Within ClockOn an employee's pay is based firstly on the base (hourly) rate and secondly upon overtime, loadings and penalties as defined by their Rule Set.
Using the Pay Tab
- Navigate to Setup > Employee Details or select the people icon from the top of the main screen.
- Select the employee from the Employee drop down menu
- Click on the Pay tab
- Rule Set: The linked Rule Set that governs the employee's payroll calculation.
- Rate Set: The linked Rate Set is based on the shifts worked, the employee's age or the number of industry hours worked.
- Tax Category: The Administrator selects the Tax Category appropriate to the individual employee. Should an employee's Tax Category change in the course of employment, the new rate of taxation applies from the commencement of the current pay period.
- Hourly Rate: The Hourly Rate field is enabled and editable if the linked Rule Set has an hourly pay type defined. Entering a value in this field automatically displays a derived yearly salary (in read-only form).
TIP: For casual employees this hourly rate is often set to be the base (un-loaded) rate and the casual loading is set in the link the Rule Set under the miscellaneous loadings
- Yearly Salary: The Yearly Salary field is enabled and editable if the linked Rule Set has a salary pay type defined. Entering a value in this field automatically displays a derived hourly rate (in read-only form).
- Pay Start: This field determines the start date of the next payroll for the selected employee. Altering this value will have the effect of defining a different pay period and is useful for implementing rotating or secondary payrolls on different days of the week.
- Pay End: This field determines the end date of the next payroll for a particular employee. The date is cleared after the payroll is run and reverts to the normal pay period length configured in the employee's Rule Set.
- Pay By: This list gives the Administrator the option of paying the employee by cash, cheque or EFT.
NOTE: When a rule set with an ‘hourly’ structure is selected, ClockOn converts the hourly rate entered into a corresponding salary (disabling data entry in the salary field). When a rule set with a ‘salary’ structure is selected, ClockOn converts the annual salary entered into a corresponding hourly rate (disabling data entry in the hourly rate field).
Linking a Rule Set to an Employee
An employee must be associated with a Rule Set in order to be paid. Any changes made to the Rule Set are reflected when the payroll is generated. A change made to an employee's Rule Set will impact equally on all other employees linked to that Rule Set.
NOTE: If an employee is not linked to a Rule Set, that employee will be excluded from the payroll.
Linking a Rate Set to an Employee
Employees can be associated with a Rate Set that automatically applies a higher rate of pay when a new age group has been reached or for working beyond a set number of industry based hours. Differing pay rates can also be applied to temporary roles.
Configuring Multiple Pay Rates
Multiple pay rates are configured in the Rule Manager as overtime, loadings or penalty rates.
Example: A Rule Set can be set for a standard pay rate of $32.50 for hours worked Monday to Friday, a pay rate of $35.50 for hours worked on Saturday and a pay rate of $40 per hour for hours worked on Sundays and Public Holidays.
NOTE: In most cases it is best to configure multiple pay rates using loadings to ensure that only the base rate is used for leave payments. To include additional pay rates in the payment of leave, use the penalties section of the Rule Manager or apply special rates when rostering.
Configuring Employee Bank Accounts & EFT
Employees paid by EFT (Electronic Funds Transfer) must have their personal banking details recorded in ClockOn. ClockOn does not enable direct funds transfer, but generates an .aba file designed for the purpose. A third party electronic banking system is used to import funds into employee bank accounts.
- Bank Alias: Allows the entry of an alias that corresponds to the employee's bank.
- Branch: Identifies the branch to which payments are to be made when EFT is the selected method of payment.
- A/C Name: Displays the name of the account into which the employee's pay is to be transferred.
- A/C Number: Identifies the number linked to the A/c Name used for payroll purposes.
- BSB: Stores the numeric identification of the bank branch linked to the employee.
Configuring Employee Superannuation
Superannuation fund: Percentage contributions made by the employer under the Superannuation Guarantee Charge (SGC) are defined in the linked Rule Set. The Administrator is responsible for updating the percentage. Employee personal contributions can be made using the allowances function.
Member number: This defines the number used by the superannuation fund for identification of the employee. The member number appears in superannuation reports.
Configuring Employee Allowances
Conditional pay allowances and additional bank disbursements can be set up using the Allowance Manager. Once an Allowance Set has been configured for either a particular employee or a group, it can be linked to the employees. Selections can be made for the correct Allowance Set and the set can be customised to suit individual employee by using the Edit command. For more information, view the Allowance Manager section.
- Select: This determines which Allowance Set applies to the employee
- Edit: The Allowance Set can be modified for an employee, such that the change will not affect other employees linked to that Allowance Set. When changes have been made to an Allowance Set, the Customised check box will be checked.
- Remove: This will remove the employee from the selected Allowance Set but will not affect other employees.
NOTE: For details on adding or removing individuals allowances and deductions see the section Allowance Manager.