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Organisation Set Up

When you set up an organisation you will be led through a series of steps to set up all the necessary information, people, tax options, etc. etc.

Most of the fields on the Organisation Set Up page are fairly self explanatory. Where necessary you can follow the links on that page for more information.

If you are setting up a new Organisation, you should go to the Getting Started page. (If you are setting up your own organisation rather than looking at our Sample Company, this page will contain a series of steps to follow rather than a story about our Sample Company).

Other useful help information to get you started includes:-

• Setting Up Your Own Payroll
• Banking/Payment Options
• Tax Options

When setting up an organisation, you can also set up the following details:-

• Account Codes
• Cost Centres
• Deductions
• Holidays Act 2003
• Leave Set Up
• Multiple Users
• Payments
• Reporting Groups
• Superannuation
• User Defined Field

Note: To use account codes, costing must be enabled. (In Angling Adventures (Demo), costing is currently enabled).

For an example of a journal see the sample GL Postings Report.

Setting Up Account Codes

Follow these steps to set up Account Codes.

1. Review your Account Codes page, and enter the relevant account codes. (The full account code, as you wish to transfer to your financials package).
2. For each account code that deductions will be posted to, Add a new Cost Centre using the account code as the cost centre code.
3. For each deduction in your organisation, select the appropriate Account Code from the Cost Centre box.
4. For each person, enter the account code against every relevant deduction in their Standard Timesheet.
5. Check Set Up of all your GL Accounting Transactions.
6. When you are processing a payroll, review the financial reports.

General Ledger Clearing Accounts

In your Account Codes page there are a number of Clearing Accounts that are used by the accounting features.

Payroll Clearing	Note: Leave this account blank if you do not operate a Payroll Clearing Account in your General Ledger. Enter the account code for your Payroll Clearing Account. The GL Postings will then contain an extra debit and credit transaction to this account. The credit will be for the total charged to each cost centre, and the debit will be the total of all deductions (including tax and nett pay, etc). These will almost certainly be for the same amount, leaving a balance of zero in your Payroll Clearing account. (Any residual balance will need to be investigated and cleared).
Bank Account	This is a 'catch-all' account code for any bank deductions that do not have a specific account code specified.
Tax Account	This is a 'catch-all' account code for any tax deductions that do not have a specific account code specified.
Cheque Account	This is a 'catch-all' account code for any cheque deductions that do not have a specific account code specified.
Cash Account	This is a 'catch-all' account code for any cash deductions that do not have a specific account code specified.
Employer's Superannuation Contribution (ESC)
DR: ESC Gross	Enter the account code to charge superannuation subsidies to. Tip: If you leave this account code blank, superannuation subsidies will be charged to each persons default cost centre. This is useful if your organisation charges superannuation against each cost centre rather than to a single specific account.
CR: Employer's Superannuation Contribution Tax (ESCT)	Enter the account code to credit the Employer's Superannuation Contribution Tax (ESCT) to. (See Superannuation Subsidy help for more information). Note: This is part of the "contra" entry to ESC Gross. The remainder (i.e. the ESC Nett amount) is credited to the Cost centre defined on the ESC Deduction.
Overpayments Clearing	Enter the account code to post any Overpayments Raised to. Overpayments are raised when you reverse out transactions, (using a negative quantity on the timesheet), resulting in a net debt rather than a net pay to a person. (See Overpayments and Recovery for more information).
Cash Roundings Clearing	Note: You can leave this account blank if you do not make any Cash payments. If you make any Cash payments, the person pay will be rounded to avoid you having to handle small denominations. The amounts advanced for these cash roundings will be posted to this account.
Leave Provision	Note: You must tick the "Post Leave Provisions" checkbox to enable this feature. Leave Provisions can be posted on your GL Postings report if desired. Enter the Account Code to debit the leave provision to here. The credit entries will be posted to the account codes for your AL-ENT - Annual Leave Entitlement transactions.
Tax Split	Note: Usually leave this account code blank. The Gross Pay will be credited to each cost centre. Gross Payments debited to each Cost Centre can split between Nett and Tax amounts. Enter the Account Code to debit the tax split portion to here. (A template can be used to split the Tax to different cost centres). The Nett pay portion will still be debited to the accounts specified against each payment. The credit entries will be posted to the account codes for your Tax Deductions.

Tip: Generally, if you leave one of these accounts blank, any postings to that account will go to the Payroll Clearing Account instead. (However, read the description above for each account, as some have special rules).

Cost Centres

Costing is an optional feature thats allows you to track and report payroll costs in various categories called Cost Centres. The Costing features also allow the transfer of journals to a General Ledger (Accounting program), providing an electronic interface to your financial system.

Note: In Angling Adventures (Demo), costing is currently enabled

Setting Up Costing

Follow these steps to set up Costing:

1. For each cost centre that payments will be charged to, Add a new Cost Centre.
2. For each payment in your organisation, enter the appropriate Default Cost Centre.
3. For each person in your organisation, go to their personal file and set up their Cost Centre.
4. For each person, also enter the cost centre against every relevant item in their standard timesheet.
5. When you are processing a payroll, review the costing reports.
6. If you are interested in sending information to a financials program, or additional reporting options for costing deductions, please read the Account Code set up.

Costing Options

When you enter timesheets, a drop-down list of cost centres is displayed so you can easily pick the correct cost centre. However this can get unwieldy when you have lots of cost centres.

The Timesheet Input Method lets you change the timesheet entry page so that you can type in a cost centre instead of selecting it from the list. This can be much faster if you have lots of data entry. Using this option (called "Pop-Up Window"), you can still get a list of all cost centres by clicking the '...' link after the input box.

<dtml-var standard_html_header> <style> th {vertical-align:top; border:none; padding-right:6pt} </style> <p> You can set up your own special Deductions to supplement the many standard deductions that are set and and maintained for you by iPayroll^&reg;. Your own special deductions allow you to easily calculate and deduct any unique deductions that are used within your organisation. <p> <strong>Tip:</strong> Before setting up your own deduction, please check that no standard deductions already do what you need. <p> <h3>Adding a Deduction</h3> <p> To set up a special deduction follow these steps:- <ol> <li>Go to <a href='<dtml-var organisation_url>/setup/deduction'>your Deductions</a>. <li>Press the <strong>Add Deduction</strong> button. <li>Enter a <span class=prompt>Deduction Code</span> and <span class=prompt>Description</span class=prompt>. <blockquote> The Deduction Code appears in the drop-down list when you add transactions to timesheets. You should use a short, easy to type, code that you can remember easily. (If you are used to another payroll system that has deduction codes or numbers, you may like to use those for your deduction code). </blockquote> <li>Press the <strong>Add Deduction</strong> button. <li>Complete the information on the Deduction form and press the <strong>Save this Deduction</strong> button. </ol> <h3>Information on a Deduction</h3> <p> Each Deduction contains a number of pieces of information that control how the deduction is calculated and paid. <dtml-with sample> <p> <table width=100%> <tr><th>Description</th> <td>Enter a description that will clearly describe to a person what this deduction is for. This is displayed on peoples timesheets and payslips. <br><strong>Note:</strong> If you include <em>%rate%</em> in your description, it will be replaced by the transaction's rate on the person's payslip.</td> </tr> <tr><th>Calculation Rule</td> <td>Select the appropriate type from the list. This is the main way to determine how a deduction is calculated. <ol> <li>For a deduction with a Fixed Rate, select <strong>use Rate Amount from Deduction</strong> and then enter the defined Fixed Rate in the Rate Amount box. <li>For an ad-hoc deduction that varies each time it is set up against a person select <strong>use Rate Amount from Deduction</strong>, and then enter 0.0 in the Rate Amount box. <dtml-with "standard['PBA']"> (e.g. <a href='<dtml-var organisation_url>/<dtml-var element_relative_url>'><dtml-var id> - <dtml-var description></a>). </dtml-with> <li>For a calculation that depends on a percentage of a persons earnings, select the appropriate <strong>percentage Calculation</strong> rule from the list, and enter the actual percentage in the Rate Amount box. <li>The PAYE and other Tax calc's options are reserved for standard deductions that are set up and maintained for you. </ol> </td> </tr> <tr><th>Rate Amount</th> <td>This entry depends on the Rate Type selected (above). <ol> <li>For a Fixed Amount, enter the actual rate to make this deduction at - if it is always for a fixed amount. (e.g. Union Fees often have a fixed amount). <li>For an Ad-Hoc Deduction, made at different rates, enter 0.0. <dtml-with "standard['PBA']"> (e.g. <a href='<dtml-var organisation_url>/<dtml-var element_relative_url>'><dtml-var id> - <dtml-var description></a>). </dtml-with> <li>For a Percentage based rate type, enter the percentage to apply, (e.g. enter 6.5 for 6.5%) <br><img src=/images/tip alt=tip> To <strong>override the percentage on individual people</strong>, enter the Rate Amount as 1.0 and then enter the actual percentage for each person into the <span class=prompt>Quantity</span> on their timesheet transaction. </ol> </td> </tr> <tr><th valign=top>Priority</th> <td><em>Leave this blank, and an appropriate priority will be generated for you</em>. (You will only rarely have to change the default priority). <p> The priority determines the order in which deductions are calculated, paid and displayed on timesheets and payslips. This order is quite important for standard deductions - for example tax must be deducted at the appropriate point and a remaining pay deduction must be made right the the end. Fortunately, the order of your special deductions is not too important and you will often just accept the default priority. <p> If you are concerned about the order that deductions are made, review the priority numbers on <dtml-with org> <a href='<dtml-var organisation_url>/setup/deduction?&sort=priority'>your deduction page</a> </dtml-with> and change them as required. Priorities are significant when a person doesn't have enough pay to make all their deductions, ones with smaller priority numbers will be made first. </td> </tr> <tr><th>Payment Method</th> <td> Select an option to determine how the actual money for this deduction is paid. <ul> <li><strong>Bank</strong> - Select this to include the deduction on the <a href='<dtml-var base>/org/sample/payroll/report/bank_schedule/view/'>Bank Schedule</a>. (Suggestion: Use this option whenever possible). <br>Leave the <strong>Consolidate</strong> box empty - it should only be selected when a separate schedule is sent to the organisation receiving this money. <li><strong>Cheque</strong> - Select this option if you prepare a cheque (or otherwise make payment outside of the payroll system) to send to the organisation receiving this deduction. The deduction will be reported on the <a href='<dtml-var organisation_url>/payroll/report/cheque_schedule/view/'>Cheque Schedule</a>. <li><strong>Cash</strong> - This is reserved for the standard <dtml-with "standard['CASH']"> <a href='<dtml-var organisation_url>/<dtml-var element_relative_url>'><dtml-var id></a> </dtml-with> deductions set up and maintained for you. these are reported on the <a href='<dtml-var organisation_url>/payroll/report/cash_schedule/view/'>Cash Schedule</a>. <li><strong>Tax</strong> - This is reserved for the standard Tax deductions set up and maintained for you. <dtml-with "standard['PAYE']"> (e.g. <a href='<dtml-var organisation_url>/<dtml-var element_relative_url>'><dtml-var id> - <dtml-var description></a>). </dtml-with> </ul> </td> </tr> <tr><th>Bank Details</th> <td> Enter the <span class=prompt>Bank Account</span>, <span class=prompt>Payee Particulars</span>, <span class=prompt>Payee Code</span> and <span class=prompt>Payee Reference</span> required for this deduction. (Obviously this is only required where the Payment Method is Bank). This information will be available from the organisation you are making this deduction for. </td> </tr> <tr><th>Cost Centre</th> <td> <strong>Note:</strong> This is only displayed if you have the <a href='<dtml-var organisation_url>/help/setup/costing'>costing features</a> turned on. <br>Select how this deduction is to be costed. You have four options:- <ol> <li>Schedule - The deduction will be costed to the <a href='<dtml-var organisation_url>/help/setup/accountCode'>Bank, Tax, Cheque or Tax</a> account code depending on the Schedule Method chosen (above). <li>Fixed - Select here the cost centre that will always be used, (unless you override it when you are setting up a deduction on a timesheet). <li>Template - This allows you to set up a rule that will direct the deduction to the appropriate cost centre, taking part of the code from the person's cost centre and the remainder from the template. Enter a ? in each position that should come from the person's home cost centre.<br> For example, ????XYZ will construct a cost centre from the first 4 characters of the person's home cost centre, and append XYZ onto the end. <li>None - Select this option and you will always be required to enter the cost centre setting up a deduction on the person's standard timesheet. (Note: This option is not usually necessary, the other options can cater for almost all requirements). </ol> </td> </tr> <tr><th>Deduction Type</th> <td>Select the one that best describes this deduction:- <ul> <li><strong>Tax</strong> - This is reserved for the standard tax deductions that are set up and maintained for you. </li> <li><strong>Super Subsidy</strong> - Select the appropriate option if this deduction is for a <em>subsidised</em> superannuation scheme. (If the scheme is not subsidised, use the 'Standard Deduction' option instead). For more information on superannuation schemes, subsidies and employer's superannuation contribution tax (ESCT), see the <a href='<dtml-var organisation_url>/help/tax/superannuation'>Superannuation Help</a>. </li> <li><strong>Other</strong> - Select the appropriate option. <ul> <li><strong>Standard Deduction</strong> - You will almost always use this for any special deductions that you set up.</li> <li><strong>Pre-Tax Deduction</strong> - This deduction will be made before tax is deducted (i.e. it will reduce the Taxable Pay).</li> <li><strong>Remaining Pay</strong> - This is used internally for the final Bank, Cash or Cheque deductions on a person's timesheet.</li> <li><strong>Donation (Payroll Giving)</strong> - This is a <a href='<dtml-var organisation_url>/help/ipayroll/payrollGiving'>Payroll Giving</a> deduction that pays an immediate tax credit back to the person</li> </ul> </li> </ul> </td> </tr> <tr><th>Allow Partial Deduction</th> <td> Tick this box if part of the amount should be deducted, even if the person doesn't have enough remaining pay to make the entire deduction. (<strong>Note:</strong> Always tick this for a reducing balance deduction, otherwise the final deduction made to clear the balance may not be made). </td> </tr> <tr><th>Reducing Balance Deduction</th> <td> Tick this box to make this deduction a Reducing Balance deduction. <p> These deductions require that you enter a Balance when setting up the deduction. The deduction will be made as usual, and the balance will reduce. When the balance reaches zero, the deduction will automatically stop. (Read the <a href='<dtml-var organisation_url>/help/standard/TAXA'>Tax Arrears</a> help for an example of a reducing balance deduction). </td> </tr> </table> </dtml-with> <dtml-var standard_html_footer>

<dtml-var standard_html_header> <style> li {margin-bottom:4pt} </style> <p> iPayroll^&reg; fully complies with the Holidays Act 2003 (in force from 1-Apr-2004) and allows you to correctly calculate and record all entitlements, leave taken and payments. <p> <h2>What you need to do</h2> <div class="look message">Follow these steps to ensure you are complying with the Act</div> <ol> <li><img src='hols2003_rates' border=0 alt='Available Leave Pay Rate options' class=border style="{float:right}"> Choose the appropriate Pay Rate when recording Leave - new options will be displayed when you enter a leave transaction on a person's timesheet. In essence, instead of striking an Annual Leave Average leave rate on a person's anniversary iPayroll will now pay annual leave at the higher of the person's current rate and the average of the last 52 weeks earnings. <dtml-with sample_timesheet> <dtml-if "getTransaction('AL')"> (For an example see <a href='<dtml-var organisation_url>/sample/payroll/boss/<dtml-var "getTransaction('AL').getId()">/transaction_view'>Annual Leave for John Matthews</a> in our sample company). </dtml-if> </dtml-with> </li> <li>Note that as <dtml-var organisationName> appears to have <dtml-let history="current_and_history('payment', _.DateTime('01-Jan-1900'), _.DateTime('31-Mar-2003'), include_opening=0)"> <dtml-if "_.len(history)">a full<dtml-else><span class=highlighter>Less than</span></dtml-if> 12 months history the <span class=prompt>Annual Average</span> Pay Rate <dtml-if "_.len(history)"> will be correct. <dtml-else> will only be an average across the history recorded in iPayroll. (You can still use the annual average option when recording Annual Leave). </dtml-if> </dtml-let> <dtml-if "organisation().getId() in ['10812','10596','10616','10699','10804','10813','10854','10862','10645','10902','10891','10906','10911','10915','10912','10914','10917','10619','10910','10916','10677','10667','10909','10640']"> <em>By 1-April we will load the earnings history from your old payroll system and then <dtml-var organisationName> will contain a full 12 months history</em>. </dtml-if> </li> <li>Use the appropriate Bonus payment code (<dtml-with "standard['BON']"><a href='<dtml-var organisation_url>/help/standard/<dtml-var id>'><dtml-var id> - <dtml-var title></a></dtml-with> or <dtml-with "standard['BON2']"><a href='<dtml-var organisation_url>/help/standard/<dtml-var id>'><dtml-var id> - <dtml-var title></a></dtml-with>) when making Bonus payments to ensure the average rates are calculated correctly. </li> <li>Record time worked on Public Holidays, using <dtml-with "standard['ALT-CR']"><a href='<dtml-var organisation_url>/help/standard/<dtml-var id>'><dtml-var id> - <dtml-var title></a></dtml-with> and <dtml-with "standard['PHW']"><a href='<dtml-var organisation_url>/help/standard/<dtml-var id>'><dtml-var id> - <dtml-var title></a></dtml-with>. (Note that PHW pays at time-and-a-half as required by the Act).</li> <li>Record Bereavement Leave, using the new <dtml-with "standard['BL']"><a href='<dtml-var organisation_url>/help/standard/<dtml-var id>'><dtml-var id> - <dtml-var title></a></dtml-with> code. </li> <li>You may wish to review your <a href='<dtml-var organisation_url>/payroll/report/lve_liabilities/view/'>Leave Liabilites Report</a>. During April 2004 this report will show "old" and "new" leave liabilites so that you can see the differences caused by the new Act. </li> <dtml-if "_.len(organisation().objectIds('Payment'))"> <li>Review your <a href='<dtml-var organisation_url>/setup/payment'>Special Payment</a> codes to ensure that the <span class=prompt>Accumulates into Holiday Pay Liable Earnings</span> flag is set correctly - refer to the <span class=prompt>HP</span> column. </li> </dtml-if> <dtml-if "_.len(organisation().objectIds('Leave'))"> <li>Review your <a href='<dtml-var organisation_url>/setup/leave'>Special Leave</a> codes to ensure that the <span class=prompt>Accumulates into Holiday Pay Liable Earnings</span> flag is set correctly - refer to the <span class=prompt>HP</span> column. <br>If you have any special Sick leave entitlements, review them to make sure that they are consistent with the new minimum entitlements (5 days per annum, accumulating to a maximum of 20 days). </li> </dtml-if> </ol> <p> <h2>Summary of Changes to iPayroll</h2> <ol> <li><strong>Bereavement Leave</strong> can now be recorded using the standard <dtml-with "standard['BL']"><a href='<dtml-var organisation_url>/help/standard/<dtml-var id>'><dtml-var id> - <dtml-var title></a></dtml-with> code. </li> <li><strong>Alternative Holidays</strong> can now be recorded using the standard <dtml-with "standard['ALT-CR']"><a href='<dtml-var organisation_url>/help/standard/<dtml-var id>'><dtml-var id> - <dtml-var title></a></dtml-with> and <dtml-with "standard['ALT']"><a href='<dtml-var organisation_url>/help/standard/<dtml-var id>'><dtml-var id> - <dtml-var title></a></dtml-with> codes. </li> <li><strong>Work on Public Holidays</strong> can now be recorded using the standard <dtml-with "standard['PHW']"><a href='<dtml-var organisation_url>/help/standard/<dtml-var id>'><dtml-var id> - <dtml-var title></a></dtml-with> payment code. </li> <li><strong>Sick Leave</strong> The Standard <dtml-with "standard['SICK']"><a href='<dtml-var organisation_url>/help/standard/<dtml-var id>'><dtml-var id> - <dtml-var title></a></dtml-with> code is now intended for Sick Leave only (instead of Sick or Special Leave). </li> <li><strong>Leave Pay Rates</strong> can now be viewed for any person to help you see how the various leave rates are calculated. For an example, see <a href='http://www.ipayroll.co.nz/org/sample/boss/people/leave_rates'>Leave Pay Rates for John Matthews</a> in our Sample Company. The Liable Pay and Liable Hours figures are calculated in accordance with the new Act. </li> <li><img src='hols2003_rates' border=0 alt='Available Leave Pay Rate options' class=border style="{float:right}"> <strong>Timesheet Entry</strong> has been changed to let you select the appropriate pay rate when recording leave. </li> <li><strong>Two Bonus Codes</strong> are now available. The old <dtml-with "standard['BON']"><a href='<dtml-var organisation_url>/help/standard/<dtml-var id>'><dtml-var id> - <dtml-var title></a></dtml-with> code is for a bonus that is NOT liable for Holiday Pay and <dtml-with "standard['BON2']"><a href='<dtml-var organisation_url>/help/standard/<dtml-var id>'><dtml-var id> - <dtml-var title></a></dtml-with> code is for a bonus that IS liable. </li> <li><strong>Leave Calendar</strong>. This is displayed at the bottom of a person's timesheet <a href='http://www.ipayroll.co.nz/org/sample/payroll/boss/timesheet_view'><img src=hols2003_calendar border=0 alt='Timesheet Leave Calendar' style="{float:right}"></a> when you have entered leave. This will make it much easier for you to double check that you have entered the correct leave dates. For an example see <a href='http://www.ipayroll.co.nz/org/sample/payroll/boss/timesheet_view'>Timesheet for John Matthews</a> in our Sample Company. </li> <dtml-comment> <li><strong>Opening Balances</strong> will now let you enter in the appropriate earnings history for calculating leave rates. This is only used when first setting-up iPayroll. </li> <li><strong>Electronic Upload</strong> allows you to upload Opening Balances from a spreadsheet file. </li> <li><strong>Existing History</strong> has been converted to calculate the correct Liable Pay, Liable Hours and Leave Pay Rates. </li> </dtml-comment> <dtml-in "organisation().objectValues(['Payment', 'Leave'])"> <dtml-if "rateType=='D'"> <li><strong>Relevant Daily Rate</strong> calculation is now used for <a href='<dtml-var organisation_url>/<dtml-var id>'><dtml-var id> - <dtml-var description></a>. </li> </dtml-if> </dtml-in> </ol> <p> If you are interested in details on the new Act, The Employment Relations Service has a very clear set of <a href='http://www.ers.dol.govt.nz/holidays_act_2003/index.html'>Holiday Fact Sheets</a>. <p> For more information please <a href='<dtml-var organisation_url>/help/ipayroll/helpdesk'>Contact Us</a>. <dtml-var standard_html_footer>

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Leave Set Up

You can set up your own special Leave to supplement the many standard leave types that are set and and maintained for you by iPayroll^®. Your own special leave allows you to easily calculate and pay any unique leave types that exist in your organisation's employment contracts.

Tip: Before setting up your own leave, please check that no standard leave already does what you need.

Adding Leave

To set up special Leave follow these steps:-

1. Go to your Leave.
2. Press the Add Leave button.
3. Enter a Leave Code, Description and Type (Entitlement or Taken).

   The Leave Code appears in the drop-down list when you add transactions to timesheets. You should use a short, easy to type, code that you can remember easily. (If you are used to another payroll system that has Leave codes or numbers, you may like to use those for your leave code).

4. Press the Add Leave button.
5. Complete the information on either the Leave Entitlement or Leave Taken and press the Save this Leave button.

Information on Leave

Each Leave page contains a number of pieces of information that control how the leave is calculated and reported. What appears depends on whether you are setting up a Leave Entitlement or Leave Taken. Select the appropriate link for details.

Leave in Days

Sick Leave, Bereavement Leave and Alternative Holiday leave balances may be recorded in days. There are several additional features for Leave in Days.

Long Service Leave

Additional infiormation is available on setting up Long Service Leave.

Leave Entitlement

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1. Every organisation is initially created with a default User Name that has full access to view, add, change and delete all information.
2. Enquiry-only User Names allow full access to view all information, but cannot add, change or delete anything.
3. User Names can be restricted to some Personal Files only. This is based on the User Defined Field so that you can set up access by department or location, for example.
4. We can also set up which users have permission to Confirm Pays. Please contact us if you want to set up a "two-step process" to confirm pays.
5. Other security roles are also available, contact us for details.

For security purposes, we set up additional users on your behalf. Please contact us if you want us to set up additional users for your organisation.

<dtml-call access_check> <dtml-var standard_html_header> <style> th {vertical-align:top; border:none; padding-right:6pt} </style> <p> You can set up your own special Payment elements to supplement the many standard payments that are set and and maintained for you by iPayroll^&reg;. Your own special payments allow you to easily calculate and pay any unique allowances or other payment types that exist in your organisation's employment contracts. <p> <strong>Tip:</strong> Before setting up your own payment, please check that no standard payments already do what you need. <p> <h3>Adding a Payment</h3> <p> To set up a special payment follow these steps:- <ol> <li>Go to <a href='<dtml-var organisation_url>/setup/payment'>your Payments</a>. <li>Press the <strong>Add Payment</strong> button. <li>Enter a <span class=prompt>Payment Code</span> and <span class=prompt>Description</span class=prompt>. <blockquote> The Payment Code appears in the drop-down list when you add transactions to timesheets. You should use a short, easy to type, code that you can remember easily. (If you are used to another payroll system that has allowances codes or numbers, you may like to use those for your payment code). </blockquote> <li>Press the <strong>Add Payment</strong> button. <li>Complete the information on the Payment form and press the <strong>Save this Payment</strong> button. </ol> <h3>Information on a Payment</h3> <p> Each Payment contains a number of pieces of information that control how the payment is calculated and reported. <dtml-with sample> <p> <table width=100%> <tr><th>Description</th> <td>Enter a description that will clearly describe to a person what this payment is for. This is displayed on peoples timesheets and payslips. <br><strong>Note:</strong> If you include <em>%rate%</em> in your description, it will be replaced by the transaction's rate on the person's payslip. </td> </tr> <tr><th>Multiplier</th> <td>Enter 1.0, unless the Payment is for overtime or penal time. The amount calculated is multiplied by this multiplier, and it should always be 1.0 except for overtime / penal time payments. <dtml-with "standard['T1.5']"> (e.g. <a href='<dtml-var organisation_url>/<dtml-var element_relative_url>'><dtml-var id> - <dtml-var description></a>). </dtml-with> </td> </tr> <tr><th>Calculation Rule</th> <td>Select the appropriate type from the list. This is the main way to determine how a payment is calculated. <ol> <li>For a calculation that depends on a persons pay rate, select an <strong>Employee Rate</strong> (1 to 5). <dtml-with "standard['T1']"> (e.g. <a href='<dtml-var organisation_url>/<dtml-var element_relative_url>'><dtml-var id> - <dtml-var description></a>). </dtml-with> <li>For a rate specific to this payment select <strong>use Rate Amount from Payment</strong>, and then enter the actual rate in the Rate Amount box. <br><strong>Note:</strong> This option is also used when ad-hoc payments are made that vary each time they are entered. In that case, enter 0.0 in the Rate Amount. You can then enter the actual rate to pay when entering a timesheet. <dtml-with "standard['RED']"> (e.g. <a href='<dtml-var organisation_url>/<dtml-var element_relative_url>'><dtml-var id> - <dtml-var description></a>). </dtml-with> <li>For a calculation that depends on a percentage of a persons earnings, select the appropriate <strong>percentage Calculation</strong> rule from the list, and enter the actual percentage in the Rate Amount box. <dtml-with "standard['HP6']"> (e.g. <a href='<dtml-var organisation_url>/<dtml-var element_relative_url>'><dtml-var id> - <dtml-var description></a>). </dtml-with> </ol> </td> </tr> <tr><th>Rate Amount</th> <td>This entry depends on the Rate Type selected (above). <ol> <li>For a Fixed Amount, enter the actual rate to pay this payment at. Alternatively, enter 0.0 if the amount is to keyed when entering timesheets. <li>For a Percentage based rate type, enter the percentage to apply, (e.g. enter 6.5 for 6.5%) </ol> </td> </tr> <tr><th>Priority</th> <td><em>Leave this blank, and an appropriate priority will be generated for you</em>. (You will only rarely have to change the default priority). <p> The priority determines the order in which payments are calculated, paid and displayed on timesheets and payslips. Often this order isn't important, but sometimes payment calculations depend on other payments in the same timesheet. (e.g. a payment that is calculated on a percentage of Taxable Earnings must be calculated after all Taxable Earnings have been calculated). See the <a href='<dtml-var organisation_url>/setup/payment?&sort=priority'>Payments</a> page for a list, in priority order. </td> </tr> <tr><th>Default Cost Centre</th> <td> <strong>Note:</strong> This is only displayed if you have the <a href='<dtml-var organisation_url>/help/setup/costing'>costing features</a> turned on. <br>Select how this payment is to be costed. You have four options:- <ol> <li>No default - A cost centre will have to be entered every time you include this payment in a timesheet. <li>Person's default - The person's default cost centre (set up on their personal file) will be always be used, unless you override it when you are entering timesheets. <li>Fixed Cost Centre - Select here the cost centre that will always be used, unless you override it when you are entering timesheets. <li>Template - This allows you to set up a rule that will direct the payment to the appropriate cost centre, taking part of the code from the person's cost centre and the remainder from the template. Enter a ? in each position that should come from the person's home cost centre.<br> For example, 01??? will construct a cost centre starting with 01 and then containing the 3rd, 4th and 5th characters of the person's home cost centre. </ol> </td> </tr> <tr><th>Liable Earnings</th> <td>Tick all that apply to this payment type. <ul> <li><strong>Employer ACC Levy</strong> - Tick if this payment is to be included in the Total Liable Earnings for Employer ACC Levy calculations. <li><strong>Superannuation</strong> - Tick if this payment is to be included in a persons Superable Earnings. This is important if you have <em>another</em> Payment that has a Rate Type of '% of Superable Pay', and you want <em>this</em> payment to be included in the calculation. <li><strong>Holiday Pay</strong> - Tick if this payment is to be included in a persons Holiday Pay Liable Earnings (<strong>Tip:</strong> Taxable Earnings generally are). This affects the amount paid for <dtml-with sample> <a href='<dtml-var organisation_url>/help/standard/HP6'>Casual Holiday Pay</a> and <a href='<dtml-var organisation_url>/help/standard/AL'>Annual Leave</a>. </dtml-with> </ul> </td> </tr> <tr><th>Earnings Type</th> <td>Select the one that best describes this payment type. <ul> <li><strong>Salary/Wages</strong> - Select the appropriate earnings type to report this payment in the appropriate place on the <a href='<dtml-var organisation_url>/payroll/report/pay_control/view/'>Payroll Control</a> and <a href='<dtml-var organisation_url>/payroll/report/pay_hours/view/'>Payroll Hours</a> reports. <li><strong>Allowance</strong> - Select the appropriate option. This largely determines how the payment is taxed, but it also affects how it is presented on reports, including the <a href='<dtml-var organisation_url>/payroll/report/pay_control/view/'>Payroll Control</a> reports. </ul> </td> </tr> </table> </dtml-with> <dtml-var standard_html_footer>

When you set up a new category of Reporting Groups, a new report is automatically created on your Personal Reports.

You can view and change your own Reporting Groups. You can then record them against each person on your Current People.

Benefits of Reporting Groups

The power of Reporting Groups is that you can define exactly what information is recorded on Personal Files. Only reporting groups that you have previously set up can be used.

This information is then an ideal basis for reporting, as the details on your staff's personal files are consistent.

<dtml-var standard_html_header> <p> You can <a href='<dtml-var organisation_url>/help/setup/deduction'>set up special deduction codes</a> to manage any personal or company superannuation schemes. <p> <strong>Note:</strong> KiwiSaver deduction codes are already set up for you with the appropriate rules. See <dtml-with "standard['KSE']"> <a href='<dtml-var organisation_url>/help/standard/<dtml-var id>'><dtml-var id> - <dtml-var description></a> </dtml-with> and <dtml-with "standard['KSR']"> <a href='<dtml-var organisation_url>/help/standard/<dtml-var id>'><dtml-var id> - <dtml-var description></a>. </dtml-with> <p> <h3>Personal Superannuation Contribution</h3> <p> Simply set up a deduction to record details of the person's superannuation deduction. <p> <strong>Note:</strong> Select the 'Standard Deduction' <span class=prompt>Deduction Type</span> when creating this deduction. <p> <h3>Company Contribution (Subsidy)</h3> <p> Where the organisation makes a contribution (subsidy), it is necessary to set up a second deduction code to record details of the subsidy. The person will be given two deductions on their standard timesheet - one for their contribution and one for the subsidy. <p> <strong>Note:</strong> Select the appropriate 'Super Subsidy' option for this deduction's <span class=prompt>Deduction Type</span>. As well as identifying this as a superannuation subsidy, it also ensures that the correct <a href='<dtml-var organisation_url>/help/tax/superannuation'>Contribution Tax (ESCT)</a> is calculated. <p> <h3>Superannuation Reports</h3> <p> Superannuation information can be found on several reports:- <ul> <li>Your <a href='<dtml-var organisation_url>/payroll/report/pay_control/view/'>Pay Control Report</a> summarises contributions and ESCT.</li> <li>Your <a href='<dtml-var organisation_url>/payroll/report/deduction_schedule/view/'>Deduction Schedule</a> can be used for personal contributions.</li> <li>Your <a href='<dtml-var organisation_url>/payroll/report/superannuation_schedule/view/'>Superannuation Schedule</a> is best for company contributions and shows ESCT calculations.</li> <li>If ESCT is deducted, it is shown on your <a href='<dtml-var organisation_url>/tax/ir345'>IR345 Remittance</a> submitted to Inland Revenue. </ul> <p> <h3>Multiple Superannuation Rates (Tip)</h3> <p> Often people contribute at different percentage rates into the same superannuation scheme. If this occurs, set up the superannuation deductions to calculate at 1% (i.e. enter 1.00 into the <span class=prompt>Rate Amount</span> field). Then enter the person's individual percentage in the <span class=prompt>Quantity</span> field on the person's deduction on their standard timesheet. <dtml-var standard_html_footer>

You can view and change your own User Defined Fields. You can then record them against each person on your Current People.

Sorting Payslips

You have the option to sort your payslips by your User Defined Field. This may make it quicker and easier to distribute them - especially if you have a reasonable number of them.

To sort your payslips, go to the User Defined Fields page, tick the Print Payslips in Workplace order box, and then press the 'Save User Defined Field Options' button.

- Internet Payroll Services for New Zealand organisations

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