Standard Pay Items

This section stores the actual pay items which are imported into each pay for this employee. It also stores any default costing split for employees with a level 2 or 3 costing allocation.

Viewing or Editing an Employee's Standard Pay Items:

  1. Once the employee file is open, select Pay Items on the left.
  2. Select the Standard Pay Settings tab on the right.

Global settings

If you have a pay structure which is common to several employees, you can apply it here using the templates function. Otherwise enter each pay item which will be part of this employee's standard pay.

Pay Items:

Use this section to apply a template to this employee, and/or to specify default pay items. Complete the following information as required:

Field Explanation Wizard
Global Settings
Template (optional) Templates are used to define a set of pay items and rates common to a group of employees. If required, specify the appropriate template for this employee. See Using the Template Function, to follow. Step 6 of the Employee Creation Wizard - "Pay and Conditions"

Pay Items section
Show Chargeout Rates Column? Chargeout rates are the rate at which an employee's labour is charged to a 3rd party. Select if you wish a chargeout rate column to appear in the Default Pay Items section below, otherwise leave it blank.
Default Pay Items You must enter at least one item. If you specified a default pay item in the Employee Creation Wizard, it will be inserted here automatically. Otherwise, add any pay items which are required. (See Add a Default Pay Item, to follow.)
Hrs/Unit Enter the standard hours for this employee. This can be left at zero if hours or units will not be known until the time of payrun.
Uom This is the Unit of measure which has been set for the selected pay item. This is a pre-defined setting which cannot be edited here. For more information, check the pay item type you are adding.
Rate Enter the standard hourly rate at which the pay item is charged.
Note that if you change the rate at any time you will be prompted to enter a 'Reason for Rate Change'. This reason (and any notes you enter) will be printed out on the Rate History Enquiries and Rate History reports.
Factor The factor is a multiplication which will be applied to the standard rate. This is a pre-defined setting which cannot be edited here. For more information, check the pay item type you are adding.
Amount This will be automatically calculated as rate x factor x hrs/units.
Commenced The payment will be added to the employee's pay, starting on the first payrun where the period ending date is later than the commencement date. If no date is entered, the payment will be effective from the next payrun.
FinalDate The payment will be added to the employee's pay until the first payrun where the period ending date is later than the final date. If no final date is entered, the payment will remain in effect until manually deleted from the employee's master file.
Balance A reducing balance can be entered so that the payment only remains in effect while there is an outstanding balance. With each payrun, the balance is automatically reduced by the amount until it reaches $0. The final payment will be automatically adjusted if the remaining balance is less than the specified amount.
Costing Allocation If the costing for the employee needs to be split, this can be a Level 2 or 3 split. See Costing Allocation to follow, for more information.

Using the Template Function:

  1. Click on the Browse button to display a list of the available templates will open.
  2. Select the required template.
  3. Select either:
    • Merge: Choose this option if you do not want to remove all existing pay items from this employee's standard pay. 
    • Replace: Select this option if you want to delete all items in associated employee's standard pay, and replace them with all pay items in the selected template.
  4. Click OK.
    The selected template will be applied.

Add a Default Pay Item

To create a new blank line in order to add an additional Pay Item:

  1. Click in one of the fields in the last pay item (e.g. in Hrs/Unit)
  2. Press the down arrow on your keyboard, OR
  3. Press Ctrl + N

Costing Allocation:

Employees with a level 2 or 3 costing allocation can have a default costing split defined in the lower half of this screen.

ClosedLevel 2 split

Level 2 allows you to apply a common costing split to all pay items which are imported into each payrun as a default. To do this you should:

  1. Select the first pay item in the upper window.
  2. In the lower half, click once on the listed department, then press the down arrow on your keyboard.
  3. In the new line, select a second department from the drop down list.
  4. When you have selected all required departments, fill in the appropriate split. You only need to complete either the hours or the % column.
  5. Enter the Job Code for the Costing Allocation for the department. If you have switched on the Validate Job Codes in the Company Preferences, you will be able to validate the code that you enter.
  6. Click apply or move off the line. The system will auto-balance the split to 100%.
  7. Now select the second pay item in the upper section. Note the same costing split has automatically applied to all pay items.
ClosedLevel 3 split

Level 3 allows you to apply a different costing split to each pay item, which is imported into each payrun as a default. To do this you should follow steps 1-7 as for Level 2 and then:  

  1. Select the second pay item in the upper half. Note that the costing split for the first item has not applied.
  2. Repeat steps 1-6 for each pay item in the upper half of the window. For example, you can split ordinary time 50/50 between two departments, but split overtime 40/60.

Any under- or over-allocation will cause the totals at the bottom of the screen to show in red. If you do not correct these manually, the system will auto-correct the allocations starting with the last item on the list.