This article is about Humanforce Payroll. For help with Humanforce Workforce Management, start here.
Humanforce WFM and Payroll have integrated employee data, designed to minimise manual inputs and eliminate double handling.
Whether you create an employee in WFM or Payroll, it automatically sends details to the other, when your next scheduled employee import runs (typically daily).
To manually create an employee directly in Humanforce Payroll, follow the steps below. The new employee records will be imported to WFM when you have next scheduled the import task to run. If you need to run the employee import task immediately to push new employee records to WFM, head to Humanforce WFM > Management > Advanced > Integration Central, locate the relevant task and click Run.
Create an employee via Employee Maintenance
- Go to Employee > Employee Maintenance
- Click on the + icon. A pop-up box will appear for you to start creating the employee.
- Enter in the required fields and click Create.
- An Edit Employee window will open, with multiple tabs to fill out.
- Work through each tab, filling in the required information. Make sure you click Update before you move to the next tab. When you click update, you will get a successfully completed message, if there are not any issues with the data you have entered.
- Once you have entered in all the employee data, click Activate. If there are any errors you will be advised, otherwise, you will get the Activated message and the employee will show as Active in the List of Employees.
Top Tips on Fields in Each Tab
Personal
- If Payslips are being emailed to employees, then Private Email must be completed. Depending on your configuration Private Email Address may be required for employee Activation.
- When setting up a new employee via Employee Create/Employee Maintenance, if the employee is under 13 years of age, a warning message will appear advising this. However, the employee can still be activated.
Employment
- Work Email is where Workflow Notifications are sent.
- The Is On Maternity Leave checkbox is available to simply record Leave Dates From and To and utilise in Merlin for Reporting. It is not linked to any other function.
- If selected, Manually Print Payslip will create a separate PDF file in RMS.
- Disregard Reports To as this is for leave and timesheet approvals, which will be handled in Humanforce WFM.
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Award Agreement is a free text field where the Award or Agreement the Employee is on can be entered. This will then be shown on the Payslip if you have that configuration option enabled for payslips.
Pay
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Enter in either a Rate Set or FTE Salary PA depending on how your payroll has been set up. Make sure when entering in FTE Salary PA or Hourly Rate to click the save icon to retain your entry.
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By default, the SG Option is set to Use SG rules and calculate super based on the legislation. If, however, you wish to bypass the SG Rules, select Bypass SG Rules from the drop-down box and the superannuation caps will be ignored.
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By default, SG Contribution will already be assigned to the employee. However, you will need to add in the fund (if not using the default fund) and their member ID. Click on the SG Contribution and a pop-up will appear so you can add the information. To set the SG Contribution to a fixed dollar amount rather than the default percentage:
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Click on SG Contribution, and in the Usage drop-down, select Variable Amount.
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Select the currency and enter the amount.
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Click Update.
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You can also alter the Default to a percentage of your choice provided it is greater than the current minimum:
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Click on SG Contribution, and in the Percentage field enter the percentage of your choice.
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Click Update.
Note that:
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when SGC increases, and if this affects employees with this setup, then you must also increase the percentage on each employee’s masterfile. Use a Merlin report to identify impacted employees requiring manual updates.
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when an employee’s SG Option is to use SG Rules, the normal SG Thresholds still apply when the SG percentage has been overridden.
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If you are using Customer Super Classifications to assign the Super Classification to the employee, select Bypass SG from the SG Option drop-down. The Super Classifications threshold will only work when one of the Bypass options is selected.
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- Additional Pay Elements can be added in if they are required (for example, Salary Sacrifice, Car Allowance, and First Aid Allowance) by clicking the + icon in the List of Pay Elements.
- When adding in a Pay Element for which you need to record a Start and/or End Date, these dates must be Period Start Date and/or Period End Dates based on the scheduled runs in your payroll calendar.
- When setting up a Pay Element with an Expiry Date, if you want to reuse the same Pay Element you must have a Start Date when you add in the Pay Element again.
Tax
- Enter the fields based on the employee Tax Declaration Form that the employee has provided. There is a validation check on the Tax File Number to ensure it is correct.
- In the Tax Variation Type drop-down, there is the option Percentage Override (Salary and Wages only). This can be selected for those Variation types where the percentage is applicable to Salary and Wages only.
- As part of Single Touch Payroll the data entered in the Tax tab is sent to the ATO as part of the Pay Event process, so you will need to ensure that it is entered correctly.
Org/cost
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Org/Cost’ is where you can add in a home cost centre or cost splits for an employee. If you do not use costing, then you will not need to complete this tab.
- Click on the + icon to add in Cost Centre.
- Cost Centre splits can be done. However, you must set up a Cost Centre with 100 per cent first.
- Once you have added the first Cost Centre with 100 per cent then click on the + icon again.
- Add in the split and click Create. The Masterfile will automatically reduce the first Cost Centre percentage.
- If your organisation uses Organisation Levels, you may have additional items to select from in this tab.
Pay Distribution
- For Pay Distribution, add in the Balance of Net by clicking on the word and a pop-up will appear to allow you to enter the bank account information. Enter the Balance of Net details first.
- When entering the BSB code you must key in the (–) symbol between the 3rd and 4th numbers. There are validation checks on the BSB code to ensure it is a valid number.
- Reference No. is what gets displayed in employee records.
- If you have additional bank accounts that need to be added simply click on the + icon.
- Pay Distribution can also be utilised for Pay Elements, such as Child Support. To do this, you will first need to allocate a Child Support Pay Element as a standard deduction in the Pay tab. Once this has been added, in the Pay Distribution tab, click the + icon and select Pay element from the Pay Method drop-down. The Sequence Number relates to the order in which the Pay Distribution splits need to be completed. The Reference No will be supplied by Child Support.
Leave
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To add in the Leave Rules click on the + icon.
- Select the Leave Rule, add in the additional information (Start Dates and Last Entitlement Date)
- Click Create.
- Repeat this process for each Leave Rule required for the employee.
Emergency
To add in Emergency Contact information:
- Click the + icon
- Enter the details
- Click Create and repeat as needed.
Payment Summary
The Payment Summary tab will be blank as you are setting up a new employee. This is where you will be able to enter FBT figures that need to appear on the Income Statement. There will be a Financial Year listed once the employee is activated.
Misc/Reminder
You have the option of recording additional information and reminders for an employee. For example, you could record the key number given or a 3-month probation review.
- To add a Miscellaneous Item simply click on the + icon, enter the details and click Create.
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You can also use this area to store attachments. Click on the arrow icon, select the file and click Update.
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Miscellaneous Items is where you will also be able to identify overseas employees that are exempt from reporting payroll tax. You do this by creating a Miscellaneous Type called Overseas Employee.
- Go to Customer > Customer Miscellaneous Item and click on the + icon
- Enter Overseas Employee in the Description. You must enter the Description as Overseas Employee as this is hardcoded in the system
- In the Miscellaneous Type drop-down, select Miscellaneous
- Click on Create.
- Return to Employee Maintenance > Misc/Reminder to add this Miscellaneous item to the employee. Click on the + icon to add a new record.
- In the Miscellaneous drop-down, select Overseas Employee and click Create.
- You have the option to upload an attachment, then click Update. This employee will now be excluded from the Payroll Tax reports that are produced at the End of Month.