / Account. Fixed amount deductions to a BSB / Account are set up using a PBA - Personal BSB / Account deduction on the persons

Timesheet Template
The regular/recurring transactions that are stored in a person's Personal details and copied into every payroll. (See Timesheet Templates).
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BSB / Account Enter the BSB / Account that this person receives their pay into. (You can leave this blank if the person's Payment Method is Cash or Cheque).
Paid Up To This displays the date the person has been paid up to, and is updated each time a payroll is closed, according to the dates on the Open Payroll page. You can also select the Paid Up To link to change a person's paid up to date. This is useful for advances or leave without pay.
Pay Rates Enter the person's pay rates here. (Usually just enter Pay Rate and Full Time Hours). You can read more about Pay Rates.
Tax Information Enter the person's tax information here. (Usually just select the Pay Frequency, Tax Scale and TFN). You can read more about Tax.
Pay Frequency Note: The "Weekly (2)", etc. pay frequencies may be used if you have groups of people paid on the same frequency but paid at different times or with different paid-to dates. For example, use "Fortnightly" and "Fortnightly (2)" if people are paid fortnightly, half paid each week.
Timesheet Notes You can enter anything you like here.
Tip These notes are also displayed when you are entering timesheets for a person and a useful place to record reminders, e.g. that a person is due a pay increase on a certain date.
More Notes Follow the link to display the Notes page where you can enter additional notes for a person.
Note: These notes can be used for anything you like, for example performance reviews, next of kin contact details, medical notes or training courses completed.

Amendments Form

Outback Ventures (Demo)
Amendments Form

Name Employee ID Item to Change Change From Change To
         
         
         
         
         
         
         
         
         
         
         
         
         
         
         
         
         
         
         
         

Leave Request Form

Leave Request

Outback Ventures (Demo)

       
Name  
 
Title  
 
Type of Leave Annual Leave / Sick Leave / Lieu Leave / Compassionate Leave / Other Leave
 
Requested From   To   
 
Total Number of Working Days  
 
Signed  
 
Date  
 

 
Approved Approved / Not Approved
 
Signed  
 
Date  

x

Tip

Pay Rates

People can have a variety of pay rates, which provide several methods to correctly calculate their pay. For example, MATTHEWS, John William in Outback Ventures (Demo) has these pay rates:-

HelpPay Rates
Pay Rate
F.T. Tip  Hrs/Week
Rate 2
Rate 3
Rate 4
Rate 5
Extra Rate

(Press the 'More >>' button to see additional rates).

Hourly Rates / Wages

People are paid their Ordinary Time using their hourly rate. (using T1 - Ordinary Time). This calculates the payment by multiplying the hours entered on a timesheet transaction by the persons Hourly Rate.

Note: Everyone is paid based on a number of hours, even salaried staff. (The number of hours are required for costing reports and leave calculations).

Converting an Annual Salary to an Hourly Rate

An Annual Salary is converted to an Hourly Rate by dividing the Annual Salary by the number of hours in a working year.

The actual calculation used is:-

Hourly Rate = Annual Salary / Full Time Hours per Week / 52

Note: Other calculation methods are available for specific sectors. For example the Government uses a calculation based on a fortnightly salary of 14/365th's of the annual salary. Please refer to the drop-down list next to the person's pay rate for all of the available calculation methods.

Monthly Pays

People on a monthly pay are typically paid the same each month, even though some months have more working days in them than others.

These can be set up against a persons Timesheet Template.

For people who are paid on the basis of their actual hours worked in the month, work out the actual number of hours to pay and enter that on the persons timesheet.

Part-Time or Casual People

Part-Time and Casual people are paid in exactly the same way as full timers. The only difference is the number of hours entered on the timesheet transaction.

Part-Time or Casual Salaried Staff

Sometimes part time or casual staff are employed on a contract specifying an annual salary. Set up these staff by recording the Full Time Equivalent Annual Salary and the Full Time Hours per Week against the person.

To pay their salary record the number of hours to pay and a T1 - Ordinary Time Payment.

Full Time Hours per Week

This value depend on your employment contract terms and conditions and hours of work. For contracts based on an 8-hour day use 40 hours per week. For contracts based on a 7.5-hour day using 37.5 hours per week. Always use the figure that would be worked for a full-time person employed under that employment contract, do not use a reduced figure for part-time or casual staff.

This figure is used for Salary and Leave calculations.

Overtime T1.5 and T2

Time-and-a-Half and Double-Time are calculated in exactly the same way as Ordinary Time, except that the amount is multiplied by 1.5 or 2 respectively.

T1.5 - Time and a Half = Hours x persons Hourly Rate x 1.5
T2 - Double Time = Hours x persons Hourly Rate x 2

Fixed Rate Overtime

Some employment contracts specify a fixed overtime rate. This rate can be recorded in a persons Rate 2 field. Then to pay overtime at this fixed rate record the number of hours worked on a timesheet transaction and select Payment R2 - Overtime (Rate 2). This calculates the amount as the Hours entered multiplied by the persons Rate 2. Note that the R2 payment is reported as an Overtime payment.

Multiple Pay Rates

Some employment contracts specify different rates of pay for different work. There are two ways to calculate these payments:-

  1. Record each pay rate against a persons Rate 2, Rate 3, Rate 4 and/or Rate 5 fields.
  2. Add a Payment for each different pay rate.
Use Method 1 when different people are paid different rates for the same work
Use Method 2 when each different type of work is always paid at the same rate.

Adding new Payments for different Pay Rates

We have set up standard payment codes that you can enter on timesheets to use Rate 2. (See payments J2 - Second Job and R2 - Overtime (Rate 2) ). To use other rates, you will have to set up a special payment to calculate using the appropriate rate - follow a similar set up to J2 or R2.

Multiple Jobs

People may be employed to perform two or more jobs, and be paid different rates for each job. To calculate these payments record the pay rate for the 'main' job against the persons Pay Rate. For the second job use Rate 2, and so on.

To calculate a payment for a persons second job use Payment J2 - Second Job. This calculates the amount by multiplying the hours by the persons Rate 2. Note that the J2 payment is reported as an Ordinary Time payment.

Piece Work

Some people are employed on a 'piece work' basis, e.g. they are paid based on the number of items manufactured rather than an hourly wage.

These people won't have any hours on their Timesheet Template. They will have some form of 'Piece Work' payment entered each pay day on their timesheet.

To calculate and pay piece work, you must set up a special payment. Set the Calculation Rule to "Use Rate Amount from Payment Details", and the Rate Amount to the piece work rate per item.

Then, to make Piece work payments to a person, enter the number of items in the Quantity field on a timesheet and select your piece work payment from the drop-down list.

Personal Details Form

Outback Ventures (Demo)

Basic
First Name(s)   Surname  
Address
State      
eMail   Phone Number  
Gender
Female Male
Date of Birth  
Job
Job Title  
Start  
Workplace   Cost Centre  
Payment
Pay Method Bank BSB / Account  
Cheque
Cash
Pay Rates
Pay Rate  
per hour per annum
Full Time
Hrs/Week
 
Tax
Tax Scale
Tax File Number      
HELP Debt?   SFSS Debt?  
Pay Frequency
Weekly Fortnightly 4-Weekly Monthly
Specified Rate      
Spouse?   Dependent Children  
Notes
 
 
 
 
 
 
 

Std Timesheet Form

Outback Ventures (Demo)

Standard Hours
Standard Hours per Pay or Timesheet required
Code / Description Hours per Pay Cost Centre
T1 - Ordinary Time    
     
     

Standard Allowances
Code / Description Amount  
     
     
     
     

Standard Deductions and Superannuation
Code / Description Amount Balance O/S Reference
       
       
       
       

Additional Personal BSB / Accounts
Code Amount BSB / Account Particulars Reference Code
PBA          
PBA          
PBA          
PBA          

Leave Entitlement
Leave Type Days Entitled    
Annual Leave   or Casual Holiday Pay - 8% per pay (HP8)
Sick Leave  
   
   
Notes
 
 
 
 
 

Taxation

People can have a variety of tax scales and special options, which provide several options to correctly calculate their tax. For example, see MATTHEWS, John William in Outback Ventures (Demo) (Scroll down and press the 'More >>' button to see additional tax fields).

Usually only the Tax Scale, Tax File Number (TFN) and Pay Frequency are entered. Select the appropriate Tax Scale and Pay Frequency from the drop down lists and type in the persons TFN.

Person's Tax File Number

To help the ATO process your form, you must substitute the TFN code with the codes listed below in the following if:-


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