This area allows you to process periodic payments; such as Wages, Casual, Overtime as well as Termination payments as well as annual leave and sick leave. Ensure you have entered the staff entitlements for each respective staff member being paid into the Administration > Staff Settings > Entitlements > Wages > Periodic Payments area.

1.       Click on the Administration Menu/Function button.

2.       Select Payments > Wage Payments

3.       Click on New.

4.       The Payment Active Window will be displayed.

5.       Enter the Pay Period From date. Note: The system will default the Pay Period From date to

the day after the last Pay processed Period To date. Pay frequency can be altered if an employee is needed to be paid on a different pay frequency to the default.

6.       Enter the Period To date. Note: The system will default the Period To date in accordance with

your default period setup, eg. Weekly, Fortnightly or Monthly.

7.       The Status will default to Unprocessed.

8.       Enter the Paid On date. This is the date you wish to process this payment. Note: The system

will default this date in accordance with your default period setup, eg. Weekly, Fortnightly or Monthly and the Paid On date of your previous pay record. 

 
9.       The Authorised By is the Staff Code of the employee attached to the user that has logged on

and is recording this payment.

If you have setup employees in the Administration > Staff > Entitlements > Periodic Payments area with a zero Wage Payment Type, these employees will appear automatically in this window. You may edit the hours worked if different to the default; this will adjust the Gross Amount accordingly. You may also add other employees to the grid as required i.e. Overtime or Perm Part-time payments.

To add an employee to the grid for this pay period:

1.       Left click in the white area in the Staff column to select the employee from the drop down list.

2.       Enter Hours Worked.

3.       Enter the Payment Type. e.g..: Overtime. Note: The system will default the payment type

based on if the employee has a Periodic Payment record setup.

Note: If an employee has worked hours at different pay rates this needs to be entered in the
grid separately, i.e. 2 hours at double time is one entry and 4 hours Time and Half is a separate entry.

4.       Enter Hourly Rate.

5.       Enter the Rate. e.g.: Time and a half.

6.       Select the Super if Superannuation is payable on this amount.    

If you are required to record Sick Leave payments for this pay period for an employee/s, you may enter the relevant details here or schedule as an Appointment. See Calendar – Schedule Sick Leave in the employee’s Calendar. If you have scheduled the Sick Leave record in the employee’s Calendar, the details will appear in this area automatically and can be updated as required. Note: The system will only auto fill Calendar Sick Leave items if the appointment was entered in the Calender before the new payment record has been added. Once a payment record is Saved (not necessarily processed) you will have to add further Sick Leave records manually as per below.

1.       Select the Sick Leave tab.

2.       Select the Staff Code from the Drop Down List, if not already displayed.

3.       Enter the number of Pay Periods that the Sick Leave covers. e.g.: if you pay weekly and the

employee takes 6 days Sick Leave that are to be paid out all together then the number of pay periods would be 2, as the system assumes one week is equivalent to 5 working days.

4.       The Hours Due, Paid Hours, Unpaid Hours, Leave Gross, Unpaid Leave Gross and

Hours Left is a Summary line and will be automatically calculated.

5.       To enter or view the details of this Sick Leave payment, click on the + sign at the far left of that

record. A sub panel will appear.

8.       If the employee is entitled to the number of hours taken you have entered, the number of Paid

Hours will calculate automatically in this column, however if the employee is not entitled the hours taken will calculate in the Unpaid Hours column. 

9.       If Unpaid Hours is calculated and the employee is going to be paid for all hours taken, overwrite

the Paid Hours and the Unpaid Hours will recalculate. If none of the payment is to be Paid Hours change the Paid Hours to Zero and the Unpaid Hours will recalculate to the total of the Hours Taken.

10.     Continue to enter items as required if multiple leave days have been taken and are not

adjoining days.

11.     The Paid Hours, Unpaid Hours, Leave Gross, Unpaid Leave Gross and Hours Left

Summary line will update as additional grid lines are entered.      

If you are required to record Annual Leave payments for this pay period for an employee/s, you may enter the relevant details here or schedule as an Appointment See Calendar – Schedule Annual Leave in the employee’s Calendar. If you have scheduled the Annual Leave record in the employee’s Calendar, the details will appear in this area automatically and can be updated as required. Note: The system will only auto fill Calendar Annual Leave items if the appointment was entered in the Calender before the new payment record has been added. Once a payment record is Saved (not necessarily processed) you will have to add further Annual Leave records manually as per below.

1.       Select the Annual Leave Tab.

2.       Select the Staff Code from the Drop Down List, if not already displayed.

3.       Enter the number of Pay Periods that the Annual Leave covers. e.g.: if you pay weekly and the

employee takes 6 days Annual Leave that are to be paid out all together then the number of pay periods would be 2, as the system assumes one week is equivalent to 5 working days.

4.       The Hours Due, Paid Hours, Unpaid Hours, Leave Gross, Unpaid Leave Gross and

Hours Left is a Summary line and will be automatically calculated.

5.       To enter or view the details of this Annual Leave payment, click on the + sign at the far left of

that record. A sub panel will appear.

6.       Enter the Leave Start Date from the Drop Down List.

7.       Enter the Hours Taken.

8.       If the employee is entitled to the number of hours taken you have entered, the number of Paid 

Hours will calculate automatically in this column, however if the employee is not entitled the hours taken will calculate in the Unpaid Hours column. 

9.       If Unpaid Hours is calculated and the employee is going to be paid for all hours taken,

overwrite the Paid Hours and the Unpaid Hours will recalculate. If none of the payment is to be Paid Hours  change the Paid Hours to Zero and the Unpaid Hours will recalculate to the total of the Hours Taken.

10.     Continue to enter items as required if multiple leave days have been taken and are not

adjoining days.

11.     The Paid Hours, Unpaid Hours, Leave Gross, Unpaid Leave Gross and Hours Left

Summary line will update as additional grid lines are entered.

Employees that are leaving the agency and are receiving their final payment with this wage payment record should be added in the Termination form.

1.       Select the Termination tab.

2.       Select the Staff Code from the Drop Down List.

3.       Enter the number of Pay Periods this employee needs to be paid for. Note: if a partial wage

period is to be paid with the termination payment then the amounts to be paid for wages and allowances must be manually calculated and over-written in the Wages tab.

4.       Select this employee’s Termination Date using the drop down calendar; the system uses this

date to calculate the Annual Leave Hours Due and the Annual Leave Gross Amount. 

5.       If this employee is owed any Long Service Leave, enter the number of hours owed in the Long

Service Leave Hours Due field for the system to calculate the Long Service Leave Gross Amount.

6.       Use the PAYG A and PAYG B fields to enter the amounts that should appear on the PAYG

Payment Summary (Group Certificate) as Lump Sum A and Lump Sum B amounts respectively.

Employees that have been setup in the Administration > Staff > Entitlements area to receive a Periodic Payment as well as employees appearing in the Casual form grid list (see above) will appear in this window.

1.       Select the Wages tab.

2.       A Summary line; displaying Staff Code, Pay ( to indicate if the employee is to be 

paid or not), Pay Periods, Paid To Date, Total Gross, Tax, Deductions (being the total of any After Tax Deductions applicable to the employee), Voluntary Super, Net, Company Super, Salary Sacrifice, Commission Opening Balance and Commission Closing Balance, will appear for each employee due to be paid.

3.       Click on the + sign at the far left of any Staff Code to expand the details of the Summary line.

4.       Click on the Process button for the wage payment record to be processed.

5.       The Wage Payment will appear in the Grid List of records in the upper area of the Payments

screen. 

6.       Processed Wage Payments cannot be edited but may be viewed. 

Note: If changes are made to any of the Casual/Overtime, Sick leave, Holiday or Termination tabs after viewing the Wages tab the Reset button must be selected prior to processing the Wage Payment to ensure the changes made on these tabs are reflected on the Wages tab.

Pay Slip

The system print pay slips for requested pay dates. Pay slips can include wage payments only or can also include commission payments.