In the Payroll Module the concept of a pay company is used to represent a legal entity that employs and pays payees.
At least one pay company must be configured before payees can be payrolled through the system. However, multiple pay companies can be created to reflect the exact structure of your business.
Each pay company must be linked to one or more agency offices. The link between an agency office and a pay company determines which pay company owns the agency office. The relationship between pay companies and agency offices is summarised in the diagram below.
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Each payee record consists of a number of different sections. Each of these sections are described below.
Pay Company Header
The pay company header captures information that uniquely identifies the pay company, such as the following:
unique name by which the pay company is referenced within the system
the registered trade name of the pay company
🇦🇺 AU Payroll - the Australian Business Number (ABN) and ABN branch number of the pay company.
the header also features options for enabling Australian STP reporting. For more information, see Single Touch Payroll (STP) Maintenance.
🇬🇧 UK Payroll - the HMRC Tax Office Reference Number.
🇳🇿 NZ Payroll - the IRD Number and GST number.
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name and email address of the pay company staff member who acts as the main contact for any inquiries from payees regarding payslips
an optional company logo that can be printed on payslips issued by the pay company
an optional message that can be printed on payslips issued by the pay company.
Banking Details
🇦🇺 AU and 🇳🇿 NZ Payroll - The banking details define the bank account details of the pay company's bank account from which funds are transferred to pay payee's earnings and the electronic funds transfer (EFT) file format that is used to facilitate electronic transfer of the funds.
🇬🇧 UK Payroll - The banking details define the bank account details of the pay company's bank account from which payee's earnings are paid and the BACS user number (also known as the SUN number). It also defines the EFT file format type that will be used for generating the payee payment file.
All Countries - If multi currency has been enabled, the associated BIC and IBAN bank account details become mandatory. Please refer to section Pay Company Multi Currency Configuration for further information.
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An agency office can only be linked to a single pay company at any given time. However, an agency office can be linked to a different pay company during different periods. Therefore, each link between a pay company and an agency office has a validity period that determines the period during which the agency office belongs to the pay company. The validity period is defined by a mandatory start date and an optional end date. Where the validity period end date is not defined, the agency office is deemed to belong to the pay company indefinitely or until an end date is specified.
🇦🇺 AU Payroll - Superannuation Funds
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Superannuation funds must be configured in Payroll > Maintenance > Superannuation before the employer number can be specified each fund on the pay company record. For more information, see Superannuation Maintenance. |
The following conditions apply to any superannuation fund for which an employer number is defined on the pay company record:
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the format used to generate payslips
the document format group that defines the document formats that are used to generate payslips and other supplementary documents that are issued along with a payslip
delivery methods used to deliver payslips to payees
🇦🇺 AU Payroll
delivery method used to deliver payment summaries to payees
default superannuation fund and superannuation accrual rate rule for payees.
🇬🇧 UK Payroll
the pension scheme for automatic enrolment
exemption flag and exemption reason for automatic enrolment
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Where no default payslip format is defined for a payee's pay company/employment type combination, the payslip format defined at the pay company level is used instead. For 🇬🇧 UK Payroll If a payee is an umbrella worker, the default payslip format will be defined at the Umbrella level and overrides these defaults.
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Payslips are automatically available for downloading by payees via the Candidate Portal as soon as they are generated on closing of a pay batch - however the availability of payslips in the portal can be delayed until pay day or by a manually setting a date in payslip delivery. This option is configurable in Maintenance > Pay Group. This allows payees to access their payslips online at their convenience. Where payees do not have access to the Candidate Portal, the email or print delivery method should be used instead. Where payees do have access to the Candidate Portal, the email or print method can still be used even though payees' payslips will be automatically available for downloading online. In such cases, payslips will be emailed or printed as well as being available for downloading by payees at their convenience. |
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Account | Description |
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Net Account | Defines the balance sheet account number in the financial system to which net pay amounts are mapped. |
Tax Account | Defines the balance sheet account number in the financial system to which tax withholding amounts are mapped. |
🇦🇺 AU /🇳🇿 NZ Payroll - GST (on Contractor Wages) Account | Defines the account number in the financial system to which GST amounts, which are payable on independent contractors' earnings, are mapped. |
🇬🇧 UK Payroll - VAT (on Contractor Wages) Account | Defines the account number in the financial system to which VAT amounts, which are payable on independent contractors' earnings, are mapped. |
Unpaid Wages Account | Defines the account number in the financial system to which wage amounts, which are yet to be paid but have been invoiced, are mapped. Unpaid wages are wages resulting from interpretation of timesheets that are yet to be paid in a pay batch. Where the pay and bill cycle do not align, the unpaid wages account can be used to track wage liabilities for those wages that are yet to be paid but have been invoiced. Once paid and billed, the corresponding unpaid wage amount is automatically reversed within the financial integration. A separate unpaid wages account can be mapped for balance sheet and profit/loss accounts. |
AU 🇦🇺 AU Payroll - Employee Benefit Scheme Administrators
Payees employed in certain industries are entitled to additional employee benefits that are paid by the pay company on top of payees' earnings. This may include benefits such as redundancy fund contributions and portable long service leave.
Where a pay company employees payees who work in such industries, the name of each scheme administrator and the pay company's corresponding employer number, which uniquely identifies the pay company to the scheme administrator, must be defined for each benefit scheme that applies to payees working for the pay company.
The scheme administrator and corresponding policy numbers are used for grouping of accrued benefits contributions on the Employee Benefits report. For more information about this report, see Payroll Reports - Overview.
The list of valid scheme administrators must be configured in Payroll > Maintenance > Employee Benefits before the applicable scheme administrators can be selected. For more information, see Employee Benefits Maintenance.
🇦🇺 AU Payroll - Registered Agent Details
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The registered agent information is used for Single Touch Payroll (STP) reporting purposes only and is only available if STP reporting is enabled for the pay company and depending on the STP declaration type that is selected. For more information, see Single Touch Payroll (STP) Maintenance.
🇦🇺 AU Payroll - STP Notifications
Notifications can be enabled to notify payees when the pay company has finalised their earnings via Single Touch Payroll (STP) reporting. STP notification options on a pay company record are only available if STP reporting is enabled for the pay company. For more information, see Single Touch Payroll (STP) Maintenance.
🇬🇧 UK Payroll - Pension Automatic Enrolment
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