Departments

A department can be a physical location or a workplace grouping, but it is the base costing level within payroll. In the absence of costing splits, employee costs are allocated to their default home department, and from there to the cost centre which has been associated with that department. A department is part of the costing structure in payroll . Departments can be a physical location or a workplace grouping, but they are essentially the base costing level within payroll.

 Adding a Department:

  1. From the Navigator go to Company | Maintain Company | Department.
  2. Click on the Add New button to begin creating a department.
    The Departments screen will open with the Details tab showing.
  3. Complete the following information as required:
Field Explanation
Code Enter a unique code for this department. You may enter up to 10 alpha-numeric characters.
Description Enter the description for this department. You may enter up to 35 characters
On Cost (Optional) An On Cost percentage can be applied to a department to account for additional projected costs which are not payroll related, such as workcover premium or telephone expenses. Any value entered here will become the default On Cost for each employee in this department unless the value is overridden in the employee file.
Workplace (Optional) Workplaces are used to group departments into a physical location for the calculation of workers compensation premiums. Select the associated workplace from the drop down list, or select <<Add New>> to create a new workplace.
Cost Centre Select the Cost Centre you want this department to belong to, or click on the Add New button to create a new cost centre as you work.
Workflow Defaults
These fields only apply if you are using HR3's kiosk or hr modules.
Default Approver The default approver is the person who is responsible for approving items such as leave requests, time sheets and reimbursements within the HR system. The approver name and company will appear when the manager is selected. This is set up via Company references.
ClosedDefining this Department in Your General Ledger:

If you are using a general ledger structure which includes a Department segment, you should define a general ledger prefix for each department. This prefix will be included in the Department segment of the general ledger code generated from each transaction in this Department. If you assigned a department prefix during Step 4 of the Create New Company Wizard, the G/L prefix will show up green and with the assigned code. If you did not define the prefix at Step 4 of the wizard, go through these steps:

  1. From the Navigator go to Company | Maintain Company | Department
  2. Select the Department name on the left.
  3. Click on the General Ledger tab on the right.
  4. Using the example of your current definition as a guide, enter the required number of characters for your general ledger prefix.
  5. Click Apply to see the department prefix reflected in the example.

    If you have not yet defined your General Ledger Structure, click on the Define Structure button to do it now. (See Using the General Ledger for more information.)
ClosedEditing a Department
  1. From the Navigator go to Company | Maintain Company | Department.
  2. Select the Department name on the left.
  3. Click Edit.
  4. Edit the details for the selected department.
  5. If you use the general ledger function, click the general ledger tab and enter the general ledger prefix for this department.
  6. Click OK when ready.
ClosedDeleting a Department

You can delete a department as long as it has not been used within the system, for example in earnings history, employee files, general ledger codes, and so on. It also checks to see if the item has been attached to a ToDo task. If the department has been used, it will not be available for deletion. To delete an unused department:

  1. First, open the department file.
  2. The right hand pane displays a list of all existing departments.
  3. Select the required department, then click Delete at the top of the screen.
  4. If the department cannot be deleted, an error message will be displayed.
  5. If the department is available for deletion, click OK to confirm you wish to delete.
ClosedViewing Linked Employees

You can quickly access the files of employees who are linked to this department.

  1. Open the Department file.
  2. Select the Department node on the left and then select the required department.
  3. Select the Employees node to view a list of all linked employees on the right. Select any employee to edit their file.
ClosedLink an Employee With a Department

To link an employee with a department, you must edit the employee file.

  1. Press F3 to search for the relevant employee file.
  2. Select the employee name on the left, then click on Conditions of employment on the right.
  3. Select the employee's 'home' department from the drop down list on the right.
  4. Click Apply to save your changes.

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