Salary

This is where Salaries are configured per employee.

Creating Salary is one of the mandatory steps when hiring new employees via the Hire Wizard or Hire Mapper so you can only review or update employee Salaries via this screen (i.e. the New button is not relevant to this screen AND Add action is not relevant to Pay Rates Mapper).

The screen offers the capability of:

  • Maintaining employee Salaries on an individual basis
  • Maintaining employee Salaries for additional roles
  • Reviewing employee Salaries as a result of a Confirmed Salary Package
  • Maintaining employee Salaries in advance or in arrear and the configuration will only come into effect during the specified date range

 

Set-up for this Screen

  • Program Control option PAYRF Position 15 (determines permission to override additional rates from Salary Codes; Only applicable when a Salary Code is selected.)

 

Using this Screen

  1. To add a new Salary record, click the Change button.
  2. Identify when the new record is to take effect by selecting the From date via the Date Picker or manually entering it.
  3. Enter the values for the new Salary record.
  4. Click Save. You will be prompted with a message that your changes have been successfully saved.

 

  1. Using the Effective Date gadget on the Toolbar, identify the employee record you need to delete.
  2. On the selected record, click the Delete button. Note that the Delete action cannot be undone once confirmed.
  3. If you are sure on your deleting, click Yes on the warning message about the action that cannot be undone as well as on previous record becoming effective on this period.

 

Preceda offers the capability of overriding Pay Rates for employees linked to Salary Codes. To enable that, make sure Program Control PAYRF Position 15 is set to 'O'. To disable, make sure the same Program Control value is anything other than 'O'. The setting affects the full database.

The feature is by default disabled. When shall I consider turning it on?

  • When you want to enjoy the convenience of grouping employees by Salary Codes.
  • AND at the same time, there are some variances to Pay Rate values other than the Base Rate value from individual to individual.

Employee C should have a slightly different Pay Rate 2 (e.g. = 37.00/hr).

Instead of creating another Salary Code only for Employee C, with Overriding feature enabled, you may put in 37.00 in Pay Rate 2 slot via Salary screen/ mapper.

Result: 37.00/hr will be used if Pay Rate 2 is ever referenced for Employee C.

 

Employee D is not entitled to Pay Rate 2 at all.

Instead of creating another Salary Code only for Employee D, with Overriding feature enabled, you may zero out Pay Rate 2 slot via Salary screen/ mapper.

Result: 0.00/hr will be used if Pay Rate 2 is ever referenced for Employee D. Another rule will then default to Base Rate when a zero rate is found from Pay Rate to Use.

 

  • If an employee has any Pay Rates overridden for the date range, changes to the same Pay Rate position via Salary Codes screen/ mapper will no longer affect the employee until you reverse waive the overridden from Salary screen/ mapper.
  • If you wonder why a Salary Code new pay rate is not used by an employee, and you know that there may be Overrides, go to Salary screen, bring up the slice of interest and see if there is an Information icon to the right of any Pay Rates. If yes, the Pay Rate is overridden.
  • If you then want to waive the override, go to Change mode via Salary screen, ensure the date range is correct, and you will notice the Information icon is now turned into a Reverse icon. Click the Reverse icon. The override is now waived. The employee is now solely on Salary Code values.
  • Overriding Base Pay Rate (i.e. Pay Rate 1) is supported.

 

If the employee is on a Confirmed Salary Package from Date A to Date B, you will be able to see a corresponding Salary slice from Date A to Date B via this screen. This slice is:

  • Reviewable from here but not maintainable;
  • Holds the same value in Base Pay Rate (i.e. Pay Rate 1 position), as you would see in the Salary field via Salary Package screen AND the Rate Frequency for the Base Pay Rate is Annual. Maintenance of Base Pay Rate should be performed via Salary Package screen.
  • Pay Rates beyond the Base Pay Rate are copied from the previous Salary slice to the Salary Package slice, but not maintainable anywhere.
  • If the previous Salary slice has a Salary Code, the Salary Code will be waived for the Salary Package slice.

 

 

Screen and Field Information

Various Pay Rates can be attached to an employee's records. The Salary window shows the result of a Pay Rate Change once an employee is selected.

Every time a new effective dated record is created on the Salary main screen for an employee and a Salary Code is used, the button Salary Code Records is enabled. This allows you to view the effective dated records for the Salary Code assigned to the employee on the Salary record being looked at.

If an employee is attached to a Salary Code, and the Salary Code effective dated record expires during or before the Pay Period, the employee will be only paid for the portion of the Salary Code that was effective on or not paid at all, and a warning will be generated during payrun calculations.

This saves your changes.

This enables you to delete the selected effective dated record.

  • Note that you cannot bring back any record that has already been deleted.
  • The first effective dated record on this screen cannot be deleted.

 

This refreshes the selected record.

Clicking this option allows you to make modifications on the current effective dated record, or create a new record by selecting new From and To dates.

Clicking this option cancels any changes you made on the record.

This option enables you to select an available effective dated record for viewing or update. Selecting a particular date refreshes the screen to display all records based on the chosen date.

This becomes enabled once you click Change. For the record you are creating, select a From date - when the new record will become effective.

The To date will always be automatically populated depending on the record already existing. When creating a new record that will occur before the latest record, the To date of the prior record will default to 'latest record From date - 1'.

If you are creating the latest record, it will automatically be set to '31/12/9999'.

Select the reason for the change/ creation of new record.

 

Select or search for the Salary Code.

The prompt list only includes Salary Codes effective as at the From Date in the date picker. Archived Salary Codes, regardless of its effective period, are excluded from the list.

If a Salary Code is specified, the Base Rate and Rate Frequency are no longer editable.

This is visible when a Salary Code is selected. This displays the Short Description for the selected Salary Code.

This is visible when a Salary Code is selected. This displays the Long Description for the selected Salary Code.

This field is used to hold the employee's annual salary for superannuation purposes and can be different from the actual gross earnings. This is useful for superannuation schemes that set the salary once per year.

It is only used if the following Allow/Deduct Classifications are allocated:

Code Description
Q Non Contributory Superannuation as a Percentage of Employee's Annual Superannuation Gross
R Employee Contributory Superannuation as a Percentage of Employee's Annual Superannuation Gross
W Salary Sacrifice % of ASG

This is hidden when reviewing a role salary record.

This is a minimum net amount that the employee is to be paid for each payrun, if specified. The actual net pay is checked against the Protected Net amount when deductions are applied to the employee's pay during Payrun processing.

Prioritised Deductions are applied only if they will not reduce the actual net pay to below the minimum specified here. However, mandatory deductions are applied regardless of their effect on the actual net pay, and they could reduce it to below the minimum specified.

For employees who require a protected net, the system takes into account the Pay Frequency. The value to be setup must be a weekly figure (e.g. Fortnightly Protected Net of 1000 will be keyed as 500. When the pay is produced, the system will multiply the value by the pay frequency such as 500 x 2 = 1,000 Protected Net).

This is hidden when reviewing a role salary record.

When no Salary Code is selected, the browselist displays the number of pay rate positions and descriptions configured via Pay Rate Code Descriptions screen.

When a Salary Code that is not linked to any Industrial Agreement is selected, same with above.

When a Salary Code that is linked to an Industrial Agreement is selected, the browselist displays the number of pay rate positions and descriptions configured via Industrial Agreement Setup screen/ mapper.

This indicates the pay rate position.

This is the description of the pay rate position.

This is the pay rate effective as at the specified date range. Base Pay Rate (i.e. pay rate 1) is mandatory. All the other rates can be left zero if not applicable to the employee.

This is the rate frequency. Frequency for Base Pay Rate (i.e. pay rate 1) is mandatory. Frequencies for all the other rates are controlled by Program Control PAYRF Position 14 (Please DO NOT change this Program Control without understanding the impact).

When an overriding icon is displayed against a pay rate, it indicates that the rate displayed on this screen is overriding the rate at the same position specified for the selected Salary Code. If this pay rate position is referenced in pay calculation, the rate on this screen is used instead of the Salary Code value.

To reverse the override, click Change and click the reverse icon then Save. This removes the overriding value and enables pay calculation to reference the Salary Code value.

 

 

Clicking this button directs you to an Allow/ Deduct drill-down window containing an Allow/ Deduct table (what is currently on the Allow/Deduct screen).

This is hidden when reviewing a role salary record.

A/D Codes drill-down

On this drilldown window, a New button is available. Clicking this button, leads you to another drilldown window covering further Allow/Deduct details you may update.

 

This closes the drill-down and takes the user back to the actual screen of Allow/Deduct.

This clears the form and allows the user to enter a new A/D code effective dated record, either for the A/D code the user is looking at or any other.

This is only enabled if the record the user is looking at has a From date after the employee Paid Up To date.

This refreshes the current record.

This makes the form editable and keeps all current values on the editable fields, including From and To dates. On clicking Save, a new record is created, and there will ALWAYS be an attempt to insert a new effective dated record.

Cloning is allowed only on drilldown to ensure that not the whole A/D Code with past and future records is cloned, only a specific effective dated record.

This allows you to get a preview of the information on the selected record.

The As At Date Picker allows you to select the exact date of the effective dated record that you need to view.

The From and To fields allow you to setup the new effective dated record via date picker.

Setup the Start Date of the effective record using From while determine the date the record will become inactive using To.

Clicking this radio button displays the effective dated record with From date that is before or on the As At date, and To date that is on or after the As At date.

Clicking this radio button displays the effective dated record with a From date that is after the As At date.

Clicking this radio button displays the effective dated record with a To date that is prior to the As At date.

Clicking this radio button disables the As At Date Picker, and lists all A/D codes (where the reference date is the current date).

When no record at the current date exists, the closest record to the current date in the future will be displayed. Otherwise, the closest record to the current date in the past will be shown.

 

Select the code for the required Allowance/ Deduction.

This field displays the number of times this Allowance/Deduction will be applied to the employee for each pay.

With standard allowances/deductions, this should either be '0.00' or '1.00'.

Unit Description
0.0 Entering this value will ensure that there will be no calculation for the Allowance/Deduction Code for the next Payrun. Any allowance/deduction that needs to be stopped should have the Standard Units maintained at '0' to prevent further action, but at the same time, maintain history during the current financial year.
1.0 Entering this value will activate one payment of the Allowance/Deduction for each Payrun.

 

This is the standard amount for each unit.

This refers to the contract amount allocated to the Allowance/Deduction. The Allowance/Deduction will automatically cease when this amount is reached. This could be used for payments such as a company loan.

If the Contract Amount is a total of two or more amounts, this field can be used to store one of these amounts for reporting purposes.

This is the Start date of the Contract.

This enables you to reset the Contract Paid Amount to '0' once a future effective dated record becomes effective.

Setting this field to 'Y' resets the Contract Paid Amount to '0' while 'N' keeps the value as is.

This flag offers the flexibility to end date an A/D Code record, and set the Start Date of a new effective dated record for this A/D Code without having to reset back to '0' the Contract Paid Amount. This also allows the user to define a future effective dated record that might require the values to be reset to '0' to ensure that the employees will get the whole lot of their contract allowance for a different period of time.

 

This refers to the Recipient for the selected Allowance/Deduction Code, if applicable.

This is the reference information that may be applicable to the Allowance/Deduction.

If the employee has a salary package, this field can be used to prevent an Allowance from being included in the package.

Code Description
N or Blank The allowance will be included in the Salary Package.
Y The allowance will be excluded from the Salary Package. The allowance and value will not be displayed on the Salary Package window, and the value will not be included in any totals.

 

Identify if the Costing for the Allowance is to be split against all Roles.

Code Description
N or Blank The Costing for this Allowance will not be applied from all Roles. If the Role Code field is populated, Costing will be applied from that Role alone. If the Role Code field is empty, the Costing will be applied from the employee's Masterfile.
Y The Costing for this Allowance is to be applied from all Roles paid in the payrun. The split will be calculated based on the number of hours paid against each Role.

Note:

  • This field will not be available if the Role is populated.
  • This is only used with Multiple Role Conditions.
  • See MRC Allowances for more information.

 

Identify whether or not the notes are to be included on the Pay slip.

Code Description
Y

Include the notes on the Pay slip. The Notes field must be completed.
N Do not include the Notes on the Pay slip.

 

This refers to the notes that will appear for the selected Allowance/Deduction. This is used to record the name of Allowances/ Deductions such as Medical Fund.

This is an optional field, and will not be displayed on the pay slip regardless of the entry in the Display A/D Note in Pay slip field.

This is the bank's BSB number associated with the employee.

  • The BSB must have already been defined on the Bank Codes screen.

 

This is the employee's bank account number.

This is the name of the account that the funds are to be deposited. This is usualy the employee's name.

This is the text that appears on the payee's bank statement.

If left blank, the employee's ID number is used followed by zeroes to fill the unused space.

If the employee ID is '001234', it will be filled with: '001234000000000000'.

 

 

Every time a new effective dated record is created on the Salary main screen for an employee and a Salary Code is used, the button Salary Code Records is enabled. This allows you to view the effective dated records for the Salary Code assigned to the employee on the Salary record being looked at.

The Salary Code on this screen depends on the values assigned to Program Control PAYRF Position 15.

The data presented on this modal window are the salary code details currently assigned to the employee. You may navigate backward or forward via the Effective Dated Toolbar. However, you may only view the Salary Code record. Any button (e.g. Change or Delete) for editing are disabled.

 

This closes the drill-down and takes the user back to the actual screen of Allow/Deduct.

This refreshes the current record.

This allows you to get a preview of the information on the selected record.

This toolbar allows you to select the exact date of the effective dated record that you need to view.

 

This is a code of up to 4 characters that represents the Salary Code.

This is the description of the Salary.

Code Description
4 Four Weekly
A Annual
D Daily
F Fortnightly
H Hourly
M Monthly
W Weekly

 

For most salary types with the exception of Hourly, the number of weekly hours that the salary rate is based must be specified. This value is used by the system to calculate the hourly rate.

Example:

For a salary of $312 per week and hours of 38.00, the system calculates the hourly rate as $8.2105.

Enter a Base Pay Rate for this Salary Code.

Enter an Award Pay Rate for this Salary Code.

Enter an Other Pay Rate for this Salary Code.

Pay Rates 4 to 8 are applied only if applicable to this Salary Code.

Employee Pay Rates are applied by the hierarchy applied by Preceda

  • Program Control Option PSAL may be used to provide a warning if an hourly pay rate exceeds a given figure. This warning is given when the record is saved and is applicable only to hourly rates.

 

 

 

 

Rules and Guidelines

  • An Hourly Rate of Pay is used to calculate all employee's pay. This rate is calculated using the Salary, Base Hours, and Pay Frequency information on the file.

    Code Calculations for Hourly Rate Notes:
    H

    Hourly --> No Calculation Hourly Rate = Hourly Rate
    • The result of the calculation of Base Hours x 4.3333 is two decimal places (adjusted).
    • The Hourly Rate calculated has the form $$$ccc and is used with the four decimal places in all calculations.
    • Equivalent values are displayed on the window.
    D

    Daily --> (Salary x 5)/Base Hours = Hourly Rate
    W

    Weekly --> Salary/Base Hours = Hourly Rate
    F

    Fortnightly --> Salary/(Base Hours x 2) = Hourly Rate
    4

    4 Weekly --> Salary/(Base Hours x 4) = Hourly Rate
    M

    Monthly --> Salary/(Base Hours x 4.3333) = Hourly Rate
    A

    Annual Paid Monthly --> Salary/12 x (Base Hours x 4.3333) = Hourly Rate
    A

    Annual Paid Weekly, Fortnightly or 4 Weekly --> Salary/(Base Hours x 52) = Hourly Rate

     

  • If the employee has a Salary Package in the Remuneration Module, a warning will be displayed to advise that the record is part of a Salary Package. If you want to make any adjustments, kindly to go to the Salary Package screen.
  • When an employee is hired, an Effective Dated Salary record will be created with From date = 'Hire Date' and To Date = '31/12/9999'.
  • Adding an Effective Dated Record for an A/D Code prior to Paid up to Date is allowed. A warning message is displayed when performing save regarding retrospective transactions.
  • Salary Code records becoming effective will not have an effect on the overwritten rates.