PR - Pay Envelopes

Pay Envelopes Overview

The payroll supports three options for the production and delivery of pay envelopes to employees.

Electronically through Staff Kiosk under the 'Payroll' icon using program 'Pay Envelope'. The following needs to be in place for this to work:
- Employees who are to receive their envelopes this way must have field 'Pay Envelope Pref' set to 'Staff Kiosk' on the 'Payroll Details' tab in program Payroll HRM > Payroll > Employee Information > Employees.
- If the employee is a teacher then their employee record must be linked using the 'Employee Code' field on the 'General' tab in program Student Admin > Teacher Records > Teacher Information > Teachers.
- The employee must have a Staff Kiosk login (either as a teacher through program Student Admin > Teacher Records > Teacher Information > Teachers or as an employee through program Payroll HRM > Payroll > Employee Information > Employees).
  
  The electronic envelopes will not become available in Staff Kiosk until program Payroll HRM > Payroll > Pay Run Processing > Pay Run Reset has been run.
Printed through this program and manually distributed.
These employees have field 'Pay Envelope Pref' set to 'Printed' on the 'Payroll Details' tab in program Payroll HRM > Payroll > Employee Information > Employees.
The pay envelope stationery required is a standard generic A4 pay envelope (RA4/PAYSS' or 'V-PAY-SS').
These are available from:
L.G Business Systems Pty. Ltd.
Phone: 1300 134 681
Fax: 1300 134 682
http://www.lgbusinesssystems.com.au/
Email facility for staff who have:
- 'Pay Envelope Pref' set to 'Emailed' on the 'Payroll Details' tab in program Payroll HRM > Payroll > Employee Information > Employees.
- An email address set up in the 'e-mail' field on the 'Address' tab in program Payroll HRM > Payroll > Employee Information > Employees.

General Tab

Tick the checkbox(s) next to the payroll(s) for which you intend to generate pay envelopes.

Important!

Only the payrolls that have been updated will be available.

Use the 'Search Criteria' at the bottom of the screen to filter the envelopes to only contain pay information for employees belonging to one or more:

Awards.
Pay Points.
Employment Status.

You can also enter an 'Employee Code' to generate an envelope for a single employee only.

An example of using this may be to select the awards covering teachers so that you can generate envelopes with a 'Global Message' for teachers only.

In most cases, you would run the envelopes for the entire payroll.

Click to the 'Print' tab.

Print Tab

If you want to run the envelopes with the program defaults just click the 'GO' button.

There are however several options available to customise the output of your envelopes:

Pay Envelope Options

The default is to print the normal envelopes.

If you have adjustment envelopes (paid someone outside of the payroll) select the 'Adjustment Envelope' option. Therefore, in this situation, you would need to run the program twice.

Adjustment envelopes cannot be delivered electronically through Staff Kiosk or delivered through the email facility - they can only be printed.

Position Details Options

The 'POSITION' prints in the header section of the envelope. The options are:

'Print Position Text' — this is the 'Position Text' field on the 'General' tab in program Payroll HRM > Payroll > Employee Information > Employees.
'Print Position Code' — this is the 'Position Code' field on the 'Payroll Details' tab in program Payroll HRM > Payroll > Employee Information > Employees.
'Print Description from Position Code' — this is the description from the 'Position Code' field on the 'Payroll Details' tab in program Payroll HRM > Payroll > Employee Information > Employees.

Sorting options

Available on the left side of the screen.

Other Options

Payment Date	The 'Payment Date' prints in the 'Summary' section of the envelope. This field will default to the current date and can be overridden.
Include Earnings Details	When this checkbox is ticked, the hours/quantity and the rate amount will be printed for each earnings paycode printed. Example Ordinary Pay 76 Hours $30.00 $2280.00 When 'Include Earnings Details' is unticked, only the pay code and total amount are printed. Example Ordinary Pay $2280.00
Sort Earnings Paycodes By	'Paycode' — the payments in the 'Earnings' section of the Pay Envelope will be sorted in Paycode order. 'Paycode Group' — the payments in the 'Earnings' section of the Pay Envelope will be sorted in Paycode Group order and within each Paycode Group they will be sorted in Paycode order.
Show Period End or Pay Period	'Period End' — the period end date of the payroll will be printed in the header section of the pay envelope. 'Pay Period' — the period start and end dates for the payroll will be printed in the header section of the pay envelope.
Include Address Label Page	When this checkbox is ticked, the program will print an address label page for employees who receive a printed pay envelope.

Message Options

Use Text from Employee's Confidential Notes	Refer to the 'How to Guide' 'Print individual messages on employee envelopes' for details on how to set up for the printing of individual messages on pay envelopes. The notes that will be included: Have to belong to the 'Note Category' that you nominate here. Has to be a 'Confidential' note. Must have a note date that is the same as the pay 'Period End Date'. This will print in the first message line on the envelope.
Global Message – Line 1	This message will apply to all employees selected to receive an envelope except those who are flagged to receive a confidential note in this pay run. Therefore, 'Text from Employee's Confidential Notes' will override 'Global Message Line 1'.
Print Annual Salary (including allowances) in Message Line 2	Tick this checkbox to print the employee's 'Annual Salary' including Allowances in the second message line on the envelope. If this is ticked the 'Global Message – Line 2' field below is disabled.
Global Message – Line 2	This will print in the second message line on the envelope.

Click the 'GO' button to generate pay envelopes. The program will create a PDF document containing:

Envelopes for employees who have the field 'Pay Envelope Pref' set to 'Printed' on the 'Payroll Details' tab in program Payroll HRM > Payroll > Employee Information > Employees.
A summary page with the names of all employees who will receive their envelopes electronically.

A report is produced detailing the number of emails that were created with details for each employee including employee code, surname, given name and email address. If you have selected one of the email options, the report will also indicate if no emails have been generated in this pay run.

When an employee who has 'Pay Envelope Pref' set to 'Emailed' on the 'Payroll Details' tab in program Payroll HRM > Payroll > Employee Information > Employees an email will be sent with their pay envelope PDF attached using the Pay Envelopes System Template in program System Admin > Utilities > Email Settings on the System Email Templates tab.

Adjustment envelopes cannot be delivered electronically through Staff Kiosk or delivered through the email facility - they can only be printed.