Employees

 

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Tabs:

General

Personal

Employment

Tax

Leave

Pay setup

 

From the side navigation menu, expand Payroll menu and click on Employees.

 

 

The Employees overview can be filtered for Active, Inactive or All employees to be displayed by clicking on the relevant tab. The Employees overview can be customised using the Show/hide columns filter to select what columns to be displayed (or not) on the screen.

 

 

To create a new Employee click on Add.

 

 

General Tab

An Employee needs to be set up as an individual type contact in IPA Books+ with a contact type of Employee. Complete the mandatory (those with a red asterisk) and required contact details, then click on Save.

 

 

 

Once the Employee has been saved, there are now 5 extra tabs to record all the payroll information for the employee. At least one of these tabs needs to be completed and saved to be able to add the employee to a pay run.

 

You can also invite the employee to your IPA Books+ book so they can create timesheets, expense claims and print and email their own pay slips. Refer to Employee invitation article to learn about the invitation process.

Personal Tab

Add employee’s personal information and pay slip and Payment Summary delivery preferences.

 

 

 

Employment Tab

Select employment type, pay frequency and weekly hours for pay run calculations to be completed accurately. Select a pay schedule if required.

 

 

In the Important Dates section, revise the hire date to the correct date, as it defaults to today’s date.

 

In the Payments section, add bank accounts to pay the employee’s net pay into.  You can split the payment across unlimited accounts via percentage or amount.  

The net pay will be allocated based on the order of the lines in the grid.

 

 

 

Tax Tab

Select tax scale and enter any other applicable information for tax calculations to be done correctly. Unless you receive a Medicare Levy Variation Form leave this field blank.

 

 

 

Leave Tab

Select the leave items relevant for this employee.  Note: the leave items must be selected here if you want to include them in a pay run.

 

 

Carried forward Leave balances need to be entered via Payroll Settings > YTD Set Up.

 

 

Once entered in Payroll Settings > YTD Set up, the carried forward Leave balances will populate in the Employee’s Leave Balance.

 

 

Once the opening balances have been completed and an amount entered in the Rate per period (above) - Leave can be projected from the current screen by entering the Projected as at Date.

 

 

 

Pay Setup Tab

This tab is where you add all the Pay items, Allowances, Deductions, Superannuation and Company Contributions Pay Items, Deductions – everything required for this employee’s pay.

 

Complete Earnings and Allowances sections.

 

 

Earnings

Earnings are the pay items and their rates that are applicable to the individual employee such as ordinary or salary. 

 

Pay item: The name of the pay item. You can use a default or create your own by selecting Add pay item from the bottom of the pay item dropdown list. Each pay item has its own earnings type, name, description, pay rate basis, linked general ledger expense account, and applicable tax. If you are unsure what settings to use, you should always consult your qualified advisor such as your accountant or bookkeeper. 

Rate basis: Hourly or Salary (yearly).

Qty: The default hours this employee works for the particular pay item. eg. Ordinary may be 38 hours.

Rate: The rate paid to this employee. Note: Salary 'Rate' ​​​​​must be the employees ANNUAL salary, not hourly rate.

Customer: If this pay item is directly related to work an employee does for a particular customer, the default customer can be entered here. This would rarely be the case and is not a mandatory field for this reason. 

Base rate: The pay item that triggers other pay item rates. eg. If Ordinary is selected, and has a rate of $25.00, then the Double Time Rate will auto-calculate to $50.00

 

Allowances

Allowances are the pay items and their rates that are applicable to the individual employee such as travel, meals or car. 

 

Pay item: The name of the pay item. You can use a default or create your own by selecting Add pay item from the bottom of the pay item dropdown list. Each pay item has its own allowance type, name, description, linked general ledger expense account, calculation basis, default rate, limit, applicable tax, and whether the amount will be shown on the payment summary. If you are unsure what settings to use, you should always consult your qualified advisor such as your accountant or bookkeeper. Note: Single touch payroll (STP) will replace payment summaries from FY2020 onwards. We will phase out payment summary options as applicable. Allowance type: Allowance types are preset by the Australian Taxation Office (ATO) and cannot be changed. Use Other when your allowance does not suit a specific type. 

Calculation basis: Quantity, Hourly, or Other as defined in the pay item type. eg. An hourly allowance could be an allowance based on the number of hours the employee works such as a First Aid Allowance. 

Qty: The default allowance quantity.

Rate: The allowance rate paid to this employee.

Limit: The annual limit of the allowance as defined in the pay item set-up. eg. This limit may be defined by the ATO or an industrial award. 

Customer: If this pay item is directly related to work an employee does for a particular customer, the default customer can be entered here. This would rarely be the case and is not a mandatory field for this reason. 

 

 

Complete Deductions and Superannuation Accounts and Company Contributions sections. 

 

In the superannuation section select the pay item then choose the super fund provider.  Then choose the fund product from that provider’s list. 

 

IPA Books+ has all the USI numbers in the system. If you cant' find the super fund you are looking for let us know. 

 

You must add super items here if you want to include them in a pay run.

Complete any Company Contributions.

 

How did we do?

Pay Items

Employee invitation

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