Setting up recurring Pay Run Inclusions

Add earnings which are to be processed on a regular basis. An example of when to use this could be a regular laundry or tool allowance or awards.

1. Choose the relevant employee from the employee list.
2. Select Pay Run Inclusions from the left side menu.
3. Click on Add.
4. Select the appropriate pay category from the list.
5. Select the location the earnings are to be allocated to. If the employee's default location is to be used, there is no need to make a selection.
6. Enter the number of units to be paid in each pay run into the 'Earnings (per pay run)' field.
7. Enter the rate to be applied, this will apply to the number of units entered.
8. If the super rate needs to be edited, select the 'Override' option and edit the amount as required.
9. Enter any notes if you want the employee to see them on their pay slip.
10. Select which pay runs the earnings should apply to. Options are all future pay runs (there will be no end/expiry date), all pay runs where the pay period starts before (end date will be specified) or all pay runs until the maximum amount has been reached (expiry amount will be specified).
11. Click on Save.

1. Choose the relevant employee from the employee list.
2. Select Pay Run Inclusions from the left side menu.
3. Select Super adjustments.
4. Click Add.
5. Select the appropriate contribution type from the drop down list.
6. Enter the adjustment amount to be applied per pay run. It can be a Fixed amount, a Percentage of Gross earnings, Percentage of OTE or Percentage of Taxable Earnings.
7. Enter any notes if you want the employee to see them on their pay slip.
8. Enter the date this inclusion is to commence.
9. Choose when this inclusion should cease (a specific end date, never or once a particular dollar amount has been reached).
10. Click Save.

1. Choose the relevant employee from the employee list.
2. Select Pay Run Inclusions from the left side menu.
3. Click Add.
4. Select the 'Salary sacrifice super'  deduction category from the drop down list.
5. Enter the deduction amount to be applied per pay run. It can be a Fixed amount, a Percentage of Gross earnings or Percentage of OTE.
6. This deduction will automatically point the payments directly to a super fund, so you'll just need to select the correct super fund from the drop down list. 
7. Select whether you want to apply preserved earnings to this deduction. Refer below on detailed information relating to preserved earnings. 
8. Enter any notes if you want the employee to see them on their pay slip.
9. Enter the date this inclusion is to commence.
10. Choose when this inclusion should cease (a specific end date, never or once a particular dollar amount has been reached).
11. Click Save.

1. Choose the relevant employee from the employee list.
2. Select Pay Run Inclusions from the left side menu.
3. Click Add.
4. Select the appropriate deduction category from the drop down list.
5. Enter the deduction amount to be applied per pay run. It can be a Fixed amount, a Percentage of Gross earnings or Percentage of OTE.
6. Select whether the deduction should be paid manually, to a super fund, a bank account or via a BPAY account. To pay this deduction directly into another bank account, via the ABA file from the pay run, you'll need to have first set up the bank account on the employee's record / bank accounts page (set the amount to pay as Fixed and $0) so you can choose this bank account from the drop down list and you can add a 'reference' in the Payment Reference field. Additionally, to pay the deduction via a BPAY account, you'll need to have first set up the BPAY account on the employee's bank accounts page (set the amount to pay as Fixed and $0) so you can choose this BPAY account from the drop down list. 
   N.B. In regards to journal mapping, if you set up a deduction to be paid direct to a bank account, it is not considered a liability (because it's already been paid over) so it will go to payroll clearing. If you want the journal entry to be a debit not a credit use an Expense account in the chart of accounts.
   
7. Select whether you want to apply preserved earnings to this deduction. Refer below on detailed information relating to preserved earnings. 
8. Enter any notes if you want the employee to see them on their pay slip. 
9. Enter the date this inclusion is to commence.
10. Choose when this inclusion should cease (a specific end date, never or once a particular dollar amount has been reached).
11. Click Save

If you have a number of employees that you are needing to update deductions for, you can do this in bulk by following the instructions within this article. 

Preserved earnings is defined as the minimum net earnings an employee MUST be paid before a deduction amount can be applied in the pay run. For example, an employee could have a garnishee order but part of the order includes that the employee's net pay cannot be reduced to less than $300 per week as a result of the garnishee order. To set this up of example, you would:

(a) Preserved earnings: select 'Once a minimum net earnings limit has been reached';

(b) Preserved earnings amount: enter 350;

(c) If the amount is not reached: here you can choose to have none or only part of the deduction amount processed in the pay run;

(d) Carry forward unpaid deduction amounts: here you can choose whether or not you want any unpaid deduction amounts to be carried over to following pay runs. For example, say an employee’s recurring deduction amount was fixed at $100 per pay run but only $50 was deducted in the pay run. If you choose to carry forward the unpaid deduction amount, the unpaid $50 will be carried over and a total of $150 will be deducted in the following pay run. If you choose not to carry it over, the unpaid $50 deduction amount will be disregarded and in the following pay run only the recurring $100 will be deducted.

(e) Carry forward unused preserved earnings: here you can choose whether or not you want any preserved earnings that are paid below the preserved earnings carried forward. For example, an employee has preserved earnings set at $300. In one pay run the employee is only paid $200 in net earnings. If this setting is ticked, the difference of $100 will be carried over so that the preserved earnings for the next pay run will be $400. 

An example scenario of when to use this would be when an employee has requested additional PAYG be deducted from their pay.

1. Choose the relevant employee from the employee list.
2. Select Pay Run Inclusions from the left side menu.
3. Click Add.
4. Enter the adjustment amount to be applied per pay run. It can be a Fixed amount, a Percentage of Gross earnings or Percentage of OTE.
5. Enter any notes if you want the employee to see them on their pay slip.
6. Enter the date this inclusion is to commence.
7. Choose when this inclusion should cease (a specific end date, never or once a particular dollar amount has been reached).
8. Click Save.

An example scenario of when to use this would be when an agreement has been reached with an employee that the company will reimburse mobile phone expenses and will not form part of their gross wage.

1. Choose the relevant employee from the employee list.
2. Select Pay Run Inclusions from the left side menu.
3. Click the green Add button on the right of Expenses and complete the following details: 
4. Select the appropriate expense category from the drop-down list.
5. Select the location the expense should be costed against. This will default to the employee's default location however you can change this to another location that the employee is attached to.
6. Assign a tax code to expense categories to cater for sales taxes that may be applied to expense claims. If you are attached to a cloud accounting system such as QuickBooks, Xero or Saasu, you’ll be able to select the tax code from your accounting system to be pre-populated when your employees submit an expense claim.
7. Enter the expense reimbursement amount to be applied per pay run.
8. Enter any notes if you want the employee to see them on their pay slip.
9. Enter the date this inclusion is to commence.
10. Choose when this inclusion should cease (a specific end date, never or once a particular dollar amount has been reached).
11. Click Save.

1. Choose the relevant employee from the employee list.
2. Select Pay Run Inclusions from the left side menu.
3. Click on 'Add'.
4. Select the appropriate liability category from the drop down list.
5. Enter the liability amount to be applied per pay run. You can choose to enter a fixed dollar amount, a percentage of gross pay or a percentage of OTE.
6. Enter any notes if you want the employee to see them on their pay slip.
7. Enter the date this inclusion is to commence.
8. Choose when this inclusion should cease (a specific end date, never or once a particular dollar amount has been reached).
9. Click on Save.