Topic One: General Employee Settings

An employee is any entity that is paid through the company. This can be a salaried employee, a contractor, another company or any other entity that can draw a wage.

The Employee's master file includes details of their 'standard' or default pay, super fund contributions, deductions and so on. These details are then picked up in each payrun, meaning you only need to make minor adjustments which may crop up from time to time. To add an employee file you must use the Employee Creation Wizard.

Opening the Employee File:

The quickest method to search for an employee is to press the F3 button on your keyboard to search for the employee.

Alternatively:

• From the navigator go to Payroll | Employee | Employee find.
  OR
• From the navigator select the Search icon.
  OR
• On the desktop toolbar click the Search button.
  

General Settings:

When you view an employee's master file, this displays the default screen which is the Details tab. There are a number of other tabs which may be available (depending on security settings):

• Details such as their name, address and phone numbers
• Characteristics such as birth date and employment status
• Tax such as ATO details, tax settings and rebates information
• Security such as their level of access and workflow details
• Conditions of Employment such as the condition header, department and position details
• HR - Positions showing current and historical positions
• OHS - Locations showing current and historical OHS locations
• Termination if relevant this has dates and reasons for termination
• User Defined Fields

See also Employee Data, for a listing of the nodes available within the employee master file.

 

Employee Licenses

The number of current licensed employees is based on the total number of group certificates which will be produced at the end of the financial year. Even when an employee is terminated, they may still have YTD figures in the system and as such are still active in the current financial year.

As part of the year end processing, payroll automatically archives those employees who were terminated during the previous financial year. This process does not delete any information held on the employee, but removes them from the list of current employees and makes their license available for use in the following financial year. Archived employees are still available for reporting purposes, and can be reinstated if re-employed with the company.