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PR - 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

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:

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

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:

  • The employee would have 'Administrator' in the 'Position Code' field on the 'Payroll Details' tab.

  • The employee would have a permanent pay transaction record for 60 hours of ordinary pay with the 'Position' field blank.

  • The employee would have a permanent pay transaction record for 10 hours ordinary pay with the 'Position' field set to 'Maintenance'.

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

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.

Click here for an Administrator Note.

Access to the TASS.web Online Timesheet Panel is controlled by Payroll permissions on the '--- Permanent Pays tab' security point.

To enable this function use TASS.web program System Admin > Users > Security Role Permissions.

New Online Timesheet

Click the 'New' button to create a new using the 'Online Timesheet Details' modal.

Fields that require further explanation

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

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.

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