Employee Maintenance
For an employee to be identified as ‘Auto Pay’ there is a flag that must be set on the ‘Employee Maintenance’, Profile Tab.
Payroll > Employee Maintenance
The field ‘Hours per Pay Period’ will need to record the total hours the employee will be paid for the pay frequency. The ‘Auto Adjust timecards’ will refer to hours and adjust accordingly.
Earning Categories
For employee Earnings to autoflow through to a timesheet a record must be set up on the ‘Earning Categories’ Tab. The ‘Autoflow’ type that will be processed during the ‘AutoPay Salaries’ function are those defined as ‘Timesheet’ type. Add the regular hours for the salary to be populated on the timecard.
Pay Calculations
All employees require a Super Guarantee record assigned to the ‘Employee Maintenance’. These SUPG records should have an ‘autoflow’ type of ‘Refer’ unless the employee has super capping in which you can use a set dollar value against an employee. The ‘Calculation’ process will build the SUPG if using ‘Refer’ autoflow type.
All other deductions that occur on a regular base and require to be generated each pay must have autoflow type ‘Timesheet’.
AutoPay Salaries
This process will create the ‘Autopay Salary Timecards’ for the salaried employees marked as being ‘Auto Pay’ on the employee record.
Ensure a Pay Period has been created.
Payroll > [pay frequency] Payroll > Input > AutoPay Salaries
Select ‘AutoPay Salaries’
The financial year and the current period will be displayed
Select Next
Review the report for the output and resolve any errors
Load Timesheets
Once the ‘AutoPay Salaries’ has been generated employee timecards will exist as per what is been defined on the employee maintenance ‘Earning Categories and Pay Calculations’ Tabs with autoflow type being ‘Timesheet’.
If there are any variations to employees’ timesheets these are loaded via a ‘Timecard’ csv file upload. (Sample below)
Payroll > [pay frequency] > input > Load Timesheets
Open ‘Load Timesheet’s
choose the csv file to upload
Upload mode; check or load. Check allows for validation on the data and reports if the validation is successful or not. COINS recommends doing this prior mode Load. Load will load the data directly into timesheet.
Select the type of payroll cycle, Period type; regular or recurring
Period is the payroll period being processed
Auto Generate is not required as you have already run ‘AutoPay Salaries’
Validate Header not required
Select Next
9. A warning will be displayed
10. Select OK to proceed
11. Review the report output to ensure there are no errors. If there are errors, they will require to be resolved and the file reloaded for validation.
12. Once the validation is successful repeat the process but select ‘Upload Mode’ = LOAD
13.Select Next
Auto Adjust Timecards
This process will auto adjust for the salaried employees to be equal to the ‘Hours per pay period’ field setup on the ‘Employee maintenance’ record.
Currently an employee timesheet will display the auto generated hours from the employee ‘Earning Categories’ record PLUS the timesheet upload.
In the below screen shot the employee has SAL = 173.33 hours which is what was loaded from the ‘AutoPay Salaries’ process. Along with entries PUB and SIC which were loaded from the timesheet upload. Total hours for the month is 173.33+15.2+38 = 226.53 which exceeds the monthly hours recorded on the employee ‘Hours per Pay period’ by 53.2 hours.
Therefore, we need to adjust the SAL by 53.2 hours so that time paid equates to 173.33.
Open ‘Auto Adjust Timecards’
The year and period should default to the current period
Run Mode; Report or Update. Recommend running in report mode and reviewing output before running in update.
Select Next
5. Review the report output and
6. Once the data has been checked rerun the process with ‘Run Mode’=UPDATE
7. Employee timesheets have been adjusted for the 15.2 PUB and 38 SIC. New SAL hours is 120.13.
Parameters
There are a number of Parameters which are considered in the ‘Auto Adjust Timecards’ process.
PR-BASICRAT : This parameter holds the list of earnings categories for which are the “base rate earnings for employees” ( Normally Ordinary earnings ORD and for salaried employees SAL ) ( example: ORD,SAL)
PR-HOL-LEAVETYPES : List of leave type earnings that are entered on the timesheet which determine the annual leave taken ( example: HOL earnings entered as timecard earnings for “annual leave taken”)
PR-RDO-LEAVETYPES : List of leave type earnings that are entered on the timesheet which determine the RDO leave taken ( example: RDO earnings entered as timecard earnings for “RDO leave taken”)
PR-SICK-LEAVETYPES : List of leave type earnings that are entered on the timesheet which determine the Personal/Sick leave taken ( example: SIC earnings entered as timecard earnings for “personal/sick leave taken”)
PR-LSL-LEAVETYPES : List of leave type earnings that are entered on the timesheet which determine the Long Service leave taken ( example: LSL earnings entered as timecard earnings for “long service leave taken”)
PR-ADJUSTHOURS-TYPE : This parameter determines the adjustment type for hours that should occur for the Auto Adjust Timesheets. This can be one of the following values
REGULAR-HOURS – The auto adjust timesheet process will look at the “regular hours” of timecards if this is the value that is set
FACTORED-HOURS - The auto adjust timesheet process will look at the “factored hours” of timecards if this is the value that is set. Factored hours are determined as follows
Regular hours PLUS
Overtime Hours multiplied by overtime factor on timecard PLUS
Double-time Hours multiplied by double time factor on timecard
(Example: Regular hours is 37 hours and overtime is 2 hours and double time is 1 hour on the timecard. And the multipliers for overtime is 1.5 and for double time is 2 (for example): Then the factored hours will be : 37 + 2 * 1.5 + 1 * 2 = 42 hours)
SUM-OF-HOURS - The auto adjust timesheet process will look at the “sum of hours” of timecards if this is the value that is set. Sum of hours are determined as follows
Regular hours PLUS
3. Overtime Hours PLUS Double Time Hours
(Example: Regular hours is 37 and overtime is 2 hours and double time is 1 hours. Then the sum of hours is : 37 + 2 + 1 = 40 hours)
PR-ADJUSTTO-EMPBASE : This parameter takes a value of yes or no
The Auto Adjust Timesheet process determines what the total hours calculated for a salaried employee is to be and adjusted accordingly using this parameter value.
Example:
Using the parameters as defined in the screen shot of 5.1.
Employee Maintenance ‘Hours per Pay Period’ = 160 hours
Timecards for the employee SAL = 140 hours
HOL = 8 hours
SIC = 8 hours
Total hours for employee for the pay period = 140 + 8 +8 = 156
When the Auto Adjust hours process is run it will reset the value as;
BASE hours = 160 and the total hours on the timesheet is 156 hours. Therefore, the process will add 4 hours to SAL to bring the total to 144. The total hours for the pay period will become 144+8+8= 160