Generate Payslips

 

 

The green ball now indicates that we are at the Generate Payslips step of the pay run. This step is predominantly for the generation of payslips, as the name suggests, but it is also the step at which additions and deductions may be added to payslips, and tax and superannuation adjustments may be made.

Click on the ‘Generate Payslips’ button to open the Generate Payslips Screen displayed below.

The members that were selected to proceed from the Submit Dockets stage can be seen listed on the screen. There are several points to note on this screen:

 

• Filter functionality at the top of each column allows the user to filter for certain members.

  

  • The column order may be changed to suit user preferences by dragging and dropping the column name to another position

  • The sort order of each column may be changed by clicking on the column name.
    
    

•  A Payslip Number is generated for each member’s payslip.

  

•  The trash bin symbol at the start of each row allows members to be deleted from this stage of the pay run. This is used if an error is detected in the row details. Deleting the member sends all the member’s shifts back to the Submit Dockets stage.
  It may also be necessary to further delete the shifts from the Submit Dockets stage so that they can be updated and confirmed again in the earlier Confirm Shifts stage.

  

  •  Member notes can also be seen by clicking on the Obligations tab of the Member Record, as shown below.

    Clicking on the member’s name in the ‘Member Name’ column will display the member’s Member Record, as shown below.

    
  
  
  

• The EFT parameters can be seen in the upper right-hand corner of the screen, circled in red below

  

• A one-time message can be specified in the Payroll Announcement field, circled in red below. This message will be displayed on all payslips for the current pay run only
  A continuous message can be specified in the Payroll Instructions field, also circled in red below. This message will be displayed continuously on all payslips, for all pay runs, unless removed or updated. Note that this message may also be specified in the Finance Portal at / Tools / Application Options / Payroll.

  

To process this stage of the pay run, follow these steps:

(a)         Review member pay details displayed on each row.

(b)         If any errors are detected, delete the member so that the member’s shifts return to the Submit Dockets stage.

(c)          Update the Payroll Announcement and Payroll Instructions fields as required.

 (d)         Select the members that are to proceed into the next stage of the pay run by checking the checkbox next to each member’s name. If all members are to be selected, then the checkbox in the header may be selected which automatically checks all member checkboxes.

(e)         Click on the ‘Generate Payslips’ button. If there are issues with the generation, an alert message will be displayed as in the example below.

(f)         Click on the OK button of the alert message and expand the Error column to view the details, as shown below.

(g)         In this example, member bank details and superannuation details are missing, and so the pay run cannot continue until the issues are rectified. In this case, the member records may be updated with the missing details and then the payslips generated again, or the affected members may be simply deleted from this pay run by using the trash bin icon. The latter will be done for this example.

(h)         If there are no issues with the payslip generation, a confirmation message will be displayed, as shown below, and the user is advised to preview and then finalise the payslips.

(i)         Click on OK of the confirmation message and then click on the ’Review/Print Payslips’ button. A preview screen is then displayed, showing all sample payslips, as can be seen below.

(j)         Close the payslip preview screen and the Generate Payslips Screen is displayed once again. Note that each of the payslip numbers now has a hyperlink, as circled below.

(k)         If there are no further updates to be made to the payslips, then the payslips may be finalised by clicking the ‘Finalize Payslips’ button.

If further updates are required, each individual payslip may be updated by clicking on the Payslip Number hyperlink. This opens the Payslip Manager Screen.

From this screen, the user may change the display of shifts on the screen, delete specific shifts from the payslip, add a payslip-specific message, add an addition, add a deduction, adjust the tax amount and adjust the superannuation amount. These are explained below:

Payslip Manager – Changing On-Screen Shift Display

As with other screens, the user may change the way shifts are displayed on the screen. The column order may be changed to suit user preferences by dragging and dropping the column name to another position, and the sort order of each column may be changed by clicking on the column name.

Payslip Manager – Deleting Specific Shifts from the Payslip

The trash bin symbol at the start of each row allows specific shifts to be deleted from the payslip. This is used if an error is detected in the row details or if the shift is not to be included in the current pay run. Using this feature will send the shift back to the Submit Dockets stage. From there the shift may be processed again in the Submit Dockets stage, deleted again so it is sent further back to the Confirm Shifts stage for updating, or may be left to sit in the Submit Dockets stage to be processed in a subsequent pay run.

Note that if the trash bin symbol is used from the previous Generate Payslip Screen, all of the member’s shifts are deleted, but if it is used from the Payslip Manager Screen, then specific shifts may be deleted one at a time.

Note also that the user will not be permitted to delete specific shifts in the Payslip Manager Screen if the corresponding invoices have already been generated.

Payslip Manager – Adding a Payslip-Specific Message

In addition to the Payroll Announcement and the Payroll Instructions messages (which apply to all payslips), it is sometimes necessary to add a message to a payslip that applies only to a single payslip. Such messages can be added to the message field, circled in red below. If there are multiple shifts listed in the payslip, and the message relates to a specific shift, then the docket number of the shift may be referred to, to identify the shift, as in the example below.

Once the message has been entered, click on the ‘Update Payslip’ button to save the update and the

Payslip Manager Screen will close.

Payslip Manager – Adding an Addition

To add an addition, click on a Payslip Number hyperlink to open the Payslip Manager Screen, and click into the Code field in the Employee Additions section. Select the relevant addition from the list¹³ and tab through to the Amount field and enter the amount. The Description, Tax Exemption and Super status fields will be pre-populated based on the details specified for the addition in the Additions and Deductions Master. Refer to the circled section below. In this example, a meal allowance addition is being added to the payslip.

Payslip Manager – Adding a Deduction

To add a deduction, click on a Payslip Number hyperlink to open the Payslip Manager Screen, and click into the Code field in the Employee Deduction section. Select the relevant deduction from the list¹⁴ and tab through to the Amount field and enter the amount. The Description, Tax Exemption and Super status fields will be pre-populated based on the details specified for the deduction in the Additions and Deductions Master. Refer to the circled section below. In this example, a first aid kit deduction is being added to the payslip.

Note that a Co Pay deduction is already listed in the Employee Deductions section. This is because the Co

Pay deduction had already been added to the member’s Member Record.

Click on the ‘Update Payslip’ button to save the deduction and the Payslip Manager Screen will close.

Payslip Manager – Adjusting a Tax Amount

Member tax scales are specified on Member Records, and the system will calculate member tax based on these scales, however, members may request adjustments to the amount of tax that is actually taken out of their pay. To adjust the tax amount on a payslip, click on a Payslip Number hyperlink to open the Payslip Manager Screen, and check the ‘Manual Override Taxes’ checkbox in the Tax Details section.

Then click into the Tax Amount field. The calculated amount will default but can be adjusted to the desired amount. Refer to the circled section below. Click on the ‘Update Payslip’ button to save the tax amount changes and the Payslip Manager Screen will close.

Payslip Manager – Adjusting Superannuation Amount

Superannuation is calculated on each payslip, based on the Superannuation settings within the system. However, members may request adjustments to the amount of superannuation that is actually taken out of their pay. To adjust the superannuation amount on a payslip, click on a Payslip Number hyperlink to open the Payslip Manager Screen, and check the ‘Manual Override Super’ checkbox in the Additional Obligations section. Then click into the Amount field. The calculated amount will default but can be adjusted to the desired amount. Refer to the circled section below. Click on the ‘Update Payslip’ button to save the superannuation amount changes and the Payslip Manager Screen will close.

(a)         Once all updates have been made in the Payslip Manager, click on the ‘View Pay Adjustments’ button to review the additions and deductions that have been added. A report will then be displayed. A sample of this report is shown below.

 (l)         As additions and deductions have been added, the payslips previewed earlier will now be different.

Click on the ‘Review/Print Payslips’ button once again to preview the updated payslips.

(m) Once all updates have been made, and payslips have been previewed, click on the ‘Finalize Payslips’ button.

 (n) A confirmation message is displayed to confirm the user intends to finalize the payslips. Click on the ‘Yes’ button.

(P)  The user is then notified that the payslips have been successfully finalized and instructed to close the screen and create an email batch to send payslips to members, as can be seen below.

(q)         Click on OK of the confirmation message. The Payslip Processing Summary Screen is displayed once again. Click on the ‘Next’ button to move to the next stage of the pay run, Print Payslips, as shown below.