Middle and Back Office Country Settings

Standard Rate Bill Types

Select the Bill Types and Job Estimate Margin / Markup calculation type. Click here for more details on these settings.

Oncosts

The Oncosts settings allow you to determine if pay oncosts or bill oncosts will be used for reporting on profit margins for specific countries.

Pay oncosts are costs incurred by an agency as a result of paying payees and that cannot be passed onto clients. For example, in Nordic countries payees may be eligible for guaranteed salary, whereby payees receive a certain minimum amount of pay while employed by an agency regardless of whether they are placed in a job. When a payee is not placed in a job, there is no client to whom costs associated with employing the payee can be passed. Therefore, an agency may factor in a pay oncost when determining their margins to ensure that they recoup money paid to a payee during periods when the payee is not placed in a job.

Bill oncosts are costs incurred by an agency as a result of paying payees that are passed onto clients. Agencies in countries where payees are not paid while not placed in a job generally use bill oncosts for calculating margins.
By default, the system will use bill oncosts when calculating margins for reporting purposes unless all of the following conditions apply:

• the pay oncosts function is enabled for the reporting country

• pay oncosts are specified as the oncost type that are to be used for the reporting country.

It is possible to enable the pay oncosts function for a given country and use bill oncosts for margin calculations for that country. Where the pay oncosts function is enabled for a county, it is possible to create pay oncosts for that country and therefore it is possible to therefore report on pay oncosts if necessary. 

Leave Settings

Leave settings allow specific options to be enabled for configuration of leave types in the FastTrack360 Leave module that are specific to leave requirements for certain countries. The following two settings can be enabled:

• Occurrence Based

• Calculate with Specific Formula

If the Occurrence Based option is ticked, an Occurrence Based option is enabled in the header of leave types that are configured in the Leave > Maintenance module for the corresponding country. This facilitates the configuration and management of leave where there are rules around how many occurrences of leave can occur in a given period and what constitutes an occurrence of leave taken. 

If the Calculate with Specific Formula option is enabled, a Calculate With Specific Formula option is enabled on accrual rules that belong to a leave type that is configured in the Leave > Maintenance module for the corresponding country. This facilitates the configuration and management of leave that requires leave to be accrued according to a system-defined formula to calculate the rate of paid vacation days accrued per month, compared to expected leave accrual rate. The difference calculated is applied as an accrual to the leave type.

Interpreter Limits

Limit settings determine the maximum number of timesheets that can be returned in any single search on the Interpreter > Interpreter Review screen. By limiting the number of timesheets that are returned in any single search you can prevent system performance issues that can arise due to the system attempting to retrieve a large number interpreted timesheets.

The limit imposed by this setting is overridden for users who are granted the Timesheet Transaction Reporting permission for the Interpreter Results module.

Payment Summaries (AU Only)

EOFY statements can be generated as a means of providing additional documentation along with payment summaries. An EOFY statement itemises a payee's taxable and non-taxable allowances, reportable gross deductions and reimbursements and therefore provides payees information that is useful for preparing tax returns. 

If you enable generation of EOFY statements on your system, a separate document will be generated and delivered whenever a payment summary is generated and delivered to payees. It is posssible to configure the system to generate the EOFY statement only for those payees who receive a Business and Personal Services Income Payment Summary or an Individual Non Business Payment Summary or both.

An example of what is printed on an EOFY statement is shown below.

Open

The following information is printed on an EOFY statement:

• payer details (pay company name, ABN)

• payee details (name and FastTrack payee ID)

• gross payments made to the payee during the corresponding payment summary period

• type of items paid to the payee in addition to regular wages or salary, including taxable and non-taxable allowances, reportable deductions and reimbursements

• name of each item paid to the payee (for example: name of the allowance, reimbursement or deduction)

• description of item paid

• the total amount paid against each item type during the corresponding payment summary period.

Rounding Settings

The rounding settings determine the following:

• how the calculated result of pay and bill calculations are to be rounded for standard rate job orders (for more information, see Standard Rate Rounding below)

• how different values are rounded in a pay batch (for more information, see Pay Batch Rounding below).

Standard Rates Rounding

The standard rates rounding settings determine how the calculated result of pay and bill calculations are to be rounded for standard rate job orders. The rate rounding settings also define the default pay and bill rate rounding that is applied whenever calculations involving pay and bill rates are performed in the system and no other rate rounding rules have been defined.

The rate rounding settings determine if a calculated pay or bill result must be rounded or truncated and the number of decimal places to which the pay or bill result must be rounded or truncated. For example, consider a scenario where a pay rate is defined as $25.987 per hour and the pay quantity is 8.5, giving a pay result of $220.8895. If the rate rounding settings are configured to round to two decimal places, the pay result would be rounded to $220.89. However, if the rounding settings are configured to truncate to three decimal places, the pay result would instead be $220.889.

Valid rounding precision values are 0-6.

Rounding of pay and bill results for agreement-based job orders is controlled by rounding settings on pay rate and bill rate rules on pay and bill agreements respectively. For more information, see Rates and Rules. 

Pay Batch Rounding

In addition to standard rates rounding, the rounding settings determine how the following values are rounded in a pay batch:

• employer pension contributions (Payroll United Kingdom only)

• child-related payments (Payroll United Kingdom only)

• allowances (when injected into a pay batch from a Payee record)

• threshold-based allowances (Payroll Australia only)

• superannuation and superannuation adjustments (Payroll Australia only)

• GST/VAT

• employee benefits (Payroll Australia only)

• gross and net deductions

• pension deductions (United Kingdom only)

• public holiday leave (Payroll New Zealand only)

• PAYG Leave Payments (Payroll New Zealand only)

• pay rate that is stored with banked leave accruals.

Reimbursements

Reimbursements are monetary compensations made to a payee when the payee incurs an out of pocket expense related to their work as a payee. The Reimbursement settings provide the ability to enable reimbursement-related functionality within the system on a per-country basis. Where reimbursement functionality is enabled for a country, the following applies:

• users are able to enter and track reimbursements within the system

• a pay code type of Reimbursement is available and can be applied to pay codes that are configured in Portal > Rates and Rules > Maintenance > Pay Code

• fields labelled Net, GST (or equivalent) and Total are displayed in the following areas of the system:

  • on the Additional tab of the Timesheet Entry screen in the Portal > Time and Attendance module

  • within the Portal > Interpreter Results > Interpreter Review module

  • on the Payee Pay Details screen at the Manual Items stage of the pay batch process. 

Default Payee Tax Type

The Default Payee Tax type defaults the tax type that will be used as default on the job order and payee record. The default can be changed as desired.

The options that are available depend on the country and whether it is a net pay or gross pay country, as described in the table below.

SuperStream (AU)

If an Agency needs to use the SuperStream functionality provided in FT360 to meet your superannuation remittance obligations under the SuperStream scheme, this item is ticked. Once ticked, the Superstream Service Provides are setup in Pay > Maintenance > Superannuation > Service Providers.

Pay Setting

In Pay Document Delivery Type (UK), for GDPR purposes, if payslips, P45s and P60s are to be delivered via email, you can choose if the email contains a URL link to the payslip so that the person receiving the email clicks on a link to then enter their portal username and password. The payslip will then display. If the delivery type remains as PDF Attachment, the document is not protected. It is recommended for UK to select the option URL link to comply with privacy laws.

The Earnings Year End setting displays for Gross Pay countries and is mandatory. This setting controls the start and end of pay periods when creating a pay group. Select the required month and day of when the earnings year should end.

From version 12.32, for United Kingdom, the following is available to allow you to monitor for National Minimum Wage legislation for your payees:

Hierarchy Group

A hierarchy group is an additional, customisable category that can be used in conjunction with hierarchy levels and hierarchy values to match the following entities when paying and billing job orders:

• pay agreements

• pay rate rules on pay agreements

• bill agreements

• bill rate rules on bill agreements

• bill oncosts

• holiday rules.

The country hierarchy group settings allow you to enable the hierarchy group functionality for the corresponding country, in which case it will be possible to create hierarchy groups for the country in Rates and Rules Maintenance. Once a hierarchy group has been created, it can be assigned to records that belong to the same country. For example, a hierarchy group that has been created for the country of Australia can be selected on a pay agreement that belongs to Australia.

The country hierarchy group settings also allow you to determine how fields where hierarchy groups are selected on various record types throughout the system are to be labelled. By default, this is set to Hierarchy Group but this can be changed to reflect terminology that is applicable to the corresponding country and the requirements of your business.