EHR - Permanent Pays Tab
This tab is used to setup and maintain permanent pay records for employees whose pay items do not change from pay period to pay period.
This speeds up the processing of a payroll, as an employee's permanent pay record does not need to be edited through the timesheet unless there is a change required for that pay period.
Permanent pay records include earnings, tax or deductions.
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.
Adding a Permanent Pay Record for an Employee
To add a new Permanent Pay record for this employee, click the 'New' button to display a blank 'Employee Permanent Pays Details' screen.
When satisfied with your entry, click the 'Save' button to commit your changes to the database or 'Cancel' to return to the selection screens.
Editing Permanent Pay Records for an Employee
To edit a 'Permanent Pay' record for this employee, click on the 'Edit' button in the 'Action' column to display the 'Employee Permanent Pays Details' screen.
When satisfied with your entry, click on the 'Save' button to commit your changes to the TASS.web database.
Changes made to an employee's pay record through the timesheet program during a pay run (TASS.web program Payroll/HRM > Payroll > Pay Run Preparation > PR - Timesheets) will only affect that pay run and do not change the employee permanent record maintained on this tab.
The screen is divided into 3 sections.
1. Employee Permanent Pay Details
Fields that require further explanation | |||||||||||||
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Paycode/Desc | Use the dropdown list to choose the paycode for this permanent pay record for this employee. Paycodes are setup and maintained using TASS.web program Payroll/HRM > Payroll > Setup Information > Payroll Setup on the 'Paycodes' tab. | ||||||||||||
Hours/Units | Hours or Days The system will automatically display the correct field prompt for this field (Hours or Days) based on the employee's status (Full Time, Part Time or Casual) crossed referenced against the check boxes in TASS.web program Payroll/HRM > Payroll > Setup Information > Payroll Setup on the 'Parameters' tab. Enter the amount of hours or days for this paycode, based on the frequency of your payroll. As an example, for paycode 'Ordinary Pay' the table below is based on a 38 hour week:
Units If the paycode is being used for this permanent pay line has been setup with ''0 - Rate Amount Manually Entered', then the field prompt will be 'Units' instead of 'Days or Hours'. If this permanent pay transaction is a dollar based allowance or deduction enter a '1' in this field and include the per-pay run dollar figure in the 'Rate Amount' field below. An example would be a deduction for $25 towards the social fund. Enter 25 in this field. | ||||||||||||
Rate Code | This field would normally be left blank. For permanent pay transactions based on 'Hours' or 'Days', the affect of leaving it blank allows the rate of pay for this employee for this permanent pay transaction to be determined dynamically during a pay run (from the 'Paycode' or the employee). If you enter an amount in 'Rate Amount' field below the system will set this field to '0 – Rate Amount is manually entered'. | ||||||||||||
Position | This field would normally be left blank. This allows the position to be determined by the system during a pay run using the employee's current position (set up using TASS.web program Payroll/HRM > Payroll > Employee Information > Employees on the 'Payroll Details' tab in the 'Position Code' field). You would only enter a position in this field when setting up a second position for an employee. Example: The employee works 60 hours a fortnight as an 'Administrator' and 10 hours as a 'Maintenance' Person. To achieve this the following would be required:
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Rate Amount | This field would normally be left blank for permanent pay transactions that have paycodes where the unit of measure (the second field on this screen) is 'Hours' or 'Days'. This is because the system will get the rate of pay automatically. Click here for details on the logic used by the system to determine pay rates. It is most often used for allowances and deductions where the unit of measure (the second field on this screen) is 'Units'. An example would be a second banking deduction for an employee. The amount that is to go to the second bank would be entered here in this scenario. | ||||||||||||
GL Account | In most situations this field would be left blank. The affect of leaving it blank is that the General Ledger account that will be used as a result of using this permanent pay transaction for this employee during a pay run, will be derived from the 'GL Account' code that is setup for this employee on the 'Payroll Details' tab in this program. You would enter a valid GL Account code where this permanent pay transaction uses a different GL Account. An example would be splitting the expense journal for employee across different GL departments. | ||||||||||||
Period End Date | If this permanent pay transaction is to apply to one pay run only, enter the 'Period End Date' for the applicable pay run. The date must be a future pay run 'Period End Date' as setup using TASS.web program Payroll/HRM > Payroll > Setup Information > PR - Payroll Calendars If a date is entered into this field the system will set the 'Periods' field below to '1'. | ||||||||||||
Balance Due | This field is used when an employee has a deduction that is to occur until a pre-determined dollar amount is reached, e.g. School Fee deduction. Enter the overall balance due in this field. The system will reduce the balance due after each pay run based on the 'Rate Amount' entered above for this permanent pay transaction. It will remove it when the balance is zero. If an amount is entered into this field the system will divide 'Balance Due' by 'Units x Rate Amount' and set the 'Periods' field below to the total number of pay runs required to bring the 'Balance Due' to zero. | ||||||||||||
Periods | This is system generated field that is based on how the fields above have been entered for this permanent pay transaction. P = where the 'Period End Date' field above is blank AND the 'Balance Due' field above is blank the value will be 'P'. 1 = where there is a date in the 'Period End Date' field above. | ||||||||||||
2. Banking Details
The fields in this section of the screen are only accessible when the permanent pay transaction is using a paycode that has been setup to be a 'Banking Deduction' using TASS.web program Payroll/HRM > Payroll > Setup Information > Payroll Setup on the 'Paycodes' tab.
Fields that require further explanation | |
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B.S.B. Number | Key in a valid B.S.B. Number or use the 'Binoculars' icon to locate the correct number. This is a six-digit field with a 'NNN-NNN' format. If the B.S.B. Number is not available you will need to add it using TASS.web program Payroll/HRM > Payroll > Setup Information > B.S.B. Numbers. |
Account Number | This is a 15 Character field. |
Account Name | This is a 30 Character field. This is usually entered in uppercase. |
3. Deduction Details
The fields in this section of the screen are only accessible when the permanent pay transaction is for a non-banking deduction.
An example might be school fee deductions.
This is not where you record superannuation details. An employees superannuation details should be entered using the 'Super' tab in this program.
Member Number | This is the employee's membership or account reference number for this deduction, e.g. For school fee deductions enter the employee's Parent Code. |
Member Name | This is the employee's membership or account name for this deduction. If you leave this blank the system will pick up the employee name. |
Here are some examples of permanent pay setups based on a 76 hour fortnight for:
1 | 2 | 3 | 4 | 5 | ||
Employee split across 2 GL Account Codes | Employee with an additional banking deduction | Employee with additional tax | Employee deduction that is to occur until a zero balance is achieved (Fee Payment Deduction) | Employee deduction that is to occur in a single pay run | ||
Paycode | 001 | 001 | Use the code setup for 'Banking Deduction No. 1' | Use the code setup for 'Additional Tax' | Use the deduction code setup for 'School Fees Deduction'. | Use the appropriate deduction code. |
Hours/Units | 38 | 38 | 1 | 1 | 1 | 1 |
Rate Code | Blank | Blank | 0 = rate is manually entered | 0 = rate is manually entered | 0 = rate is manually entered | 0 = rate is manually entered |
Position | Blank | Blank | Blank | Blank | Blank | Blank |
Rate Amount | Blank | Blank | 150.00 (being the amount of the required banking deduction per pay run) | 200.00 (being the amount of the additional tax per pay run) | 250.00 (being the amount that is to be deducted each pay run) | 450.00 (being the amount for this deduction. |
GL Account | Blank | Enter 2nd GL Expense account | Blank | Blank | Blank. This will use the GL account from the 'Paycode', which should be a payroll deduction clearing (liability) account. | Blank |
Period End Date | Blank | Blank | Blank | Blank | Blank | Enter the period end date for the pay run in which this deduction applies. |
Balance Due | Blank | Blank | Blank | Blank | $2600 being the total amount that will be deducted through the payroll | Blank |
Periods | P | P | P | P | 11 | 1 |
B.S.B. Number | N/A | N/A | NNN-NNN | N/A |
Account Number | N/A | N/A | 1234567890 | N/A |
Account Name | N/A | N/A | Mr A Johnston | N/A |
Online Timesheets
The section (or panel) on the 'Permanent Pays' tab is used to map the Payroll Positions, and Pay Codes that will be available to staff when entering timesheets via the Staff Kiosk portal.
New Online Timesheet
Click the 'New' button to create a new using the 'Online Timesheet Details' modal.
Fields that require further explanation | |
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Position Role | This is the description of the Position Role with its code appended within square brackets, e.g. Hockey Coach [02]. |
Active | Y/N (Yes/No). |
Position | This is the description of the Position with its code appended within square brackets, e.g. Sports Coach Level 3 [SC03]. |
Paycode | This is the abbreviation with its code appended within square brackets, e.g. Casual Pay [002]. |
Rate Code | This is the Rate Code. |
Rate of Pay | The Rate of Pay is derived using the Position and Rate Code. |
Payment Amount | When a rate code is a fixed amount. |
Maximum Quantity | Sets a limit to the number of fixed amount items can be entered |
GL Account | This is the General Ledger Account Code. |
Action | When clicked, the '' and 'Edit' action links open the Online Timesheet Details modal. Click 'Employee CodeDelete' to delete the selected record. If this has Online Timesheets being processed (not 'Paid') then you cannot delete it—this option will be greyed out (uneditable). |
Restricted Editing
The system will check if there are Online Timesheets being processed for the Employee (i.e. checks if it is not 'Paid'). I'Editing is Restricted – there are NN Online Timesheets being processed for this employee'.
Click on the hyperlinked words 'Online Timesheets' to open the Staff Timesheets program with this (or these) timesheets loaded in Staff Kiosk (Note: The user must be granted permission to see them in the Portal Security Permissions).
Online Timesheet Details
Fields that require further explanation | |
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Position Role | This is a mandatory field which is filled by selecting a Position Role from the associated picklist. |
Active | Ticked/Unticked (Yes/No). When creating a new entry ('Add' mode), this field will be ticked and it will be greyed out (uneditable). When editing an existing record ('Edit' mode) it can be changed. |
*Position | This is a mandatory field which is filled by selecting a Position from the associated picklist. |
*Paycode | This is a mandatory field which is filled by selecting a Paycode from the associated picklist. When set to 'Hours/Days' this setting affects the Rate Code below. |
Rate Code | This is the Rate Code. This field will only be required when the selected Paycode (above) is 'Hours/Days'. When it is not an 'Hours/Days' type Paycode, this field will be greyed out (uneditable) and the text 'Fixed Amount' will be displayed. Where the '[Employee/Paycode]' Rate Code is selected, this field will be left blank and a null value will be applied. |
Rate of Pay | Position Role, Position, Paycode and Rate Code are validated, Where the Rate Code above is greater or less than '0' (or null if it is valid (see note)), the Rate of Pay is derived using the Position and Rate Code. Where the Rate Code is above '0', the Payment Amount will be displayed in currency format (to 2 decimal places). If left blank, the Rate Code from the Paycode will be used unless that is blank as well, in which case the Rate Code from the employee's record will be used. |
GL Account | This is the General Ledger account code, automatically populated once a Position Role is selected. |
When satisfied with your entry, click the 'Save' or 'Update' button to commit your changes to the database or 'Cancel' to return to the previous screen.