This article is a basic guide on how to use and enter new employee records into COINS.

The guide is written for a user who is already familiar with COINS and its menus and has at least basic computer skills.

Employee Maintenance

Entering and maintaining up to date employee records is a crucial process in calculating a payroll, for the employees to be paid and to be aware of their allowances.

To access the Employee Maintenance menu:

Payroll > Employee Maintenance

Access to an individual employee record click on the Employee hyperlink.

In Payroll, a unique number identifies employees. The employee record holds information about the employee, such as personal, tax, work information, payment details. The employee record also holds details of the pay elements (pay items) that make up the employees Payslip.

In order to find the relevant information quicker, each group of information of each employee record is aggregated under different tabs.

Employee Details: allows you to set up information specific to this employee.
Earning Categories: allows you to assign earning categories to default for employee timecard.
Earning Variations Tax Details: Assign withholding variations by earning category to employee record.
State Details: assign state information to a specific employee for Payroll Tax and Workers Compensation.
Pay Calculations: allows you to assign Pay Calculations to default for employee timecard, in particular SGC super.
Allocations Overrides: Where you can add another allocation group that would not be ordinarily run for this employee. (not relevant to AUS)
HR Details: View employee leave entitlements and maintain HR information specific to the employee.
Pay History: displays the pay history of the employee.
History: display employment history of the employee.
SuperPay Transactions: display employee super contributions submitted to funds.

Entering a New Employee Record

To add a new employee record, select Add button from the browse bar of the Employee Maintenance screen.

When creating a new employee record, the most important tab is the Employee Details Tab, so COINS only offers to enter this basic employee information first. Follow the sequence of tabs and enter at least all the mandatory fields (marked in blue on the screens)

General Tab

The General Tab allows you to enter general employee details, costing details and analysis sets, when applicable.

Fields highlighted in soft blue or have <select> must be updated.

📌Note: Coins will create a new HR record if ADDING a new payroll employee and use a generic ATO TFN. No validation on TFN. A HR record will be auto linked when a payroll record is COPIED/ADDED and create HR ticked and there is a matching valid TFN.

BUT

HR record must be terminated first.

Employee	Enter the employee number. It must be 8-digit alphanumeric code. MUST BE UNIQUE to the employee. (If auto-numbering is be set up leave blank)
Prev Payroll ID	Do not update Prev Payroll ID due to STP reporting with ATO
Create HR Master	select to create a HR record automatically for employee. (If a HR record already exists in current KCO, it must be terminated to be auto linked on rehire OR if HR record exist in Different KCO do not tick and manually link new PR ID in new KCO to existing HR record.)
First Name	Enter employee legal first name. (can be left blank. Under ATO rules for people who only have single names, populate Surname and leave first name empty)
Middle Name	Enter employee middle name if applicable.
Surname	Enter employee legal surname
Suffix	If applicable, enter the suffix for the employee’s name such as Jr., III, etc.
Initials	This will auto populated from employee name
Date of Birth	The employee’s date of birth
Start Date	Start date employee commenced working for Organisation
Last Rehire Date	Employee last date of rehire. This can only be entered once an employee has been terminated
Termination Date	Termination date of employee
Termination Reason	On termination of employee select a reason from the lookup table.
Department	The Department the employee from the Departments set up on the Company setup
Location	Select the location where the employee works
Gender	Select employees’ gender
Job Title	Assign the job title to which the employee is employed as. (Defined in HR ‘Job Groups’)
Date of Death	The death in service
Paid to Date	Once employee has been paid the period end date will populate this field. Leave blank on a new hire
Spouse Details	These fields are not mandatory. They are used to record spousal information against the employee

📌Note: HR parameter HRPORMND will define what fields are mandatory to create a HR record.

Default Costing

These fields show costing defaults for this employee. Default costing can come from the employee, pay items, department, trade, unions or company. All defaults can be overridden on timesheet entry

Method	Select the default method to be used for costing the employee. Pay items that are flagged to let the employee control the costing method will be applied. 1 Contract 2 Assets 3 GL 5 Workshop
GL account	Select the GL account for the employee. This can be blank or partially filled
Contract & Phase	Select the contract and phase WBS
Cost Code:	Select the contract cost code for the employee
Category	Select the contract cost category for the employee
Asset	Select the default asset to cost the employee too
Cost Head	Select the default asset cost head
Workshop	Select the default workshop to cost employee too
Cost Head	Select the cost head to which this commodity, plant item or trade should be charged when it is used on a workshop. This must be a valid cost head as defined using workshop cost heads

Analysis

These fields show analysis set values.

Analysis sets are user defined selection criteria and setup under Company Setup.

Profile Tab

Under the Profile tab you define the pay and work information used for this employee.

Pay Interval	Enter employee’s pay period type. 0 Weekly 1 Monthly 2 Two weekly (fortnightly) 3 4 Weekly 4 Twice monthly
Hourly/Salary	Whether an employee is hourly or salary based. Used in leave calc. Can be driven from pay frequency parameter. DEFPAYTYPE
Item Sequence	Assign pay sequence. ie. AUS
Employee Class	Assign Employee Classification from lookup table. This will allocate specific entitlements to the employee. (MANDATORY)
Auto Pay	Select if the employee salaried and to have timecards auto generated
State	Select the default state for the employee used for Payroll Tax
Passport number	Employee passport number if applicable
Marital Status	Select Status from the lookup table
Default timecard	Assign the method for generating default timecards for employee. Otherwise leave Blank
Default Rate From	Will default from Company Configuration but can be changed for specific individual. Order in which COINS will retrieve rate
Base Hourly Rate	Employee base hourly rate. Use to calculate Leave liability/leave calc reports and will show on payslip
Hours per Pay Period	Enter the hours employee is contracted to work per pay period. For exception reporting, leave calc report and Auto adjust timecards
Base Earning category	Assign the earning category to be used for Base rate ORD, SAL. Will be used as default in timesheet load if nothing defined and Leave Calc report
Merit	If the employee is to be paid a specific rate higher than the award rate for a specific skill assign a merit rate
Total Salary Package	Used for Superannuation reporting whereby SAFF file required the Total salary or annual salary. Payroll global parameter SuperPayAnnualSalary

Working Information

Supervisor	Supervisor of the employee. (a supervisor is indicated in HR)
Award	Select the Union the employee is employed under. Indicates the EBA award the employee is assigned to (note multiple EBAs may apply and can be indicated as such at timesheet entry stage)
Trade	Select the commodity trade for employee
Skill Level	Select the skill level of the employee. This is used with a trade or union to determine contract rate/calculations and/or union rate/calculations
Employment Category	Used in Super extract to show employment category. (defined under PR>global setup > employment category)
PW Trade	Select the PW trade from which must be configured in Global setup>PW trades
PW Skill	Select the PW skill for the individual which is used with PW schedule
Work Classification	Assign work classification for employee
Utilization Trade	Assign Utilization Trade for employee
Utilization Classification	Assign Employment Utilization Classification for employee
Ethnic Origin	Select employee’s ethnic origin from lookup
Ethnic Origin provide by employee	Whether the employee provided the ethnic origin or not

Tax Authority Details Tab

This tab shows the relevant tax information for the employee required for Single Touch Payroll reporting and to calculate the correct Tax withholding amount for an individual.

Number	Description
000 000 000	Use if the payee has not provided a TFN or fails to provide one within 14 days.
1 1 1 1 1 1 1 1 1	Use if a payee does not provide a valid TFN or you receive a declaration from the payee which says they have applied for a TFN. This code should be updated with the payee’s TFN, or, with the no TFN quoted code when the payee fails to provide the TFN to the payer within the 28-day period allowed
333 333 333	Use if a payee is under 18 years old and claims the general exemption because they don't earn enough for tax to be deducted. If circumstances change and the payee subsequently earns a level of income that attracts tax, a TFN will be required to be provided at that time. The amounts do not exceed; Weekly $350, Fortnightly $700 or monthly $1517
444 444 444	Use if the payee is a recipient of a social security or service pension or benefit (other than Newstart, sickness allowance, special benefits or partner allowance) and an exemption from quoting a TFN may be claimed

Tax File Number	Employee individual TFN (COINs does complete a validation on this field) ATO will no long accept TFN code 987654321 for payee
Spouse Tax File Number	Spouse’s TFN
Type of Worker	Type of arrangement the employer has with employee (refers to table: EWRKTYP)
Low Family Income Claimed	Flag to indicate low income is being claimed
MLS %	Medicare Levey Surcharge %. A percentage calculation rounded to nearest whole dollar and added to PAYG
Tax Adjustment	If claiming low income tax offset annual amount converted to negative pay frequency amount. (refer to STP phase 2 HT) If paying Additional Tax, enter the $ amount
Tax Adjustment Reason	Select the tax Offset for the tax adjustment (refer to table: TAXOFFSET)
Tax Table	Select the tax table to apply to the employee (refer to table: TAXTYPE)
Tax Scale	Select the tax scale to apply to the employee (refer to table: TAXSCALENUM)
Flat Rate Tax	Enter the % rate that refers to the PAYG withholding Variation (% field only)
Income Type	Defines the category of income for assessment purposes; permitted claims in the return; discrete definition of income;(refer to table INCTYPE)
Tax Category	Defines the tax table or schedule of withholding rates. (refer to table TAXCATEGORY)
Tax Option	Defines the options available that may be including in the categories of tax scales. (refer to table TAXOPTION)
TSL/HELP/SSL	Flag to indicate the employee has either a Higher Education Loan Program (HELP) loan, Student Start-up Loan (SSL), ABSTUDY Student Start-up Loan (ABSTUDY SSL) or Trade Support Loan (TSL)
Medicare Surcharge	MLS will indicate Tier Level applicable for employee (refer to table: EMEDSUR) if blank must be X
Medicare Exemption	What type of exemption employee is to receive i.e. Half or Full (refer to table EMEDEXM) if blank must be X
Medicare Reduction	Number of dependants (refer to table EMEDRED) If blank must be X
Income Type Country Code	Country code for foreign employees and WHM (refer to table: CNTRY) this should display as country code not show name of country
Previous First Name	Previous first name for employee
Pervious Middle Name	Previous middle name for employee
Pervious Surname	Previous surname for employee

Captions Tab

This Tab is only visible if Captions have been enabled.

This is to capture user defined fields that may not be available in the standard COINS payroll fields.

Caption Groups

Payroll > Company Setup > Captions Groups

Allows you to set up a collection of defined fields to capture specific information within payroll and accessed on the Employee Maintenance form.

Add Code and Description of Group.

Caption Maintenance

Payroll > Company Setup > Captions Maintenance

Allows you to set up user defined fields and allocate to a caption group. Fields can be logic, date, integer, Character or decimal. Fields may contain default values and can be set to require updating.

Code	Allocate a Code to each defined field. This is what TimeFiler will use to extract required information
Caption	Label that will be displayed on the payroll record
Group	The caption group the user defined field will be listed under
Freq	How often the caption needs to be update, can be used for reporting on due dates
Type	The field type in which represents the data
Format	The display format to be used for the caption. This value defaults in based on the value selected in the Type field, but it can be changed
Default	The default value for the caption. For CH options the default value should be entered firstly into the allowable values tab
History	Whether to keep history on the caption value

Allowable Values are the permissible values that can be used for a character caption, the default value must be defined here before setting on the Main tab.

Payment Tab

Used to set up a primary bank details for the employee and details for the secondary payments made to other banks.

Primary Bank Account Details

Payment Method	For AUS should be EFT
Account Type	Bank or Building Society for AUS should be BANK
BSB	Bank Code and Branch identifier for account
Account Number	Enter employee account number maximum of 9 numbers
Name of Account	The name used for the EFT payment
Minimum Payment Amount	The minimum payment that needs to be made to the Primary account before Extra accounts will be considered. Note money in excess of the extra payments reverts to the Primary account. Minimum payment is only used for splitting EFT between accounts
Default Payroll Bank	Select the default payroll bank for the timesheets of pay method cheque or EFT. This default bank is used for payments but can be changed in timesheet and when creating EFT file. (parameter settings effect this field)

Extra Bank Account Details

Used to define additional bank accounts to pay part of the employees earnings

Type	Where the extra amount is a Flat dollar or Percentage of Nett
Maximum Amount	The dollar amount to make into the additional account
Maximum Percent	Maximum Percent
Account Type	Bank or Building Society
BSB	Bank Code and Branch identifier for account
Account Number	Bank account number
Name on Account	The name used on the account for EFT payments
Pre Notification	If you have extra bank account details and the record is a pre notification, you must set the Maximum amount to 0.00, which means unlimited. If the record is not a pre notification, the net pay is reduced by the value of the extra EFT; however, the extra EFT is not transmitted to the other account. Not common in AUS

Adding a New BSB

Coins Database holds many BSB’s imported from the Australian Payments Network. Once Coins is live within an organisation it is the responsibility of the client to manage the BSB Maintenance table.

When entering a BSB to either the Primary or Extra bank accounts the BSB must exist in the Bank Maintenance table to be able to be saved against the record.

When adding the BSB if the code does not exist the field will be highlighted red and a message will appear.

⚠️Important: When entering the BSB do not enter the hyphen Coins will automatically place the hyphen once field is saved.

By clicking on the ellipsis button Coins will redirect the user to the bank lookup table.

The BSB previously entered will be in the filter showing you that it does not exist on the table.

Click on ADD and enter the new BSB and Bank information and save.

On saving it will close the bank lookup and return to the payroll payment tab.

Other Tab

The Other tab shows remaining information not covered on the preceding tabs, like primary and secondary addresses of employee, secure email payslip and password (defaults to first four characters of Tax File Number) and general notes needed about the employee to run the payroll or contact the employee.

Home Address

Details of the employee’s home address. This is the default address for all reporting.

Address 1	Unit/apartment OR street number and address
Address 2	Street address OR may be left blank
City	Suburb, town or city of payee, mandatory
State	QLD, NSW, VIC, TAS, SA, WA, ACT, NT only valid entries. For overseas address this must be left blank
Postcode	When the address is within Australia the postcode is mandatory. For overseas address this must be left blank
Country	Select from Lookup table. For oversea address select the country. Country codes must be as per ISO 2 alpha code for STP reporting. E.g AU for Australia
Address Type	Whether home address is Residential/Postal (used in superannuation file to identify what type of address)
Home Phone	Employee home phone including Area Code. No brackets
Mobile Phone	Employee mobile phone number

Secondary Address

The secondary address is for information only.

Fields are the same as Home Address.

Spouse Address

Spousal address information. This is also information only.

📌Note: MVR submission requires specific fields to be populated refer to HT for MVR.

Secure Document Email Information

Contains secure Information used when emailing the Payslip.

Payslip default Method	EMAIL, HAND-DELIVER, POSTAL
Email	Email address for Payslip to be sent
Password for secure Documents	Enter the password for the employee to view a secure document, such as a Payslip.
Payslip Message:	Individual employee message for Payslip.

Portal User

When Employee Self Services has been enabled for user their ESS portal ID and email address used for ESS will be displayed only.

General Notes

Enter any general notes about the employee in this field.

New Employee Additional Tabs

When all the mandatory information is completed, select to save the employee record.

Once the employee record has been saved, additional tabs are now available for updating. Some of this data cannot be bulk loaded and therefore to be entered per employee.

Employee Details	Allows you to set up information specific to this employee.
Earning Categories	Allows you to assign earning categories to default for employee timecard
Earning Variations Tax Details	Assign withholding variations by earning category
State Details	Assign state information to a specific employee for Payroll Tax and Workers Compensation
Pay Calculations	Allows you to assign Pay Calculations to default for employee timecard, in particular SGC super
Allocations Overrides	Where you can add another allocation group that would not be ordinarily run for this employee
HR Details	View employee leave entitlements and maintain HR information specific to the employee
Pay History	Displays the pay history of the employee
History	Displays Employment History of the employee, HIRE, TERM, REHIRE
SuperPay Transactions	Displays superannuation payments for individuals

Once the record is saved and ‘Create HR Master’ was selected the HR Personnel Workbench is now able to be updated on the employee.

Earning Categories

This allows you to define earning categories that can default to employee timecard on a regular base. Defines how and what to pay the employee.

There are two types of earning category for payment. COINS does not distinguish between Wage and Salaried staff, but the method to process may be different.

ORD – Weekly/Labour
SAL – Salaried Staff

Earning Category	Code to appear on employee timecard
Effective Date	Date effective for the type of earning category
Description	The description of the earning category (defaults in)
Auto Flow	There are two types for autoflow: Timesheet – will always be paid when Timecard is created. Refer – requires input in COINS TS to ensure payment is made.
Pay Basis	Comes from configuration of earning category
Cost Method	Costing entered at employee level will override the costing defined on the earning category. Can be left blank
Analysis	Set analysis for the earning category dependant on cost method. Can be left blank
Regular Rate/Amount	Enter regular rate or amount for earning category
Regular Hours	Enter the number of hours to be paid against type
Overtime Hours	Only enter if employee is to receive OT hours regularly in timecard
Double Time Hours	Only enter if employee is to receive OT hours regularly in timecard
Primary	Select if this is a primary earning category (Used in the HR workbench to update HR salary history)
Dormant	Only select when earning category is no longer required

Earning Variations Tax Details

Employee’s may have received an ATO withholding variations to reduce the PAYG calculated on wages for a tax year. These variations (tax option Downward variation) may apply to specific earning categories i.e Bonuses, Car allowances, Commissions or Directors Fees. This form is used for specific allowances other than TOTAL SALARY AND WAGES.

The tax variation if to be applied to TOTAL SALARY AND WAGES then use the employee Tax Authority Details Flat Rate amount to apply the downward variation.

Variations must be certified by ATO in writing and apply for a single financial year. PAYG will be calculated for those earning categories defined and the remaining of the earning categories will be calculated as at the tax rate for the tax scale on the employee tax authority details.

State Details

Workers’ compensation is a form of insurance providing wage replacement and medical benefits to employees injured in the course of employment.

The Primary workers comp codes must be completed for each employee – select the primary work comp field and complete the relevant primary work comp code.

More than one state might be used, for instance, the employee may live in one state but work in another.

Home state is used for LSL calculations and will refer to Oncost % configuration to work out employee LSL entitlements.

This is automatically update from the ‘State’ field on the Profile Tab.

Pay Calculations

Pay calculations is for the recording of employee deductions and superannuation. The employee and/or Agency will provide the necessary details. The amounts may be either a percentage or a flat amount.

Pay Calc	Code to be applied to employee timecard
Effective Date	Date effective for the type of pay calculation
Description	The description of the pay calculation (defaults in)
Auto Flow	There are three types for autoflow: Timesheet – will always be paid when timecard created for flat amounts. Refer – SGC will always be refer for % Payslip – will populate in payslip after Calc (used for % based e.g Sal Sac for after tax deduction)
Fund ID	If the pay calc is one of SUPG,SUPC,SUPS,SUPP this field will be required. The Fund ID is defined on the Lookup table ‘superannuation’ where the supplier is attached to the fund.
Supplier	Will default from the lookup table once a ‘Fund Id’ is assigned for super. Otherwise, will default from Pay Calculations
Name	Will default from Supplier details in Account Payable
Member ID	Employee Superannuation ‘Member ID’
USI	‘Unique Superannuation Identifier’ for the super fund. This will be extracted onto the super file for the fund
Percent	Percentage amount for the particular pay calc
Flat Amount	Flat dollar rate for the particular pay calc
Item	The Pay item number linked to the Pay Calc Code
Dormant	Only select when pay calc is no longer required
MVR	Whether the Super records have been validated via the MVR process

When ADDING new Employee Super Pay Calculation:

If USI and member ID are the same as active pay calc and MVR is flagged
- No MVR created
If USI and member ID are different to active pay calc and MVR is flagged
- Creates MVR
If no existing active pay calc for super (new employee)
- Creates MVR

When COPING Employee Super Pay Calculations:

If existing record is active and MVR is flagged -New COPIED record has new Pay Calc and the USI and member ID are the same as the copied
- No MVR created
If existing record is active and MVR is flagged - New COPIED record has new pay calc and USI and member ID are different as the copied record
- Creates MVR
If existing record is dormant and MVR is flagged – New Copied record has new pay calc.
- No MVR created

📌Note: For APRA funds Member ID & USI must not be blank

For SMSF USI must be blank

For SMSF member ID must contain the ABN

For all records FUND ID cannot be blank

New validation rules have been implemented on the employee Pay Calc to ensure USI and member ID are entered as per rules for APRA and SMSF

Do not override existing data with updated NEW super fund ID these should be added with new effective dates and Fund ID.

HR Details

This allows the setup of specific employee HR information. This form is dependent on parameter settings if information is to be automatically updated in HR when changed in Payroll.

Employee leave balances are only visible from here in payroll.

Title	Employee title Mr, Mrs etc
Emp Class	Assign Employee Classification from lookup table. This will allocate specific entitlements to the employee. (MANDATORY)
Driving Licence	Record employee driving licence number
Licence Type	Record what type of driving licence
Licence Expiry	Date the licence expires
Holiday Calendar	Assign public holiday calendar group for employee used in ESS
Annual Salary	Will be populated from HR as employee base rate time pay frequency, excludes merit rate in calculation
Total Salary Package	Will be populated from PR Profile Tab available in HR
Home Phone	Employee’s home phone number. Recommended format XX XXXX XXXX
Mobile Phone	Employee’s mobile phone number. Recommended format XXXX XXX XXX
Office Phone	Employee’s direct work number
Fax	Employee’s direct fax number
Work Email	Employee’s Work email
Personal Email	Employee’s personal email address
Leave Entitlements	Once employee receives first pay leave balances will be displayed here
Future Leave Request	If using ESS then all approved/unapproved leave request waiting for processing will be displayed

Pay History

Will display the full pay history for employee. There is the ability to drill into a period via the ‘cheque’ hyperlink. This will display Timesheet and Costs for the period and give a Payslip view for the period.

History: Employment History

Will display employee full employment history from HIRE, REHIRE, TERM, Leave of Absence and Acquisition Date. This table is also referenced on the employee HR record.

HR parameter STATDISA. The HR status in the Personnel Workbench will be enable/disabled. HR status can be updated automatically when employment history record is added or updated.

The history record type is limited to: HIRE/TERM/REHIRE/OTHER/LOA/ACQUISITION DATE.

📌Note: When updating the parameter: It is possible the HR Status in the Personnel record may not agree with the most current status set in Employment History. Data should be reviewed prior to updating this parameter.

Employee can be suspended from pay to record a break in service. This is updated on the PR>Employee Details > General Tab.

The employment status is referring to lookup type ‘HR status’.

Date is the date the suspension is effective from.

The Reason is from selection on lookup type ‘Employee Suspended Reasons’.

When the suspended flag becomes untick the employment history will automatically be updated with ACTIVE. This will have a record type of Other.

The continuous Service Date is used for LSL entitlement refer to Employment History

The PR company, employee can only be updated when adding a record.

SuperPay Transactions

Will display all superannuation payments made via SuperPay Workbench.

By applying different filters users can extract data for reconciliation of employee super contributions.

Each record is stored for each unique USI and payment ref.

This is not updatable it is recording payment that have been successfully processed only.

Re-Hire an Employee

If a Coins payroll employee returns to the workplace after being terminated, COINS requires that a new Payroll ID record for that employee is created.

You can copy the employee’s details from the existing employee record and link the new payroll ID to existing HR record.

Coins will create a new HR record if you use ADD a new PR ID and use a generic ATO TFN. No validation on TFN.

Whereby the HR record will be linked when a PR record is COPIED/ADDED and create HR ticked and there is a matching valid TFN.

BUT the HR record must be terminated prior.

🤓Tip: Employees have 1 HR record for life in COINS but can have many Payroll ID’s.

Rehire with Valid TFN

Below is a Terminated employee in Payroll who has a TFN assigned.
Add new record or Copy existing Payroll employee in ‘Employee Maintenance’.
Enter new employee ID or if you have auto-generate ID on, leave blank.
Tick Create HR Master.
Enter New Start Date with company.

Do not enter Previous Payroll ID.
Continue to update all relevant information where required and save.
A warning will show matching TFN for old PR ID to active HR record and the employment history is being updated.
Payroll will now contain old and new PR ID for the employee.
As the new employee has a valid TFN in PR and HR, COINS will automatically link the new PR employee to the existing HR record.
The employment History will also show the new REHIRED record and the new employee ID

⚠️Important: A review of the LEAVE TAKEN AND ACCRUED form is a must to ensure leave balances are either zeroed out or the new record will carry over the previous balances.

Rehire with ATO generic TFN

Employees can hold a ATO generic TFN for specific reason.

The Tax File should be updated prior to reporting end of financial year figures however this may not be the case.

Number	Description
000 000 000	Use if the payee has not provided a TFN or fails to provide one within 14 days.
1 1 1 1 1 1 1 1 1	Use if a payee does not provide a valid TFN or you receive a declaration from the payee which says they have applied for a TFN. This code should be updated with the payee’s TFN, or, with the no TFN quoted code when the payee fails to provide the TFN to the payer within the 28-day period allowed
333 333 333	Use if a payee is under 18 years old and claims the general exemption because they don't earn enough for tax to be deducted. If circumstances change and the payee subsequently earns a level of income that attracts tax, a TFN will be required to be provided at that time. The amounts do not exceed; Weekly $350, Fortnightly $700 or monthly $1517
444 444 444	Use if the payee is a recipient of a social security or service pension or benefit (other than Newstart, sickness allowance, special benefits or partner allowance) and an exemption from quoting a TFN may be claimed

Before setting up any employee in COINS payroll a full search by employee name should be complete in HR to ensure the employee has not previously worked for the organisation in any COINS company. HR is not company specific like payroll thus the search can be across the full database.

If an employee HR record has a generic TFN number and they are being rehired and payroll has the employees’ own TFN in the documentation, it can be updated in HR directly to allow the rehire to auto link.

However, there may be a situation whereby the employee has not provided a valid individual TFN and a generic TFN is still on record. If this is the case, it is recommended that the following steps are taken.

📌Note: Coins will only autolink employee records if the HR record is terminated, and the TFN is a valid TFN and matches the Payroll TFN.

Below is a Terminated employee in Payroll who has a generic TFN assigned.
Add new record or Copy existing Payroll employee in ‘Employee Maintenance’.
Enter new employee ID or if you have auto-generate ID on, leave blank.
DO NOT Tick Create HR Master. Employee already has a HR record.
Enter New Start Date with company.

Do not enter Previous Payroll ID.
Continue to update all relevant information where required. Enter employee individual TFN number to replace the 1’s. The TFN can remain as 1’s if employee has not provide TFN.
Payroll will now contain old and new PR ID for the employee.
On the Personnel Workbench in HR, search for the employee by name. The Terminated employee should be showing as TERMINATED.
Drill into the employee and manually link the record to the NEW PR ID
Once the new linked record is saved the HR ID will change to the NEW PR ID
The Employment History will need to be manually updated to show REHIRE record.

Continuous Service Date for LSL

📌Note: HR>parameters HRHISTDT and SERVICE will define which date is used to validate history records and calculating length of service. If blank will use by default HIRE DATE (original)

Employees are linked to a Primary Work state in Payroll.

LSL configuration is unique to each state and can be found under Payroll > Company Setup > Oncost % Configuration

Field	Description
LSL Prorata Years	When the balance is to appear in Prorata bucket
LSL 1st Entitlement	Long Service Leave 1st time entitled after this many numbers of years
LSL 2nd Entitlement	Long Service Leave 2nd entitled after this many numbers of years
LSL 2nd Entitlement every so many years	Long Service Leave 2nd entitled to take after EVERY entered number of years

Computed date

The employee HR Details tab on the employee maintenance holds each LSL bucket separately.

HR > Personnel Summary > Profile holds the Service dates for everyone.

The Computed date will automatically default from the employee Start date. This is used to calculate the LSL anniversary date.

Acquisition Date

When an employee is Acquired the service date may be carried over for LSL purposes.

An Acquisition record can be added manually to HR record or Employment History.

It will depend on the value on the HR parameter STATDISA.

To manually update the acquired date.

On the Work information Tab on the HR record, enter the employees Acquisition Date.

On the Profile Tab the Continuous Service date can be manually adjusted by opening the record and entering a Manually Entered Date.

If employee has been acquired prior to start date with the company and LSL is counted prior to current start date the manually entered date will be used.

The LSL anniversary is now the 5th January 2006. COINS will always use the Computed date for Continuous Service however if there is a Manually Entered date this will override the Computed Date.

If manually entered date is blank the computed date will be used.

The employees’ leave entitlement will be adjusted accordingly.

To use employment history to update the acquisition date. On either PR or HR employment History, add new record and select type ‘Acquisition Date’ . The date is the date of acquisition.

This will update the service record of the employee. This will not update the Continuous service date if LSL date is to be adjusted. User must open the record and enter new date on ‘Manually entered’ date.

When the employment history is saved it will also update the work information tab with new acquired details.

Employment History

When an employee is HIRED a record appears on the employment history tab and the continuous service start date will equal the hire date.

When an employee is REHIRED and COINS has AUTO linked record because the employee’s TFN matches in PR and on the Terminated HR record. The employment history will auto populate a new Continuous Service Date.

The new Continuous Service date can be opened and updated if required.

The new date is calculated as follows:

Number of days between Termination date and Rehire date, Added to the original HIRE date.

In the above example:

HIRE 01/11/2021

TERM 31/01/2023

REHIRE 01/08/2023

Days between Term and Rehire = 182 days

Hire date + 183 days = 01/05/2022

Less one day for actual hire date.

On the Profile Tab the Computed date has been updated to reflect the calculated Continuous Service date from the Rehire.

If the LSL date needs to be adjusted this can be done on the Employment History TAB.

By updating the Rehire entry once saved will update Computed Date.

Incorrect HIRE/REHIRE date

When an employee is created in COINS Payroll as a NEW HIRE you enter a Start Date (this company) for the employee commencement date.

Once the record is saved, on the Employment History a HIRE record will be created.

If at any time the date has incorrectly been entered, you must update the START DATE via the Employment History HIRE record. Consideration must be given to also update the Continuous Service Start date. This date is used for LSL entitlement date.

When an employee is REHIRED in COINS Payroll, they are given a new Payroll ID, the previous ID should not be reused. The Start Date (this company) will be the employees REHIRE date. The employees original HIRE date will continue to display as Start Date (all Companies).

Once the record is saved, on the Employment History a REHIRE record will be created. Notice the PR Company Employee has a new employee ID for a rehire.

If at any time the Start date/Last Rehire Date has been incorrectly entered, you must update the REHIRE DATE via the employment History REHIRE record.

Maintain Employees in COINS