Employees

 

Summary

Zone: Australia (AU)

Currently Saasu supports Australia for Payroll. If you wish to use Saasu Payroll for other zones you may need to set up Pay Items for your specific local requirements. You may also need to modify the existing Payslip format in the Templates area. Remitting required forms manually may be required by your Taxation Authority.

This screen allows you to add or edit an employee so that you can create pays. Employees appear in reports and the Payroll Entry List and Add/Edit screens. To add an Employee to Saasu fill in the Main tab and the Default Pay tab.

Main

This screen captures the basic information for an employee (View > Employees) .

Employee Details

Given Name, Family Name	These fields must be filled in as a minimum.
Email	Used when sending payslips via email.
TFN	Tax File Number is used in PAYG Payment Summaries.
Date of Birth	Used in PAYG Payment Summaries.
Contact ID	All Contacts including employees can be given a Contact ID in Saasu so that you can tie this contact to other records in Saasu or in other payroll or time tracking systems

Pay Group

Employees can be put in a Pay Group if you decide to process your payroll in bulk rather than creating a Pay transaction one at a time.

Assign to Pay Group

Choose the Pay Group you wish to assign this employee to for Pay Runs. First setup the Pay Group from View > Pay Run and click the Add link to create a new Pay Group

Postal Address

Postal Address is used in Payslips and also PAYG Payment Summaries.

Street	e.g. Unit 1 999 King St
City	The suburb, county or city
State	The state, territory or province
Post Code	ZIP code, Mail code or Post Code
Country	As would make sense to the destination mailing authority/service. If we don’t support a country in this list you think is valid just let us know and we’ll get it added.

Bank Details

Default Pay Bank Details (To be used in ABA file generation in a future release).

Account Name	The Employees Account Name rather than there name. This may sometimes differ such as when the employee is paid into a joint bank account.
Branch/Route	The Banks number to identify the branch location where your account is held. In the USA this is usually a Route Number. In Australia this is a BSB number
Account Number	The full account number of the bank account for the pay including any leading zero’s but excluding any non numeric numbers.

Employment Details

Agreement	One of the legal settings on which your employee is hired. You can set these up under Settings > Payroll > Manage Registered Agreement.
Employee Classification	One of the legal settings on which your employee is hired. You can set these up under Main Menu > Setup > Payroll > Employee Classification.
Employment Type	One of the legal settings on which your employee is hired. Choices are full-time, part-time or other to allow for special circumstances.

Employee Pay Calculation Information

Field	Explanation	Required
Pay Rate Method	Salaried or Hourly type of employee setting.
Annual Gross Pay	Total current annual salary annual not including any employer contributions.
Regular Hourly Rate	Hourly pay rate not including any employer contributions.
Pay Period	The period/frequency for which pay is generated and paid for the employee.
Hours per Pay Period	Nominal Hours worked for a general pay period (not necessarily the hours worked for a specific pay period).

Employee Tax Calculation Information

Auto Calculate Tax	Check this box if you want to have Tax on pay calculated by the setting you choose automatically. Alternately you will need to manually calculate tax from Australian Taxation Office tax tables or another method.
Tax Scale	Standard Australian Taxation Office tax scales used to calculate PAYG tax on taxable items (Taxable items appear with a Red coloured “T” next to them).
Tax Details Additional Tax	to allow for custom variations to PAYG tax deducted.
Tax Details FBT & Tax Offset	Adjusts PAYG calculations for FBT Tax offset.
Tax Details Has HECS/HELP Debt	Adjusts PAYG calculations for HECS.
Tax Details Claim Medicare Levy Exemption	Adjusts PAYG calculations for Medicare levy.
Tax Details # of Children	Required field where claiming Medicare Levy Exemption.
Start Date	The day your employee commenced paid service.
Termination Date	The day your employee ceased paid service.
Accrued Sick Leave	Information only. These fields will be replaced with Accrued Personal Sick Leave opening balances in a future release.
Accrued Annual Leave	Information only. These fields will be replaced with Accrued Annual Holiday Leave opening balances in a future release.

Tags

Apply Report Tags to your employee pays so you can track this cost against projects, divisions or jobs that are represented by the Report Tags you have setup.

Activities

Create and track meetings, conversations and file notes about your interaction with employees. This helps serve compliance requirements and maintain good Human Resources records relating to employee notifications, pay changes, policies and procedures.

Default Pay

This screen is used to generate the pay each pay period.

Pay Items

Wages & Salaries	Generally the core wage components. For example, hourly pay, overtime or commissions. Generally taxable but seek your own advise for your specific circumstances.
Deductions	Union fees or charity deductions made from the employees bankable pay. These may be deductible or non-deductible for tax calculation purposes depending on your specific circumstances.
Tax Withheld	Tax components calculated or added manually based on taxable pay items for the period.
Employer Contributions	Generally SGC superannuation. Others can be added here as specific circumstances demands.
Entitlements	Annual Holiday Leave, Personal Sick Leave and other employee entitlements as per your legal and/or contracted requirements.

Other variables and overrides in this area

There are check box’s available to turn on or off automatic calculation of a Pay Item based on your employee details. This is sometimes useful if the employee has custom or special requirements with respect to their pay setup.

You can also turn off the taxable option where you don’t want Saasu to treat the Pay Item as taxable. This may happen where a Pay Item is normally taxable but for a specific/special reason this is not the case for this employee.

Sometimes <auto calc> will display in Pay Item lines which indicates you have set Saasu up to automatically create and calculate the amount for you when you create a Pay Transaction manually or via the Pay Run feature.

Hours	the hours used to calculate ( or entered by override) the pay item for this period
Rate	the rate used to calculate ( or entered by override) the pay item for this period
Amount	the amount calculated ( or entered by override) for the pay item for this period

Next Pay

This Tab is used with Group Pay Runs. You can prepare an employees next pay and when you run the Group Pay Run it will take this next pay information to create the employees pay in preference to the default pay settings. It will clear after each Pay Run.

Entitlements

Historical list of Entitlements for this employee.

Employee Lists

View a list of employees that have been setup in your File. You need to enter an employee here before you can enter a pay transaction using the Payroll screens. Employees are listed in the drop downs when creating Payroll transactions and others screens.

	Add a new Pay transaction.
	Delete the selected (checked) Pay transaction.
Setup Pay Items	Setup Pay Items than can be used to build the pay transactions.
	Edit this Pay transaction.
	Add another Pay transaction like the one.

Inactive Employees

This is a list of employees that you have previously used when entering transactions, but you no longer need to add entries for (for example, if the employee’s employment has been terminated). By placing an employee in the Inactive Employees list, they do not appear in the drop-down lists for transaction editing and report settings etc. You can later re-activate the employee by clicking the Edit link next to the employee and ticking the Re-activate this employee check box and saving the employee.

Zone Specific

Australia (AU)
Nominal Hours is a defined term that has meaning under legislation in Australia.