EHR - Payroll Details Tab

This tab is used to add, view and maintain critical information that is used by the payroll processing programs.

This tab has its own separate security point. Because this program is shared with TASS.web program Payroll/HRM > Employee/HR > Employee Information > Employees it is important to check that the HR users, who have been granted security access to this tab, are eligible to do so.

The screen is divided into 4 sections.

1. Employee Payroll Details

Fields that require further explanation
Payroll Number	Use the drop-down list to choose the payroll that this employee belongs to. Payrolls are setup and maintained using TASS.web Payroll/HRM > Payroll > Setup Information > Payroll Setup on the 'Payrolls' tab. The system will only display payrolls for which you have been granted access through TASS.web Payroll/HRM > Payroll > Setup Information > User/Payroll Access.
Award	Use the drop-down list to choose the award that this employee belongs to. Awards are setup and maintained using TASS.web Payroll/HRM > Payroll > Setup Information > Payroll Setup on the 'Awards' tab. For additional information on awards refer to TASS.web Payroll/HRM > Payroll > Setup Information > Award Calculations.
Pay Point	Use the drop-down list to choose the pay point that this employee belongs to. Pay Points are setup and maintained using TASS.web Payroll/HRM > Payroll > Setup Information > Payroll Setup on the 'Pay Points' tab.
Pay Envelope Pref	Use the drop-down list to indicate if this employee is to receive his/her pay envelope electronically through Staff Kiosk or as a printed copy.
Term Time Employee/ No. of weeks worked	It is extremely rare to use this functionality and considerable care should be taken before this is turned on as it will impact the leave accrual calculation for this employee. An example of how this works based on a payroll with a fortnightly frequency: The employee works 40 weeks a year (during school terms only) and earns $40,000 a year. The employee is paid in all 52 weeks (26 pay runs) at an averaged adjusted rate of $1538.46 per fortnight. The employee however only accrues leave based on the 40 weeks (20 fortnights) worked. It is important to note that leave accrued during these 20 pays will be based on the averaged rate and manual adjustment to the rate may be necessary when it is paid.
GL Account	This is the default GL Account Code to be used for this employee. For detailed information on how the system derives the GL account to use during a pay run click HERE.

2. Pay Details

Fields that require further explanation

Position Code

Use the drop-down list to choose the default position code for this employee.

If the employee works in two positions, then the second position is set up on the 'Permanent Pays' tab in this program.

Click the ‘History’ link to view the selected Employee's previous ‘Position Code/s’.

Fields that require further explanation
Type	Displays the first ‘Position Code’ as an ‘Insert’ or ‘Base Record’ type. Any updates after made after this will be displayed as an ‘Update’ record type.
Updated By	Displays the TASS.web user ID Code of the user who entered the ‘Position Code’.
Updated On	Displays the date and time that the ‘Position Code’ was updated. The date and time are formatted as dd/mm/yyyy hh:mm:ss.
Position Code	The ‘Position Code’ that was recorded for the Employee at that point in time.
Description	The description setup for the ‘Position Code’.

Click ‘Print All’ to produce the ‘Position Code History’ report in PDF format.

Positions are setup and maintained using TASS.web Payroll/HRM > Payroll > Setup Information > Payroll Setup on the 'Positions' tab.

Rate Code

Use the drop-down list to choose the rate code for this employee.

Rate Codes are setup and maintained using TASS.web Payroll/HRM > Payroll > Setup Information > Payroll Setup on the 'Rate Codes' tab.

Base Hours/Days

The system will automatically display the correct unit of measure (Hours or Days) based on the employee's status (Full Time, Part Time or Casual) cross referenced against the check boxes in TASS.web Payroll/HRM > Payroll > Setup Information > Payroll Setup on the 'Parameters' tab.

Based on the frequency of your payroll enter the employee's base hours.

The table below is an example based on a 38 hour week:

Cycle	If 'Days' is the Unit of measure	If 'Hours' is the Unit of measure
Weekly	5	38
Fortnightly	10	76
Monthly	21.74	165.2321

Automatic Pay

Check this box to indicate that this employee's permanent pay record is to be automatically loaded during each pay run.

As an example, you would uncheck this for a casual whose pay is dependent on a timesheet being submitted and entered.

Allowances Per Period

Any amount that is entered here is used for the purpose of displaying the 'Rate Including Allowances'.

The amount entered here is divided by the 'Base Hours/Days' to provide an hourly/daily rate for allowances. This then get added to the 'Rate of Pay' to determine the 'Rate Including Allowances'.

The amount here is not used during a pay run. Each allowance must be setup in the employee's Permanent Pay.

Rate of Pay

This will be automatically calculated by the system based on the 'Position Code' and 'Rate Code' for this employee.

F.T.E

This will be automatically calculated by the system based on the 'Base Hours/Days' entered for this employee and the 'Full Time Hours/Days' from the 'Award Code' for this employee.

Rate Including
Allowances

This field is calculated by the system as 'Rate of Pay' + ('Allowances Per Period'/Base Hours).

It is used when calculating leave liability by TASS.web program Payroll/HRM > Payroll > Listings & Reports > Leave Liability Report.

If you need to update this field for multiple employees, it may be quicker to use TASS.web Payroll/HRM > Payroll > Employee Information > Employee Grid Entry.

Period Salary

This will be automatically calculated by the system based on the 'Rate including Allowances' multiplied by the 'Base Hours or days'.

Annual Salary

This will be automatically calculated by the system based on the ‘Period Salary' multiplied by the 'Number of Pay Periods in the Year’.

For weekly and fortnightly payrolls, the 'Number of Pay Periods in the Year' includes leap years.

Weekly payrolls are calculated at 52.178572 weeks per year. e.g. Annual Salary = Period Salary × 52.178572.
Fortnightly payrolls are calculated at 26.089286 fortnights per year. e.g. Annual Salary = Period Salary × 26.089286.

3. Review Details

Fields that require further explanation
Last Review Date	The system has a 'Review Due' feature that will print a prompt on the TASS.web Payroll/HRM > Payroll > Pay Run Processing > Pay Run Reset report reminding the operator that a review is due in the next pay run. The reminder can be based on a firm 'Next Review Date' (entered directly below) or hours/days worked since the date entered in this field - 'Last Review Date'.
Next Review Date	The system has a 'review due' feature that will print a prompt on the TASS.web Payroll/HRM > Payroll > Pay Run Processing > Pay Run Reset report reminding the operator that a review is due in the next pay run. If this is to be set based on a firm date, enter the date here.
Hours required for Review	The system has a 'review due' feature that will print a prompt on the TASS.web Payroll/HRM > Payroll > Pay Run Processing > Pay Run Reset report reminding the operator that a review is due in the next pay run. If this is to be set based on hours/days worked since the 'Last Review Date' enter the amount of hours/days here.
Hours since last Review	This is a system generated field that keeps a track of the hours/days that this employee has worked since the 'Last Review Date' entered above. This is updated when TASS.web Payroll/HRM > Payroll > Pay Run Processing > Pay Run Reset is run. It will sum the hours/days worked since the last review date on paycodes that have the 'Include Hours/Days in Review Trigger' box checked (on the 'Paycode' tab in TASS.web Payroll/HRM > Payroll > Setup Information > Payroll Setup).

4. Work Schedule

'Work Schedules' are used for part-time employees and full-time employees who don't work a standard Monday to Friday week to identify their specific days and hours of work.

They are used in conjunction with the Online Leave Applications to prevent these staff from submitting an application for a day they are not scheduled to work.

An example of using Work Schedules is a part-time employee who works Monday, Tuesday and Friday in the first week but only Thursday and Friday in the second week.

Click the 'New Work Schedule' button to add a new 'Work Schedule' for this employee.

Fields that require further explanation

Week

Choose the applicable rotation week for this 'Work Schedule'.

'Work Schedule' Weeks are defined in TASS.web Payroll > Setup Information > Payroll Setup on the 'Schedule' tab.

Day

Choose the applicable day for this 'Work Schedule'.

Hours

Enter the number of hours the employee is scheduled to work for this 'Work Schedule' Week and Day.

A separate 'Work Schedule' record will need to be created for each 'Week' and 'Day' combination.

In employee's 'Work Schedule' will be disabled where there are outstanding applications with a status of 'Draft' or 'Unapproved'. You will need to action outstanding applications using Staff Kiosk Payroll > My Staff Leave/Other Applications first before changes can be made.