Payroll Update 1. BACKUP DATA 2. BACKUP ANY CUSTOMISED REPORTS 3. Download PayUpdate , PayFix and the required reports into your Updates directory Go Into Update Manager and run Executable Update from each workstation and if required Data Update and Report Update once only from one workstation. Changes for ver 10.70 Tax tables for 18/19 Changes for ver 10.62 HELP/SFSS calculated on taxable+SS Changes for ver 10.60 Tax tables for 17/18 Changes for ver 10.50 Help Manual - download to data directory and put a shortcut on each workstation required or anywhere convenient. It needs to be read in conjunction with site specific instructions. New report selection in Reports/Employees/Pay Summary to summarise pay items and total for an employee for the specified dates. Changes for ver 10.40 Superstream Alternative file including Defined Benefits. Changes for ver 10.30 Tax tables for Oct 2016-2017 finally passed parliament. New .CSV summary in pay history. Changes for ver 10.20 Gross pays and Average hours included in PayHours report. New period summary of hours in pay history report section. Changes for ver 10.10 Input pay hours by CSV. Monthly leave movement report. Stops leave items being setup with no leave type. Itemises pays prepared on more than one pay date Changes for ver 10.00 Updated HELP and SFFS tables Chnages for ver 9.91 Leave totals on Prepare Pay that show the balance of leave after running the pay now show on a green background that turns red/pink if the balance goes into negative. Changes for ver 9.90 Ability to set maximum hours to be rostered for Employees on Visa (to interface with rostering software) Monthly leave movement report for A/L, S/L, LSL, RDO. Import pay items, dept and hours by csv file. File to have pay number,pay item,department,hours separated by commas. Changes for ver 9.80 Longer email address fields. Checkbox to not send payslip by email for an individual Employee tax,hecs etc updates for 2015-2016 Changes for ver 9.70 timeout for email Changes for ver 9.60 Mail from address increased to 35 characters Changes for ver 9.55/6 Fixes and a new button to edit s/l certificate/dec Changes to ver 9.54 Print Employees S/L History, Pay History statistics includes hours and amounts, Tweak memory management for process pay and emailing. Changes for ver 9.50 Overtime in department hours. Changes for ver 9.40 Special extra leave for on call for use by Local Govt. Changes for ver 9.32 Fixes payslips printing with non combined option Changes for ver 9.30 Longer description for Award or Agreement in setup/department to print on payslips. Changes for ver 9.20 Logon to internet for emails where logon required. SS Draft report. Changes for ver 9.00 Provision for the quick super clearing file. Contact HESTA for quick super ID and put in setup/default/preferences. Each fund needs SPIN entered and Quick Super file selected , produce the file at end of month and submit. Provision to email pay slips to employees Changes for ver 7.90 Parental leave in reports. Leave taken and history reports. Mtd and Ytd costing reports. Changes for ver 7.80 Tax and Help tables for 2012/2013 PLease note that update manager version 2.30 or above is now required for updates. Changes for ver 7.72 fix changing back to s/l prorata for Employees who have not yet had an aniversarry Changes for ver 7.71 Setup/Department removing the 10 days up front for sick leave now works. It tells you that it will schedule each employee to start paying sick leave pro rata from the next anniversary date. While the modern award said to look to the NES for sick leave calculation the NES said to look to the existing award as it was different for each state. The existing award now is the modern award that does not say anything about two weeks up front after the first 12 months so it could be argued that we no longer have to pay the 10 days up front unless it is in the current EB. Changes for ver 7.70 Tax,Help and SFSS tables for tax year 2012 - 2013 No changes to payg summary file for ATO as we already have the latest version. Changes for ver 7.60 Provision to flag last lsl payment. Changes for ver 7.50 Maximum and minimum super contributions can be entered into setup/super funds Changes for ver 7.41 Fixed the conversion from Monthly leave calc to prorata. Changes for ver 7.40 Individual Pay Items can be excluded from being summarised in pay slips in setup/pay items. Individual departments can now be costed 100% to other departments Fixed the costing of tax on the Costing reports. Changes for ver 7.30 Super Guarantee Levee has changed from a monthly minimum of $450.00. We now have a minimum payment of $13.53 and a maximum of $303.37 compulsory payments This update deletes the old option of Award Super which has not been applicable for over a year now and automatically puts in min and max contributions for all Super Funds set up with 9%. Others are not automatically set up. You can vary this in Setup/Super Funds. Payslip printing now has an option to combine all pay items with the same item number to print on the payslip.This is to combine items costed to multiple departments so it is easier for the Employee. Items are not combined on pay history report. The option can be unticked if this causes a problem. changes for ver 7.20 Allowance for isaver super file. Provision for Nauseous Linen item as % of base rate. PAYG summaries for 210-211 f/y. Updated tax tables for July 2011. Flood levy exemption tables have not been included as they will probably not be needed. Contact Wayne if you need these. cHANGES FOR Ver 7.10 Allow for more than 20 pay items on Prepare Pay. Changes for ver 7.02 Two new pc reports. paypcdept.rpt paypcmonth.rpt Changes for ver 7.01 Fix pc expiry date for new Employees Changes for ver 7.00 Provision for Police Credit check expiry dates on payslips Changes for ver 6.90 Transition to modern awards. In Employees change rate the transition amount (divided by 5) can be entered when the Modern Award starting rate is calculated and entered (including the 01/07/2010 transitional component). Other rates can have a transitional amount entered by doubleclicking on the rate. At each financial year start a pay update can be run with the Add Transitional amount box checked and the anual transitional amount will be added to any pay increase. Changes for ver 6.81 Adds the ability to add/change the amount of salary sacrifice super (Employee Initiated) before the payg summaries are printed so that the amount is added into the ATO payg summary file. In Employee database/ Totals History the amount accumulated during the f/y is shown at the bottom of the screen. It can be modified by using the Input Opening Balances button .The salary sacrifice component should be entered into the Employees data screen under the salary sacrifice amount and will be accumulated each pay. Changes for ver 6.80 Includes the latest version of the ATO payg summary file. To check this file and upload it electronically register for online services at www.ato.gov.au/online services and install the eci software. This will allow you to check and then send the file (empdupe.a01 in your data directory) directly to the ato. If the file check fails let us know and email the file to us asap.Do not forget to take backups before printing but the ATO file can be rerun at any time before ageing if any details need to be changed or added. Changes for ver 6.74 Ability to automatically calculate retrospective leave entitlements for 5 weeks leave. In Setup / Departments make provision for employees in that department to get 5 weeks leave by entering 190 (5x38) hours leave in a/l 2. In Employees database select leave tab and change leave number to 2. Click on the Recalculate button and recalculate leave from leave 1 to leave 2 from Jan 1st. Click on calc button and the system will add up the leave hours already calculated for the period selected and multiply by .25 to give the extra hours of entitlement. When you click the accept button it will add it to the employees entitlement and log it on the autit file. Changes for ver 6.73 Another we analysis report is added in Reports/Employees/WE Analysis. Select first and last pay periods to report on. Changes for ver 6.72 WE Analysis report in Reports/Period/History Report. Select the first pay period to report on and click WE Analysis. Changes for ver 6.71 Uniform allowance by shift fixed to allow automatic transfer from Rosters Changes for ver 6.70 Provision for three A/Ls per department. i.e. 4,5 and 6 weeks leave in one department. The Employee leave can be pointed to leave 1, 2 or 3. Chanes for ver 6.61 Backpay report fixed for Other Rates. Changes for ver 6.60 pay item 999 added to add to leave. ph and overtime hours can be added to leave under Aged Care Modern award. in Employee/Leave a box can be checked to indicate Employee wishing to have overtime or public holiday hours added to leave. When adding ph or o/t to prepare pay for these employees you will be prompted to add the hours to leave or you can just use pay item number 999 or a combination. A pay item can be set up for uniform allowance by shift. Set it up with type ALL for Allowance per SH for shift with the amount per shift and the weekly max in max. You can have one for the uniform allowance and one for the laundry allowance or add them together for normal use and have one without the laundry component to use for leave. If you are paying all staff under the Modern Award and do not need the uniform item for others you can just modify that item and not have to change it on the prepare pay screen. Other items can be added or changed as required. A new report has been added to analyse weekend work to help you to calculate those staff that work more than 10 weekend shifts and need to go to 5 weeks leave. Staff working regular shift work and regular we work can be put on 5 weeks leave by using the existing arrangement of setting up the department with a four week and a five week leave on leave 1 and leave 2. The employee is put on leave 1 or two in the employee/ leave tab. When preparing pay the screen shows 4 or 5 week leave at the top of the screen. Changes for ver 6.51 Stat decs put on leave file in Process Pay. Three reports fixed for printing Alpha by department.' Work survey in Reports/Employees Changes for ver 6.50 Salary sacrifice super amounts added to HESTA file. Updated super file report (paysfundfile.rpt) Changes for ver 6.40 Tax and Help tables updated for July 2009. Provision to store salary sacrifice super amounts for inclusion on 2010 Payment Summary. Amount can be put in as salary sacrifice and as salary sacrifice super in Employees tax tab. Changes for ver 6.35 For Group operators Usernames Window is available in the Master Group. Changes for ver 6.34 Previous 12 months pay slips available to print or reprint. Changes for ver 6.33 In Reports/mtd provision for a new report giving Leave taken per month by department. Each department prints on a new page. Requires paymtdleave.rpt Changes for ver 6.32 YTD Leave report has ability to print Leave Types separately. Changes for ver 6.30 2008 tax tables. If you have table 8 set up for special tax please note before updating and put back in after updating. Changes for ver 6.22 Provision for automatic individual costing. This is added to the Employees database by clicking on the costing button on Employees main tab. A department is added and the percentage to be costed to this department is entered by double clicking on the percentage field. All of the remainder will be costed to the Employees main department. Only amounts entered under the Employees main department will be costed this way. Any Items costed to another department will be costed to that department and if there are automatic costings for that department that item will be costed as per normal. Changes for ver 6.21 Sick Pay. A bug was introduced in ver 6.10. In providing a means to change sick pay calculation back to pro rata for those who have negotiated an EB to eliminate the two weeks sick pay up front after 12 months it may have caused an error on Permanent Employees who have had an anniversary in the time between updating to ver 6.10 and this update. If you think that you may have been affected please phone. Changes for ver 6.20 New tax tables for July 2007. Period from date on payslips.rpt fixed. Changes for ver 6.10b Date fields on Employees screen extended. Payslips report period from date fixed. Changes for ver 6.10 Enhanced police clearance report. New report in Employees/Leave a Leave History button gives a History of Employees Leave to cover workchoices requirements. Includes normal hourly pay rate on payslips to cover the situation where there is no normal pay item. Find department in prepare pay now finds more than 100 departments. Changes for ver 6.00 Allowance for up to 999 super funds. Changes for ver 5.91 YTD Training report in Reports/Employees/YTD Training. Changes for ver 5.90 Provision to enter Award or Agreement in Department information. This will print on payslips along with period from and to, Employees Classification as well as year and grade. Requires updated Payslips.rpt. If you have customised pay slips email your payslips.rpt and we will add the new information to it and send it back. New tab on Employees database for Police Clearance. This will enable you to add the date of the PC and add comments if required. There is a report of this under Reports/Employees/Police Clearance requires PayClearance.rpt Changes for ver 5.83 New report in Reports/Employees/Employees Phone Numbers Requires PayEmployeesPhone.rpt Changes for ver 5.82 Provision in pay update to uncheck rounding. This first Fair Pay Commission pay increase is not rounded as has been the norm. i.e. Previous pays have always been rounded to 10c for state based weekly awards and $1 for Annual federal awards or awards based on a federal award such as the Nurses S.A. award. So for this increase uncheck the rounding box(es) This increase also applies part way through a pay period for the first time ever. either pay the whole fortnight at the higher amount or manually calculate the diference. You could also put it into the pay as an Other Rate. Provision has been made on the List Employees report to print Alphabetically by Department or just straight Alpha. Changes for ver 5.81 Pay History report in Print Selection was including the last payslip of the previous pay. Changes for ver 5.80 A new report has been added to reports/period called Pay Comparison. It shows gross,terminations,allowances,deductions,tax and net for each pay in the current financial year. Requires paycomparison.rpt. Changes for ver 5.73 Provision to include Pay Date when printing current payslips. Check box to include bank account details on payslips Need updated payslips.rpt Changes for ver 5.72 Adding new Hourly paid allowance fixed. Changes for ver 5.71 Terminated Employees on Tax File. Changes for ver 5.70 Tax, HELP and SFFS tables updated for 1 July 2006-06-23 N.B. HECS is now called HELP Tax table 8 is set at zero tax so if you have a special rate in table 8 you will need to re-input it after updating. Changes for ver 5.66 Bank file modified for use with internet banking Changes for ver 5.65 List Employees report fixed. Changes for ver 5.64 New report. In Reports/ Employees /Fringe benefits report there is now a button to print the Salary Sacrifice payments over the same period as the fringe benefits report where fringe benefits payments are made each fortnight. Changes for ver 5.63 Pay slips speeded up more. (less periods on screen) Changes for ver 5.62 Pay Slips report speeded up. Changes for ver 5.61 File ptdtotals.csv created after printing PTD Costing Report File mtdtotals.csv now created after printing MTD Costing Report. Changes for ver 5.60 File depttotals.csv created after printing MTD Costing report For export to other GL System. Changes for ver 5.51 Fixed select pay periods in prepare pay broken in 5.50 Changes for ver 5.50 Leave without pay now appearing on Leave reports not work cover reports Pay Increase report now lists and summarises by department. Pay deductions now have a new type “DONAT” for donation. A Pay deduction can be created with tax free donation. Changes for ver 5.43 YTD Leave and YTD Workcover on Print Selection fixed. Changes for ver 5.42 YTD Leave report fixed. Changes for ver 5.41 Fix super standard choice form dates. Changes for ver 5.40 Other rates in Employees Tab now has buttons alongside each other rate to produce a summary report for that other rate. It will allow a date range to be selected giving all items on that other rate for the selected period with hours and amounts totalled. Employees/training/print now has the ability for a print from date. Super - standard choice form Date accepted and date processed. Super Partners File – provision to print. Salary Sacrifice – provision to include an amount deducted for super. If the Salary Sacrifice is to be deposited to bank account The amount excluded will need to be the same or greater than any Super amount. Tax, HECS and SFFs tables have been updated for pays after July 1 Do not run this update until after the last pay for June. Changes for ver 5.32 Trace bank account number on bank file right justified blank filled. Changes for ver 5.31 Bug fix in ageing where there is a department 0 but it is not used. Changes for ver 5.30 Updated Employees Birthday Report. Ability to select a directory for export files in Setup/ Default/ Preferences. Super Audit Report. All pays are now on the Super History File. Where Super is payable or not, wether a super fund has been selected or not. This allows a Super Audit report to show each pay for an employee and what super has been calculated (if any) for that pay and what method of calculation has been selected and at what rate. A range of pay periods is selectable. Changes for ver 5.20 New .csv file for Integra super fund. Employees personal super deductions can be included on the file by selecting ING file under setup/deductions for that super deduction. In Employee/Super Funds provision is added for start date and end date on that Super Fund. Changes for ver 5.11 Sick Leave. Provision for more than two weeks sick leave to be paid annually. Two decimal places have been added so that unusual cases can be catered for where enterprise agreements increase the number of days given annually to more than two weeks. (Note this does not include Carers/Bereavement leave that is not accumulated) Average Hours. Where the average hours calculates to more than the award weekly hours the average is cut back to award hours. This will be recalculated with the first ageing. Changes for ver 5.10 Bug fix for ver 5.00. We changed the method of Leave reporting for ver 5.00 to an Audit system so that we did not have to delete the file at the end of each year but introduced a bug that stopped entries made after the update from showing on the report. This update fixes that problem. Transferring Employer super totals to GL where super is paid quarterly and it is desired to include the amounts in monthly P&L. Under Setup/Departments there is a new button titled Super. This will show MTD and YTD for all Super Funds costed into that Department. The total MTD for that Department can be transferred to the GL by entering GL Debit and Credit numbers. The Debit number will be your current expense account and you will need to set up a Super Creditor number as close as possible to your 222 wages clearing account. When the payment is made it is paid against this Super Creditor account. Changes for ver 5.00 Security - an increased level of security has now been incorporated. 1. Supervisor (All functions available) 2. Pay Operator (All functions except setting up UserNames and security levels. 3. Non Pay Operator (Can view and change Employee Details only.) Logging on with the name SUPERVISOR with the current Password logs you on with all privilages. Names can be added by a Supervisor under Setup/Usernames. By double clicking on the name security can be set for that person. The initial password is set to PASS. This can be changed by that operator under File/Passwords. Supervisor password is also changed in the same way rather than in Setup/Default. Log File. A log file is produced in the c:\winac folder showing logons, logoffs, ageing, backup, restore, Pay processing, pay rate changes etc along with time, date and operator. This can be viewed, saved, printed or cleared under File/View Log Service Increments A New menu item has been added Employees/Service Increments. Service Increments can be viewed and by double clicking on the required Employee details Date of last increase and hours worked since that last increase can be changed. Reports Requires: paydepthours.rpt Payworkcover.rpt Changes for ver 4.95 Pay Rate is optional on List Employees Report. Requires PayEmployees.rpt Changes for ver 4.94 Under Reports/Employees a new report giving Employees Names and Addresses with phone numbers. Changes for ver 4.93 New Super Payments Notification report showing pay dates and super funds. Use where there is more than one fund or where employees may have changed funds during the reporting period. Revert to the old report where all pay dates are not yet appearing on the new report. Changes for ver 4.92 Comments button put on Prepare Pay Window for access to the comments entered into Employees database while preparing pays. Changes for ver 4.91 A Department Audit report has been added to Setup/Departments. This gives a report of all items costed to that department MTD or YTD. Changes for ver 4.90 When changing periods i.e. for annual or long service leave if lump sum Salary Sacrifice is involved a prompt will be shown for adjusting the Salary Sacrifice amount or not. Previously it was automatically adjusted for the number of Pay Periods paid. Changes for ver 4.81 Other leave (Carers/Bereavement) YTD Taken shows on Prepare Pay screen. Leave audit report adds the ability to print Other Leave only. New Report. Employees payment report available when processing pay showing total hours, gross, net and salary sacrifice by Employee within departments. Should be printed straight after verifying Draft Report and can be modified to suit. i.e. columns can be added or deleted as required. Changes for ver 4.80 Provision for stat dec as well as sick certificate for sick leave. Changes for ver 4.72 Ability to enter aged monthly hours totals for employees when setting up existing employees. New reports newEmployees Report (The ability to print a list of new employees from a specified date.) Service Increase Report. (Showing increase dates and hours worked since last increase or average hours worked.) Changes for ver 4.71 Warning added to Super Partners file when Employees birth date not entered. Changes for ver 4.70 A/L calculated monthly changed. The Award Instructions are to update Part Time workers based on hours worked each week and the official guidelines for workers not working regular hours (most in the aged care industry) are to use the average hours for the preceding 12 months as per sick leave calculations. This is usually quite satisfactory but we came across one instance where an Employee went from 6 hours per fortnight to 76 hours per fortnight and of course this method does not work in that case. We have changed to the ratio of hours worked in the month preceding the monthly anniversary date (unless that date coincides with the pay ending date)to the number of full time hours in that period. The award assumes that leave calculations are done manually and that all Employees work the same hours each week. We could overcome this by entering hours worked on a daily basis but this is a very slow and cumbersome way to calculate pays and is much more error prone. Allowances included has been added to the employees pay summary repor. Hesta partners file for the electronic submission of Hesta super now includes the ability to include personal deductions to that fund. To utilise this feature the deduction item (Setup/Deductions) must be linked to the Employers HESTA Super Fund by checking Link to Super Fund File and choosing HESTA. Super Payment Notification. The now mandatory Quarterly Notification of Super Liability actually paid into the Super Fund has been included. Under Reports/Employees select Super Fund Notification, select the required pay period range and enter in the date of the actual payment to the fund. (or of the last payment in the quarter if paying monthly)This is an interim notification form and will only work for one fund and where there has been no change of fund in the reporting period. Where there are multiple funds per employee or where a change of fund has occurred we suggest simply giving a notice that all Super Entitlements as notified on Pay Slips have been paid by … The current report examines the Pay History to gather the amount due in the selected period and so only knows the total amount of Super entitlement but from now on the program will store that data on a fund and pay date basis and the report will be re-written for the quarter ending march 2004. Changes for ver 4.61 Training report now prints without printing History first. Changes for ver 4.60 Allows for excluding leave loading from salary sacrifice percentage calculation. Pay Item has a tick box on A/L items to disallow leave loading in ss calc. Ability to have one decimal in Sick pay 1 in Setup/ Department. Leave calc tested for 12 days up front. History and deductions reports have been re-written and dramatically speeded up requires updated history.rpt and deductions.rpt Includes tax,hecs and sfss tables for july 2003 Changes for ver 4.50 Fixes problems with calculating service where permanent employee is on Maternity Leave. Changes for ver 4.40 Provision to hold out some money from salary sacrifice bank accounts so that manual payments can be made as well as bank deposits. Changes for ver 4.30 Provision for bank card number on Employees salary sacrifice bank account. The money is paid into the scheme bank account with the bank card number as reference. The nominated amounts are paid into each bank card by the bank. Please note that this is different to the salary sacrifice reference number which is used by other schemes. Requires payfix.zip (data update) Changes for ver 4.21 New reports on Employees/training and assessment screens. Requires payemptrain.rpt and payempassess.rpt The training printout is set to print the first 6 lines of the details screen and the assessment printout the first 10 lines. If this is not adequate it can easily be changed in your report to include more lines. Changes for ver 4.20 Provision for electronic transfer of HESTA. In Setup/Super Funds choose the super fund and enter employer number and Fund Code as given to you by HESTA. Choose the file type, SuperPartners.hst for HESTA or SpreadSheet.csv if required or None if none is required. At the end of month after any changes to Employees name or addresses have been made run reports/month/super file. Select the super fund and run the report. The file fundname.hst or fundname.csv will be created in the data directory (c:\winac for standalone pc or g:\winac for a network). Email this file to the Super Fund as advised. Salary Sacrifice into Bank Accounts. To pay salary sacrifice directly into bank accounts. i.e. into a debit card or directly into home loan accounts. In Employee/Tax/Salary Sacrifice details check Pay into Bank A/c(s) which will enable the bank button. Click on the bank button which will enable you to add a bank account. This works the same as the normal bank account system where a Bank 1 must be specified and other account(s) may be added with a specified amount. These would be mortgage payment accounts with a fixed payment. The remaining monies go into bank 1 (the debit card account or a mortgage account). Requires updated paybanktransfer.rpt Transfer to GL. There is provision under setup/Departments salary sacrifice button to add debit and credit chart numbers. We suggest setting up a separate sundry creditor or wages clearing account in the GL (as close as possible to the existing one, 222)to separate the salary sacrifice amounts. Direct the debit account number to the department cost centre as per the department and the credit account to your new account. Payments then come out of this new account instead of 222 which should make reconciliation simpler. (You will need an update to GL ver 2.40 or higher to transfer this). Locations. If locations have been nominated for Departments you will need to put those locations on any employee who has been added since locations were selected on that department. Select the new employee and change department then change it back again. This will include that Employee on the relevant location report. New Employees added after this update will be fine. Changes for ver 4.16 Year has been added to Super Entitlement report. Date has been added to costing summary on YTD Super Report. Requires PaySuperEntitlement.rpt and PayYTDSuper.rpt. Changes for ver 4.15 Salary Sacrifice totals are subtracted from total pay when transferring to the GL and transferred to their own accounts which can be entered in Setup/Departments under the Salary Sacrifice Button. An update to General Ledger version 2.30 will be required. Changes for ver 4.14 Backup put back on in ageing and processing. Calculation of years service and years permanent service re-worked. Changing Employees from Casual to Permanent or from Permanent to casual sometimes caused a problem if the permanent date was taken out or an invalid date manually entered instead of the normal windows method of picking the date from a calendar. Changes for ver 4.13 Super Guarantee Levee calculation broken in ver 4.11 fixed. Changes for ver 4.12 Algorithms for ascertaining super eligibility tightened up for those on the borderline. Changes for ver 4.11 Costing reports now have termination pays appearing. If pays have already been processed for the current month any terminations previously processed will not show up on the first report. Termination, work cover and salary sacrifice totals are displayed at the end of the report. This will make it easier to calculate payroll tax and workcover totals. Changes for ver 4.10 Long Service Leave. Employees with a start date of 1994 and who have already passed their 8th year anniversary will not have had their 1.3 weeks added. Please check all Employees with a start date of 1994 and a day and month anniversary up to the last pay ending. Annual Leave calculated monthly. If you implemented this option with version 4.03 you will need to contact Wayne to fix your data. This version works correctly. If you use this new feature please don’t forget to warn Employees else you will be inundated with queries. Print Selection. Super Entitlements report selected was reprinting Super MTD Report. Deductions report was printing all deductions for the month and leaving off first Employee with deduction. The report will include all deductions for the current period. If the update is done after the first period ageing for the month it will not correct itself until after the first period ageing. Changes for ver 4.03 Provision for monthly pays. Fixes a rare occurrence of totals not matching items when pay clerk makes changes whilst going in and out of various employees. The navigation arrows have been taken off and the whole record is totaled and items saved when going to browse mode to find another employee. In addition totals are checked prior to printing draft report. Changes for ver 4.02 Changes to ETP form – requires payetpsummary.rpt. Ability to put signatory on payment summary – requires paymentsummary.rpt Provision for Leave without pay item. Item is set up as leave without pay type. An entry will be made on the pay slip and in history with hours recorded but zero amount. Hours will not total for leave or Hourly paid allowances but a record will be kept in the leave audit report. An item can be set up the same as an hourly paid allowance which is not an allowance item but a pay item but will automatically calculate per hour worked. Changes for ver 4.01 Group Operators prevented from restoring data into group directory. Various employee listing fixed for selecting to print terminated employees from a chosen date. Changes for ver 4.00 (25/06/2002) Super Costing file is fixed after messing it up in ver 3.90. The data fix recreates the current months file. Fringe Benefits can now be added again. This too was broken in ver 3.90. Bank account details are printed on Pay Slips with the amounts put into each account. For this to be printed on the Pay Slip the Bank Transfer report needs to be printed first as this report calculated the amount to be put into each bank account. There is only provision to print up to four accounts on the pay slip which should be sufficient. To stop printing bank accounts on payslips open the report in report designer, highlight the field pay37.payment and delete. Payment Summary and ETP Summary reports have provision to print name of Signatory. This is acceptable to the ATO in place of a handwritten signature. Provision is made for a Leave without pay item to be set up in Setup/Items. This is printed on the payslip and on leave taken report and an entry is made in the leave audit file. A printout of leave without pay only is also provided. Provision has been made for a pay item per hour to be set up that is not an Allowance Item. Annual Leave calculations. We have been calculating A/L on a pro rata basis as most of the awards stipulated in the past. It has been brought to our attention that most awards have been changed over the past years to stipulate monthly updates of A/L only after completed months. The Nurses ANF SA award and the Health Services Employees awards stipulate A/L to be calculated at the completion of each month. The Clerks award says to update yearly but pay completed month only on termination. Most other awards now say to calculate monthly after completed months based on the proportion of average hours worked over the previous 12 months to the award hours. This is the method of calculation that we have adopted and are treating the clerks the same i.e. crediting A/L monthly. To adopt this method click the calculate leave monthly button in each department. This will calculate for each Employee in that department a start date so that they can continue to be paid pro rata until their monthly anniversary date and at the end of each completed month thereafter. There is no provision to swap them back again so don’t click the box unless that is what you want. We recommend adopting this procedure to comply with the award and to save a small amount of A/L pay on termination. Changes for ver 3.90 (06/06/2002) Fixes leave audit file so that all RDO leave is picked up when just RDO is selected to print. Fixes 12 month average pay where employee has not worked for the full 12 months. This will not take effect until after the next ageing. MTD , YTD and History reports have all been modified to include salary sacrifice totals added to total gross so that these reports may be more easily matched to costing reports which include any salary sacrifice amounts. Changes for ver 3.81 Modify Employees Super fund totals broken in ver 3.80 now fixed. Changes for ver 3.80 Entering training while preparing pay. New items default to previous date, title and compulsory but existing items are not changed. A Draft training button is added in Process Pay screen to give you a report on training entered during the pay to check entries. Leave Audit Report. The ability to print a single Leave Type has been added. Changes for ver 3.70 Fields have been included in training file to record hours, amount and compulsory (Yes/No) Files properly closed after print selection is used. Changes for ver 3.61 Whoops - the location name was not being written to the Department file. Changes for ver 3.60 Provision has been made to link each department and hence the Employees in that department to a location. The locations could be Nursing Home, Hostel, Day Care. or could be Norwood Nursing Home, Norwood Hostel, Elizabeth Nursing Home etc. or could just be Norwood and Elizabeth depending on your requirements. This will allow you to print some reports by location. ie. list all Employees in Hostel. This will also allow us to provide the facility to control access by an operator to a specific location or locations as we do in the Care Management. After running this update go into setup/locations and add your location(s) then go into each department in turn and press the change button alongside location to add the required location to the department file. This will at the same time update this location in the employees file. Changes for ver 3.50 Changes have been made to the service algorithm to pick up errors that were made in the past when permanent dates were different to start dates. Changes for ver 3.40 A periodic reports item is added to reports menu. This will automate ptd, mtd and end of year reports. The system will record whether you need workcover, leave, salary sacrifice reports etc and automatically check these items for you. You can then add or delete required reports as required. It will need a pay or two to automatically know what you need so the first month ending may require an extra box or so manually checked. ie if you have had work cover payments in the month check the workcover report box. After it has been running for a month it will know whether or not it is required because it will record when you pay workcover. Changes for ver 3.30 Staff Training Provision has been made to input training details when adding a training item in prepare pay. The training date and title will remain in the date and title fields until changed which will enable the information to be input quickly. i.e. Employees in each department will probably have the same training in the current pay period so the date and title will only need to be changed if the next group of Employees being processed have different training on another date. A report has been added for Staff Training. The required period ending is selected and all training for this period is printed ordered on Employees name and grouped by training title with total employees and total hours training given for each title. Long Service pro rata report. Provision has been made to vary the pro rata reporting of LSL in Setup/Default/Preferences. The standard reporting of pro rata LSL has been set at 5 years. i.e. a liability is generated for those employees with 5 years or more service who do not yet have a LSL entitlement (less than 7 years). This can be reduced if required. Long Service Leave paid out but leave not taken. A Pay Item can now be set up for Long Service Leave to be paid out where the Employee is taking the cash without going on leave or terminating employment. When setting up a LSL pay item a LSL NOT TAKEN check box is activated to tick if this is required. This item will not be added up for total hours and so will not affect average hours and will not generate any extra Annual Leave Entitlement where the total hours worked that fortnight is less than 76. Employee Dates report. A Report has been added showing start date, permanent date, long Service Leave date and termination date. Requires PayEmployeesDates.rpt Reports by department. You now have the ability to select many reports by a Single department. There is also the ability to include terminated employees in these reports when required. Changes for ver 3.20 Provision for a Salary Sacrifice ID to be entered with Salary Sacrifice details in Tax Tab of Employees Database. New report under PTD Reports giving SS totals with SS ID. Requires Payfix ver 3.20 and PayPtdSS.rpt. Changes for ver 3.11 Fixes bug introduced in ver 3.10 making it hard to edit Employee’s pay rate. Changes for ver 3.10 11/12/2001 Enhanced Salary Sacrifice with department costing – including automatic costing. The Salary Sacrifice report has been modified to show all types of Salary Sacrifice. It was only showing Lump Sum Employees. A New Salary Sacrifice Costing report has been added showing SS per department. This will only be collated starting from this version so previous SS will need to be transferred to the GL manually. To include SS totals in Payroll transfers to GL put the relevant chart numbers in Setup/Departments/Salary Sacrifice this will allow you to transfer the SS Liability into one or more accounts in the GL. Salary Sacrifice Totals. The totals are now being collated this update will calculate previous SS and put the total into YTD SS PTD,MTD and YTD totals will be calculated from now on. ABN on Payslips The ABN must appear on Employees pay slips so we have passed this to the payslips report. A modified standard pay slip report has been included in this update but if you have a customised report and want the ABN to appear contact David for help. Super Funds A new report has been added specifically to send to Super Funds with your payment. This conforms to the new privacy act by only supplying details that are required. Accidentally changing Employees pay number. We have had two instances of this since the windows version was released and have never been able to track down why. Now thanks to Moira at Winchester we have found it and it will not happen again. Service Increments Changing Employees Level will give access to Employees date of service increase and to be able to reset the hours worked since that increase. Total hours worked will display on that screen so for an Employee that is not on the top year dividing total hours by 1650 will give the remainder of hours since the last increase. This total will then be incremented each pay to appear on the projected service increase report. Changes for ver 3.0 Eligible Termination Payments ETPs are now calculated correctly and there is provision to change the tax calculated. Super Guarantee Levy Super paid under the SGL is now corrected. Super was not being calculated correctly in ver 2.9 for new employees. NB Super Funds set up as award Super were not affected. Rounding Rounding amounts are now shown on Pay Slips and History Reports where the Employee is paid in cash and a rounding is applied. Changes for ver 2.9 Average Hours Average hours calculated at end of period ageing in ver 2.8 put the average hours of the first employee in the file into every employee. Averages calculated at the end of the month with ver 2.8 are correct. This means that any updated sick pay for employees with over 1 years service who had a permanent date anniversary between the last pay in June and the first pay in July has been calculated using incorrect average hours. Please check and correct if you have any employees with an update in the first period of the month. HECS HECS tables have been updated as of 1st July. Draft Report. Salary Sacrifice totals have been corrected on the Draft report. Changes for ver 2.80 BEFORE UPDATEING Allowances Some Pay Clerks have set up Pay Items as allowances when they should not have been this will cause the allowances calculated for Payment Summaries to be less than the total allowances recorded. Please check all pay items that could be suspect. ie meal allowances under the Nurses SA Award, callback, higher duty etc are not allowances and should be set up as type PAY. An allowance is defined as reimbursement of expenses incurred. ie Uniform, tool, travelling, meals where the money is used to purchase a meal etc. The Data update is going to check these and recalculate allowances giving you the oportunity to correct these allowances before printing payment summaries. After updateing print the year to date report again. AFTER UPDATEING The latest HECS and SFFS tables have been included in this update. Due to the requirements of the new Payment Summaries some data has been rearranged. Employees Surnames and Given Names. Employee names have been split up by the data update please print a list of Employees and check that unusual or double barrel names have been split correctly. A double name should be separated by one space only. Setup Default Please fix company address and phone details. Choose the state from the combo box and enter post code. Phone numbers should begin with area code and be free of brackets or hyphens. Enter fax numbers and email addresses. Employees tax file numbers For a Payee who has not furnished a tfn fill with 000000000 For a Payee applying for a tfn fill with 111111111 For a Payee under 18 and earns less than 112.00 per week fill with 333333333 For a Payee is exempted from tfn fill with 444444444 Eligible Termination Pays If you have had any Eligible Termination Pays Please enter the details in Employee/Totals you will find a button for ETP Enter the details as given to you by the ATO and paid to the Employee. These amounts will be deducted from the YTD amounts as the Payment Summary is printed so must have been processed in a pay. Termination D If any termination D payments have been paid ie Non taxable redundancy payments which are NOT ETP they can be entered in termination D by going into Employee/Totals enter opening balances. The amount is probably in Term C box enter it into Term D box and ignore Term C. The amount is not deducted from the YTDGross. It will automatically be deducted on the Payment Summary. Payment Summaries You have the option of pre printed Payment Summaries printed on a dot matrix or Plain Paper reports printed on a laser or ink jet printer with a file to send to the ATO. You must choose one or the other the methods are not interchangeable. Once you have printed you cannot print again. At this time 9am Friday we have not had approval from the ATO for the electronic lodgement to go with plain paper Payment Summaries and are waiting for this. As soon as we have this we will post instructions here for you to get ATO approval (Over the Phone) If you want to do Plain Paper reports (much easier) and have a Pay on Monday then update now then take two backup copies on new or clean disks, age and do pays. Payment Summaries can be printed early next week by restoreing from one of these disks (The second is just insurance - floppy disks are not a reliable medium, small amounts of dust or cigarette smoke can do them in. Printing Payment Summaries FIRST TAKE TWO BACKUPS ON GOOD DISKS. LABEL THESE WITH GROUP CERTIFICATES 2001 and put them in a safe place. Keep them for 5 years. If you need to reprint a certificate you will be able to restore from this data. If you are printing plain paper certificate it is an ATO requirement. Pre Printed Connect up an old Dot Matrix printer to your system. If you have more than one bundle of forms stick them together with sticky tape so that you can do the whole run in one. This means that the whole batch will be available to be reprinted at any time before the next batch. Due to the differences in printers, drivers and setup we cannot be sure that they will line up on your particular printer and system. If you have any trouble please phone David. The forms have been set up on an Epson (80% of all dot matrixes sold) Plain Paper Go into SetUp/Default/Preferences and choose Plain Paper Payment Summaries. Phone ATO for approval number with details to provided here hopefully today. Under Reports/ Year ending/ Group certificates you will be able to print three copies of the payment summaries one for the Payees copy one for Payee to send to the ATO and a copy for yourself. The Payees copy MUST have the notice to Payee printed on the reverse of the form and a button is provided for this. Please check the information on screen that it is correct and provide the additional information requested. Choose ALL Employees and Print. If any certificates neet to be reprinted there is a reprint last batch button. If you choose to print one department at a time you will not be able to reprint from a previous batch. Once the forms have been printed the print button must not be used again as it will replace the summaries file with an empty one. ELIGIBLE TERMINATION PAYS Provision has been made for ETPs to be input during Pay Preparation - If you need to input one during the comming financial year please call us and we will provide you with details. Changes for ver 2.70: EMPLOYEES * Salary Sacrifice can be nominated as percentage of Salary or as a lump sum per pay. Salary Sacrifice amount is now deducted from gross total instead of reducing hourly rate to enable a lump sum to be nominated. PREPARE PAY * If you have been running version 2.60 any Annual Leave items left over from the previous pay(under ver 2.60) that are to remain for this pay must be deleted and re-entered or alternatively double click on hours and enter through to recalculate leave loading. * Any Long Service Leave paid whilst running under ver 2.60 has not been deducted from the Employees entitlement – this will need to be done manually for any Long Service Leave paid under ver 2.60 only. REPORTS Due to the provision for lump sum salary sacrifice several reports have needed to be rewritten. All except the payslips report have been included in the update. PayBackPay.rpt PayDraft.rpt PayEnquiry.rpt PayHistory.rpt PayLeaveEntitlements.rpt PayRecord.rpt PayWorkCover.rpt PayYtd.rpt If any of the above reports have been customised you will need a backup of it before running the payfix. the payslips.rpt will also be required to be downloaded or if you have a customised payslips.rpt it will need to be modified. Changes for ver 2.60: EMPLOYEES * Terminated employees will not be displayed unless the SHOW TERMINATED box is ticked. * The button to delete employees has been removed - see File/Delete Employees instead. * There is now a radio button group for Male/Female. * Provision for Level as well as Year. Note: Year is only valid up to 12 - from 13 to 20 is reserved for the age of a junior employee. * New field for NEXT INCREASE DUE - the payroll system will attempt to calculate this date at each ageing EMPLOYEE - TAX * Provision has been made for employees' SFSS repayment. The SFSS repayment tables have been entered under Setup/SFSS and the repayment will be calculated then added to HECS. If your employee is required to repay an SFSS loan, click the appropriate box under Employees Tax. SALARY SACRIFICE * Employees on Salary Sacrifice can have the percentage of SS entered. This means that part time employees can have their SS calculated out on a proportion of their hours actually worked. The amount will be calculated and the hourly rate reduced. * The Salary Sacrifice amount will appear on the payslips. * The SS is then paid out through the Creditors as a Fringe Benefit which is then put into Fringe Benefits so it can appear on the Group Certificate. This can be done each time a payment is made or entered in as a total amount just before printing the Group Certificates. EMPLOYEE - PAYMENT * Bank accounts can now be added or deleted as required. Employees can have as many accounts as you will let them have. EMPLOYEE - TOTALS - HISTORY * The number of History dates showing on the previous tab window was limited so we have added a button to View History - this will also automatically hilight the most recent pay. FILE - DELETE EMPLOYEES * Terminated employees and their records can be deleted but not for the current or previous financial years. SETUP DEPARTMENTS * Provision has been made for the employee service increment type, average hours worked or hours since last increase. RN's and EN's use average hours worked i.e. over 35 hours increase after 12 months, over 25 hours increase after 18 months, over 15 hours increase after 24 months; others use hours since last increase of 1,560 hours. You will need to go into each department and nominate the service increase method for that department. * NB: this MUST be done BEFORE THE FIRST PERIOD AGEING. SETUP PAY ITEMS * A check box has been provided to nominate that pay item as applicable to Salary Sacrifice. If you are planning on using SS all pay items should probably be ticked with the exception of allowances. PAY - PREPARE * Provision has been made to allow for the insertion or deletion of rows so that pay items can be entered in order. Allowance has been made for up to 20 items. * To insert an item highlight the line below and click the INSERT button (on screen). A pay item may be entered by right mouse clicking on the blank line; or to search for an item click on FIND or double click in item number column. * The current method of entering an item and pressing the TAB key will work as it always has. * Changes will only be saved if the PAY>> button is clicked, otherwise any changes made will be abandoned. * Provision has been made for Salary Sacrifice to show on screen - the amount is calculated and the hourly rate reduced thus reducing the employee's annual salary. * SFSS repayments are included with HECS. * The EMPLOYEE SEARCH button has been removed so that wrong employees are not accidentally chosen. Use the VIEW AS TABLE button to go to a particular employee. Employees are ordered alphabetically by department. To move to the required employee double click on their name. FIXES * Tax on termination corrected. The system was taxing unused annual leave incorrectly in some instances. * Long service leave for casuals - the system was skipping the LSL update for some casuals. Please check that casual employees of 7 years service or more had their year 2000 LSL update. * New redundancy items added would not set up correctly. * Super funds set up as Super Guarantee Levy are now working correctly. NEW REPORTS * Employees Pay Summary - this will give a summary of an employee's pay history for the selected period. It will also give the average hours and pay for the period (assuming one pay per pay period). * Projected Service Increments - as the system is aged each period it will attempt to calculate the date of the next service increase for each employee based on the method of calculation selected for the employee (Average Hours Worked or Hours Worked Since Last Service Increase). This report will only be available after the next ageing. * Salary Sacrifice - a list of affected employees with SS totals. * PayMTDDeduction.RPT – a list of deductions with Period to Date, Month to Date and Year to Date totals. * PayDedList.RPT – a list of available deductions. * PaySuperFunds.RPT – a list of set up Super Funds. UPDATED REPORTS * PayDeptList.RPT * PayEnquiry.RPT * PayBackPay.RPT * PayBankNos.RPT * PayHistory.RPT * PayItems.RPT * PayMTDReport.RPT * PayRecord.RPT * PayTax.RPT * PayYTDReport.RPT * PaySuperEntitlements.RPT * Note: the above files have been included in the PAYFIX.EXE * Note: the Payslips.RPT has been updated to include Salary Sacrifice information and the name of the Super fund. If you require this report please download it from the Payroll What's New page but DO NOT do this if you have a customised payslip form.