Before a job order which has been filled by a candidate can be submitted to timesheet and the candidate can be paid, a payee record must be created for the candidate in the Portal > Pay module.
Multiple payees can be created for each candidate. However, a candidate cannot have multiple payee records with the same tax type and payee type and supplier for the same pay company with overlapping employment dates.
Before you attempt to create a new payee record for a candidate you must know the following information:
the name of the pay company by which the payee will be employed
the tax type that will apply to the payee (PAYG or Company)
the payee type (individual non-business or labour hire - for tax type of PAYG only), and contractor, Umbrella or 3rd Tier Agency for tax type of Contractor)
the supplier if the payee type is Umbrella or 3rd Tier Agency
the employment type that defines the attendance and absence types that are available for the payee on their timesheets in the Portal > Time and Attendance module and the absence types that are available for the payee in the Portal > Leave Request module
the payee's Tax File Number (TFN) Declaration information (for tax type of PAYG only)
the payee's choice of superannuation fund
the payee's default bank account details (only required if payment will be by electronic funds transfer).
To create a payee you must do the following:
Find and select the candidate to which the new payee will correspond.
Create a new payee record for the candidate.
The procedures for performing both of these tasks are described below.
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The procedures below explain the actions you need to perform to save a new payee record. Once a payee record has been created, additional actions are required before the payee can be assigned to a pay group and can therefore be paid in a pay batch. For more information, see Working with Existing Payee Records.
How to Search for a Candidate
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To search for a candidate, follow the procedure below.
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How to Search for a Candidate
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Go to the Portal > Pay > Payee > Payee Maintenance screen.
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Click Candidate Search.
The header at the top of the Payee Maintenance screen displays candidate search fields.
In the search fields in the header of the screen, key in or select as much information about the candidate as possible
First Name
Filters the list of candidates according the first name of a candidate.
Leading and trailing wildcard characters (%) can be used for partial matching on the name. For example, %anne will match names such as Anne and Mary Anne while mary% will match names such as Mary and Marry Anne.
Middle Name
Filters the list of candidates according to the middle name of a candidate.
Leading and trailing wildcard characters (%) can be used for partial matching on the name. For example, %anne will match names such as Anne and Mary Anne while mary% will match names such as Mary and Marry Anne.
Surname
Filters the list of candidates according to the surname of the candidate.
Leading and trailing wildcard characters (%) can be used for partial matching on the surname. For example, %hill will match names such as Hill and Summerhill while summer% will match names such as Summer and Summerhill.
Payee No.
Filters the list of candidates according to the payee ID that uniquely identifies any existing payee record to which the candidate is linked.
Candidate No.
Filters the list of candidates according to the system-generated candidate ID that uniquely identifies a specific candidate.
Filters the list of candidates according to their email address.
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Filled on Job Without Payee
When ticked, the list of candidates will include only those candidates who are filled on a job order but do not have a valid payee record for the pay company to which the job order is linked and
Brand
Filters the list of candidates according to the agency brand by which they are managed. To list only those candidates who are managed by a specific agency brand, select the relevant brand in this field.
Region
Filters the list of candidates according to the agency region by which they are managed. To list only those candidates who are managed by a specific agency region, select the relevant region in this field.
Office
Filters the list of candidates according to the agency office by which the candidates are managed. To list only those candidates who are managed by a specific agency office, select the relevant office in this field.
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Click Search Payees . A list of candidates matching your search criteria is displayed in the candidate list on the screen.
How to Create a New Payee Record
To create a new payee record, follow the procedure below.
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How to Create a New Payee Record
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Search for the candidate for whom the new payee record is to be created and list the candidate on the Portal > Pay > Payee > Payee Maintenance screen (for more information, see How to Search for a Candidate above).
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In the list of candidates on the Payee Maintenance screen, click on the relevant candidate so that the candidate is selected and click . The Payee Entry screen opens with the Employment Details panel activated at the top of the screen, thereby allowing you to start defining the employment details of the new payee record.
In the Pay Company field, select the name of the pay company by which the payee will be employed.
Be careful to select the correct pay company as you will be unable to change the selection once you save the payee record.
In the Tax Type field, select the tax type that will apply to the payee.
Be careful to select the correct tax type as you will be unable to change the selection once you save the payee record.
The PAYG tax type should be selected if the payee is not a contractor or if the payee is a sole trader (contractor working under their own ABN). The Company tax type should be selected if the payee is a contractor working under a company ABN (also known as an incorporated contractor).
If the tax type applicable to the payee is PAYG, in the Payee Type field select Labour Hire if the payee is a sole trader. Otherwise, select Individual Non Business.
The payee type that is selected will affect the type of income statement/payment summary that the payee will be issued as follows:
Individual Non Business - Individual Non-business income statement/payment summary
Labour Hire - Business and Personal Services income statement/payment summary.
The Labour Hire option should only be used for sole traders who work under their own ABN.
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Next to the Start Date field, click and use the calendar control to select the payee's employment commencement date.
In the Employment Type field on the Employment/Payslip Details tab, select the employment type that will apply to the payee.
The employment type will determine the attendance and absence types that are available for the payee on their timesheets in the Portal > Time and Attendance module and the absence types that are available for the payee in the Portal > Leave Request module.
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In the Payment Method field on the Employment/Payslip Details tab, select Cash or Cheque if the payee is to be paid in cash or by cheque respectively instead of via electronic funds transfer (EFT). Otherwise, skip this step.
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If the tax type of the payee is PAYG, click the PAYG Tax Details tab and record the payee's TFN declaration information.
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Click on the Superannuation Details tab and check that the payee has a superannuation fund. If not, select a default superannuation fund.
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If the payee is to be paid by electronic funds transfer (EFT), use the Banking Details tab to add a set of bank account details that capture the payee's banking details.
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At the top of the Payee Entry screen, click . A confirmation message opens, indicating the payee has been saved.
See also:
| Child pages (Children Display) |
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