Select Settings > Operators and select each operator
•On the main operator screen ensure the Start Date has been set to the date the employee started employment
Then select the Payroll tab and ensure the following data is correct
•The ‘Currently on Payroll’ field should be ticked on each employee for whom you need to process their pay
•‘Paid Up To’ should be set to the last day of the last pay period processed (When the next pay is calculated it will be from the day after this date and will be for the pay period selected). For example if you want the first pay to be from Friday 1-July-2013 you would set the ‘Paid Up To’ to Thursday 30-June-2013. With new employees set to the day before their start date
•‘Pay Period’ should be the period they are normally paid (eg: Weekly, Monthly etc.)
•‘Job Type’ can be ‘Casual’, ‘Part Time’ or ‘Full Time’
•Tax Free Exemption – Each person can only have one tax free exemption. If they only have one job this would normally be ticked. If they have more than one job they can only claim the Tax Free Exemption at one of their jobs.
•Leave Loading – This was originally designed for shift workers and employees whose money is regularly made up by allowances or commissions. It is normally optional unless specified by an award. Leave Loading adds 17.5% to the hourly rate for Holiday pay. The idea was to make up for any lost allowances or commissions while on holiday.
•Married, Resident, Qty of dependent children etc should be filled out as appropriate and will normally have an effect on the PAYG Tax calculated.
•Super Company and Ref should be completed with the Superannuation details for that employee. The system will automatically create a purchase record (not Paid) for the amount of the superannuation due when each pay is processed
•Wage Purchase Contact – This can either be the Contact details for the employee, or a general account for wages such as ‘WAGES – WORKSHOP’. Some companies like to pay wages into a general account and then distribute the pays to the individual suppliers manually (outside the Evopos system), normally so that individual salaries are not show on the Purchase ledger. Note: There is also a security option to hide Wage details in the Purchase section, you would obviously also secure the Payroll and Settings sections.
•Wage Payment Account – This allows you to set the balance account that the wages will be paid from: Bank account or Petty Cash etc.. The purchase record for the Wage is marked as Paid by default.
Then select the Pay tab and ensure the information is correct
•‘Taxable Pay’ there are up to 4 rates of pay (with Quantities) available for each employee. The Description, Rate and Quantity for each are stored as a default, but these can be over-written if required. The 1st Rate and Quantity should be their 'Basic' pay. The Quantity can be the number of hours worked in each period, for example on Weekly, if working 7.5 hours per day for 5 days then the hour would be 37.5 hours for the period. Note: The superannuation is calculated on the basic pay which by default is the Basic Pay x Default Hours. Note: If you set the ‘Default Hours per period’ to zero the system will use the Logged Hours for that person (see Time Logging). Note: The Superannuation is calculated on the Basic pay (Plus Sick or Holiday at the Basic rate). The other Taxable lines are for Overtime, Bonuses, or taxable Allowances. You can also use for Salary Sacrifice (as a negative figure). If you only know the amount for the period (for example weekly) you can divide the period amount by the number of hours normally worked eg: 900 per week divided by 37.5 Hours equals 24.00 per hour.
•'Non-Taxable Allowances' - This is for an allowance (or Deductions as a negative figure) which is not subject to Tax. For example this could be a Tool Allowance of 20.00 or a HEX/HELP repayment deduction of -50
•‘Hours Paid Sick Pay’ is the number of paid sick hours allowed each year. For example if an employee is allowed 3 days per year and they normally worked 7.5 hours per day it would be 7.5 x 3 = 22.5 hours paid sick.
•‘Hours Sick Pay BF’ is the number of hours, if any, ‘Brought Forward’ from a previous period where they have not been used. This amount can be negative if too much was taken in the previous period. It is not carried over automatically each year so after you paperwork is completed for a previous year you will need to re-set it.
•‘Hours Paid Holiday’ is the number of hours paid holiday awarded per year. For example if an employee is given 4 weeks holiday and they worked 37.5 hours per week it would be 37.5 x 4 = 150 hours paid holiday.
•‘Hours Holiday BF’ is the number of hours if any ‘Brought Forward’ from a previous period. This amount can be negative if too much was taken in the previous period. It is not carried over automatically each year so after you paperwork is completed for a previous year you will need to re-set it.
Note: If you click the 'Calc' button for Sick or Holiday hours it will show the Available Hours. Available hours is calculated by taking Hours Paid Sick or Holiday, dividing it by 365 and multiplying it by the number of days so far in the year (up to the Paid To date), then it will add any Hours Holiday BF, and then deduct any Hour Holiday taken so far in that year. This amount can also be negative. Note on some formats of Payslip it shows the Holiday Hours Available.
If when you go into Accounts / Payroll, the system says No Pay Tables for the pay period you will need to import the appropriate pay tables. Evopos supply these every year as part of your subscription services.
To Import select Accounts > Payroll > Import tables and select the tables for the correct year and country (Normally in: C:\Program Files\Evopos\Evopos\Imports)