Here are some of our frequently asked questions which we hope support you in your journey to finding and using the perfect payroll and Single Touch Payroll (STP) solution.

General Questions

How to update my Easy Payslip Password

In this section we outline the steps involved to change your Password.

1) Open the EasyPayslip App and click on the ‘Forgot Password?’ link

CP_1.png

2) This will bring up the following ‘Forgot Password’ screen

CP_2.png

3) Click the ‘Email *’ section and the keyboard will pop up to enable you to enter your email address

CP_3.png

4) When you have entered your email address, click on the ‘Send’ button

CP_4.png

5) You will then see a pop up message indicating an email has been sent with instructions on how to reset your password. You can click the ‘Ok’ button to close the message

CP_6.png

6) When you open the email, you will be provided with a hyperlink that you need to click

CP_7.png

7) This will bring up the Password Reset screen, where you enter your new password and then hit the ‘Change’ button

CP_8.png

8) You will then see the pop up screen below indicating you have changed your password successfully

CP_9.png

How to Delete a Payslip

In this section we provide the steps involved in deleting a payslip.

Note: Payslips should be deleted in date order from the most recent payslip being deleted first. If you need to delete a payslip that is not the most recent one, then you should delete the most recent payslip first, then the second last payslip next and so on until you get to the payslip in question. Deleted payslips that require amendments or reprocessing should then be re-entered in date order, starting with the earliest payslip. 

This allows the database to maintain its integrity and ensure the year to date and accrued entitlement balances remain correct. If you have questions on this, please call us on 02 8084 9222 during business hours.

 

1) To delete a payslip, you need to select the ‘Reports’ Screen

Delete_Payslip_ZD1.png

2) Then touch ‘Payslips’ in the header section

Delete_Payslip_ZD2.png

3) This will bring up a listing of all Payslips. You will need to scroll up & down to find the relevant payslip (the latest ones are generally nearer the bottom of the list)

Delete_Payslip_ZD3.png

4) When you have found the Payslip, click on it

Delete_Payslip_ZD4.png

5) The below payslip screen will then appear, where you need to touch the three circles in the top right of the screen

Delete_Payslip_ZD5.png

6) This will bring up the following screen, which you need to select ‘Delete’

Delete_Payslip_ZD6.png

7) A confirmation screen will then appear for you to confirm the deletion of the payslip, which you do by touching the [Yes] button

Delete_Payslip_ZD7.png

8) The Payslip has now been deleted and you will then be taken back to the top of the Payslips Report screen

Delete_Payslip_ZD8.png

Managing & Paying Employees

How to Include Annual Leave in a Payslip

In this section we outline the steps involved in processing Annual Leave (Holiday Pay) amounts.

What do I need to do first?

If you have a staff member that is entitled to Annual Leave (also referred to as Holiday Pay) you will firstly need to set this up in their Employee Record.

To do this, please refer to the Help guide ‘How to Edit Employee Entitlement Details’.

This guide also shows you how to select Annual Leave Loading (if applicable) to any Annual Leave payments you make. By selecting this option, the system will automatically calculate Annual Leave Loading on any Annual Leave payments.

What do I do next?

Now that your employee has been set up for Annual Leave, you need to include this when using the ‘Process’ Payroll function.

Items to note when including Annual Leave in a Payslip:

  • You include the ‘Hours’ of Leave taken in the Entitlement Section
  • Reduce their ‘Base Hours’ to account for any Leave Taken

For example, if your employee works a standard 38 hour week and they had 3 days Annual Leave in that week, then their base hours = 15.2 Hours (2 days) and Annual Leave hours would be 22.8 (3 days).

This is shown below:

1) Enter the Base Hourly Rate Hours

AL_1b_25.jpg

2) Then scroll down to the ‘Entitlements’ section, and enter the Annual Leave hours

AL_2b_25.jpg

3) When you have entered all of the required information for your employees payslip, you need to hit the [Process] button at the bottom of the screen and the Payslip will be generated for you to review.

AL_3b_25.jpg

4) The Payslip will then show the Annual Leave (and Annual Leave Loading) payment amounts as follows:

AL_4.jpg

 Note that the Base Hourly Rate Hours in the above payslip are 15.20 as outlined above.

 

5) If you are happy with the values, you click the paper plane icon in the top right of the screen to finalise the processing of the payslip.

AL_5b_25.jpg

How to include Overtime Amounts in a Payslip

In this section we outline the steps involved in processing Overtime amounts.

When should I use Overtime Amounts?

Overtime amounts are used when you pay your employee for hours they work that are in addition to their usual working hours.

What is the difference between Overtime and Additional Base Hourly Rate Payments?

Overtime is used when you are paying your employee for hours that they have worked in addition to their usual hours of work. Overtime is generally not considered Ordinary Time Earnings for Superannuation Guarantee purposes, therefore EasyPayslip does not calculate any Superannuation Guarantee amounts on any Overtime payments.

There are 3 Overtime options available:

  • Time and a half (1.5)
  • Double Time (2.0)
  • Manually Entered Rate

These rates are then multiplied by the hours worked and Base Hourly Rate. This is explained further below (refer items 6, 10 & 14).

Additional Base Hourly rate payments differ from Overtime in that they represent regular hours that your employee works each period but that are paid at a different rate to their Base Hourly Rate.

How do I include Overtime Amounts when processing a payslip?

In order to process Overtime payments, you must have selected ‘Yes’ in the Employee Payroll set up screen. If you did not select ‘Yes’, no Overtime option will appear when you go to process their Payslip.

To check if you have set Overtime to ‘Yes’ you will need to:

a) Select the ‘Employees’ screen

Employees_Home_Screen_ZD1.75.png

b) Swipe the ‘Employee’ to bring up the ‘Edit’ option

Employees_Home_Screen_ZD2.75.png

c) Then click ‘Edit’

Employees_Home_Screen_ZD3.75.png

d) Click on ‘Payroll’

PP_Overtime_d.png

e) This will bring up the ‘Payroll’ screens. You need to hit [Next]

PP_Overtime_e.png

f) Continue to hit [Next]

PP_Overtime_f.png

g) Continue to hit [Next]

PP_Overtime_g.png

h) You will then see the ‘Overtime’ option. To select ‘Yes’ swipe right

PP_Overtime_h.png

i) You will then see the ‘Overtime’ option show ‘Yes’

PP_Overtime_i.png

 

Processing Payslips with Overtime

1) To do this, you click the [Add Overtime] button

PP_Overtime_1.png

2) You will then see the following screen, where you will need to click on the [+] symbol

PP_Overtime_2.png

3) The Overtime Input Screen will then appear, and you need to click in the [Overtime Rate] field

PP_Overtime_3.png

4) You then need to select one of the three available options

PP_Overtime_4.png

5) The next screen will show the option selected. In this example, we have used ‘1.5’. You then need to click in the [Enter Rate] field 

PP_Overtime_5.png

6) This will bring up a numerical keypad which you use to enter the ‘Total Overtime’ hours your employee has worked at this ‘Time & a Half Rate’

The formula for Time & a Half = Base Hourly Rate ($20.00 in this example) x 1.5 (Time & a Half Rate) = $30.00 / hour.

Therefore 2 hours Overtime at $30.00 / hour = $60.00 (as shown below in the [Total Amount] field)

PP_Overtime_6.png

7) When you have entered the hours in the [Total Overtime] field, you then hit ‘Done’ on the keypad. The system will automatically calculate the ‘Total Amount’.

If you are happy with the amounts shown, you need to hit the [Add Overtime] button

PP_Overtime_7.png

8) A summary screen will then appear to show the details that will appear on the payslip for the Overtime you have just entered

PP_Overtime_8.png

Note: If you realise you have made an error at this stage of entering the Overtime information, you are unable to delete the amounts from this screen. Instead you will need to click the ‘<‘ arrow in the top left of the screen and then hit the ‘X’ in the Process Payroll screen and restart the Payslip process.

9) You can then choose to either:

– Go back to process the remainder of the Payslip by clicking the < arrow in the top left of the screen,  or

– Add up to 2 more Overtime amounts. To add these amounts, you will need to click on the + Symbol as shown below

PP_Overtime_9.png

10) In this example we have chosen to add 2 hours Overtime at Double Time (2.0) amount in line with steps 3-8 above.

The formula for Double Time = Base Hourly Rate ($20.00 in this example) x 2.0 (Double Time Rate) = $40.00 / hour.

Therefore 2 hours Overtime at $40.00 / hour = $80.00 (as shown below in the [Total Amount] field)

 PP_Overtime_10.png

11) After hitting the ‘Done’ button in the keypad on the screen above, we can confirm the 2 hours at Double Time as shown below

PP_Overtime_11.png

12) You need to hit the [Add Overtime] button to confirm these amounts to be shown on the payslip. You will then be presented with the confirmation screen below

PP_Overtime_12.png

13) If you need to add an Overtime Rate that is not 1.5 (Time & a Half) or 2.0 (Double Time), then you need to use the Manually Enter Rate Overtime Option

PP_Overtime_13.png

14) In this example we have chosen to add 4.5 hours at an Overtime Rate of Three & a Half Times (3.5) in line with steps 3-8 above.

The formula for the Manually Entered Rate = Base Hourly Rate ($20.00 in this example) x 3.5 (Manually Entered Rate for this example) = $70.00 / hour.

Therefore 4.5 hours Overtime at $70.00 / hour = $315.00 (as shown below in the [Total Amount] field)

PP_Overtime_14.png

15) After hitting the ‘Done’ button in the keypad on the screen above, we can confirm the Manually Entered Rate of Three & a Half times (3.5) as shown below

PP_Overtime_15.png

16) You need to hit the [Add Overtime] button to confirm these amounts to be shown on the payslip. You will then be presented with the confirmation screen below

PP_Overtime_16.png

17) You then need to click the < arrow in the top left of the screen to continue processing the remainder of the payslip

PP_Overtime_17.png

18) When you return to the Process Payslip screen you will see that the total of all the Overtime amounts as shown below.

The $455.00 = $60.00 + $80.00 + $315.00 from the screen above

PP_Overtime_18.png

19) When you have entered all of the required information for your employees payslip, you need to hit the [Process] button at the bottom of the screen above and the Payslip will be generated for you to review.

If you are happy with the values, you click the paper plane icon in the top right of the screen to finalise the payslip processing.

PP_Overtime_19.png

20) The Payslip will then show the Overtime amounts as follows:

PP_Overtime_20.png

As you can see the Hours, Rate & Amount values match what was shown in the summary screen (refer item 17 above). Also the ‘Type’ for all 3 Overtime Entries is ‘Wages Not OTE’, as a result EasyPayslip will not calculate Superannuation Guarantee on these ‘Amounts’

How to include Base Hourly Rate Additional Amounts in a Payslip

In this section we outline the steps involved in processing base hourly rate additional amounts.

When should I use Base Hourly Rate Additional Amounts?

Base Hourly Rate Additional amounts are used when you pay your employee using more than 1 standard hourly rate in their payslip.

 

What is the difference between Additional Base Hourly Rate Payments and Overtime?

Additional Base Hourly rate payments are for regular hours that your employee works each period, that are paid at a different rate to the Base Hourly Rate entered in the Employee Setup/Edit Screen.

As Additional Base Hours are commonly considered regular hours of work, they will generally fall under the category of Ordinary Time Earnings and as such, you would be liable for Superannuation Guarantee on these payments. EasyPayslip therefore does calculate Superannuation Guarantee on all Additional Base Hourly Rate payment amounts.

Overtime on the other hand is generally not considered Ordinary Time Earnings for Superannuation Guarantee purposes. As such, EasyPayslip does not calculate any Superannuation Guarantee amounts on any Overtime payments.

How do I include Base Hourly Rate Additional Amounts when processing a payslip?

When you are in the Process Payroll screen, you can include up to 4 separate Additional Base Hourly Rate payments in each payslip.

1) To do this, you click the [Add Additional] button

PP_ADBHR_ZD_01.png

2) You will then see the following screen, where you will need to click on the [+] symbol

PP_ADBHR_ZD_02.png

3) The Base Hourly Rate Additional Input Screen will then appear, and you need to click in the [Select Option] field

PP_ADBHR_ZD_03.png

4) You then need to select one of the four available options

PP_ADBHR_ZD_04.png

5) The next screen will show the option selected. In this example, we have used ‘Additional Base Rate 1’. You then need to click in the [Enter Rate] field 

PP_ADBHR_ZD_05.png

6) This will bring up a numerical keypad which you use to enter the ‘Hourly Rate

PP_ADBHR_ZD_06.png

7) You hit ‘Next’ on the keypad to enter the ‘Total Hours’ your employee has worked at this ‘Hourly Rate’ and the system will then automatically calculate the ‘Total Amount’

PP_ADBHR_ZD_07.png

8) When you are happy with the values entered and the Total Amount is correct, you then need to hit the ‘Done’ button on the keypad and the following screen will then appear.

You then need to hit the [+ Add Additional] button as shown

PP_ADBHR_ZD_08.png

9) A summary screen will then appear to show the details that will appear on the payslip for the Additional Base Rate you have just entered

PP_ADBHR_ZD_09.png

Note: If you realise you have made an error at this stage of entering the Additional Base Hourly Rate information, you are unable to delete the amounts from this screen. Instead you will need to click the ‘<‘ arrow in the top left of the screen and then hit the ‘X’ in the Process Payroll screen and restart the Payslip process.

10) You can then choose to either:

– Go back to process the remainder of the Payslip by clicking the < arrow in the top left of the screen,  or

– Add up to 3 more Additional Base Hourly Rate amounts. To add these amounts, you will need to click on the + Symbol as shown below

PP_ADBHR_ZD_10.png

11) In this example we have chosen to add another Additional Base Hourly Rate amount in line with steps 4-9 above and this results in a revised summary screen as shown below

PP_ADBHR_ZD_11.png

12) Following the same process, you could add up to 4 Additional Base Hourly Rate amounts as shown in the screenshot below

PP_ADBHR_ZD_12.png

13) You then need to click the < arrow in the top left of the screen to continue processing the remainder of the payslip

PP_ADBHR_ZD_13.png

14) When you return to the Process Payslip screen you will see that the total of all the Additional Base Hourly Rate amounts as shown below.

The $317.75 = $85.05 + $68.50 + $73.10 + $91.10 from the screen above

PP_ADBHR_ZD_14.png

15) When you have entered all of the required information for your employees payslip, you need to hit the [Process] button at the bottom of the screen above and the Payslip will be generated for you to review.

If you are happy with the values, you click the paper plane icon in the top right of the screen to finalise the payslip processing.

PP_ADBHR_ZD_15.png

16) The Payslip will then show the Additional Base Hourly Rate amounts as follows:

PP_ADBHR_ZD_16.png

As you can see the Hours, Rate & Amount values match what was shown in the summary screen (refer item 13 above). Also the ‘Type’ for all 4 Additional Base Hourly Rates and the Base Hourly Rate is ‘Wages OTE’, so EasyPayslip will calculate Superannuation Guarantee values on these ‘Amounts’

How to include Base Hourly Rate Additional Amounts in a Payslip

In this section we outline the steps involved in processing base hourly rate additional amounts.

When should I use Base Hourly Rate Additional Amounts?

Base Hourly Rate Additional amounts are used when you pay your employee using more than 1 standard hourly rate in their payslip.

 

What is the difference between Additional Base Hourly Rate Payments and Overtime?

Additional Base Hourly rate payments are for regular hours that your employee works each period, that are paid at a different rate to the Base Hourly Rate entered in the Employee Setup/Edit Screen.

As Additional Base Hours are commonly considered regular hours of work, they will generally fall under the category of Ordinary Time Earnings and as such, you would be liable for Superannuation Guarantee on these payments. EasyPayslip therefore does calculate Superannuation Guarantee on all Additional Base Hourly Rate payment amounts.

Overtime on the other hand is generally not considered Ordinary Time Earnings for Superannuation Guarantee purposes. As such, EasyPayslip does not calculate any Superannuation Guarantee amounts on any Overtime payments.

How do I include Base Hourly Rate Additional Amounts when processing a payslip?

When you are in the Process Payroll screen, you can include up to 4 separate Additional Base Hourly Rate payments in each payslip.

1) To do this, you click the [Add Additional] button

PP_ADBHR_ZD_01.png

2) You will then see the following screen, where you will need to click on the [+] symbol

PP_ADBHR_ZD_02.png

3) The Base Hourly Rate Additional Input Screen will then appear, and you need to click in the [Select Option] field

PP_ADBHR_ZD_03.png

4) You then need to select one of the four available options

PP_ADBHR_ZD_04.png

5) The next screen will show the option selected. In this example, we have used ‘Additional Base Rate 1’. You then need to click in the [Enter Rate] field 

PP_ADBHR_ZD_05.png

6) This will bring up a numerical keypad which you use to enter the ‘Hourly Rate

PP_ADBHR_ZD_06.png

7) You hit ‘Next’ on the keypad to enter the ‘Total Hours’ your employee has worked at this ‘Hourly Rate’ and the system will then automatically calculate the ‘Total Amount’

PP_ADBHR_ZD_07.png

8) When you are happy with the values entered and the Total Amount is correct, you then need to hit the ‘Done’ button on the keypad and the following screen will then appear.

You then need to hit the [+ Add Additional] button as shown

PP_ADBHR_ZD_08.png

9) A summary screen will then appear to show the details that will appear on the payslip for the Additional Base Rate you have just entered

PP_ADBHR_ZD_09.png

Note: If you realise you have made an error at this stage of entering the Additional Base Hourly Rate information, you are unable to delete the amounts from this screen. Instead you will need to click the ‘<‘ arrow in the top left of the screen and then hit the ‘X’ in the Process Payroll screen and restart the Payslip process.

10) You can then choose to either:

– Go back to process the remainder of the Payslip by clicking the < arrow in the top left of the screen,  or

– Add up to 3 more Additional Base Hourly Rate amounts. To add these amounts, you will need to click on the + Symbol as shown below

PP_ADBHR_ZD_10.png

11) In this example we have chosen to add another Additional Base Hourly Rate amount in line with steps 4-9 above and this results in a revised summary screen as shown below

PP_ADBHR_ZD_11.png

12) Following the same process, you could add up to 4 Additional Base Hourly Rate amounts as shown in the screenshot below

PP_ADBHR_ZD_12.png

13) You then need to click the < arrow in the top left of the screen to continue processing the remainder of the payslip

PP_ADBHR_ZD_13.png

14) When you return to the Process Payslip screen you will see that the total of all the Additional Base Hourly Rate amounts as shown below.

The $317.75 = $85.05 + $68.50 + $73.10 + $91.10 from the screen above

PP_ADBHR_ZD_14.png

15) When you have entered all of the required information for your employees payslip, you need to hit the [Process] button at the bottom of the screen above and the Payslip will be generated for you to review.

If you are happy with the values, you click the paper plane icon in the top right of the screen to finalise the payslip processing.

PP_ADBHR_ZD_15.png

16) The Payslip will then show the Additional Base Hourly Rate amounts as follows:

PP_ADBHR_ZD_16.png

As you can see the Hours, Rate & Amount values match what was shown in the summary screen (refer item 13 above). Also the ‘Type’ for all 4 Additional Base Hourly Rates and the Base Hourly Rate is ‘Wages OTE’, so EasyPayslip will calculate Superannuation Guarantee values on these ‘Amounts’

How to Edit Employee Details

In this Section we cover how to edit the following employee details:

  • Personal Details
    • Name
    • Date of Birth (D.o.B)
    • Photo
    • Address
    • Phone number
    • Email address
  • Employment Details
    • Category – Permanent or Temporary
    • Job Title
    • Status – Full Time, Part Time or Casual

1) Select the ‘Employees’ Screen

Employees_Home_Screen_ZD1.75.png

2) Swipe the ‘Employee’ to bring up the ‘Edit’ option,

Employees_Home_Screen_ZD2.75.png

3) Then click ‘Edit’

Employees_Home_Screen_ZD3.75.png

4) You can update your Employee’s photo and name and/or hit [Next]

Employee_Setup_ZD1.75.png

5) Update their Address details and/or hit [Next]

Employee_Setup_ZD2.75.png 

6) Update their Phone Number and/or Email, then hit [Next]

Employee_Setup_ZD3.75.png 

7) You can update their Date of Birth and Employment Category and start date, then hit [Next]

Note: There are two Employment Category options: Permanent or Temporary

Employee_Setup_ZD4.75.png

8) Employment Category Definition & Selection Screen

Employee_Setup_ZD5.75.png 

9) You can then update your Employee’s status and their Job title

Employee_Setup_ZD6.75.png 

10) Employment Status Information & Selection Screen

Important: Please refer to Fair Work Ombudsman for more information about the different types of Employment: https://www.fairwork.gov.au/employee-entitlements/types-of-employees

Employee_Setup_ZD7.75.png 

11) When you have made the necessary changes you then need to hit the [Save this section] button

Employee_Setup_ZD8.75.png 

12) You will then see the [Saved] header appear and be moved to the first page of the ‘Payroll’ section. Hit [Finish] to go back to the ‘Employees’ home screen, or continue editing in the ‘Payroll’ section.

Employee_Setup_ZD9.75.png

How to Edit Employee Payroll Details

In this Section we cover how to edit the following payroll areas:

  • Basis of Payment
    • Annual Salary
    • Hourly Rate
  • Frequency of Payslip
    • Weekly
    • Fortnightly
    • Monthly
  • Regular hours worked each payslip
  • Overtime
  • Allowances

 1) Select the ‘Employees’ Screen

Employees_Home_Screen_ZD1.9.png
 

2) Swipe the ‘Employee’ to bring up the ‘Edit’ option

Employees_Home_Screen_ZD2.png
 

3) Then click ‘Edit’

Employees_Home_Screen_ZD3.png
 

4) You can update your Employee’s pay basis and enter their Annual Salary or Hourly Rate, depending on their employment arrangements and/or hit [Next]

Note: If you select ‘Annual’ you will be prompted to enter their Gross Annual Salary 

To edit the ‘Annual Salary’, click in the field and a Numeric Keypad will pop up on your screen to enable you to edit the $ amount.

Employee_Payroll_Setup_ZD1.75.png

 5) Pay Basis Selection Screen then hit [Next]

Employee_Payroll_Setup_ZD2.75.png

6) Screenshot when ‘Hourly’ pay type is selected

Note: If you select ‘Hourly’ you will be prompted to enter their Hourly Rate in a few screens time (refer item 10 below)

Employee_Payroll_Setup_ZD3.75.png

7) You can then edit the frequency of their payments to be either, Weekly, Fortnightly or Monthly.

Note: If you select ‘Weekly’ the standard hours will be 38. You can edit this field to the amount of hours your employee works if required.

Employee_Payroll_Setup_ZD4.75.png 

8) Screenshot showing ‘Fortnightly’ payment frequency

Note: If you select ‘Fortnightly’ the standard hours will be 76. You can edit this field to the amount of hours your employee works if required.

Employee_Payroll_Setup_ZD5.75.png 

9) Screenshot showing ‘Monthly’ payment frequency

Note: If you select ‘Monthly’ the standard hours will be 164.67. You can edit this field to the amount of hours your employee works if required.

Employee_Payroll_Setup_ZD6.75.png 

10) If you selected ‘Hourly’ as the Pay Basis above, you can enter their Hourly Rate here

Note: To edit the ‘Hourly Rate’, click in the field and a Numeric Keypad will pop up on your screen to enable you to edit the $ amount.

Employee_Payroll_Setup_ZD7.75.png 

11) You then can select if your Employee is entitled to ‘Overtime’ and/or ‘Allowances’

Note: If you select ‘No’ then these options will not be available for this employee when you process their future payslips

Employee_Payroll_Setup_ZD8.75.png

12) If you select ‘Yes’, then these options will be available when you process future payslips for this employee

Employee_Payroll_Setup_ZD9.75.png 

13) When you have made the necessary changes you then need to hit the [Save this section] button

Employee_Payroll_Setup_ZD10.75.png

14) You will then see the [Saved] header appear and be moved to the first page of the ‘Entitlements’ section. Hit [Finish] to go back to the ‘Employees’ home screen, or continue editing in the ‘Entitlements’ section.

Employee_Payroll_Setup_ZD11.75.png

How to Edit Employee Payroll Details

In this Section we cover how to edit the following payroll areas:

  • Basis of Payment
    • Annual Salary
    • Hourly Rate
  • Frequency of Payslip
    • Weekly
    • Fortnightly
    • Monthly
  • Regular hours worked each payslip
  • Overtime
  • Allowances

 1) Select the ‘Employees’ Screen

Employees_Home_Screen_ZD1.9.png
 

2) Swipe the ‘Employee’ to bring up the ‘Edit’ option

Employees_Home_Screen_ZD2.png
 

3) Then click ‘Edit’

Employees_Home_Screen_ZD3.png
 

4) You can update your Employee’s pay basis and enter their Annual Salary or Hourly Rate, depending on their employment arrangements and/or hit [Next]

Note: If you select ‘Annual’ you will be prompted to enter their Gross Annual Salary 

To edit the ‘Annual Salary’, click in the field and a Numeric Keypad will pop up on your screen to enable you to edit the $ amount.

Employee_Payroll_Setup_ZD1.75.png

 5) Pay Basis Selection Screen then hit [Next]

Employee_Payroll_Setup_ZD2.75.png

6) Screenshot when ‘Hourly’ pay type is selected

Note: If you select ‘Hourly’ you will be prompted to enter their Hourly Rate in a few screens time (refer item 10 below)

Employee_Payroll_Setup_ZD3.75.png

7) You can then edit the frequency of their payments to be either, Weekly, Fortnightly or Monthly.

Note: If you select ‘Weekly’ the standard hours will be 38. You can edit this field to the amount of hours your employee works if required.

Employee_Payroll_Setup_ZD4.75.png 

8) Screenshot showing ‘Fortnightly’ payment frequency

Note: If you select ‘Fortnightly’ the standard hours will be 76. You can edit this field to the amount of hours your employee works if required.

Employee_Payroll_Setup_ZD5.75.png 

9) Screenshot showing ‘Monthly’ payment frequency

Note: If you select ‘Monthly’ the standard hours will be 164.67. You can edit this field to the amount of hours your employee works if required.

Employee_Payroll_Setup_ZD6.75.png 

10) If you selected ‘Hourly’ as the Pay Basis above, you can enter their Hourly Rate here

Note: To edit the ‘Hourly Rate’, click in the field and a Numeric Keypad will pop up on your screen to enable you to edit the $ amount.

Employee_Payroll_Setup_ZD7.75.png 

11) You then can select if your Employee is entitled to ‘Overtime’ and/or ‘Allowances’

Note: If you select ‘No’ then these options will not be available for this employee when you process their future payslips

Employee_Payroll_Setup_ZD8.75.png

12) If you select ‘Yes’, then these options will be available when you process future payslips for this employee

Employee_Payroll_Setup_ZD9.75.png 

13) When you have made the necessary changes you then need to hit the [Save this section] button

Employee_Payroll_Setup_ZD10.75.png

14) You will then see the [Saved] header appear and be moved to the first page of the ‘Entitlements’ section. Hit [Finish] to go back to the ‘Employees’ home screen, or continue editing in the ‘Entitlements’ section.

Employee_Payroll_Setup_ZD11.75.png

How to Edit Employee Entitlement Details

In this Section we cover how to edit your employee’s entitlement details.

Their Entitlements may include:

  • Annual Leave/Holiday Pay
  • Annual Leave/Holiday Pay Leave Loading
  • Personal Leave
  • Sick Leave
  • Long Service Leave

1) Select the ‘Employees’ Screen

Employees_Home_Screen_ZD1.75.png

2) Swipe the ‘Employee’ to bring up the ‘Edit’ option

Employees_Home_Screen_ZD2.75.png

3) Then click ‘Edit’

Employees_Home_Screen_ZD3.75.png

4) Select ‘Yes’ if your Employee is entitled to Annual Leave/Holiday Pay and if so, if they are also entitled to Annual/Holiday Leave Loading

Note: Annual/Holiday Leave Loading is applied at the Rate of 17.5%

Employee_Entitlements_ZD1.75.png

5) If you Select ‘Yes’, you will need to enter the Carried Over Balance of their Annual/Holiday Leave

Note: The Carried Over Balance is their Annual/Holiday Leave Balance at the time of setting them up in EasyPayslip.

Annual/Holiday Leave is accrued at 7.6923% (This provides 20 days leave each year based on a 38 hour week).

Employee_Entitlements_ZD2.75.png

6) Select ‘Yes’ if your Employee is entitled to Personal and/or Sick Leave Pay

Employee_Entitlements_ZD3.75.png

7) If you Select ‘Yes’, you will need to enter the Carried Over Balance of their Personal Leave

Note: The Carried Over Balance is their Personal Leave Balance at the time of setting them up in EasyPayslip.

Personal Leave is accrued at 3.84615% (This provides 10 days leave each year based on a 38 hour week).

Employee_Entitlements_ZD4.75.png

8) If you Select ‘Yes’, you will need to enter the Carried Over Balance of their Sick Leave

Note: The Carried Over Balance is their Sick Leave Balance at the time of setting them up in EasyPayslip.

EasyPayslip does not accrue Sick Leave for Employees. However, the Carried Over Balance amount less any Sick Leave hours taken are included in the Personal Leave Accrued Entitlements Balance.

Employee_Entitlements_ZD5.75.png

9) Select ‘Yes’ if your Employee is entitled to Long Service Leave Pay

Employee_Entitlements_ZD6.75.png

10) If you Select ‘Yes’, you will need to enter the Carried Ove Balance of their Long Service Leave

Note: The Carried Over Balance is their Long Service Leave Balance at the time of setting them up in EasyPayslip.

Long Service Leave is accrued at 1.6667% (This provides 8.66 weeks every 10 years, based on a 38 hour week)

Employee_Entitlements_ZD7.75.png

11) When you have made the necessary changes you then need to hit the [Save this section] button

Employee_Entitlements_ZD8.75.png

12) You will then see the [Saved] header appear and be moved to the first page of the ‘Taxes’ section. Hit [Finish] to go back to the ‘Employees’ home screen, or continue editing in the ‘Taxes’ section

Employee_Entitlements_ZD9.75.png

How to Edit Employee Tax Details

In this Section we cover how to edit your employee’s tax details.

Note: Your employee should provide you with a Signed Tax File Number Declaration.

This declaration form will include:

  • Their Tax File Number
  • If they are claiming the Tax Free Threshold or not
  • If they are a Non Resident
  • If they have a Higher Education Loan Program (HELP)
  • If they have a Student Financial Supplement Scheme (SFSS)

The Tax File Number Declaration Form is available in the ‘Settings’ screen under ‘Documents’

TFN_Dec_Settings_Screen.png

1) Select the ‘Employees’ Screen

Employees_Home_Screen_ZD1.75.png

2) Swipe the ‘Employee’ to bring up the ‘Edit’ option

Employees_Home_Screen_ZD2.75.png

3) Then click ‘Edit’

Employees_Home_Screen_ZD3.75.png

4) You can update your Employee’s TFN and Tax Band based on the information they provide you in their ‘Tax File Number Declaration’ form

Employee_Taxes_ZD1.75.png

5) The pop up screen informs you that if you do not know your Employees Tax File Number, you should enter ‘000 000 000’ as per ATO guidelines

Employee_Taxes_ZD2.75.png

6) The ‘Tax Bands’ available are shown below

Employee_Taxes_ZD3.75.png

7) You can also record if they have HELP and/or SFSS to be repaid to the Australian Government

Employee_Taxes_ZD4.75.png

8) Screenshot showing SFSS and HELP being selected

Employee_Taxes_ZD5.75.png

For further information on Student Financial Supplement Scheme (SFSS) and Higher Education Loan Payment (HELP) incorporating Student Start‑up Loan (SSL) or Trade Support Loan (TSL) debt, refer to the ATO website as noted below:

https://www.ato.gov.au/Individuals/Study-and-training-support-loans/Types-of-loans/

9) When you have made the necessary changes you then need to hit the [Save this section] button

Employee_Taxes_ZD7.75.png

10) You will then see the [Saved] header appear and be moved to the first page of the ‘Super’ section. Hit [Finish] to go back to the ‘Employees’ home screen, or continue editing in the ‘Super’ section

Employee_Taxes_ZD8.75.png

How to Edit Employee Superannuation Details

In this Section we cover how to edit your employee’s superannuation details.

Note: Your employee should provide you with a Signed Superannuation Standard Choice Form.

This form will include:

  • Their Superannuation Fund’s details 
  • Their membership details in the Superannuation Fund

They will also need to provide you with a letter from their nominated superannuation fund that states the fund is allowed to accept employer contributions and that it is a complying fund. It should also provide details on how to make contributions to the fund.

The Superannuation Standard Choice Form is available in the ‘Settings’ screen under ‘Documents’.

Super_Choice_of_Fund_Form_Settings_Screen.png

 

If you need further information, you can refer to the Superannuation Guarantee Administration Act 1992.

 

1) To edit your employee’s superannuation details, you will need to select the ‘Employees’ Screen

Employees_Home_Screen_ZD1.75.png

2) Swipe the ‘Employee’ to bring up the ‘Edit’ option

Employees_Home_Screen_ZD2.75.png

3) Then click ‘Edit’

Employees_Home_Screen_ZD3.75.png

4) This will bring up the Employee Details. Scroll left in the Tab Headers to bring up ‘Super’

Employee_Super_ZD1.75.png

5) You can then edit the name of their Super Fund and the Fund’s USI

Employee_Super_ZD2.75.png

6) You are then able to edit the the Super Fund’s ABN and their Membership Reference

Employee_Super_ZD3.75.png

7) You can change the SGC % Rate and Salary Sacrifice $ amount

Note: Current legislation requires employers to contribute at the rate of 9.5% until 30 June 2020.

Employee_Super_ZD4.75.png

8) You can also amend the amount of Employee Additional & Spouse super contributions
You then need to select the [Save this Section] button

Employee_Super_ZD5.75.png

9) You will then see the [Saved] header appear. Hit [Finish] to go back to the ‘Employees’ home screen

Employee_Super_ZD6.75.png

Single Touch Payroll (STP)

What is Single Touch Payroll (STP)?

Single Touch Payroll (STP) is a new way for small business owners that employ staff to process payroll and report tax and superannuation information back to the Australian Taxation Department (ATO).

The ATO requires small business owners report the following employee information before or on each pay day:

  • Salaries, wages, and any other payments made to employees
  • Pay as you go (PAYG) withholding
  • Superannuation information

Please note that payments made to employers will not change. The only thing changing is how you report this information to the ATO.

How to Process Payroll and STP via Mobile Device

In this section we describe how to Process a STP file via a Mobile Device.

STP files are generated via the Process Payroll function as shown below:

1) Click on the Process Payroll icon

STP_Screen1.jpg

2) Enter the Payroll Start & End Dates, Payment Date & Type and select the Employees for the Payroll then click the [Process Payroll] button at the bottom of the screen

STP_Screen2a.jpg

3) This will take you to the First Employee’s Payslip data entry screen

When you have entered the Payslip details for the first employee (Goldie the Fish) then hit the [Process Payroll] button

STP_Screen3a.jpg

4) This will bring up a Payslip for you to review

If you are happy with the values displayed, hit the [Send] button at the bottom of the screen.

If you need to make a change, then hit the ‘Discard’ word in the top right of the screen to take you back to the payslip details input screen as per step 3 above.

STP_Screen4a.jpg

5) This will bring up the Next Employee’s Payslip data entry screen

When you have entered the Payslip details for the next employee (Kitty the Cat) then hit the [Process Payroll] button.

You will also notice that the employees are listed at the top of the screen to enable to you track which employees you have created a payslip for and those yet to be processed.

STP_Screen5a.jpg

6) This will bring up a Payslip for you to review

As noted in step 4 above, if you are happy with the values displayed, hit the [Send] button at the bottom of the screen. If you need to make any changes, hit the ‘Discard’ word in the top left and reprocess as per step 5 above.

STP_Screen6a.jpg

7) When you have entered all of the employees data you will be need to hit the ‘Finish’ word in the top right of the screen

STP_Screen7a.jpg

8) This will bring up the Summary page outlining the amounts you have processed for the Employees for this Payroll Run. You then need to hit the [Process Single Touch Payroll (STP)] button at the bottom of the screen

STP_Screen8a.jpg

9) This will bring up the STP Declaration Screen

You will note that the name of the Authorised Contact person (as entered in the Settings –> Profile screen) for your business.

STP_Screen9a.jpg

10) You will then need to click on the Signature field and enter your name (as per the Authorised Contact details) in order to lodge the STP file

When the Authorised Contact name has been entered correctly, the green tick will appear on the right side of the data entry field.

You then need to hit the [Lodge Single Touch Payroll (STP)] button.

STP_Screen10a.jpg

11) This will then take you to the STP screens (middle icon at the bottom of the screen)

In the Single Touch Payroll screen you will be able to see the lodgement Status of your STP files. 

When you first lodge the file it will appear in the Outstanding page under the heading ‘Pending ATO Response’

The ATO may take a few days (up to 72 hours) to process your STP file so it is likely they will be Outstanding for a period of time. When they have been lodged successfully they will then be moved to the ‘Completed’ tab in these screens.

STP_Screen11a.jpg

When will small business owners need to be STP compliant?

Small business owners can start reporting directly to the ATO from 1 July 2019.

How often do I need to report payroll information to the ATO?

Employers are required to report payroll information to the ATO on or before each day their employees are paid i.e. every pay day.

How does STP affect employees?

Employees are not affected by STP. Payslips through Easy Payslip can be easily emailed to them by their employer through the mobile or desktop app.

If you are an employee concerned about receiving your payslip, please get in touch with your employer.

Can I do STP on my smartphone?

Yes, employers can process payroll on their smartphone with the Easy Payslip payroll app that is available on Apple and android devices.

To get started, simply download the app via the App Store or PlayStore.

How to calculate pay as you go (PAYG)/PAYG?

The Easy Payslip app calculates employee pay as you go (PAYG) information within the app. Once your employees have been loaded into the app, with salary information, bonuses and entitlements, the income tax withheld is calculated within the Easy Payslip app.

End of Financial Year Payroll

The Year End Close Process - via Mobile Device

The Year End Close Process (‘YECP’) is required to enable Easy Payslip to:

  1. Create Employee Individual Payment Summaries
  2. Provide Employers with information meet their reporting requirements to the ATO
  3. Restart the Year to Date (‘YTD’) values shown in employees payslips
  4. Use the correct tax tables when calculating the amount of PAYG Withholding in payslips

In order to maintain a simple and easy to use App, the YECP can be generated by both a mobile device or via the website (www.easypayslip.com).

However the Employees Individual Payment Summaries and the Employer Payment Summary Information will only be available for download by accessing your account via the website.

The process is outlined further below:

1) Select ‘Settings’ from the options as the bottom of your screen

YECP_IPhone_1a25.png

2) You should see the that the Financial Year is ‘2019’

YECP_2019_1.25.jpg

3) You then need to Click the ‘Process Financial Year Close’

YECP_2019_2.25.jpg

4) You will then see the following pop up screen. When you have read the information and are ready to proceed, you need to hit the [YES] button

YECP_2019_3.25.jpg

Note: If you do not wish to proceed with the Year End Close Process, you need to hit the [CANCEL] button and this will return you to the ‘Settings’ screen.

5) You will then see a pop up screen to enable you to enter the Authorised Person’s First Name & Last Name. When you touch the screen in the First & Last Name fields a keyboard will appear to enable you to enter the names

YECP_IPhone_4b25.png

Note: As stated in the above pop up screen, the Authorised Name is required to create your Employees Payment Summary so that they can be lodged with the ATO.

6) When you have entered the First Name & Last name of the Authorised Person, click the [Process] button

YECP_IPhone_5a25.png

7) When the Process has completed, this pop up box appears outlining what has occurred and requires you to hit the [Continue] button

YECP_2019_4.25.jpg

8) You will then be brought back to the ‘Settings’ screen where the Financial Year field will now show ‘2020’

YECP_2019_5.25.jpg

9) You then need to go your account at the top of the Settings screen 

YECP_2019_6.25.jpg

10) You then need to ‘Save’ your account settings to confirm the Year End Close Process has been run

 YECP_IPhone_9b25.png

11) You can now continue processing Payslips with a payment date within the dates of 1 July 2019 – 30 June 2020.  

As part of the YECP, you should also receive emails to your employer email address for all of your staff’s individual Payment Summaries.

You can download these documents or forward them on, depending your own business practice.

The EasyPayslip website also has the Employee Payment Summaries listed in the Reports section.

To access the EasyPayslip website, go to https://app.easypayslip.com/Account/Login

You use the same details to log into the website as you do for the App on your mobile device.

YECP_IPhone11b25.png

12) In the website, you can then go to the ‘Reports’ screen to download and email your Employees Individual Payment Summaries

YECP_IPhone12b25.png

13) This screen enables you to select each Employee and open their Payment Summary by clicking the icon shown below 

 8_Employee_Payment_summary_home_page_2.7a.jpg

14) This will generate the pop up screen with the Payment Summary, which you can download and or print using the options in the top right of the screen 

emp_paym_summ_pop_up_2019_-_1ab.5.jpg

15) Alternatively you can email the Payment Summary directly to your employee by clicking on the icon shown below

10_Employee_Payment_summary_home_page_1a.jpg
 

16) This will generate the following pop up screen to confirm the payment summary has been emailed to your employee

YECP_IPhone16b25.png 

17) Included in the YECP is the Employer PAYG Payment Information that you can use for your ATO reporting requirements. This information is accessed via the ‘Reports’ screen by clicking on the icon below

YECP_IPhone17b25.png

18) The Employer PAYG Payment Summary Information provides the following information to assist you in meeting your payslip reporting obligations to the ATO

YECP_vWeb_15c.png

19) You can provide this report to your accountant or use it to complete the ATO ‘PAYG Payment Summary Statement’ form. A copy of this form is accessed in ‘Settings’ via the link highlighted below

7_-_FinYear_now_2020abc.jpg

20) This will generate the pop up screen with the ATO ‘PAYG Payment Summary Statement’ form, which you can download

YECP_vWeb_17b.png

21) You have now completed the YECP. You can now close the above screen and commence processing your employees Payslips for the 2020 Financial Year

The Year End Close Process - via Website

The Year End Close Process (‘YECP’) is required to enable Easy Payslip to:

  1. Create Employee Individual Payment Summaries
  2. Provide Employers with information meet their reporting requirements to the ATO
  3. Restart the Year to Date (‘YTD’) values shown in employees payslips
  4. Use the correct tax tables when calculating the amount of PAYG Withholding in payslips

In order to maintain a simple and easy to use App, the YECP can be generated by both a mobile device or via the website (www.easypayslip.com).

However the Employees Individual Payment Summaries and the Employer Payment Summary Information will only be available for download by accessing your account via the website.

The process is outlined further below:

1) Select the ‘Settings’ Screen

YECP_vWeb_1b_Sideon.png

2) Click the ‘Process Close’ button

2_-_Process_YECP_1.7a.jpg

3) You will then see the following pop up screen

3_-_Pop_Up_Screen_1.jpg

4) When you have read the information and are ready to proceed, you need to hit the [YES] button

3_-_Pop_Up_Screen_1a.jpg

Note: If you do not wish to proceed with the Year End Close Process, you need to hit the [NO] button and this will return you to the ‘Settings’ screen.

5) You will then need to enter the Authorised Person’s First Name & Surname in this screen, the hit the [PROCESS] button

5_-_Pop_Up_Screen_Process.jpg

Note: As stated in the above pop up screen, the Authorised Name is required to create your Employees Payment Summary so that they can be lodged with the ATO.

6) When the Process has completed, this pop up box appears outlining what has occurred and requires you to hit the [CONTINUE] button

6_YECP_Complete.jpg

7) You will then be brought back to the ‘Settings’ screen where the Financial Year field will now show ‘2020’

7_-_FinYear_now_2020ab.jpg

8) You can then go to the ‘Reports’ screen to download and email your Employees Individual Payment Summaries

YECP_vWeb_8f.png

9) This screen enables you to select each Employee and open their Payment Summary by clicking the icon shown below

8_Employee_Payment_summary_home_page_2.7a.jpg

10) This will generate the pop up screen with the Payment Summary, which you can download and or print using the options in the top right of the screen

emp_paym_summ_pop_up_2019_-_1ab.5.jpg

11) Alternatively you can email the Payment Summary directly to your employee by clicking on the icon shown below

10_Employee_Payment_summary_home_page_1a.jpg

12) Included in the YECP is the Employer PAYG Payment Summary Information that you can use for your ATO reporting requirements. This information is accessed via the ‘Reports’ screen

YECP_vWeb_13e.png

13) The Employer Payment Summary can be downloaded by clicking on the icon shown below

Employer_Payment_Summary_2019_report_page_1a.jpg

14) The Employer PAYG Payment Summary Information provides the following information to assist you in meeting your payslip reporting obligations to the ATO

YECP_vWeb_15c.png

15) You can provide this report to your accountant or use it to complete the ATO ‘PAYG Payment Summary Statement’ form. A copy of this form is located in ‘Settings’

7_-_FinYear_now_2020abc.jpg

16) This will generate the pop up screen with the ATO ‘PAYG Payment Summary Statement’ form, which you can download

YECP_vWeb_17b.png

17) You have now completed the YECP. You can now close the above screen and commence processing your employees Payslips for the 2020 Financial Year

Leave and Holidays

Understanding Personal (& Sick) Leave Accruals

In this section we explain how Personal (& Sick) Leave Accruals are calculated and displayed in a Payslip.

What is the difference between Personal & Sick Leave?

Personal Leave

  • Has an accrual calculation
    • Personal Leave is accrued at the rate of 3.84615% for each applicable hour your employee works.
    • This provides 10 days Personal leave each year based on a 38 hour week.
  • Personal leave accrual balances are recalculated and updated for each payslip

Sick Leave

  • Does not accrue
  • Has no accrual calculation
  • No ongoing Sick Leave hours balance is calculated or stored
  • If Personal Leave is not selected, then no Accruals will occur
    • Sick Leave will show on the payslip when taken, to indicate the $ amount applicable
    • No ongoing record is maintained for the amount of hours taken as Sick Leave
  • If both Personal & Sick leave are selected as entitlements for your employee, then
    • Any Sick Leave hours taken will be deducted from the ongoing Personal Leave accrued balance
    • Any ‘Carried Over Balance’ hours entered in the Employee set up screen will be added to the initial Personal Leave opening hours balance for accrual calculations

All Personal & Sick leave options are demonstrated below

 

How does Easy Payslip calculate Personal Leave Accruals?

Leave accruals are calculated based on the following criteria

  • The employee has been set up as having Personal Leave entitlements
    • Refer Help Guide ‘How to Edit Employee Entitlement Details‘ on how to do this

and

  • The employee works ‘Applicable’ hours

Applicable hours that are included in the calculation of leave accruals are:

  • Base Hourly Rate
  • Additional Base Rate 1
  • Additional Base Rate 2
  • Additional Base Rate 3
  • Additional Base Rate 4
  • Annual Leave Pay
  • Sick Leave Pay
  • Personal Leave Pay
  • Long Service Leave Pay

Hours and/or payments that are not included in the calculation for leave accruals are:

  • Overtime (any option)
  • Taxable Allowances (any option)
  • Untaxed Allowances (any option)
  • Annual Leave Loading

The Payslip example below shows this in more detail

Understanding_Accruals_2.png

As can be seen in the above example, 36.50 hours will be used in determining the hours accrued for this pay period.

Let’s look at the Accrual calculation in more detail

 

Personal Leave (without Sick Leave) Accruals

Step 1 – Confirm Opening Balance of Accrued Hours 

To demonstrate how Accruals are calculated and displayed in a payslip, we will assume the following details were entered at the time of setting up the Employee

PL_Accruals_OB.png

Step 2 – Determine Applicable Hours

As shown in the example above, this is 36.50 hours this period.

Step 3 – Calculate Accrued Personal Leave Hours this period

As noted above Personal Leave is accrued at the rate of 3.84615% of each applicable hour your employee works. (This provides 10 days leave each year based on a 38 hour week).

For this particular period, the calculation for Personal Leave Accrual will be as follows:

= Applicable Hours x Accrual Rate = Accrued Hours this period

= 36.50 x 3.84615% = 1.40 Hours.

Therefore 1.40 hours of Personal Leave will have been accrued by the Employee this pay period.

Step 4 – Deduct Personal Leave Hours taken this period

As shown in the example above, the employee had 2.25 hours of Personal Leave this period.

 PL_Accruals_3.png

Step 5 – Determine the Closing Personal Leave Hours Balance

The closing Personal Leave hours balance at the end of payslip 1 would be calculated as follows:

PL_Accruals_4.png

Therefore at the end of Payslip 1, the employee would have 7.15 hours of Personal Leave remaining.

This would be shown in the Payslip as:

PL_Accruals_CB.png

Step 6 – Repeat from Step 1 next Payslip

Easy Payslip will continually calculate and display the updated accrued hours in each payslip.

For example, if we assume your employee works a 38 hour week for their second payslip (with no Leave taken), they will accrue 1.46 hours of Personal Leave (38 hours x 3.84615% = 1.46).

Their Personal Leave Closing Balance at the end of the Payslip 2 would therefore be 8.61 hours as shown below:

PL_Accruals_5.png

 

 

Sick Leave (without Personal Leave) Accruals

No leave calculation will occur.

Sick Leave will be shown on the payslip to show the ‘$’ paid, however no ongoing calculation is performed by the system.

Below is an example of how a Sick Leave payments would appear in a payslip:

SL_Accruals_1.png

 

 

Personal (with Sick Leave) Accruals

If both Personal Leave and Sick Leave are selected in the Employee set up, then the Personal Leave accrual calculation will include the Sick Leave hours, as shown below.

Step 1 – Confirm Opening Balance of Accrued Hours 

To demonstrate how Accruals are calculated and displayed in a payslip, we will assume the following details were entered at the time of setting up the Employee

PaSL_Accruals_1.png

Step 2 – Determine Applicable Hours

As shown in the example above, this is 36.50 hours this period.

Step 3 – Calculate Accrued Personal Leave Hours this period

As noted above Personal Leave is accrued at the rate of 3.84615% of each applicable hour your employee works. (This provides 10 days leave each year based on a 38 hour week).

For this particular period, the calculation for Personal Leave Accrual will be as follows:

= Applicable Hours x Accrual Rate = Accrued Hours this period

= 36.50 x 3.84615% = 1.40 Hours.

Therefore 1.40 hours will have been accrued by the Employee this pay period.

Step 4 – Deduct Personal & Sick Leave Hours taken this period

As shown in the example above, the employee had 2.25 hours of Personal Leave this period.

 PaSL_Accruals_2.png

Step 5 – Determine the Closing Personal Leave Hours Balance

The closing Personal Leave hours balance at the end of payslip 1 would be calculated as follows:

PaSL_Accruals_3.png

Therefore at the end of Payslip 1, the employee would have 7.65 hours of Personal Leave remaining.

This would be shown in the Payslip as:

PaSL_Accruals_4.png

Step 6 – Repeat from Step 1 next Payslip

Easy Payslip will continually calculate and display the updated accrued hours in each payslip.

For example, if we assume your employee works a 38 hour week for their second payslip (with no Leave taken), they will accrue 1.46 hours of Personal Leave (38 hours x 3.84615% = 1.46).

Their Closing Balance at the end of the Payslip 2 would therefore be 9.11 hours as shown below:

PaSL_Accruals_5.png

 

 

 Other points to Note

  •  Your employee can have a negative Leave Entitlements Balance.
    • The system will not stop you from adding more hours than recorded
    • You are able to manage any negative leave hours with your employee
  • There are no limits
    • Your employees can accrue and/or take as much leave as you need
Understanding Annual Leave Accruals

In this section we explain how Annual Leave Accruals are calculated and displayed in a Payslip.

How does Easy Payslip calculate Annual Leave Accruals?

Leave accruals are calculated based on the following criteria

  • The employee has been set up as having Annual Leave entitlements
    • Refer Help Guide ‘How to Edit Employee Entitlement Details‘ on how to do this

and

  • The employee works ‘Applicable’ hours

Applicable hours that are included in the calculation for leave accruals are:

  • Base Hourly Rate
  • Additional Base Rate 1
  • Additional Base Rate 2
  • Additional Base Rate 3
  • Additional Base Rate 4
  • Annual Leave Pay
  • Sick Leave Pay
  • Personal Leave Pay
  • Long Service Leave Pay

Hours and/or payments that are not included in the calculation for leave accruals are:

  • Overtime (any option)
  • Taxable Allowances (any option)
  • Untaxed Allowances (any option)
  • Annual Leave Loading

The Payslip example below shows this in more detail

Understanding_Accruals_2.png

As can be seen in the above example, 36.50 hours will be used in determining the hours accrued for this pay period.

Let’s look at the Accrual calculation in more detail

Step 1 – Confirm Opening Balance of Accrued Hours 

To demonstrate how Accruals are calculated and displayed in a payslip, we will assume the following details were entered at the time of setting up the Employee

AL_Accruals_OB.png

Step 2 – Determine Applicable Hours

As shown in the example above, this is 36.50 hours this period.

Step 3 – Calculate Accrued Annual Leave Hours this period

Annual Leave (also referred to as Holiday Pay) is accrued at the rate of 7.6923% of each applicable hour your employee works. (This provides 20 days leave each year based on a 38 hour week).

For this particular period, the calculation for Annual Leave Accrual will be as follows:

= Applicable Hours x Accrual Rate = Accrued Hours this period

= 36.50 x 7.6923% = 2.81 Hours.

Therefore 2.81 hours of Annual Leave will have been accrued by the Employee this pay period.

Step 4 – Deduct Annual Leave Hours taken this period

As shown in the example above, the employee took 3.50 hours of Annual Leave this period.

AL_taken.png

Step 5 – Determine the Closing Annual Leave Hours Balance

The closing Annual Leave hours balance at the end of payslip 1 would be calculated as follows:

AL_Accruals_3.png

Therefore at the end of Payslip 1, the employee would have 19.31 hours of Annual Leave remaining.

This would be shown in the Payslip as:

AL_Accruals_4.png

Step 6 – Repeat from Step 1 next Payslip

Easy Payslip will continually calculate and display the updated accrued hours in each payslip.

For example, if we assume your employee works a 38 hour week for their second payslip (with no Leave taken), they will accrue 2.92 hours of Annual Leave (38 hours x 7.6923% = 2.92).

Their Closing Balance at the end of the Payslip 2 would therefore be 22.23 hours as shown below:

AL_Accruals_5.png

Other points to Note 

  •  Your employee can have a negative Leave Entitlements Balance.
    • The system will not stop you from inputting more hours in a payslip than the employee’s closing annual leave hours balance
  • There are no limits on the hours accrued
    • Your employees can accrue and/or take as much leave as you need
Understanding Long Service Leave Accruals

In this section we explain how Long Service Leave Accruals are calculated and displayed in a Payslip.

How does Easy Payslip calculate Long Service Leave Accruals?

Leave accruals are calculated based on the following criteria

    • Refer Help Guide ‘How to Edit Employee Entitlement Details‘ on how to do thishe employee has been set up as having Long Service Leave entitlements

and

  • The employee works ‘Applicable’ hours

Applicable hours that are included in the calculation for leave accruals are:

  • Base Hourly Rate
  • Additional Base Rate 1
  • Additional Base Rate 2
  • Additional Base Rate 3
  • Additional Base Rate 4
  • Annual Leave Pay
  • Sick Leave Pay
  • Personal Leave Pay
  • Long Service Leave Pay

Hours and/or payments that are not included in the calculation for leave accruals are:

  • Overtime (any option)
  • Taxable Allowances (any option)
  • Untaxed Allowances (any option)
  • Annual Leave Loading

The Payslip example below shows this in more detail

Understanding_Accruals_2.png

As can be seen in the above example, 36.50 hours will be used in determining the hours accrued for this pay period.

Let’s look at the Accrual calculation in more detail

Step 1 – Confirm Opening Balance of Accrued Hours 

To demonstrate how Accruals are calculated and displayed in a payslip, we will assume the following details were entered at the time of setting up the Employee

LSL_Accruals_3.png

Step 2 – Determine Applicable Hours

As shown in the example above, this is 36.50 hours this period.

Step 3 – Calculate Accrued Long Service Leave Hours this period

Long Service Leave is accrued at the rate of 1.6667% of each applicable hour your employee works. (This provides 8.66 weeks every 10 years, based on a 38 hour week)

For this particular period, the calculation for Long Service Leave Accrual will be as follows:

= Applicable Hours x Accrual Rate = Accrued Hours this period

= 36.50 x 1.6667% = 0.61 Hours.

Therefore 0.61 hours of Long Service Leave will have been accrued by the Employee this pay period.

Step 4 – Deduct Long Service Leave Hours taken this period

As shown in the example above, the employee took 1.75 hours of Long Service Leave this period.

LSL_Accruals_4.png

Step 5 – Determine the Closing Long Service Leave Hours Balance

The closing Long Service Leave hours balance at the end of payslip 1 would be calculated as follows:

LSL_Accruals_5.png

Therefore at the end of Payslip 1, the employee would have -1.15 hours of Long Service Leave owing.

This would be shown in the Payslip as:

LSL_Accruals_6.png

Step 6 – Repeat from Step 1 next Payslip

Easy Payslip will continually calculate and display the updated accrued hours in each payslip.

For example, if we assume your employee works a 38 hour week for their second payslip (with no Leave taken), they will accrue 0.63 hours of Long Service Leave (38 hours x 1.6667% = 0.63).

Their Closing Balance at the end of the Payslip 2 would therefore be -0.52 hours as shown below:

LSL_Accruals_7.png

Other points to Note

Your employee can have a negative Leave Entitlements Balance.

  • The system will not stop you from inputting more hours in a payslip than the employee’s closing long service leave hours balance
  • There are no limits on the hours accrued
    • Your employees can accrue and/or take as much leave as you need
  • If Long Service Leave is selected in the Employee set up, then it will be displayed in the Entitlements section on the Payslip

How to Add an Employee

How to Send Employee Forms

How to Process Payroll Reporting

How to Process Payroll

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