PR - Timesheets

Overview

This program is used to add or edit employee timesheet information during a pay run.

You would normally have loaded the permanent pay records for the payroll that you are processing through TASS.web Payroll HRM > Payroll > Pay Run Preparation > Load Permanent Pays before making changes through this program.

Alternatively, timesheets can be:

Manually entered for an individual employee.
Uploaded using a Microsoft Excel® spreadsheet. See section 'Upload Timesheets'.
Imported in bulk from Online Leave Applications. See section 'Import Leave Timesheets'.
Imported individually from Online Leave Applications. See section 'Timesheet'.

There is an exception to this in a situation where you have recorded a change for an employee's timesheet (for the next pay run) in advance of actually processing the pay run. In this scenario you can edit the timesheet in advance and then run the load TASS.web Payroll HRM > Payroll > Pay Run Preparation > Load Permanent Pays.

You only need to edit the timesheets for employees in the following circumstances:

A change is required to an employee's permanent pay details in this pay run.
To record hours worked for casual employees for this pay period.
An adjustment is required to record an amount that has been paid outside of the payroll (e.g. by cheque) or a re-banked pay.
An adjustment is necessary to an employee's accruals.
To stop a pay for an employee in this pay run.

Two pay envelopes are available:

Normal Envelope

This is the envelope used to generate all pays (that are ultimately transmitted to employees through the bank file). Permanent pay records are loaded into this envelope only.

Adjustment Envelope

This envelope is used to adjust payroll figures for example:

A pay has been calculated manually and the employee has been paid by cheque.
To record opening balances for employees when the payroll is first installed.
To record the re-banking of a pay.

An actual pay is not processed for transactions in this envelope.

Adjustments and corrections for terminated employees can be processed through this envelope.

Selecting Timesheets

To display all timesheets for all of the payrolls that currently have pay runs loaded, click on the 'GO' button at the bottom of the screen.

Alternative methods for displaying a selection of timesheets are available by:

Clicking on the active links in the 'Total Employees', 'Current Employees', 'Terminated Employees', 'Normal Envelopes' or 'Adjustment Envelopes' columns in the 'Pay Run Statistics' section of the screen.
Using the various 'filters' in the 'Employee Searching' section of the screen.

Click on the 'GO' button at the bottom of the screen to display the 'Timesheets Employee List' screen.

Timesheets Employee List Screen

This is the screen that you will use to select the employees for whom you need to make timesheet changes.

You only need to edit the timesheets for employees who have manual timesheets or changes for this pay run only.

The list screen displays the timesheet flag for each employee for both envelopes in the 'T/S Flags Normal Envelope' column and the 'T/S Flags Adj Envelope' columns.

A summary of the possible flags:

T/S Flags Normal Envelope	T/S Flags Adj Envelope
P = Permanent pay details loaded.
c = Calculated but nothing there.	c = Calculated but nothing there.
C = Calculations have been performed.	C = Calculations have been performed.
T = Employee has been terminated.
X = There is a balancing error.	X = There is a balancing error.
M = Manual data entry has been performed.	M = Manual data entry has been performed.
H = Pay on Hold at present.	H = Pay on Hold at present.
U = Update Pay Run has been processed.	U = Update Pay Run has been processed.

As an example, an employee for whom you have loaded a permanent pay, made a manual adjustment in the normal envelope and calculated the pay, would have a flag of 'PMC' in the 'T/S Flags Normal Envelope' column.

To make a change to an employee's timesheet in this pay run click on the 'Edit' button in the 'Action' column on the right-hand side of the 'Timesheets Employee List' screen. This will display the pay envelopes, 'Accruals' tab and 'Clear/Hold Pays' tab.

Timesheet

The 'Drill-down' button at the top of the screen can be used to access the full employee record from within the timesheet.

An 'Import Leave Timesheets' button will be visible at the top of the screen where there are approved 'Leave Applications' for this employee that are yet to be processed in a pay run. When there are no timesheets available to import, this button will be not be visible.

Importing 'Leave Timesheets' would usually be done in bulk using TASS.web Payroll HRM > Payroll > Pay Run Preparation > Timesheets. The 'Import Leave Timesheets' facility in this screen would be used when an employee's timesheets could not be imported during the bulk import process for one of the following reasons:

The employee not having a timesheet with the reducing 'Paycode' in the 'Normal Envelope'.
The employee having multiple timesheets for the reducing 'Paycode'
The amount of leave taken exceeding the number of hours on the reducing 'Paycode'.

To import timesheets for an individual employee:

Click the 'Import Leave Timesheets' button to display the approved leave applications for this employee.

Click the 'View' link to view 'Leave Application' details including a log of actions taken.

Click here to view an Administrator Note.

'Confidential Comments' in the Leave Log will only be available where the user has 'View Confidential Comments' permission.

2. Use the 'Import' checkbox to nominate the timesheets to import.

3. Click the 'Save Import' button to include the selected timesheets in this pay run.

4. Once imported, any reducing paycode timesheets will need to be manually entered for each leave timesheet imported.

Normal Envelope

This is the envelope used to generate all pays (that are ultimately transmitted to employees through the bank file).

The permanent pay record for the employee will have been loaded into this envelope. Each paycode that is set up on the employee's permanent pay record will be displayed in this envelope with details of the 'Quantity' and the 'Total' amount in dollars that will be paid in this pay run. There is also a count of how many timesheet records exist for each paycode in the 'T/S' column.

Any changes made here do not change the employee's permanent pay record; the changes are for this pay run only.

Click on the 'Edit' button in the 'Action' column to edit any timesheet record for this pay run for this employee. This will display the 'Timesheet Entry Details' screen.

When you click on the 'Edit' button the employee's permanent pay records will be loaded, if they have not already done so The 'T/S Flags Normal Envelope' flag on the 'TIMESHEETS EMPLOYEES LIST' screen will change to 'P'.

If the timesheet record was created by importing a Leave Timesheet, you will not be able to edit or delete any of the details for this timesheet. The Leave Application can be viewed by clicking the link at the bottom of the 'Timesheet Entry Details' screen for the affected paycodes.

Click on the 'New' button to add an additional timesheet record for this pay run for this employee. This will display a blank 'Timesheet Entry Details' screen.

Timesheet Entry Details Screen

The following fields are system entered and would not normally be changed.

Position	This is automatically derived using the logic detailed in the Load Permanent Pays section of this documentation.
Rate Code	This is automatically derived using the logic detailed in the Load Permanent Pays section of this documentation.
Rate per Hour/Quantity	This is automatically derived using the logic detailed in the Load Permanent Pays section of this documentation.
Multiplier	This is automatically derived using the logic detailed in the Paycode Details section of this documentation.
GL Account Code	This is automatically derived using the logic detailed in the Load Permanent Pays section of this documentation.

Therefore the fields that you are likely to change are outlined with the following examples:

Example 1: Reduce an employee's ordinary hours from 76 to 72.

Click on the 'Edit' button in the 'Action' column for 'Ordinary Pay'. This will display the 'Timesheet Entry Details' screen.
Change the value in the 'Hours' field to 72 and click 'Update'.

Example 2: Record 16 hours annual leave for an employee.

Click on the 'New' button to display a blank 'Timesheet Entry Details' screen.
In the 'Paycode/Desc' drop-down list select the pay code for 'Annual Leave' (normally 201). Alternatively, you can just key the paycode directly into the 'Paycode' field.
Enter 16 in the 'Hours' field.
Go to the 'Reduce the Hours (or Days) entered above from Paycode' field and select the 'Ordinary Pay' paycode.
Enter the 'Start Date' and 'End Date' for this leave record.
Tick the 'Certified Leave' checkbox if this leave has already been approved/certified.
Enter a description for this leave record.
Click 'Save'.

Example 3: Record 8 hours sick for an employee.

In most cases, there will be one sick leave accrual with one matching paycode for paying sick leave. In a limited number of cases (e.g. NSW Teachers), there will be more than one sick leave accrual and each will have a unique matching paycode for paying sick leave.

Click on the 'New' button to display a blank 'Timesheet Entry Details' screen.
In the 'Paycode/Desc' drop-down list select the pay code for 'Sick' (normally 203). Alternatively, you can just key the paycode directly into the 'Paycode' field.

If you have more that one sick leave accrual make sure that you enter the paycode that matches the sick leave being taken.

Enter 8 in the 'Hours' field.
Go to the 'Reduce the Hours (or Days) entered above from Paycode' field and select the 'Ordinary Pay' paycode.
Enter the 'Start Date' and 'End Date' for this sick leave record.
Tick the 'Certified Leave' checkbox if this leave has already been approved/certified.
Enter a description for this sick leave record.
Click the 'Save' button.

Example 4: Enter back pay for an employee to cover 2 previous pay runs.

The 'Backpay Calculator' used in this example will only be available if the paycode being used for backpay has been mapped in the 'Paycode used for Backpay' field in TASS.web Payroll HRM > Payroll > Setup Information > Payroll Setup on the 'Parameters' tab.

Click on the 'New' button to display a blank 'Timesheet Entry Details' screen.
In the 'Paycode/Desc' drop-down list select the pay code for 'Backpay'. When you tab away from this field the 'Backpay Calculator' screen will display.
Enter the 'Backpay FROM Period End Date' and 'Backpay TO Period End Date'. This is the date range over which you want to apply the backpay. In this example, you would need to choose the two previous pay runs.
Nominate the paycode(s) from which the amount of hours to include in this backpay is to be calculated. As an example, if you were to chose 'Ordinary' which was set up with 76 hours and you had selected the two previous pay runs (directly above) then the employee would be paid 152 hours backpay.
Click the 'Calculate Backpay' button.
The lower part of the screen will now display the old pay rate compared with the new rate. It will calculate the difference and apply this to the number of backpay hours.
Click the 'Add Timesheet' button to return to the 'Timesheet Entry Details' screen. You can now either accept the results provided by the 'Backpay Calculator' or make changes to the values in the 'Hour' or 'Rate per Hour' fields.
Click the 'Save' button.
Click the 'Spread Tax' button and when the pop-up screen opens, go to the 'Number of Pay Periods for 'Marginal Rate taxing' field and enter the number of pay periods covered by this backpay payment.
Click the 'Save' button.

Example 5: Record a car allowance of $50 for an employee.

Click on the 'New' button to display a blank 'Timesheet Entry Details' screen.
In the 'Paycode/Desc' drop-down list select the pay code for 'Car Allowance'. Alternatively, you can just key the paycode directly into the 'Paycode' field.
Enter 1 in the 'Quantity' field.
Enter 50 in the 'Rate per Quantity' field.
Click the 'Save' button.

Example 6: Add $100 additional tax for an employee.

Click on the 'Calc Pay' button at the top of the screen. The program will then display the system calculated tax within the 'NORMAL ENVELOPE'.
Click on the 'New' button to display a blank 'Timesheet Entry Details' screen.
In the 'Paycode/Desc' drop-down list select the pay code for 'Manual Tax' (normally 701). Alternatively, you can just key the paycode directly into the 'Paycode' field.
Enter 1 in the 'Quantity' field.
Enter 100 in the 'Rate per Quantity' field.
Click the 'Save' button.

If this is to be a permanent arrangement set it up in the employee's permanent pay record using TASS.web Payroll HRM > Payroll > Employee Information > Employees on the 'Permanent Pays' tab.

Example 7: Process a double pay.

Click on the 'Perm Pays' button at the top of the screen and the 'Re-load Permanent Pays' screen will be displayed.
Tick the 'Would you like to re-load Permanent Pays' checkbox. (This is designed as a safeguard to make you confirm that this is what you intend to do.)
If you only want to double the permanent pays in this envelope for this employee (including deductions) leave 'Number of Periods to re-load' at 1.00. (You can increase this up to 99.99 if required.)
Click the 'GO' button.

Example 8: Spread Tax for an employee's pay when the employee is being paid 1 fortnight's (1 pay run) annual leave in advance.

You might use this in a situation where you are paying an employee additional pay, e.g. Annual Leave in advance. When the system calculates the tax it calculates it high because the additional pay has pushed the employee into a higher tax bracket for this pay run. Therefore, you want to have the tax calculated as twice the normal rate, not at the rate that would occur with both pays in the same pay run.

Click on the 'Calc Pay' button at the top of the screen. The program will then display the system calculated tax within the 'NORMAL ENVELOPE'. Note the tax figure.
Click on the 'Spread Tax' button at the top of the screen. The program will then display the 'Spread Tax' screen. Enter the 'Number of Pay Periods to spread Tax' over, e.g. If this pay run includes 1 additional pays for this employee enter 2.00.
Click the 'Save' button.
Click on the 'Calc Pay' button at the top of the screen. The program will then display the new system calculated tax within the 'NORMAL ENVELOPE'. The tax figure should be the tax for one pay run multiplied by 2.

You should verify that the tax calculation meets your expected outcome.

Example 9: Pay unused annual leave for a terminating employee.

You should have entered the termination date on the employee record using TASS.web Payroll HRM > Payroll > Employee Information > Employees on the 'General' tab before loading the permanent pays for this pay run.

If you haven't done this, you should clear the timesheets for this employee, then enter the termination date on the employee record, then re-commence the processing of the timesheets for this employee.

As soon as you have clicked on the 'Edit' button in the 'Action' column on the right-hand side of the 'TIMESHEETS EMPLOYEES LIST' screen for this terminated employee, the permanent pays will load for this employee.
At this point, you should make adjustments in the normal envelope if the terminating employee has only worked for part of the pay period.
If the terminating employee has not worked at all in this pay period you should clear this envelope. If the terminating employee has been paid outside of the payroll (e.g. by cheque) then you should clear the normal envelope and process the final pay through the adjustment envelope.
Click on the 'Calc Pay' button at the top of the screen. The program will then display the system calculated timesheet (including tax and net) for the terminating employee's pay that is attributable to this pay run. To calculate the employee's unused leave on termination, click on the 'New' button to display a blank 'Timesheet Entry Details' screen.

The 'Unused Leave on Termination Calculator' used in this example will only be available if the paycode being used for Annual Leave on Termination Post 17/8/93 (normally paycode 304) has been mapped in the 'Paycode used for Annual Leave on Termination (post 17/08/1993)' field in TASS.web Payroll HRM > Payroll > Setup Information > Payroll Setup on the 'Parameters' tab.

You should also check that the paycode used for 'Annual Leave on Termination (post 17/08/1993)' has been set up to calculate tax at the marginal rate. This is done in TASS.web Payroll HRM > Payroll > Setup Information > Payroll Setup on the 'Paycodes' tab. For this paycode, the 'Tax Equation Flag' should be set to 'B' and the 'Tax at 'Marginal Rate'' box should be ticked.

In the 'Paycode/Desc' drop-down list select the pay code for 'Annual Leave on Termination (post 17/08/1993)' (normally 304). Alternatively, you can just key the paycode directly into the 'Paycode' field. When you tab away from this field the 'Unused Leave on Termination' screen will display.
This screen displays the annual leave accrual for this employee up to the end of the last pay run and for this pay. The 'This Pay' figure will only be displayed if you have calculated the timesheet as detailed above.
Check that the system generated figures agree with your expected outcome and click the 'Add Timesheet' button.
You can now either accept the figures that have been provided by the 'Unused Leave on Termination Calculator' or make changes to the values in the 'Hour' or 'Rate per Hour' fields.
Click the 'Save' button.
Click on the 'Calc Pay' button at the top of the screen. The program will then display the new system calculated tax within the 'NORMAL ENVELOPE'.

You should verify that the tax calculation meets your expected outcome.

Example 10: Pay unused long service leave for a terminating employee.

You should have entered the termination date on the employee record using TASS.web Payroll HRM > Payroll > Employee Information > Employees on the 'General' tab before loading the permanent pays for this pay run.

If you haven't done this, you should clear the timesheets for this employee, then enter the termination date on the employee record, then re-commence the processing of the timesheets for this employee.

As soon as you have clicked on the 'Edit' button in the 'Action' column on the right-hand side of the 'TIMESHEETS EMPLOYEES LIST' screen for this terminated employee, the permanent pays will load for this employee.
At this point, you should make adjustments in the normal envelope if the terminating employee has only worked for part of the pay period. If the terminating employee has not worked at all in this pay period you should clear this envelope.
If the terminating employee has been paid outside of the payroll (e.g. by cheque) then you should clear the normal envelope and process the final pay through the adjustment envelope.
Click on the 'Calc Pay' button at the top of the screen. The program will then display the system calculated timesheet (including tax and net) for the terminating employee's pay that is attributable to this pay run. To calculate the employee's unused leave on termination, click on the 'New' button to display a blank 'Timesheet Entry Details' screen.

You should have entered the termination date on the employee record using TASS.web Payroll HRM > Payroll > Employee Information > Employees on the 'General' tab before loading the permanent pays for this pay run.

If you haven't done this, you should clear the timesheets for this employee, then enter the termination date on the employee record, then re-commence the processing of the timesheets for this employee.

In the 'Paycode/Desc' drop-down list select the pay code for 'Long Service Leave on Termination (post 17/08/1993)' (normally 305). Alternatively, you can just key the paycode directly into the 'Paycode' field. When you tab away from this field the 'Unused Leave on Termination' screen will display.
This screen displays the long service leave accrual for this employee up to the end of the last pay run and for this pay. The 'This Pay' figure will only be displayed if you have calculated the timesheet as detailed above.
Check that the system generated figures agree with your expected outcome and click the 'Add Timesheet' button.
You can now either accept the figures that have been provided by the 'Unused Leave on Termination Calculator' or make changes to the values in the 'Hour' or 'Rate per Hour' fields.
Click the 'Save' button.
Click on the 'Calc Pay' button at the top of the screen. The program will then display the new system calculated tax within the 'NORMAL ENVELOPE'.

You should verify that the tax calculation meets your expected outcome.

Example 11: Pay annual leave loading in one pay run.

This example would be where once a year you calculate and pay employees' annual leave loading and pay it in a single pay run. There are several setups that need to be considered for this to work:

The employee must belong to an Award that has Rule 'LL-TRG-888'.
The rule must have paycode '888' set up as the trigger code.

Click on the 'New' button to display a blank 'Timesheet Entry Details' screen.
In the 'Paycode/Desc' field select the pay code '888'.
In the 'Hours' field, enter the number of hours or days that you want to pay loading for, e.g. for a teacher on a 60 hour fortnight it might be 120 hours.
The 'Total Amount' field should display '$0' as this is a trigger paycode.
Click the 'Save' button.
Click on the 'Calc Pay' button at the top of the screen. The program will then display the new system calculated figure for leave loading.

You should verify that the leave loading figure and the subsequent tax calculation meet your expected outcome.

Example 12: Adjust sick leave to record a mistake in a previous pay run where the employee was paid 4 hours sick leave when it should have been ordinary pay.

Click on the 'New' button to display a blank 'Timesheet Entry Details' screen.
In the 'Paycode/Desc' drop-down list select the pay code for 'Ordinary Pay' (normally 001). Alternatively, you can just key the paycode directly into the 'Paycode' field.
Enter 4 in the 'Hours' field.
Click the 'Save' button.
Click on the 'New' button to display a blank 'Timesheet Entry Details' screen.
In the 'Paycode/Desc' drop-down list select the pay code for 'Sick' (normally 203). Alternatively, you can just key the paycode directly into the 'Paycode' field.

If you have more than one sick leave accrual, make sure that you enter the paycode that matches the sick leave being taken.

Enter -4 in the 'Hours' field.
Enter the 'Start Date' and 'End Date' for this sick leave adjustment record.
Enter a description for this adjustment.
Click the 'Save' button.

It is a good idea to include a confidential note that will print on the envelope for this employee in this pay run. The note would contain something like 'Correction to sick leave for previous pay period DD/MM/YYYY'.

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.

Example 13: Adjust sick leave to record a mistake in a previous pay run where the employee was paid 4 hours ordinary pay when it should have been sick leave.

Click on the 'New' button to display a blank 'Timesheet Entry Details' screen.
In the 'Paycode/Desc' drop-down list select the pay code for 'Ordinary Pay' (normally 001). Alternatively, you can just key the paycode directly into the 'Paycode' field.
Enter -4 in the 'Hours' field.
Click the 'Save' button.
Click on the 'New' button to display a blank 'Timesheet Entry Details' screen.
In the 'Paycode/Desc' drop-down list select the pay code for 'Sick' (normally 203). Alternatively, you can just key the paycode directly into the 'Paycode' field.

If you have more than one sick leave accrual, make sure that you enter the paycode that matches the sick leave being taken.

7 .Enter 4 in the 'Hours' field.

Enter the 'Start Date' and 'End Date' for this sick leave adjustment record.

Tick the 'Certified Leave' checkbox if this leave has already been approved/certified.

10. Enter a description for this adjustment.

11. Click the 'Save' button.

It is a good idea to include a confidential note that will print on the envelope for this employee in this pay run. The note would contain something like 'Correction to sick leave for previous pay period DD/MM/YYYY'.

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.

Paying an Employment Termination Payment (ETP)

STEP 1

The first step is to do your research and determine if the payment is an ETP and if so determine the details that you need to know before you can go ahead and process an ETP payment.

This is a complex area so it is strongly recommended that you refer to the relevant ATO publications and/or seek independent tax advice before making an ETP payment.

The following is a broad overview only of Employment Termination Payments (ETP's) and is provided to give you a very basic understanding of ETPs.

An ETP is a lump sum payment made to an employee when they cease working for you. However, not all lump-sum payments on termination are ETP's.

No.	Action	Details
1	You need to determine if the payment is an ETP.	For some employees, a portion of an ETP may be tax-free (the 'Tax-Free Component'). This will be the case where there is either an 'Invalidity Component' and/or a 'Pre July 1983 Component'.
2	You need to determine the Invalidity Component (if any) of the ETP payment.
3	You need to determine the Pre July 1983 Component (if any) of the ETP payment.	The remainder is the 'Taxable Component' and there are two possible 'Types' – the ATO calls these Code R and Code O payments.
4	You need to determine the Taxable Component of the ETP payment.
5	You need to determine the Type — either Code R or Code O. It is possible to split a payment between both Type Codes.	The tax to withhold will vary depending on the 'Type' of the payment, the employee's age and length of employment and the amount of the payment.
6	You need to determine the tax to withhold from the Taxable Component. This must be done separately for Code R types and Code O types.	An ETP paid upon the death of an employee is a 'Death Benefit ETP'. The taxing and reporting of a Death Benefit ETP depend on its type based on whether it is paid to: The employee's dependent. A non-dependent, or The trustee of the employee's estate. This is very important as the setups within the payroll must reflect the type of death benefit being paid. You also need to know this to work out how to tax the payment.
7	You need to determine the type of Death Benefit ETP.
8	You need to determine the tax to withhold from the Death Benefit ETP.

STEP 2

Go to the 'Paycodes' tab in TASS.web Payroll HRM > Payroll > Setup Information > Payroll Setup and ensure that there are paycodes that exactly match the ETP payment you want to process.

The following is the full set of paycodes required to match the full range of possible ETP payments that are possible:

(The paycodes used in this are examples only and they may be different in your payroll.)

Pay Code	Paycode Description	Tax Flag	ETP Component	ETP Type Code
350	ETP – Taxable Comp (Code R)	b	2 – Taxable Component	R
351	ETP – Taxable Comp (Code O)	b	2 – Taxable Component	O
352	ETP – Pre July 1983 Component	b	1 – Pre July 83 Component	R
353	ETP – Invalidity Component	b	3 – Invalidity Component	R
354	ETP – Death (Trustee)	b	2 – Taxable Component	T
355	ETP – Death (Dependent)	b	2 – Taxable Component	D
356	ETP – Death (Non-Dependent)	b	2 – Taxable Component	N
750	ETP Tax Code R and Death Pmts	t	4 – ETP Tax Code R & Death Pmts
751	ETP Tax on Code O	t	5 – ETP Tax Code O

Do not change the ETP Component or the ETP Type Code flags on an existing paycode where that paycode has already been used to process an ETP payment.

STEP 3

Go to program Payroll HRM > Payroll > Pay Run Preparation > Timesheets (this program) and enter the timesheet record or records for the ETP payment.

Example 1: Paying an ETP where there are no Tax Free Components and the employee is not deceased. i.e. There is a Taxable Component only and its Type is Code R.

Click on the 'New' button to display a blank 'Timesheet Entry Details' screen.
In the 'Paycode/Desc' field select the pay code '350'.
In the 'Hours' field, enter '1'.
In the 'Rate Amount' field, enter the amount of this ETP Taxable Component.
Click the 'Save' button.
Click on the 'New' button to display a blank 'Timesheet Entry Details' screen.
In the 'Paycode/Desc' field select the pay code '750'.
In the 'Hours' field, enter '1'.
In the 'Rate Amount' field, enter the amount of tax to withhold.
Click the 'Save' button.

Example 2: Paying an ETP where there is an Invalidity Component and a Taxable Component and its Type is Code O and the employee is not deceased.

Click on the 'New' button to display a blank 'Timesheet Entry Details' screen.
In the 'Paycode/Desc' field select the pay code '351'.
In the 'Hours' field, enter '1'.
In the 'Rate Amount' field, enter the amount of the Invalidity Component.
Click the 'Save' button.
Click on the 'New' button to display a blank 'Timesheet Entry Details' screen.
In the 'Paycode/Desc' field select the pay code '353'.
In the 'Hours' field, enter '1'.
In the 'Rate Amount' field, enter the amount of this ETP Taxable Component.
Click the 'Save' button.
Click on the 'New' button to display a blank 'Timesheet Entry Details' screen.
In the 'Paycode/Desc' field select the pay code '751'.
In the 'Hours' field, enter '1'.
In the 'Rate Amount' field, enter the amount of tax to withhold from the Taxable Component.
Click the 'Save' button.

Example 3: Paying an ETP where the employee is deceased and the ETP is being paid to the trustee of the employee's estate.

No tax is withheld where ETP is paid to the trustee of employee's estate.

Click on the 'New' button to display a blank 'Timesheet Entry Details' screen.
In the 'Paycode/Desc' field select the pay code '354'.
In the 'Hours' field, enter '1'.
In the 'Rate Amount' field, enter the amount of the ETP Payment.
Click the 'Save' button.

Example 4: Paying an ETP where the employee is deceased and the ETP is being paid to a dependent of the employee.

Tax is withheld only the amount of the ETP payment that is above the ETP cap.

Click on the 'New' button to display a blank 'Timesheet Entry Details' screen.
In the 'Paycode/Desc' field select the pay code '355'.
In the 'Hours' field, enter '1'.
In the 'Rate Amount' field, enter the amount of the ETP Payment.
Click the 'Save' button.
Click on the 'New' button to display a blank 'Timesheet Entry Details' screen.
In the 'Paycode/Desc' field select the pay code '750'.
In the 'Hours' field, enter '1'.
In the 'Rate Amount' field, enter the amount of tax to withhold from the amount of the ETP Payment that is above the ETP cap.
Click the 'Save' button.

Example 5: Paying an ETP where the employee is deceased and the ETP is being paid to a non-dependent.

Click on the 'New' button to display a blank 'Timesheet Entry Details' screen.
In the 'Paycode/Desc' field select the pay code '356'.
In the 'Hours' field, enter '1'.
In the 'Rate Amount' field, enter the amount of the ETP Payment.
Click the 'Save' button.
Click on the 'New' button to display a blank 'Timesheet Entry Details' screen.
In the 'Paycode/Desc' field select the pay code '750'.
In the 'Hours' field, enter '1'.
In the 'Rate Amount' field, enter the amount of tax to withhold from the ETP Payment.
Click the 'Save' button.

Adjustment Envelope

This envelope is used to adjust payroll figures. Adjustments entered here are NOT ultimately transmitted to employees through the bank file. Therefore, this envelope can be used to record adjustments such as:

Pay has been calculated manually and the employee has been paid outside of the payroll (e.g. by cheque).
To record opening balances for employees when the payroll is first installed.
To record the re-banking of a pay.

An actual pay is not processed for transactions in this envelope. You can still use the 'Calc Pay' button to calculate the system-generated tax on this envelope.

Adjustments and corrections for terminated employees can also be processed through this envelope.

By default, the system will calculate the tax automatically. If you want to enter tax manually you can disable system calculated tax by clicking the 'Spread Tax' button and unticking the 'Calculate tax automatically' checkbox.

Accruals Tab

This tab displays the accrual information for this employee for this pay run. The tab is blank until the 'Calc Pay' button has been clicked in the 'Normal Envelope' for this employee or TASS.web Payroll HRM > Payroll > Pay Run Preparation > Calculate Pays has been run.

Accruals for each pay run are normally system calculated based on the 'Rules' and 'Methods' that apply to the employee's 'Award'.

Any Accrual Codes selected in the Payroll Setup ‘Limit Leave Accruals’ field will be excluded from the accrual calculations. This field is located on the ‘Paycodes’ tab of TASS.web Payroll HRM > Payroll > Setup Information > Payroll Setup.

There are very few situations where you would adjust an employee's accruals on this tab. It is a lot safer to make the adjustment in the 'Normal Envelope' and allow the system to include the adjustments in its accrual calculations.

One example where you would use this tab is to record opening accrual balances for employees when you are setting up the payroll. You would use 'Tran Type' = 'Adjustment' to do this.

Clear/Hold Pays

This tab is used to:

Clear out an employee's envelopes.
To place an employee's pay on hold for this pay run and/or for a number of future pay runs.

Clearing a Timesheet

To clear the calculations in the 'Normal' or 'Adjustment' envelopes or 'Accrual Timesheets' click on the 'Clear' link on the right-hand side of the screen.

Holding a Pay

To place an employee's pay on hold for this pay run, the 'Normal' and 'Adjustment' envelope and 'Accrual Timesheets' must be cleared. Once this is done you can tick the 'Hold Pay for Pay Run dd/mm/yyyy' where 'dd/mm/yyyy' is the date of the pay run that you intend to put on hold.

To place this employee's pay on hold in future pay runs nominate the number of pay to hold in 'Number of future Pay Runs to Hold' field.

Upload Timesheets

An alternative to manually entering timesheets for employees is to record Timesheet data using a Microsoft Excel® spreadsheet, save it as a CSV file and use the 'Upload Timesheets' button at the top of the 'Timesheets' screen.

Examples of where this might be useful:

Adding hours worked for casual staff.
Paying employee annual leave loading where it is paid in a single pay run (refer to example 11 above).
Loading YTD balances (when first implementing the payroll).
To replace other repetitive data entry timesheet processes.

For this timesheet upload to be successful, the spreadsheet must conform to the following specifications:

The spreadsheet must be saved in comma-delimited (CSV) format and contain the following columns:

Column	Field Name	Field Type/Size	Field Description
A	Employee Code	char(7)	Mandatory. It must be a valid employee code. It must be a Current Employee if uploading to 'Normal Envelope'. It can be a Current or Terminated Employee if uploading to 'Adjustment Envelope'. It must be an employee whose Pays are not 'On Hold' - 'H'.
B	Paycode	char(8)	Mandatory It must be a valid and active paycode. It must be a paycode where timesheet entry is allowed. In Excel®, paycodes with leading zeros should be entered as '001, '002 or '010, etc. (with a leading apostrophe).
C	Hours / Quantity	decimal (16,6)	Mandatory It can be zero or any positive or negative value between -1000000.000000 and 1000000.000000
D	Rate per Hour / Qty ('Rate Amount')	decimal (16,6)	Optional. Usually left blank where the paycode's setup requires Hours or Days to be entered. If present, it can be zero or any positive or negative value between -999999.999999 and 999999.999999. If present, then 'position code' below must be left blank.
E	Position Code	char(8)	Optional. Usually left blank in which case the employee's default Position Code will be used (if relevant). It must be left blank where Rate per Hour/Qty above is present. If present, it must be a valid position code.
F	Rate Code	char(1)	Optional. Usually left blank in which case the rate code is taken from the paycode's setup. If present, valid values are 0, 1, 2, 3 or 4 only.
G	Multiplier	decimal (10,6)	Optional. Usually left blank in which case the multiplier is taken from the paycode's setup. If present, it can be zero or any positive or negative value between -9999.999999 and 9999.999999.
H	GL Account	char(13) This may vary based on the school's GL account code structure.	Optional. Usually left blank in which case the GL Account is taken from the paycode's setup or the employee's setup. If present, it must be a valid 'open' GL account. The GL Account specified in the Upload is only used where the setup on the paycode has a full account mask (e.g. ??-????-??-??) in the 'Account Code' field.
I	Start Date	date	Conditional. Where the paycode's setup requires history details, this field is Mandatory. Otherwise, leave blank.
J	End Date	date	Conditional. Where the paycode's setup requires history details, this field is Mandatory. Otherwise, leave blank. If present, this date must be equal to or greater than the start date.
K	Certified Flag	char(1)	Conditional. Where the paycode's setup requires history details, this field is Mandatory. Otherwise, leave blank. If present, it must be a Y or N only
L	Comment	char(200)	Conditional. Where the paycode's setup requires history details, this field is Mandatory. Do not include commas in this text. Otherwise, leave blank. If present, it can be any text up to 200 characters. If there is no data in this cell (in Excel®), enter a single apostrophe as a place holder.

The sheet must NOT have header or footer rows.
All formats must be removed from this sheet (Within Microsoft Excel® go Edit > Clear > Formats).
If you do not have any data in cells in Column L you must enter a single apostrophe as a place holder.
Remove all other formats from amounts, e.g. ',' separators for thousands.

After you click the 'Upload Timesheets' button, the 'Upload Timesheets' screen will be displayed.

Tick the 'Upload' checkbox next to the payroll that the timesheets are to be loaded into.

Use the 'Envelope' drop-down list to indicate if the timesheets are to be loaded into the normal or adjustment envelopes.

Use the 'Browse' button to locate the .csv file that you intend to upload.

Click the 'GO' button.

The system will validate the file to ensure that it meets the format described above.

If validation is unsuccessful, the program will produce an exception report. You will need to address the issues in the .csv file and re-import the data.

Upload Accruals

An alternative to manually entering accrual opening balances for employees (when first setting up the payroll) is to record accrual balances using a Microsoft Excel® spreadsheet, save it as a CSV file and use the 'Upload Accruals' button at the top of the 'Timesheets' screen.

For this accrual upload to be successful, the spreadsheet must conform to the following specifications:

The spreadsheet must be saved in comma-delimited (CSV) format and contain the following columns:

Column	Field Name	Field Type/Size	Field Description
A	Employee Code	char(7)	Mandatory. It must be a valid employee code. It must be a Current Employee. It must be an employee whose Pays are not 'On Hold' - 'H'.
B	Accrual Code	char(3)	Mandatory It must be a valid accrual code. It must be an accrual code where timesheet entry is allowed.
C	Hours / Quantity	decimal (16,6)	Mandatory It can be zero or any positive or negative value between -1000000.000000 and 1000000.000000
D	Start Date	date	Conditional. Where the accrual code's setup requires history details, this field is Mandatory. Otherwise, leave blank.
E	End Date	date	Conditional. Where the accrual code's setup requires history details, this field is Mandatory. Otherwise, leave blank. If present, this date must be equal to or greater than the start date.
F	Certified Flag	char(1)	Conditional. Where the accrual code's setup requires history details, this field is Mandatory. Otherwise, leave blank. If present, it must be a Y or N only.
G	Comment	char(200)	Conditional. Where the accrual code's setup requires history details, this field is Mandatory. Do not include commas in this text. Otherwise, leave blank. If present, it can be any text up to 200 characters. If there is no data in this cell (in Excel®), enter a single apostrophe as a place holder.

The sheet must NOT have header or footer rows.
All formats must be removed from this sheet (Within Microsoft Excel® go Edit > Clear > Formats).
If you do not have any data in cells in Column G you must enter a single apostrophe as a place holder.
Remove all other formats from amounts, e.g. ',' separators for thousands.

After you click the 'Upload Accruals' button, the 'Upload Accruals' screen will be displayed.

Tick the 'Upload' checkbox next to the payroll that the accruals are to be loaded into.

Use the 'Browse' button to locate the .csv file that you intend to upload.

Click the 'GO' button.

The system will validate the file to ensure that it meets the format described above.

If validation is unsuccessful, the program will produce an exception report. You will need to address the issues in the .csv file and re-import the data.

Import Leave Timesheets

Use this option to import approved Leave Applications in bulk from the Staff Kiosk Online Leave Application System.

Leave Applications can also be imported for an individual employee.

Step 1 — Import leave Timesheets

Click the 'Import Leave Timesheets' button to display the 'Import Leave Timesheets' screen.

This button will only be displayed where there are approved Leave Applications that have not yet been processed in a pay run.

Choose the 'Payroll' for this import and select the paycode that the leave hours will be reduced from.

Click 'GO' to display the 'Employee Leave Timesheets List' screen.

Step 2 — Employee Leave Timesheets List

This screen will display a list of employees whose Leave Applications:

Have been approved and not yet processed in a pay run.
Falls on a date less than the period end date for this pay run.

Click the 'Print' button at the top of the screen to generate a list of the employees displayed.

A 'yellow alert' icon will be displayed when an employee's Leave Application can not be imported. This could be due to:

The employee not having the reducing 'Paycode' defined on their employee record.
The employee having multiple timesheets for the reducing 'Paycode'.
The amount of leave taken exceeding the number of hours on the reducing 'Paycode'.

Applications that cannot be included in this bulk import will need to be individually imported using the 'Import Leave Timesheet' button in the employee's 'Normal Envelope'.

Click the 'View' link in the 'Action' column to review an employee's 'Leave Application' including a log of actions for this application.

Click here to view an Administrator Note.

'Confidential Comments' will only be available where the user has the 'View Confidential Comments' permission.

Click the 'Edit' link in the 'Action' column to open the Leave Application modal. Edit the Leave Type or Hours as appropriate and Save.
The 'Change Log' within the Leave Application records the details of the changes made.

Click the 'Cancel' link in the 'Action' column to open the Leave Application modal and select 'Cancel Application'.
The 'Change Log' within the Leave Application records the details of the changes made.

The Edit and Cancel action links are only available to users who meet both of the following requirements:
1) The user has their TASS User ID mapped to their Employee Code.
TASS.web System Admin > Users > User Maintenance
2) The user has been assigned the 'Edit / Cancel Leave Applications' permission.
TASS.web System Admin > Users > Security Role Permissions

Tick the 'Import' checkbox to include an employee's Leave Timesheet in the bulk import for this pay run.

If there are a large number of timesheets to import, click the 'All' button at the top of the screen to select all employees displayed. You can then unselect those that are not to be included in this pay run individually.

Click 'Save Bulk Import' to import the selected Leave Timesheets into the pay run or 'Back' to return to the 'Timesheets' screen.

This process will create both the leave and the reducing entries on the employee's timesheet.

A report will be generated when importing of leave timesheets has been successful.