Entry via Single Screen

• Pay auto-pay employees more than auto-pay hours
• Pay non auto-pay employees hours worked or leave
• Pay employees with roles against their roles
• Pay employees more than standard Allow/Deduct
• Pay employees at rates different from their salary rate setting
• Pay employees with roles against their roles at rates different from their role salary rate setting
• Cost employees differently from their costing setting
• Cost employees with roles against their roles differently from their role costing setting
• Review pay calculation in the upcoming payrun
• Review retro pay adjustments to be paid in the upcoming payrun

The Pay Slip option is used when an employee has multiple pays in one payrun. The system issues a separate pay advice for each Pay slip ID. For multiple normal pays, a Pay Slip ID needs to be specified.

A Pay slip ID is a pay separator. If an employee has Allowance/Deduction automatically included in their pay, these automatic payments will be added to every pay separator, unless Position 36 of Program Control option PAY38 is set to Y.

Choose the next Pay Slip. If this is left blank, the system allocates the next available Pay slip ID.

Note: Please be aware that SGC calculations on the additional Pay slip IDs will appear on the Standard Pay slip.

The Pay Enquiry allows you to view a summary of transactions an employee will be paid as part of the selected Pay Separator in the payrun to be processed.

• This provides a picture of how the Pay Slip of the employee will look like and what are the earnings for the selected Separator in the Pay Period to be processed.
• This includes a breakdown of all transactions with their corresponding Costing Dates and the tax calculated for them.
• Clicking the Pay Enquiry button automatically starts the Pay Calculation Process resulting in the calculation of tax (to be displayed without having to leave the window), and timesheet details currently displayed on this window for the current employee. It will calculate the pay for that timesheet including Gross, Tax and Net after deductions.

• In the instance where there are transactions not yet saved, the transactions are auto-saved prior to triggering the Drilldown window and Pay Calculation.

• Clicking on the View Average Hours Button located at the upper right side of the screen, will open the Average Hours Information drilldown screen which displays information related to average worked hours used for calculating leave payments. This screen displays corresponding leave entitlements related average hours payment rule, average work hours, and legislative average hours information for a selected employee record.

Pay Enquiry Header

The Header section of Pay Enquiry is split into two, one holding the Employee Details and the other showing the employee pay details based on the selected Pay Separator.

Employee Details

ID Number

This indicates the ID Number of the selected employee.

Payment Summary Type

This indicates the Payment Summary Type required for Year End reporting.

Code	Description
F	Foreign Employment Income - This type produces a PAYG Payment Summary - Foreign Employment
I	Individual Non-Business (default) - This type produces an Individual Non-Business Payment Summary
J	Joint Petroleum Development Area (JPDA) - This type produces a PAYG Payment Summary - Foreign Employment
L	Labour Hire - This type produces a Business & Personal Income Payment Summary and is displayed as 002 Labour Hire
O	Other Specified Payments - This type produces a Business & Personal Income Payment Summary and is displayed as 002 Other Specified Payments
P	Pension (non-super annuities)
V	Voluntary Agreement - This type produces a Business & Personal Income Payment Summary and is displayed as 003 Voluntary Agreement
W	Working Holiday Maker - This type produces an Individual Non-Business Payment Summary.

 

Tax Code

This is the tax code assigned to the employee.

Code	Description
A	Senior Single
B	Senior Illness Separated
C	Senior Member of a Couple
H	Working Holiday Maker (WHM)
0	No Tax Deducted
1	Exemption NOT Claimed
2	Exemption Claimed
3	Non-Resident
4	Tax File Number not provided
5	No medicare levy
6	Half medicare levy
7	Exemption claimed (no A/L loading)

 

Supplementary Tax Code

This indicates the selected employee's Supplementary Tax Code.

Code	Description
B	STSL - Study & Training Support Loans
H	HELP - To be removed in the future.
S	SFSS - To be removed in the future.

 

Pay Frequency*

This displays how often the employee is paid.

Code	Description
4	Four Weekly
A	Half Monthly
F	Fortnightly
M	Monthly
W	Weekly

 

Employment Type

This indicates the selected employee's type of employment.

Code	Description
C	Casual - Employees are taxed over their nominated pay frequency and only one lot of allowances/deductions, if calculated regardless of the number of pay periods specified for the Payrun. Tax weeks are calculated according to the pay frequency.
E	External - A personnel who is not an employee of the company (e.g. Pensioner).
P	Permanent
T	Temporary

 

Pay Method

This is the method used to pay the employee.

Code	Description
B	Bank Credit
C	Cheque
E	Envelope /(Cash)
N	No Payment (Pay is calculated but no payment is made)

 

Base Hours

The Base Hours selected is used to show the normal worked hours for the employee and can be used in calculating an hourly rate and leave calculations.

 

Pay Separator xxx

This shows the values for the selected Pay Separator; Where 'xxx' refers to the selected Pay Separator ID: Standard, 1 to 9 (for additional, normal pay), A to M (for Prepayment), or N to Z (for Rebank).

Period End Date

This indicates the date the employees will be paid up to.

Tax Weeks Used

This is the number of tax weeks applied to an employee's pay in the payrun.

Deduction Lots

This is the amount to be deducted from an employee such as when an employee does not earn a full pay.

Gross Pay

This is the total amount of the employee's earnings (excluding after tax/ non-taxable allowances) where the tax and other deductions will be subtracted from.

Tax

This is the total amount of tax for the corresponding Pay Period.

Net After Deductions

This is the final amount the employee will be paid after subtracting all deductions.

 

Pay Enquiry Browselist

The Browselist section has the Expand/Collapse All capability. Clicking the Expand All icon expands every grouped Hours or A/D Code. Conversely, clicking the Collapse All icon collapses every expanded Hours or A/D Code. You can also expand or collapse per Hours or A/D Code.

A Subtotal value is available for every grouped Hours or A/D Code on the following columns: Hours, Units, Before Tax, After Tax, Deductions, and Special.

Transactions are listed based on the pay code type, where all Hours Codes are listed first followed by the Allowances/Deductions Codes. The sorting within these groups are in ascending order.

You can modify the groupings via the Browselist options Group by This Field, Group by Default or Reset Grouping. You can easily remove the grouping in the Browselist. Revert to the original layout where all transactions are individually displayed using the Remove Grouping on the Browselist's drop-down option. To go back to the new grouping layout, click Reset Grouping or Reset Layout.

Code

This column is available and visible by default. Consistent with the value in Type column on the main screen. They are the Hours Type Codes or Allow/Deduct Codes used per transaction.

Description

This column is available and visible by default. It is the corresponding Code Description.

Class

This column is available and hidden by default. It indicates the classification of the Code per each transaction. It depends on the setting of the Hours Type Code and Allow/Deduct Code.

Class Description

This column is available and hidden by default. It is the corresponding Classification Description.

Role Code

This column is available and visible by default when the employee has any role records, regardless of its effective periods. It will be blank for transactions entered without Role Codes. It will display the Role Code per transactions entered with a Role Code.

Role Description

This column is available and hidden by default when the employee has any role records, regardless of its effective periods. It will be the corresponding Role Description per the Role Code if applicable.

Flexibility Payment Type

This is an optional and read-only field that can be added to the browse list that displays the Flexibility Payment Type description if the selected Hours Type Code is linked/ configured with a Flexibility Payment Type option. This is blank for a non-Flexibile Payment Hours Type Code entry.

Hours

This pertains to the number of hours to use for pay calculation.

Units

This pertains to the number of units to use for Allow/Deduct calculation.

Hours Paid by Average Hours

This field displays the total hours paid in this transaction which is calculated based on the Average Work Hours.

Include in Super Gross

It indicates if this transaction is included in the percentage-based superannuation calculation. It depends on the setting of the Hours Type Code and Allow/Deduct Code.

This field is hidden by default. To make this available, tick Incl. in Super Gross in the Browselist drop-down > Columns option.

Rate

This displays the value of the Allowance/Deduction. This rate will be multiplied by the Allowance/Deduction Units and included in the employee's payrun.

In the event when there is no Rate or Standard Amount assigned to the employee as an individual entry, it will display the default Rate set on the Allow/Deduct code.

For Hours worked, the display will correspond to the set hourly rate or equivalent being paid to the employee if the Rate Frequency is not set to Hourly.

Before Tax

This indicates the amount added to Gross before computing for the tax.

After Tax

This indicates the amount added to Gross after computing for the tax.

Deductions

This indicates the amount deducted from the Gross.

Average Hours

This field displays Average Work Hours of the respective employee used for payment calculation as at the leave payment date.

Average Hours Payment Rule

This field displays the corresponding Average Hours Payment Rule which was used for the payment processing to determine applicable average hours work.

Special

This refers to a value that is not considered part of Gross while affecting the Tax and Net After Deductions amount.

Examples of Special values include, but not limited to, Classification 5 (Living Away Allowance), Classification N (Non-Contributory $), Classification Q (Non-Contributory % ASG), and Classification S (Non-Contributory % of Linked Earnings or Gross).

Year End Print Flag/ Description

Print Flags are supplied with Preceda and cannot be changed, added or deleted.

Code	Description
0	The value is not included separately on the Payment Summary.
1	Include this Allowance/Deduction code on the Payment Summary. It is printed in the allowances box on the Payment Summary and not included in the gross figure.
2	LS A as a genuine redundancy, invalidity or app early retire scheme
3	Include this value in the total value for Lump Sum B printed on the Payment Summary.
4	Include this value in the ETP Payment Summary.
5	Include this value in the total value for Lump Sum D printed on the Payment Summary.
6	Include this value in the total value for Lump Sum E printed on the Payment Summary.
7	A Union/Professional Assoc fee value is included in the Deduction.
8	Include this value in the union Fees area of the Payment Summary.
9	Include this value in the total value for Community Development Employment Program CDEP Salary or Wages
A	Workplace Giving value included in Workplace Giving Total. The value is displayed as a separate amount below the Union Fees area of the Payment Summary.
B	LS A is NOT a genuine redundancy, invalidity or app early retire scheme.
C	Reportable Employer Superannuation Contributions.
D	Exempt Foreign Employment Income.
F	The value is included in total for Foreign Tax Paid

 

These fields are hidden by default. To make any of these available, tick Year End Print Flag and/or Year End Print Flag Description in the Browselist drop-down > Columns option.

Costing Date

This is the Costing Date to be used.

Transactions coming from Retro will generally display the Pay Period they were meant to be processed on.

This button displays a modal window of the Retrospective Entry via Single Screen when clicked. This button only appears if M001737 Activity ID (Retrospective Entry via Single Screen which allows the user to key data for prior periods) has been activated for the user.

Type or select an Hours Type Code to use for payment to the employee.

Type the number of hours that are to be paid to the employee. Maximum allowed is '$99999.99'.

This field is available as an optional column when Prevar *PP_LEAVE_UNITS_AU Position 1 is set to Y.

This field can be used to enter the number of Weeks/Days related to a leave transaction, to override Preceda's default logic for calculating the Weeks/Days from the Hours Amount provided. For example, it can be used to update leave balances (i.e., Weeks for Average Hours Payments and the Days for Domestics Violence Leave payments, etc.)

For Leave entries, this is the date that this Leave Type begins.

For Leave entries, this is the date that this Leave Type ends. This will display the From Date as the default but can be overridden.

This is an optional and read-only field that can be added to the browse list.

This displays the Flexibility Payment Type description, as a read-only column, if the selected Hours Type Code is linked/ configured with a Flexibility Payment Type option. This is blank for a non-Flexibile Payment Hours Type Code entry.

An information icon is displayed next to the Flexibility Payment Type description in this column, which you can hover over to see additional information related to this transaction.

This screen also displays additional acknowledgment messages when saving the records if you are using any Flexibility Payment Hours Codes to keep you informed on the expected results for these leave transactions. Preceda performs leave entitlement availability calculations based on applicable Flexibility Payment Type linked to the selected leave type. If the leave balance is insufficient based on the Flexibility Payment Type against the selected Leave Type, the messaging presented on the screen will advise you accordingly.

When saved, the costing date will be validated and report any errors.

• Only valid entries will be processed through the Payrun. Any invalid entries will be discarded.
• If the Position 23 of Program Control PAY29 is set to Y, the Costing Date will be used for the change in SG calculation for U18 (under 18) employees. For the first week, hours must be entered into the field and the Costing Date can be any date within the first 7 days of the period. For the second week, hours must be entered into the field and the Costing Date can be any date within the next 7 days of the period.
• If the Costing Date was not entered on one or both of the entries, the system will calculated SG using the standard method: total the hours and then divide by two to get an average weekly value and then determine if the SG is to be calculated.
• For time-sheeted transactions:
  • If the Costing Date is entered in Entry via Single Screen, this will become the Costing Date.
  • If the Costing Date is not entered in Entry via Single Screen, the Costing Date will be the last day of the pay period.
  • If the employee is terminated and the Costing Date is after the termination period, the system will use the costing effective as the termination date, or if the employee is terminated, it will use the termination date.

Indicate if the employee is to be paid regardless of them being entitled to it.

This column is available and visible by default for employees with at least one Role record configured via Roles screen/ mapper, regardless of its effective periods.

This prompt list only includes Role Codes effective for the employee as at the Period End Date or Costing Date (if entered, where Costing Date is considered first). The Features configured for the Roles are also displayed in this prompt list.

To pay an employee against a Role, specify a valid Role Code. The pay calculation will subsequently use the role salary and role costing information if available. Otherwise, it will default to use the non-role salary and costing information.

This is the department where these hours are allocated.

This is an overriding Account number.

The account number entered is used to cost the entered units.

A Labour Costing number is entered if this value is to be allocated to one. Labour Costing 1 is used in conjunction with Multiple Roles.

A User Costing number is entered if this value is to be allocated to one.

The rate for these hours can be entered only if they are different from the Salary window. This new rate will only apply to this line.

If a value is entered, the Salary Code field must be left blank.

Note that the maximum rate is '99999.9998'. Entering a value of '99999.9999' will override the Rate to '0.00'. This will then be written to the employee Earnings History file and applied to the entry in the Payrun.

Enter or search for an overriding Salary Code.

If this field is used, the Rate field must be blank.

This field displays options in two ways:

• Instantly load entries - No need to search for a code and click the search button before the list of options is displayed. This setup is available when the number of record is less than the figure defined in Preceda Variable *PEOPLE_PAGELIMIT.

• Prompt with Search - This is available for a long list of options going beyond the maximum page size for search results configured in Preceda Variable *PEOPLE_PAGELIMIT.

   

Entry of a Calculation Method will override any Calculation Methods that have been entered on the Hours Type record or on the employee Tax window.

Was a Doctor's Certificate issued? This indicates which balance to reduce in the employee's sick leave entitlements.

• This only applies to Sick Leave and Worker's Compensation.
• If the entry is for Worker's Compensation, enter the Incident # in the Comment field.

Indicate if this a continuation of this type of leave from the previous Payrun.

Any comments or references can be entered and is recorded on the Leave History window.

Safety Module

• The Comment field is used to record the Incident Number.
• This will only apply if the Hours Type Code has a Classification of W.
• If an Incident Number is not entered, an error will be displayed.
• When the transaction is processed through a Payrun, the Hours Payment is automatically linked to the incident.
• This can be viewed through the Workers Compensation Payments window in the Safety module.
• If the Incident Number is not known at the time of entry, the transaction will still be processed. The payment can be linked to the incident after the Payrun via the Link Payments to Incidents window in the Safety module.

The reason for taking leave, only if the Hours Code entered is for Other Leave Type or a User Defined Leave Accrual Method. This is recorded in the Leave History window.

• A Leave Reason must be entered for Hours Codes with a Classification of O.

As hours transactions relevant to Training are inputted, the Course ID and Session ID must be entered. When the transaction is processed through a Payrun, Preceda automatically links the hours payment to the Training Course/Session. This can then be viewed through the Training History window .

• The Hours Type selected must have a Classification of Q.
• If the Course/Session ID is not known, the transaction will still be processed. The payment can be linked to the incident after the Payrun via the Link Session with Participants window.

This is only used for Forward Dated Leave.

Indicate if the leave transaction is to be suspended or not.

Specify a date that is after the period end date defined in the Payrun Header window. The leave will be paid when the Header Period End Date is equal to or greater than the Suspend Date.

• The field is left blank to apply a default date subject to the Suspend Leave Until option set in Program Control option PAY34.
• To enter a Costing Date, double click on the row to reveal a drill-down window.

Any Allowances/Deductions that have been set up on an employee's record as standard are NOT displayed.

If there is an existing record set up, any details entered for the same Allowance/Deduction code will override those details entered into the employee records.

These are Allowance/Deduction codes that are set to be included in this Payrun for this employee.

This is the number of units to be paid to the employee for the selected Allowance/Deduction code; a value of at least 1 must be entered.

• A unit value used to multiply the value in the Rate field can be specified. If a rate is not specified, the rate indicated on the Salary window or the value specified in the Allow/Deduct window is used.

This displays the value of the Allowance/Deduction. This rate will be multiplied by the Allowance/Deduction Units and included in the employee's payrun.

• The maximum rate is '99999.9998'.
• Entering a value of '99999.9999' will override the Rate to '0.00'. This will then be written to the employee Earnings History file and applied to the entry in the Payrun.
• If overriding an existing Allowance/Deduction for an employee that is percentage-based, a percentage must not be entered. Rather, an actual value must be entered.
• By typing more than one zero in this field, the operation of an existing Allowance/Deduction for this particular payrun will be suppressed.
• The Overrides window should be used to suppress the payment of all the employee's allowances/deductions.

This is the Costing Date to be used.

This column is available and visible by default for employees with at least one Role record configured via Roles screen/ mapper, regardless of its effective periods.

This prompt list only includes Role Codes effective for the employee as at the Period End Date or Costing Date (if entered, where Costing Date is considered first). The Features configured for the Roles are also displayed in this prompt list.

To pay an employee against a Role, specify a valid Role Code. The Allow/Deduct transaction will subsequently be recorded against the Role. However, there is no standard Allow/Deduct set up against employee roles. The Allow/Deduct Code, units and rate must be specified in this transaction to be processed.

This is used if hours are to allocated to a department.

This is used if hours are to be allocated to a General Ledger account number.

Enter the Recipient for the selected Allowance/Deduction Code, if applicable.