Available for the following plans: Plus
Available for the following User Access levels: Full Access, Restricted User (Edit all employee details)
Setting up employee Pay Conditions Comparison (PCC) records is an essential step that allows the system to calculate comparison costs based on approved timesheets in finalised pay runs. These settings are used specifically for reconciliation reporting and do not impact an employee's actual pay in the pay run.
This article will show you how to manage the following:
- Configure employee pay run defaults
- Add an individual employee PCC record
- Manage existing PCC records
- Bulk import PCC records
Configure employee pay run defaults
To guarantee correct PCC costing while ensuring salaried employees' actual pay is not impacted, you must configure specific pay run default settings.
- Navigate to the employee profile and select Pay Run Defaults.
- In the Award field, select the applicable Award the employee is covered by.
- In the Employment agreement field, select Salaried - Full Time.
- In the Timesheets field, select Use timesheets for exceptions only.
- In the Pay Rate field, override the default $0 amount and enter the actual salary the employee is to be paid.
Helpful Hint
Selecting the "Salaried - Full Time" agreement is necessary because it uses a rule set that ignores timesheets when determining actual pay, but allows them to be used for comparison costing in the PCC report.
Add an individual employee PCC record
- Navigate to the Employee Profile.
- Go to Employee Settings and select Pay Conditions Comparison.
- Under Service start date, define the date the employee commenced on an annualised wage arrangement.
- Click on Add Record and complete the following fields:
- Award: Select the relevant installed Award that applies to your salaried employee’s employment.
- Employment Agreement: Select the EA attached to that Award.
- Comparison Start Date: The start date cannot be earlier than the employee’s PCC service start date nor the Award’s first effective date - as such you may notice that you will be unable to select an earlier date in the calendar picker nor save a record if you have manually entered the date. This is intentional so as to prevent the system being unable to calculate comparison costs for the PCC report.
- Tags (Optional): Select any applicable tags that would apply if the employee were paid by the hour. This ensures that comparison costs correctly calculate all award conditions (e.g., if an employee is a First Aid Officer entitled to an allowance, select the corresponding tag).
- Click Save.
Helpful Hint
Once you save the record, YourPayroll automatically triggers a background job to calculate comparison costs for any previously finalised pay runs within that period. The service start date defaults to the employee's start date, but you can choose a specific date by selecting The following date.
Manage existing PCC records
Employees can have more than one PCC record to reflect changes to their job classifications or award conditions over time.
- Add a subsequent record: Click Add to create a new record. The system prevents date overlaps by automatically setting the new start date to one day after the previous record's end date.
- Delete a record: Click the delete icon next to a current active record. Deleting a record will remove all associated comparison data from the PCC report for that timeframe.
- End a record: Click the ‘End’ button to enter an end date to an active record. Adding an end date effectively tells the system to stop calculating comparison costs after this date which also means the PCC report will only include comparison data up to the record’s end date. Ending a PCC record will prevent you from being able to add subsequent PCC records for the employee. If you want to start creating records again for the employee you can remove the end date on the PCC record by clicking on the ‘End’ button > deleting the date > then click on Save.
Important
PCC records cannot be edited. If a record was created in error, you must delete it and recreate a new one. Only the most recent active record can be deleted. To delete an older record, you must first delete all records that follow it in chronological order.
Bulk import PCC records
If you have a large number of employees on annualised wage arrangements, you can create their PCC records in bulk.
- Navigate to Payroll Settings and select Data Extracts.
- Select Template for pay conditions comparison from the Data type dropdown and download the file.
Helpful Hint
The template is not pre-populated with an employee list because not all staff are subject to annualised wage arrangements. You must manually add the relevant employees to the file.
Complete the template using the following column guidelines:
- Employee Id: The system-generated unique identifier for the employee.
- First Name & Surname: The employee's name as recorded in the system.
- Business Award Package: Select the applicable Award from the dropdown list. Only pre-packaged Awards are supported.
- Employment Agreement: Select the specific EA attached to the chosen Award from the dropdown.
- Tags: Enter any Award tags applicable to the employee's role. If adding multiple tags, separate them using a pipe (e.g., Shiftworker|First aid).
- Comparison Start Date Type: Select either EmployeeStartDate (to use their hire date) or SpecifiedDate (to define a custom date).
- Comparison Start Date: If you selected 'SpecifiedDate', enter the date you want the comparison record to commence. If 'EmployeeStartDate' was selected, leave this cell blank.
Pro-User Tip
You can include multiple rows for the same employee if their classification or award conditions changed during the reconciliation period. Simply complete a separate row for each unique record timeframe.
To upload the completed file:
- Navigate to the Import Employees screen.
- Select Pay conditions comparison upload from the Import employees from dropdown.
- Click Select file and choose your saved template.
- Click Confirm upload?
Important
If the file contains any validation errors, none of the records will be saved. You must review the errors, fix them in the template, and re-import the entire file.