Add an Employees

There are a lot of information you should configure when adding new employee, some information you must correctly configure at the time you add an employee, these information are critical when generating payroll transactions, other details can be added or modified at any time.

This guide will go through all the information that you need to collect and configure

Personal Details

This where you add the basic information, there are few items you must provide as below:

• Payroll Number
• Tax File Number
• Date of Birth
• Address details

The above information must be provided in order to successfully lodge Single Touch Payroll.

Salary Details

This is where you configure the employee's salary payment and leave entitlements

• Payment Cycle and Payment Type
• Hourly Rate or Weekly Gross
• Number of ordinary hours per week
• Number of days per week
• The average hours per day

For employees with multiple pay types such as a regular overtime hours per week, you need to setup a custom pay type as below:

• Click the Add button to add new row
• Select the required pay type that you want to setup
• Enter the base rate for pay types with a non-fixed flag
• Enter the casual loading or penalty rate percentage if applicable
• Enter the number of hours per week for this pay type
• For fixed pay types, enter the gross amount

For employees with leave entitlements, follow the next steps to enable the required leave type:

• Click the Add button to add new row
• Select the leave type you want to include
• For Annual Leave, enter the leave loading if applicable and the number of weeks per year
• For Personal Leave, enter the number of days per year
• For Rostered Day Off, select the accrual type "Fixed Hours or Percentage of Gross Hours" per week and enter the fixed hours or weeks
• Time Off In Lieu, there are no specific configuration to this leave type

Payroll Details

Use this section to enter the employee's payroll details and managing any repeated allowances or deductions

• Select the employment basis
• Enter the employement start date
• Select Yes if this employee is a closely held payee

A closely held payee is an individual directly related to the entity from which they receive payments for example (family members of a family business, directors or shareholders of a company, beneficiaries of a trust).

• If an extra amount needs to be withheld per pay, enter the extra tax withheld amount
• Termination you must turn this flag on when the employment is terminated, add a termination date and select a termiantion reason

When you turn the termination flag on, the employee will no longer be included in any new payrun, but you will be able to create a termination payment or issue an unused leave payment to finalise any remaining entitlements.

• Configure the employee's superannuation, reportable employer supperannuation contribution and super fund details

Allowances follow the next steps to setup an allowance which will be automatically included on every new pay run:

• Click the Add button to add new allowance row
• Select the allowance type
• Enter the allowance description if required

Allowance description will be printed out on the employee's pay slip when found.

• For fixed amount allowances, check the Fixed option and enter the fixed amount
• For non-fixed allowances, enter the hours/km and the allowance rate
• Pre-Tax select Yes if the allowance need to be added to the gross before any tax calculations
• Super select Yes if super applies to this type of allowances

When selecting a reimbursements allowance type, the Pre-Tax and Super options are automatically locked. Reimbursements are payments made to an employee for actual expenses already incurred. Reimbursement amount is not reported and not assessable income to the employee.

Deductions follow the next step to setup a deduction which will be automatically included on every new pay run:

• Click the Add button to add new deduction row
• Select the deduction type
• Enter the deduction description if required

Deduction description will be printed out on the employee's pay slip when found.

• Enter the deduction amount per pay
• Pre-Tax this option will be automatically adjusted based on the type of duduction

PAYG Withheld

Based on the employee's configuration in this section, tax withheld amount will be calculated, make sure to select the correct employee's PAYG settings based on the Tax File Declaration and the PAYG Withholding forms