DYNAPAY II · Web viewDynapay II Awards Module and Problem with Public Holiday payments . The...

DYNAPAY IIPayroll

Procedures and Guidelinesfor Weeks Payrollin Hospitality Sites

www.dynapay.com.au

Contents.Description Page No.

Contents 2Quick Reference Guide 3Hints on using the Keyboard 4How To Start Dynapay II 4System Info Details 5Allowance File Details 6Entity / Department File Details 8Pay Rate Details 9Superannuation Fund Setup 11Employee File Details 16

Bank Details 17Pay Classification (Job Details) 18Significant Dates 18 Superannuation Details 19

Setting up Employees Standard Pay 20Weekly Payroll Procedures with Awards Interpreter 22Entering Employee Time Sheets 22

24 Hour Format Table 23Employees working past midnight 23Employees working in different Departments 23Employees Time Sheets Errors 23Entering Times During Week 23Time Attendance Module 23Backup "After Hours" 24Transferring Times to Award Module 24Applying the Awards to Times Worked 24Viewing the Errors and Warnings 24Printing the Audit Trail 25Transferring Results Back to Dynapay 26

General Purpose Payments 26Sick Leave Payments 27Annual Leave Payments 27Termination Payments 27Long Service Leave 28Calculating Group Tax 29Reporting the Payroll 29End of Period Processing 31Backup – “After Processing” 31Monthly Procedures 32

Monthly Superannuation Calculations 33Monthly Reports 33Year to Date Reports 33Monthly Backup 34Month End Processing 34

AppendixRestore Payroll Data 35Termination Payments 36Long Service Leave Payments 39How To Do Extra Ordinary Pay 40Payslip Definition 42Creating Reports 43Leave Accrual Values 46Hotel Pay Rates 47Public Holidays 48Changing an Employee’s Status 50Creating a DynaPay Icon on your Desktop 51Federal Award file examples 52

Dynapay II – Payroll Procedures

Quick Reference Guide.This is only meant to be a quick guide on how to pay employees For the full comprehensive guide see the pages following.

Enter New Employees MAINTENANCE EMPLOYEES

Update / Change existing Employees Personal / Bank Details etc MAINTENANCE EMPLOYEES

Create Standard Transactions if applicable (eg Salaries, Leave accruals,2nd Bank,Extra Tax, Super, etc)DATA ENTRY GENERAL PURPOSE STANDARD ADDCOPY – 1st Week Only

Change Standard Transactions (Eg pay Rate or Status of Employee)DATA ENTRY GENERAL PURPOSE STANDARD EDIT ( NOTE: DO NOT USE COPY)DATA ENTRY GENERAL PURPOSE CURRENT EDIT

Initial Week Report – Showing salaried Employee’s & Standard TransactionsREPORTS STANDARD PRINTS USER DEFINED REPORTSName: Netpay.rtd Alphabetic CurrentCheck that each Salaried person has a Time Sheet (delete employee’s transactions if no time sheet)DATA ENTRY GENERAL PURPOSE STANDARD CURRENT DELETE

Time Sheets Data Entry (Do for all Casuals, Apprentices and Full Time Employee’s – NOT SALARIED ) DATA ENTRY AWARDS SYSTEM TIMES DATA ENTRY

Perform "AFTER HOURS" BackupUTILITIES BACKUP PAY

DATA ENTRY AWARDS SYSTEM DATA TRANSFER ALL PAY DATA FROM DYNAPAY 2

DATA ENTRY AWARDS SYSTEM AWARDS MENU PROCESS APPLY AWARDSRemember if new employees use the CHANGE AWARD Option

REPORTS priNt listing AWARDAUD.LST REPORTS priNt listing AUDITRAL.LST - Check number employees processed is correct

DATA ENTRY AWARDS SYSTEM DATA TRANSFER RESULTS BACK TO DYNAPAY 2

Pay any General Purpose payments (Eg.Annual Leave, Sick Leave & Back Pay)- Sick Leave DATA ENTRY GENERAL PURPOSE CURRENT LEAVE SICK Leave

DATA ENTRY GENERAL PURPOSE CURRENT EDIT

- Annual Leave DATA ENTRY GENERAL PURPOSE CURRENT LEAVE Annual LeaveDATA ENTRY GENERAL PURPOSE CURRENT EDIT (Tax Periods)

- Back Pay DATA ENTRY GENERAL PURPOSE CURRENT ADD

Calculate Group taxDATA ENTRY TAXATION & SUPER GROUP TAX ONLY

Check all employee’s have been paidREPORTS STANDARD PRINTS USER DEFINED REPORTSName: Netpay.rtd Alphabetic CurrentAll employee’s to be paid for week will be on this report. Check each time time sheet is on this report


Any changes:DATA ENTRY GENERAL PURPOSE STANDARD CURRENT ADD/EDIT/DELETE

Reporting the PayREPORTS STANDARD PRINTS BATCH PRINT USER DEFINED REPORT

Name: WEEKLY.RDB

Preparation Bank Transfer FileREPORTS BANK TRANSFER - Balance to Net Figure on Net pay Report- Make sure that change the Process Date - Check that the Net Figure on NETPAY Report equals the Total Banked figure on Bank Transfer Report

Go to Bank Software

Eg NAB’s ON Line, ANZ, DESKBANK, QUICKLINE etc and transmit employee’s pay to Bank

If Month End – Do Following

DATA ENTRY TAXATION & SUPER SUPER ONLYREPORTS STANDARD PRINTS BATCH PRINT USER DEFINED REPORT

Name: BLMMONTH

Print PayslipsREPORTS STANDARD PRINTS USER DEFINED PAYSLIP DEFINITION

Perform "AFTER HOURS" BackupUTILITIES BACKUP PAY

End of Period ProcessingEND OF PERIOD PROCESS PAY FOR PERIOD

Do the Final Backup - "AFTER PROCESSING"UTILITIES BACKUP PAY


HINTS on using Dynapay IIF1 Help Screen KeyF2 Enables Windows to be movedF3 This lists all the Help Keys AvailableF4F5 Enquiry on Allowance / Deduction FileF6 Enquiry on Entity / Department (Cost Centres)F7 Enquiry on Employee Details SHIFT + F7 Enquiry on Employee Bank DetailsCTRL + F7 Enquiry on Employee Tax FieldsF8 Enquiry on Payrate FilesF9 Provides Tax Calculation FacilitiesSHIFT + F9 Employee Gross Pay to calculate Tax onCTRL + F9 Termination Pay CalculatorALT + F9 Employee Net Pay[ESC] the Escape key is used to abort input[ENTER] the ENTER key is used to accept input[CTRL + ENTER] Accepts input and terminates screen[BACKSPACE] Deletes last character typed[DEL] Deletes the character under the cursor[PgUp] Moves cursor to previous field[PgDn] Moves cursor to next field[CTRL+PgUp] Moves cursor to the nearest previous field[CTRL+PgDn] Moves cursor to the nearest next field

Printing can be done either to the nominated Printer of may be done to screen (diskfile output)

To Print a report on Screen rather than to the Printer

This may be done on any option where a printout can be obtained

Options: DISKFILE OUTPUT (CREATE)

This will print the file to STANDARD.LST which can then be viewed

OPTIONS: MAINTENANCE VIEW REPORTFILEFilename: STANDARD.LST

HOW TO START DynaPay IITo start the payroll either CLICK on Dynapay Icon or Select the Dynapay II Option on your menu.

Record your User ID here for future reference.

User Id _ _ _ _Password ______________


SYSTEM CONTROL MAINTENANCE:OPTIONS: MAINTENANCE

SYSTEM INFO

DYNAPAY SUPPORT will provide a Standard set of Allowance / Deductions that must be entered . Otherwise enter the details as required.

+------------------------- System Control Maintenance -------------------------+¦ ¦¦ Company Name: Hotel XYZ Group Tax No: 238 694 19 ¦¦ Address: 21 Blackwood Court ¦¦ Frankston 3199 ¦¦ ¦¦ Pay Cycle: W Weekly Pay Year: 99 Pay Period No. in Year: 19 ¦¦ Pay Period Commences: 1 Monday Pay Period Ending Date: 08/11/98 ¦¦ ¦¦ Pay Limit 1: $9,999 Pay Limit 2: $9,999 Pay Limit 3: $9,999 ¦¦ Pay Limit 4: $9,999 Pay Limit 5: $9,999 Pay Limit 6: $9,999 ¦¦ ¦¦ C R I T I C A L A L L O W A N C E N U M B E R S ¦¦ First Allowance Number......: 1 First Deduction Number......: 200 ¦¦ Last Allowance Number......: 199 Last Deduction Number......: 399 ¦¦ Group Tax Deduction Number..: 200 Super. Allowance Number.....: 0 ¦¦ Annual Leave Paid Allce. No.: 40 Leave Loading Allce. Number.: 42 ¦¦ Sick Leave Paid Allce Number: 30 L.S. Leave Paid Allce Number: 43 ¦¦ Shift Penalty Allce. No.....: 20 Annual Leave Acc'd Allce No.: 41 ¦¦ Sick Leave Acc'd Allce. No..: 31 L.S. Leave Accrued Allce No.: 44 ¦¦ Annual Leave Group Tax No...: 220 R.D.O. Accrued Allowance No.: 61 ¦¦ R.D.O. Paid Allowance No....: 60 Super. Offset Deduction No.: 0 ¦+------------------------------------------------------------------------------+ Enter your company's group tax number

NOTE: You MUST do a [CTRL] and [ENTER] to record and save the details you have entered.


ALLOWANCE FILE DETAILS:DYNAPAY SUPPORT will provide a Standard set of Allowance / Deduction numbers. Other required allowance / deduction numbers will be entered in this option.

OPTION: MAINTENANCEALLOWANCES

PROMPT: NUMBER ORDER

F5 to View the Allowances and Deductions on screen.

Printing a Allowance / Deduction Masterfile ListingOPTIONS: REPORTS

STANDARD PRINTSALLOWANCE / DEDUCTION MASTERFILE LISTING

ORDER: NUMERICOUTPUT: PRINTER 1

HINT: If you add a new Allowance / Deduction number they must be mapped to the appropriate reports.such as the NETPAY.RTD. Following are examples of how to add to Reports.

+------------------ Allowance File Maintenance ------------------+ ¦ ¦ ¦ Allowance Number: 101 ¦ ¦ Allowance Name: Casual Mon-Fri ¦ ¦ Abbreviation: CAS M-F ¦ ¦ Allowance or Deduction: A Allowance ¦ ¦ Quantity Field Required: Y Yes ¦ ¦ Money Field Required: Y Yes ¦ ¦ Taxable: Y Yes ¦ ¦ History Clearance Frequency: Y Yearly ¦ ¦ Group Certificate Field: 01 Gross Salary, etc. ¦ ¦ Included in Gross Pay: Y Yes ¦ ¦ Included in Superannuation: Y Yes ¦ ¦ ¦ ¦ Any alterations <Y/N>? ¦ ¦ ¦ +----------------------------------------------------------------+

Adding a New Allowance / Deduction to User Defined ReportsOPTION: REPORTS

STANDARD PRINTSUSER DEFINED REPORT DEFINITIONALTER USER DEFINED REPORT DEFINITIONUser Reports Name: - NETPAY.RTD

OPTIONS: COLUMN: ___ Select Active Column to add New Allowance Number

EDIT: Highlight Show Contents Check for correct columnHighlight Change Description Put in new Description if required

Highlight Add to Column Put in new Allowance NumberHighlight Show Contents Check that new number is presentSAVE:


Checking Report is correct

Print the newly edited Report(s) to ensure that it has reported the new allowance / deduction numbers as required.

OPTION: REPORTSSTANDARD PRINTSUSER DEFINED REPORT DEFINITIONPRINT USER DEFINED REPORT DEFINITIONUser Reports Name: NETPAY.RTDOrder: NumericPrint Range: Starting: ___

Finishing: ___Output: Printer 1Options: CURRENT (or possibly Month to Date, Year to Date)

HINT: If you add a new Allowance / Deduction number they must be mapped to the payslips otherwise the payslips will not print. Following is an examples of how adding to a payslip.

Adding a New Allowance / Deduction to User Defined Payslip Definition

OPTION: REPORTSSTANDARD PRINTSUSER DEFINED PAYSLIP DEFINITIONALTER USER DEFINED PAYSLIP DEFINITIONUser Reports Name: - MULTSLIP.RTP

OPTIONS: ROW: ___ Select Active Row to add New Allowance Number

EDIT:Highlight Show Contents Check for correct rowHighlight Change Description Put in New Desciption if requiredHighlight Add to Row Put in new Allowance NumberHighlight Show Contents Check that new number is presentSAVE:

Checking Payslips are correctPrint the newly edited Payslips to ensure that it has reported the new allowance / deduction numbers as required.

OPTION: REPORTSSTANDARD PRINTSUSER DEFINED PAYSLIP DEFINITIONPRINT USER DEFINED PAYSLIP DEFINITIONPayslip Definition Name: MULTSLIP.RTDOrder: NumericPrint Range: Starting: ___

Finishing: ___Output: Printer 1Employee Type: ALLDetails: Omit Blank Detail LinesFooter Option: Annual Leave Balances EtcDetails: Pay Rate Details LayoutLine Up Samples 0

HINT: Go to Appendix for examples of how to set up User Defined Reports.


ENTITY / DEPARTMENT FILE DETAILS:Entities and Department are important to the reporting of wages and costing purposes. If interfacing to a General Ledger you would use the same Profit / Cost Centre breakdowns.

These can be used in any way that may be required, but typically there is usually only the one entity being the Hotel and then several departments.

OPTIONS: MAINTENANCEDEPARTMENTS


+------------------------ Entity Details -------------------------+ ¦ ¦ ¦ Entity Number: 1 Entity Name: Riversdale Hotel ¦ ¦ ¦ +------------------------ Department Details -------------------------+ ¦ ¦ ¦ Department Number: 2 Name: Bars ¦ ¦ General Ledger Account: ¦ ¦ Budget Quantity: 0.00 Budget Amount: 0.00 ¦ ¦ ¦ +---------------------------------------------------------------------+

+----------------------------+ ¦ ¦ ¦ Any alterations - <Y/N>? N ¦ ¦ ¦ +----------------------------+

F6 to View the Entities and Departments on screen.


PAY RATES DETAILS:DYNAPAY SUPPORT will provide the current Hospitality Industry Award Rates of Pay. (Current rates attached)Typically, Employees who are salaried or on set contract hours will have to have their pay rates entered. The weekly or annual salary will need to be bought back to an Hourly Rate. It is suggested that you work on a 38 hour week, even though these employees will often work in excess of these hours.

Hint: When working a Pay Rate from a Gross $ Amount, then it must be rounded to 4 decimal point (use “F” on the calculator).

Examples are as follows: $500.00 / 38 = 13.1578$600.00 / 38 = 15.7894$700.00 / 38 = 18.4210$800.00 / 38 = 21.0526

OPTIONS: MAINTENANCE PAY RATESPROMPT: NUMBER ORDER

+---------------- Pay Rates File Maintenance ----------------+ ¦ ¦ ¦ Pay Rate Number: 2 ¦ ¦ Pay Rate Description: Food & Bev Attendant Grade 2 ¦ ¦ Abbreviated Description: F & B Gr 2 ¦ ¦ Pay Rate per Unit Quantity: 10.9260 ¦ ¦ Number of Overtime Rates: 6 ¦ ¦ ¦ ¦ Any alterations <Y/N>? N ¦ ¦ ¦ +------------------------------------------------------------+

F8 to View the Pay Rates on screen.

Suggested Payrate Factors (Overtime Loadings) +---------------- Pay Rates File Maintenance ----------------+ ¦ ¦ ¦ Pay Rate Number: 2 ¦ ¦ Pay Rate Description: Food & Bev Attendant Grade 2 ¦ ¦ Abbreviated Description: F & B Gr 2 ¦ ¦ Pay Rate per Unit Quantity: 10.9260 ¦ ¦ Number of Overtime Rates: 6 ¦ ¦ ¦ ¦ Any alterations <Y/N>? N ¦ ¦ +------- Overtime Factors --------+ ¦ +-----------¦ ¦--------------+ ¦ Overtime Factor 1...: 1.250000 ¦ ¦ Overtime Factor 2...: 1.500000 ¦ ¦ Overtime Factor 3...: 1.750000 ¦ ¦ Overtime Factor 4...: 2.000000 ¦ ¦ Overtime Factor 5...: 2.500000 ¦ ¦ Overtime Factor 6...: 2.750000 ¦ ¦ ¦ +---------------------------------+


How to Change Payrate Factors (Overtime Loadings)OPTIONS: MAINTENANCE PAY RATESPROMPT: NUMBER ORDERSELECT: Payrate Number ___[ALT] [O] will prompt for the number of Overtime Rates required- Screen will allow for new factor to be entered.

Hint: Some sites will have greater than 6 suggested rates due to overtime rates being seperated (due to Superannuation etc.) out. For example there will be factor 1.5000 and factor 1.5001

Printing a Payrate ListingOPTIONS: REPORTS

STANDARD PRINTSPAYRATES MASTERFILE LISTING

ORDER: NUMERICOUTPUT: PRINTER 1

How to Increase Pay Rates

OPTIONS: MAINTENANCE PAY RATESPROMPT: NUMBER ORDER

Enter the new Ordinary Rate of Pay. (Note all the overtime rates will automatically be updated)

Following any Pay Rate Changes you will be prompted with a screen to “Freshen The Transactions”. The following may not have to be done, BUT will not cause any problems if done as a precaution.

OPTIONS: DATA ENTRYFRESHN TRANSACTIONS

PROMPT: RECALCULATE STANDARD

OPTIONS: DATA ENTRYFRESHN TRANSACTIONS

PROMPT: RECALCULATE CURRENT

TAX FORMULAEThe current Tax Formulae and HECS Schedule will be provided at Installation. The Statement of Formulae for calculating Income Tax Installments should be used to keep this schedule current.The ATO Phone number for this is 13 28 66


SUPERANNUATION FUNDS DETAILS:At minimum the SGCL (Superannuation Charge Levy must be set up). There is no limitation to the number of Super Funds that may be set up.

To set up Superannuation Guarantee Charge LevyOPTIONS: MAINTENANCE SUPER FUND

FUND CODE = SGCL

Do you wish to create Superannuation Guarantee Charge Levy? = YES

A screen similar to the one below will be displayed, where the details of the Allowances are entered. This is followed by the prompt?

NUMBER OF SUPERANNUABLE ALLOWANCES = ##

Check that each of the Allowance Numbers listed are to have Superannuation paid on them. Hit the [ENTER] key to view each line, until at the bottonm of screen, when you must do a [Ctrl] + [Enter] to finish.

+-------------------- Super Guarantee Charge Levy Details ---------------------+¦ Super Fund Code.: SGCL Fund Name.: Superannuation Guarantee Charge Levy ¦¦ Employer Number.: 1 ¦¦ Super Calculation Basis.: Actual ¦¦ Company Debit Allce. No...: 72 Sgcl Super Allowance ¦¦ Company Credit Dedn. No...: 262 Sgcl Super Offsett ¦¦ Employee Credit Dedn. No..: 263 Sgcl Employee Contribution ¦¦ Minimum Qualifying Hours..: 0.00 Qualifying Period.: Month ¦¦ Minimum Qualifying Amount.: 450.00 Contribution Rate.: 7.00 ¦+-+-------------------- Superannuable Allowances Details --------------------+-+ + Allowance No. & Details AorD Cleared Qty Amt Tax Grs Sup ¦ ¦ 1. 5 Casual Monday - Sunday Allce Yearly Yes Yes Yes Yes Yes ¦ ¦ 2. 10 Salary Allce Yearly Yes Yes Yes Yes Yes ¦ ¦ 3. 19 After Midnight Penalty Allce Yearly Yes Yes Yes Yes Yes ¦ ¦ 4. 20 Late 7pm Penalty Allce Yearly Yes Yes Yes Yes Yes ¦ ¦ 5. 21 Shift Penalty Allce Yearly No Yes Yes Yes Yes ¦ ¦ 6. 22 Supplemental Pay Allce Yearly No Yes No Yes Yes ¦ ¦ 7. 30 Sick Leave Paid Allce Never Yes Yes Yes Yes Yes ¦ ¦ 8. 40 Annual Leave Paid Allce Never Yes Yes Yes Yes Yes ¦ ¦ 9. 44 Long Service Leave Paid Allce Never Yes Yes Yes Yes Yes ¦ ¦ 10. 51 Trade School Allowance Allce Yearly Yes Yes Yes Yes Yes ¦ ¦ 11. 52 Car Allowance Allce Yearly No Yes No Yes Yes ¦ +--------------------------------------------------------------------------+ Enter the allowance number required, Ctrl+Enter to finish

A similar screen with “Minimum Hours will be displayed. Hit the [ENTER] key on ecah line as per above and then [Ctrl] + [Enter] to finish.


Other Superannuation Funds (Eg. HOSTPLUS)Each business will have a superannuation fund, other than the SGCL, In most cases this will be the Industry Fund of HOSTPLUS. However, some hotels may have their own superannuation fund, or combination of both.

OPTIONS: MAINTENANCE SUPER FUND

FUND CODE = HOST

Do you wish to create Superannuation Fund ? = YES





+------------------------ Superannuation Fund Details -------------------------+¦ Super Fund Code.: HOST Fund Name.: HOSTPLUS Superannuation Fund ¦¦ Fund Plan Number: 2 Employer Number.: 4011425 ¦¦ Super Calculation Basis.: A Actual ¦¦ Company Debit Allce. No...: 71 Hostplus Super Allowance ¦¦ Company Credit Dedn. No...: 260 Hostplus Super Offset ¦¦ Employee Credit Dedn. No..: 261 Hostplus Super Employee ¦¦ Minimum Qualifying Hours..: 0.00 Qualifying Period.: M Month ¦¦ Minimum Qualifying Amount.: 350.00 ¦+-+-------------------- Superannuable Allowances Details --------------------+-+ + Allowance No. & Details AorD Cleared Qty Amt Tax Grs Sup ¦ ¦ 1. 5 Casual Monday - Sunday Allce Yearly Yes Yes Yes Yes Yes ¦ ¦ 2. 10 Salary Allce Yearly Yes Yes Yes Yes Yes ¦ ¦ 3. 19 After Midnight Penalty Allce Yearly Yes Yes Yes Yes Yes ¦ ¦ 4. 20 Late 7pm Penalty Allce Yearly Yes Yes Yes Yes Yes ¦ ¦ 5. 21 Shift Penalty Allce Yearly No Yes Yes Yes Yes ¦ ¦ 6. 22 Supplemental Pay Allce Yearly No Yes No Yes Yes ¦ ¦ 7. 30 Sick Leave Paid Allce Never Yes Yes Yes Yes Yes ¦ ¦ 8. 40 Annual Leave Paid Allce Never Yes Yes Yes Yes Yes ¦ ¦ 9. 44 Long Service Leave Paid Allce Never Yes Yes Yes Yes Yes ¦ ¦ 10. 51 Trade School Allowance Allce Yearly Yes Yes Yes Yes Yes ¦ ¦ 11. 52 Car Allowance Allce Yearly No Yes No Yes Yes ¦ +--------------------------------------------------------------------------+ Enter the allowance number required, Ctrl+Enter to finish


Salary Sacrifice Superannuation Funds Setting up Salary Sacrifice requires the following to be setup.

Setting up of 3 new allowance / deduction numbers

Creating a new Super Fund

Allocating Super Fund to employee(s)

HINT: The Employee Super Salary Sacrifice Allowance Number must be mapped to the Payslips , Netpay Report and any other reports that may be used.

HINT: End of Month reports in relation to Super may have to be changed so that the report produced is correct, that is two Super Funds are added together to produce one super report. (See Monthly Procedures)

Following are the Steps to guide you through this process.

Set Up 3 New Allowance / Deduction NumbersIt is important to ascertain whether the Salary Sacrifice is an Employee or an Employer Contribution and whether the 6% Compulsory Super is to be paid on the Salary and Salary Sacrifice or on the reduced Salary

OPTION: MAINTENANCEALLOWANCES


The First allowance will be as shown:Hint: “YES” to included in super if the compulsory super contributions are on the reduced Salary amount

“NO” if the compulsory super contributions are on the original Salary amount

The Second Allowance will be as follows:The Third Allowance will be as follows:


Set up the New Salary Sacrifice Superannuation FundOPTIONS: MAINTENANCE SUPER FUND

FUND CODE = SSAC

Do you wish to create Superannuation Fund ? = YES





HINT: If answered YES when setting up the Salary Sacrifice Employer ensure that this is allocated to the SGCL FUND as well as the SSAC Fund.

Allocate Employee to Salary Sacrifice Superannuation Fund+------------------------- Employee File Maintenance --------------------------+¦ ¦¦ Employee No: 107 Name: Frazer, K. ¦¦ Standard Cost Centre: 1- 1 Standard Rate: 18.2631 ¦¦ ¦+------------------ Change an Employee's Super Fund Details -------------------+¦ Fund Joined Member Company Contr¦¦ Code S u p e r F u n d N a m e Date Number Rate Amou¦¦ HOST HOSTPLUS Superannuation Fund 01/01/01 62516323 7.00 0¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ +----------------------------+ ¦¦ ¦ ¦ ¦¦ ¦ Any alterations - <Y/N>? N ¦ ¦¦ ¦ ¦ ¦++------------------------+----------------------------+-----------------------+ Answer Y(es) or N(o) or press <ESC> to exit


EMPLOYEE FILE DETAILS

Employee DetailsOPTIONS: MAINTENANCE EMPLOYEES

NUMBER ORDER ADD EMPLOYEE DETAILS

Enter the details as required

Avaliable prompts will be displayed when required. Use F1 key for further help.

HINT: You MUST complete the entire screen when adding for the first time.

HINT: [CTRL] [ENTER] can be used when in CHANGE MODE.

+-------------------------- Change Employee Details ---------------------------+¦ Employee Number: 107 ¦¦ Surname: Frazer Forenames: Kirsty ¦¦ Address: 9 Goodwin Street Phone No.: ( ) Sex: F ¦¦ Glen Iris Post-code: 3146 Title: Miss ¦¦ ¦¦ Taxfile No: 177 563 520 Tax Deduction Code: 2 Date of Birth: 14/03/72 ¦¦ Medicare Levy Variation: N Dependent Spouse: N No. Dependent Children: 00 ¦¦ Group Cert. No: Date Printed: / / HECS Debt: N ¦¦ Medicare Levy Surcharge: 0.00 ¦¦ Date Hired...: 11/11/96 Date Last Paid: 01/11/98 ¦¦ Date Left....: / / Left Reason: ¦¦ ¦¦ Default Entity.....: 1 Riversdale Hotel ¦¦ Default Department.: 1 Administration ¦¦ Default Pay-rate No: 400 Duty Manager - Rate: $18.2631 ¦¦ ¦¦ Employee Type: 3 Pay Frequency.: 1 Payment Method: 3 ¦¦ Pay Location.: 1 Pay Limit Code: 1 Marital Status: S ¦¦ ¦¦ General Comments: Leave Loading: 17.5 ¦¦ Rebates....: 0.00 Prepaid Flag: N Last Modified By: DYN Date: 1/07/98 ¦+------------------------------------------------------------------------------+ enter non-blank surname


Bank DetailsOPTIONS: ADD BANK DETAILS

+------------------------- Employee File Maintenance --------------------------+¦ ¦¦ Employee No: 107 Name: Frazer, K. ¦¦ Standard Cost Centre: 1- 1 Standard Rate: 18.2631 ¦¦ ¦+------------------------ Change Bank Account Details -------------------------+¦ Bank Account Number Type Bank Name Bank Address & Suburb ¦¦ 063-731-10000978 P COMMONWEALTH ORBOST ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦+------------------------------------------------------------------------------+

Enter bank account details including BSB number or press ESC to exit

Second / Third Bank Account Setup

OPTIONS: ADD BANK DETAILS

To activate the 2nd or subsequent Bank Accounts they must have a Deduction Number (Eg. 281 Second Bank Deductions)which corresponds with the General Purpose Data Entry Screen in both STANDARD and CURRENT.

Hint: The deduction number must be different for the 2nd and 3rd Bank Deduction, if using subsequent banks.

+------------------------- Employee File Maintenance --------------------------+¦ ¦¦ Employee No: 107 Name: Frazer, K. ¦¦ Standard Cost Centre: 1- 1 Standard Rate: 18.2631 ¦¦ ¦+---------------------------- Bank Account Details ----------------------------+¦mber Type Bank Name Bank Address & Suburb Dedn.No¦¦45 S National Bank Orbost 280 ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦+------------------------------------------------------------------------------+

Enter the deduction number (if any) associated with this account


Pay Classification (Job Details)This must be entered for classification to come up on the Payslips as required by Legislation. This can also be used as a History for Pay Increments.

OPTIONS: ADD JOB DETAILS+------------------------- Employee File Maintenance --------------------------+¦ ¦¦ Employee No: 107 Name: Frazer, K. ¦¦ Standard Cost Centre: 1- 1 Standard Rate: 18.2631 ¦¦ ¦+------------------------- Job Description & History --------------------------++ Date Job Description Pay Classification Salary Normal Hours ¦¦ 15/07/98 Duty Manager Set Salary 0.00 0.00 ¦¦ 19/08/97 Duty Manager Duty manager 0.00 0.00 ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦++-----------------------------------------------------------------------------+ Enter pay classification details

Significant DatesThe most common use for this would be as a reminder to pay Juniors when they have a birthday or when an apprentice goes from 2nd to 3rd year etc. Other uses include reminders to Pay Annual Leave or review an employees pay. The action code enables the date to be deleted or regenerated depending upon requirements. Two weeks before the date, during Group Tax a prompt will be displayed against the employee of imminent significance.

OPTIONS ADD SIGNIFICANT DATE

+------------------------- Employee File Maintenance --------------------------+¦ ¦¦ Employee No: 107 Name: Frazer, K. ¦¦ Standard Cost Centre: 1- 1 Standard Rate: 18.2631 ¦¦ ¦¦ +----------------- Significant Employee Dates ------------------+ ¦¦ ¦ Date Reason for Significance Code Action User Id ¦ ¦¦ ¦ 14/03/99 Birthday (1972) O Y DYN ¦ ¦+------¦ / / DYN ¦-------+ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ +---------------------------------------------------------------+ Enter significant date details or press ESC to exit


Superannuation FundsIf the new employee is to be included in a Superannuation Scheme eg. HOSTPLUS then you will have to enter all the relevant details as follows

OPTIONS: ADD SUPER DETAILS

+------------------------- Employee File Maintenance --------------------------+¦ ¦¦ Employee No: 107 Name: Frazer, K. ¦¦ Standard Cost Centre: 1- 1 Standard Rate: 18.2631 ¦¦ ¦+------------------ Change an Employee's Super Fund Details -------------------+¦ Fund Joined Member Company Contr¦¦ Code S u p e r F u n d N a m e Date Number Rate Amou¦¦ HOST HOSTPLUS Superannuation Fund 01/01/01 62516323 7.00 0¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ +----------------------------+ ¦¦ ¦ ¦ ¦¦ ¦ Any alterations - <Y/N>? N ¦ ¦¦ ¦ ¦ ¦++------------------------+----------------------------+-----------------------+ Answer Y(es) or N(o) or press <ESC> to exit

It is important that only a Rate OR contribution amount is entered and not both as it may double the contributions.

Hint: Employee contributions would not normally be set up here, otherwise it will only be deducted on a Monthly basis rather than a Weekly Basis. (See Standard Pay Set Up)

Hint: The employee may be in more than one super fund, especially if doing a Salary Sacrifice.


SETTING UP EMPLOYEES STANDARD PAYThis will typically include Standard Pays ,Salaries, Leave Accruals, Union Deductions and any other Standard Deductions.

OPTIONS: DATA ENTRYGENERAL PURPOSE

PROMPT: Number OrderEmployee Number

Type of Processing: STANDARDOPTIONS: ADD

Show Records

+---------------- Employee Pay Transaction Data-entry --------ROW MODE-+ ¦ ¦ ¦ Employee Number: 107 Name: Frazer, K. ¦ ¦ Std. Department: 1- 1 Std. Payrate: 400 $18.2631 ¦ ¦ ¦+------------------- Alter Standard Pay Transaction Details -------------------++No. Allce Details Day Quantity Rate No. Details Factor Rate Amount ¦¦ 1. 10 SALARY 1 38.0000 400 DUTY MANAG 1.000000 18.2631 694.00¦¦ 2. 31 S/L ACCRUE 1 1.4600 ¦¦ 3. 41 A/L ACCRUE 1 2.9200 ¦¦ ¦¦ ¦¦ +----------------------------+ ¦¦ ¦ ¦ ¦¦ ¦ Any alterations - <Y/N>? N ¦ ¦¦ ¦ ¦ ¦¦ +----------------------------+ ¦¦ ¦¦ ¦¦ ¦¦ ¦¦ ¦++-----------------------------------------------------------------------------+ Use CTRL key with PgUp, PgDn, <-, and -> to view transactions

Gross WageAllce Number: 10 (eg 10 Salary)Day: 0 (Unless using Labour AnalysisQuantity: 38 (No. of Hours)Rate: ___ (ENTER for Default)Factor: 1.00 (Unless it is Overtime )Amount: $___.__ (This will be Displayed)Department: __/___ (Default)Reference: __________(only if required)Comments: __________(only if required)

Sick Leave AccrualsAllce Number: 31 (eg Sick Leave Accrued)Day: 0 (Unless using Labour AnalysisQuantity: 1.46 (eg. 1.46 Hrs/ Week)Department: __/___ (Default)Reference: __________(only if required)Comments: __________(may use if not full entitlement)


Annual Leave AccrualsAllce Number: 41 (eg Annual Leave Accrued)Day: 0 (Unless using Labour Analysis)Quantity: 2.923 (eg. 2.923 Hrs/ Week or .0769 Hrs/Hr)Department: __/___ (Default)Reference: __________(only if required)Comments: __________(may use if not full time employee)

Long Service Leave AccrualsAllce Number: 43 (eg Long Service Leave Accrued)Day: 0 (Unless using Labour Analysis)Quantity: 0.6346 (eg. LSL Hrs / Week)Department: __/___ (Default)Reference: __________(only if required)Comments: __________(may use if not full time employee)

NOTE: Leave Accruals can be set up via the Awards Module. This is particularily handy if it s a Part Time Employee who only accrues hours based on the Hours worked. Contact DYNAPAY SUPPORT should you require any further information. See Appendix for Accrual Values.

Union FeesAllce Number: 250 (eg 250 Union Fees)Day: 0 (Unless using Labour Analysis)Amount: $4.10 (or what ever the value is)Department: __/___ (Default)Reference: __________(only if required)Comments: __________(only if required)

Employee Super ContributionsAllce Number: 261 (eg 261 HOSTPLUS Super)Day: 0 (Unless using Labour Analysis)Amount: $ 5.00 (or what ever the value is)Department: __/___ (Default)Reference: __________(only if required)Comments: __________(only if required)

Salary Sacrifice Super ContributionsAllce Number: 266 (eg 266 Salary Sacrifice Super)Day: 0 (Unless using Labour Analysis)Amount: $50.00 (or what ever the value is)Department: __/___ (Default)Reference: __________(only if required)Comments: __________(only if required)

Other Standard Pays can be entered in the same way. Other typical Standard Transactions could be:

RDO Accrued (Allce No.61)Extra Tax Deduction (Allce No. 220)2nd / 3rd Bank Deductions (Allce No 281)

REMEMBER FOR THE FIRST WEEK.For the first time this must be copied to the current weeks payroll (Current Pay).

OPTIONS: COPY "YES" to confirm


Weekly Payroll ProceduresAward Module

ENTERING EMPLOYEE TIME SHEETS

OPTIONS: DATA ENTRYAWARDS SYSTEMTIMES DATA ENTRY

Employee No. ___BY day by start time

+---------------- Hours Worked Time Data-entry -----------------+Current ¦ Employee Number.: 109 Name: Gaskin, C. Casual ¦ ¦ Std. Cost Centre: 1- 1 Std. Payrate: 15 $10.9260 ¦ 0:00+------------------------- Daily Times Worked Details -------------------------++ ¦ Week Day ¦CostCentre¦ Start ¦ End ¦ Hours ¦ Pay Rate Details¦ Action¦¦ 1¦ 1 Monday ¦ 1- 1 ¦ 9:00 ¦ 12:00 ¦ 3:00 ¦ 15 $10.9260 ¦ ¦¦ 2¦ 1 Monday ¦ 1- 1 ¦ 12:30 ¦ 17:00 ¦ 4:30 ¦ 15 $10.9260 ¦ ¦¦ 3¦ 3 Wednesday¦ 1- 1 ¦ 12:00 ¦ 16:00 ¦ 4:00 ¦ 15 $10.9260 ¦ ¦¦ 4¦ 5 Friday ¦ 1- 1 ¦ 19:00 ¦ 22:00 ¦ 3:00 ¦ 15 $10.9260 ¦ ¦¦ 5¦ 7 Sunday ¦ 1- 1 ¦ 17:00 ¦ 22:00 ¦ 5:00 ¦ 15 $10.9260 ¦ ¦¦ 6¦ 7 Sunday ¦ 1- 1 ¦ 22:30 ¦ 25:00 ¦ 2:30 ¦ 15 $10.9260 ¦ ¦¦ 7¦ 7 ¦ 0- 0 ¦ 0 ¦ 0 ¦ ¦ 0 ¦ ¦¦ 8¦ 0 ¦ 0- 0 ¦ 0 ¦ 0 ¦ ¦ 0 ¦ ¦¦ 9¦ 0 ¦ 0- 0 ¦ 0 ¦ 0 ¦ ¦ 0 ¦ ¦¦10¦ 0 ¦ 0- 0 ¦ 0 ¦ 0 ¦ ¦ 0 ¦ ¦¦11¦ 0 ¦ 0- 0 ¦ 0 ¦ 0 ¦ ¦ 0 ¦ ¦¦12¦ 0 ¦ 0- 0 ¦ 0 ¦ 0 ¦ ¦ 0 ¦ ¦¦13¦ 0 ¦ 0- 0 ¦ 0 ¦ 0 ¦ ¦ 0 ¦ ¦¦14¦ 0 ¦ 0- 0 ¦ 0 ¦ 0 ¦ ¦ 0 ¦ ¦¦15¦ 0 ¦ 0- 0 ¦ 0 ¦ 0 ¦ ¦ 0 ¦ ¦¦16¦ 0 ¦ 0- 0 ¦ 0 ¦ 0 ¦ ¦ 0 ¦ ¦¦17¦ 0 ¦ 0- 0 ¦ 0 ¦ 0 ¦ ¦ 0 ¦ ¦+------------------------------------------------------------------------------+ Enter the day number on which the time was worked

Other Action Codes may be used in conjunction with Awards Set up.Note: The PUBLIC HOLIDAY is ignored as this is handled via the Awards Module

NOTE: An employee who has the same times each week can be entered as a Standard Time Sheet.

IMPORTANT: You MUST do a [CTRL] and [ENTER] to record and save the details you have entered.

The total number of hours worked will be displayed in the Top Right Hand Corner of Screen. Check that this is the same as your time sheet.

Remaining Employees

For the next employee you have the following Options.

OPTIONS: nextNum - (next Employee Numerically)NextAlpha - (next Employee Alphabetically)nextDept - (first Employee in next Dept)nexT - (gives prompt for next Employee)


HINTS TO MAKE PAYROLL EASIER:HOURS IN 24 HOUR FORMAT.

A.M. P.M. Midnight12.00mn - 00.00 12.00md - 12.00 12.00 mn - 24.00 1.00am - 01.00 1.00PM - 13.00 1.00am - 25.00 2.00am - 02.00 2.00PM - 14.00 2.00am - 26.00 3.00am - 03.00 3.00pm - 15.00 3.00am - 27.00 4.00am - 04.00 4.00pm - 16.00 4.00am - 28.00 5.00am - 05.00 5.00pm - 17.00 5.00am - 29.00 6.00am - 06.00 6.00pm - 18.00 6.00am - 30.00 7.00am - 07.00 7.00pm - 19.00 7.00am - 31.00 8.00am - 08.00 8.00pm - 20.00 8.00am - 32.00 9.00am - 09.00 9.00pm - 21.00 9.00am - 33.0010.00am - 10.00 10.00pm - 22.00 10.00am - 34.0011.00am - 11.00 11.00pm - 23.00 11.00am - 35.00

EMPLOYEES WHO WORK PAST MIDNIGHT.

When an employee works beyond 12.00 midnight on any day of the week including Sunday, the time would be entered as 25:00 for 1.00am or 26:30 for 2.30am.

The latest an employee can work is 29:00 or 5.00am. This can be modified for users where this is not convenient.

EMPLOYEES WORKING IN DIFFERENT DEPARTMENTS.

As you are entering the Hours the Default Department will have the hours against them. Change the Department to what you require prior to putting in the Hours. Note also that if there is a change of payrate you must also enter this.

F6 will display the Departments on screenF8 will display the Pay Rates on screen

EMPLOYEE TIME SHEETS ERRORS.

If an employees Pay Rate as changed and you have Edited this in the Employee File then the first line of the Time Sheet entry must also be adjusted to show the new payrate for the first time only.

ENTERING TIMES DURING WEEK.

If you wish to enter the employee time Sheets during the Week this can be done without losing the previous hours. This is often Handy for Monday to Friday Employees so that only the weekend employees have to be entered on Monday

TIME AND ATTENDANCE MODULE.

Times form the time and Attendance Module (Time Clocks) will be automatically bought across on a daily basis. (For more information on this see the Separate Manual)


BACKUP - "AFTER HOURS BACKUP"A backup should be taken at this stage ,so that if there are any problems during the Transfer to Awards Module, Tax calculations or printing of Reports, the data can be restored rather than re entering the hours or time sheets.

OPTIONS: UTILITIES BACKUP PAY

This will firstly archive the data files using the PKZIP Program.After the Archive is completed it will prompt for a floppy disk which will be completed by the prompt " 1 File Copied ". If this is not prompted then your backup may not be successful. (Please consult your Support Person)

If you have to Restore your Payroll for any reason, consult that section of your manual.

TRANSFERRING TIMES TO AWARD MODULE.After all the employee time Sheets have been entered we can apply the Award Definition to each employees times worked resulting in the Gross Pay, based on the Specific Award Definition.

OPTIONS: DATA ENTRYAWARDS SYSTEMDATA TRANSFERALL PAY DATA FROM DynaPay II

NOTE: If you have a new Employee – Do Following to allocate an Award to an employee

OPTIONS: DATA ENTRYAWARDS SYSTEMAWARDS MENUPROCESSCHANGE AWARDSEmployee No: ___Select the Award that employee is on

APPLYING AWARDS TO TIMES WORKED.This will read the employees times worked and calculate the Gross Pay based on the Specification of the Award.

OPTIONS: DATA ENTRYAWARDS SYSTEMAWARDS MENUPROCESSAPPLY AWARDS

Select Public Holiday if applicable using the [ENTER] on day of Public Holiday otherwise F10 for NO Public Holiday.


VIEWING THE ERRORS AND WARNINGS:NOTE: We assume that you are still within the AWARDS MODULE

OPTION: REPORT VIEW LISTINGName: = AWARDAUD.LST (Use Cursor Keys across)

This will display the warnings and Errors that were highlighted at the end of the Apply Awards Option. Check that you are happy with this report before you proceed any further.

WARNINGS: These are usually times that are outside of the Award Specifications and you can act upon these if you require. Eg. 5 Hours without a Meal Break or Broken Shift Penalty

ERRORS: These should be looked at in more detail and in most cases they are self explanatory. Some of the more common ones Errors and Solutions are Listed Below:

ERROR: Employee has no Award SpecificationSOLUTION: A new Employee who needs to have an Award Allocated to them. PROCESS CHANGE AWARDSThen Re Apply Awards

PRINTING THE AUDIT TRAIL:NOTE: We assume that you are still within the AWARDS MODULE

OPTIONS: REPORTS prinNt listingName: = AUDITRAL.LST (Use cursor Keys across)

This will print an audit of days worked an value of Gross Pay, including any 7pm Penalties. The appropriate rates are allocated depending on the day of week worked or Public Holiday (if applicable)

THIS MUST BE CHECKED before going any further as this will become the Gross Pay . for Time Sheet Employees Only.Alterations can be made as many times as required by repeating any of the Steps in the Awards Module up until this stage.

Assuming you are happy with the Gross Pay from Time Sheets you will return to Dynapay II Payroll Screen.

OPTIONS: QUIT

NOTE: If you need to do other time sheets or have had a problem in the above steps , the following needs to be done

OPTIONS: DATA ENTRYAWARDS SYSTEMAWARDS MENUUTILITIESRESET STATUS

Repeat Steps : TRANSFERING TIMES TO AWARDS MODULEAPPLYING AWARDSVIEWING ERRORS AND WARNINGS PRINT AUDIT TRIAL (if necessary)


TRANSFERRING RESULTS BACK TO DYNAPAY OPTIONS: DATA ENTRY

AWARDS SYSTEMDATA TRANSFERRESULTS BACK TO DynaPay II

Note: The latest version of Dynapay II does not allow you to transfer the results back twice. However, there are times when this may be necessary. The following will need to be done in order not to “double” up the payroll.

OPTIONS: DATA ENTRYFRESHEN TRANS

OPTIONS: COPY AFTER DELETEPROMPTS: Type of Processing: PROCESS ALL EMPLOYEES

Frequency Type: ALL EMPLOYEESAllces to be Deleted: ALL

OPTIONS: DATA ENTRYAWARDS SYSTEMAWARDS MENUUTILITIESRESET STATUS

Repeat Steps : TRANSFERING TIMES TO AWARDS MODULEAPPLYING AWARDSVIEWING ERRORS AND WARNINGS PRINT AUDIT TRIAL (if necessary)TRANSFERRING RESULTS BACK TO DYNAPAY

GENERAL PURPOSE PAYMENTSThese are any extra payments (Eg Laundry Allowance) or deductions (eg Staff Purchases) that may have to be made or adjustments to the Times that you have entered for an employee may not be correct.

NOTE: We assume that you are back in the Dynapay II Menu

OPTIONS: DATA ENTRY GENERAL PURPOSEPROMPT: NUMBER ORDER

Employee Number: ____PROCESSING: CURRENT

ADD or EDIT (Depending on which require)OPTIONS: SHOW RECORDSDETAILS: Allce Details: ____

Day: ___Quantity: ___.__Rate Number: ___ (default will display)Factor: ___Rate: ___ (result of above prompts)Amount: ___ (result of above prompts)Department: ___ (default will display)Trans Reference: ___________ (for own ref.)

Comments: ____________ (for own ref)

OPTIONS: JUMP (for next employee ) orQUIT (to return to Main Menu)


SICK LEAVE PAYMENTSSick Leave would typically be done after Times / Hours have been entered but Prior to Calculating Group Tax.

OPTIONS: DATA ENTRYGENERAL PURPOSEEMPLOYEE NUMBERCURRENTLEAVESICK LEAVE

DETAILS: Day: _____ (Day Sick Leave Occurred)Quantity: _____ (No. of hours Taken)Rate: _____ (Payrate to be paid)Factor: _____ (1.00 )

The amount is then calculated. The Dates the Sick Leave was taken can be entered in the fields available which remain in History.

NOTE: Salaried or Standard Employees times worked for week will have to be adjusted by the Hours of Sick Leave.(Eg: 8 hours Sick Leave Taken, 30 hours Salary.)This would be done as a General Purpose Payment.

ANNUAL LEAVE PAYMENTS

OPTIONS: DATA ENTRYGENERAL PURPOSEEMPLOYEE NUMBERCURRENTLEAVEANNUAL LEAVE

DETAILS: Day: _____ (Day that Leave commenced)Quantity: _____ (No. of hours of Annual Leave)

EG: 1 week = 38 hoursRate: _____ (Payrate to be paid)Factor: _____ (1.00 Time)Date: _____ (The dates will be prompted)17.5%: _____ (If No Loading put in 00.00%)No of Periods: _____ (No. of Tax periods Eg: 38 hours =

1 Tax Period)The Tax on the Annual Leave component will be displayed. Upon exiting from this Option you are required to enter the Total Tax Periods of the Pay for correct calculation whilst doing the Group Tax Option.

OPTIONS: TAX PERIODS

No. of Tax Periods: ____ (Total A/L weeks and No.of weeks pay.)No. of Accrual Periods: ____ (Typically this will be the same as above as you

accrue leave whilst on Annual Leave)No. of Deduction Periods:____ (Typically this will be the same as the two above,

as Super or Union dues will be deducted for the No.Wks)

TERMINATION PAYMENTSThe most common Termination Payments include the following

- Unused Annual Leave- In Lieu of Notice

If however, the Annual Leave and/or Long Service Leave is from the period prior to August 1993 , please refer to Termination Leave Appendix.


TERMINATION PAYMENTSDATA ENTRY GENERAL PURPOSE CURRENT ADD

Allowance No 84 Termination / Annual LeaveDay = 0Qty = 81.7 (Annual Leave Owed)Rate = <Enter> (default)Factor = 1.00Dept = <Enter> (default).Trans Ref = ----------------------- Leave Blank.Comments = ---------------------- Whatever you require..

Allowance No 41 Annual Leave Accrued Day = 0Qty = -81.7 (Negative Annual Leave Owed)Rate = <Enter> (default)Factor = 1.00Dept = <Enter> (default).Trans Ref = ----------------------- Leave Blank.Comments = paid out annual leave on Termination

Pay in Lieu of notice– (Only if owed)Allowance No 84 Termination / Annual LeaveDay = 0Qty = 38 (In Lieu of notice)Rate = <Enter> (default)Factor = 1.00Dept = <Enter> (default).Trans Ref = ----------------------- Leave Blank.Comments = In Lieu of Notice

<Esc> Go to Tax Periods

No of Taxation Periods = ## (Total No. of Hours paid divided by 38 )No of Deduction Periods = 1 (Normal weeks payroll deduction)No of Leave Accrual Periods = 1 (Normal weeks payroll accruals)

If the terminated employee has Standard Transactions these need to be deleted

DATA ENTRY GENERAL PURPOSE STANDARD DELETE

Ensure that you have entered the termination date in the terminated employee’s Master File

MAINTENANCE EMPLOYEES NUMBER ORDER CHANGE EMPLOYEE DETAILS

Run Group Tax Complete payroll as per normal and do all your reports.

LONG SERVICE LEAVE PAYMENTS

See appendix for full details


CALCULATING GROUP TAXOPTIONS: DATA ENTRY

TAXATION & SUPERGROUP TAX ONLY

OPTIONS: WHOLE DOLLARS ONLY (Change this if necessary)

Note: If you run Superannuation on a Weekly Basis then this Option will have to be repeated but Select SUPER ONLY.

REPORTING THE PAYROLLBelow are a typical selection of reports than can be printed. Rather than printing these all invididually they may be Printed via the BATCH PRINTING OPTION

OPTIONS: REPORTSTANDARD PRINTSBATCH PRINT USER DEFINED REPORT DEFINITIONHighlight WEEKLY

You’re Support Consultant will guide you on how to set these up.

Net Pay Report

OPTIONS: REPORTSTANDARD PRINTSUSER DEFINED REPORT DEFINITIONPRINT USER DEFINED REPORT DEFINITIONUser Reports name: - NETPAY.RTDOrder: NUMERICPrint Range: Starting: _____

Finishing: _____Output: Printer 1 (LPT1:)Options: CURRENT

Current Transaction Listing

OPTIONS: REPORTSTANDARD PRINTSCURRENT TRANSACTION LISTINGOrder: NUMERICPrint Range: Starting: _____

Finishing: _____Output: Printer 1 (LPT1:)

Banking Summary: (Bank Employee's)

OPTIONS: REPORTSSTANDARD PRINTSeMployee Bank Transfer Report

Order: NUMERICOutput: Printer 1 (LPT1:)Report Options: Consolidated Report Only


Direct Bank Transfer

If a Direct Disk Bank Transfer is required, (either via your bank, a courier or direct modem) do the Following

OPTIONS: REPORTSBANK TRANSFER

Order: NUMERICOutput: Printer 1 (LPT1:)Report Options: Consolidated Report OnlyDirect Entry Details are displayed

Bank Name: ____ Bank/State/Branch No: ___/___Users Name:_______________________Users No: _____ Process Date: 28/2/95Trace Record BSB A/C No: ______________________________Bank Transfer File name: ___.___

The Bank File Statistics will be displayed as a part of this porcess which should be compared to the Net Pay Report. If this does not balance , Are there any Cash Employees ?

The Prompt to Copy the Bank File to Floppy Disk will be displayed. In all cases this should be copied to the floppy so there is a backup if there is a failure.

In many cases the Bank are suggesting a backup so repeat this step with Disk marked BANK FILE BACKUP ONLY.

Coinage Analysis:

OPTIONS: REPORTSTANDARD PRINTSCOINAGE ANALYSIS REPORT AND SUMMARY

Options: USE ALL DENOMINATIONOrder: NUMERICOutput: Printer 1 (LPT1:)

IMPORTANT:The Net Pay on the NETPAY report should balance with the Netpay on either the BANK SUMMARY or COINAGE ANALYSIS or Total of both Reports.

Payroll Summary:

OPTIONS: REPORTSSTANDARD PRINTSALLOWANCE and DEDUCTION SUMMARY

Order: NUMERICOutput: Printer 1 (LPT1:)

This report is an Audit of all the Allowances and Deductions for this Week, Month to Date and Year to Date in total only and for that reason it is desired by Accountants. This report will also give the employee statistics.

Note: Any other reports that you have created and require on a Weekly basis these should be printed.


Note: For the last Pay Period of the Month, Monthly Superannuation should be run so that it appears on the Payslips. ( See Monthly Procedures Section)

Payslips:

OPTIONS: REPORTSSTANDARD PRINTSUSER DEFINED PAYSLIPS DEFINITIONPRINT USER DEFINED PAYSLIPS DEFINITIONPayslip Define Name: - MULTSLIP.RTPOrder: NUMERICPrint Range:Output: Printer 1 (LPT1:)Group: All EmployeesSpacing: 6 Lines Details: Omit Blank Detail LinesFooting Opt: Broadcast Message OnlyDetails: Pay Rate Details LayoutLine Up Samples: 0

BACKUP - "AFTER HOURS BACKUP"A second backup should be taken at this stage, just prior to doing an End of Period Processing. Use the same disk as the “After Hours” backup


This will firstly archive the data files using the PKZIP Program.After the Archive is completed it will prompt for a floppy disk which will be completed by the prompt " 1 File Copied ". If this is not prompted then your backup may not be successful. (Please consult your Support Person)If you have to Restore your Payroll for any reason, consult that section of your manual.

END OF PERIOD PROCESSINGThis is the last thing that should be done for the week and should not be done if you have not balanced your reports or still have any problems. Once this has been processed you cannot access that weeks payroll except via the Printouts.

OPTIONS: END OF PERIODPROCESS PAY FOR PERIOD

Have you backed up your Data Files "YES"(Only if you have done your After Hours Backup)

Pay Period = PERIOD ENDSelect - CHANGE SYSTEM DATE

AFTER PROCESSING BACKUPThis backup is taken as a precaution in case of hardware failures during the week or prior to starting the new Week's Payroll.




MONTHLY PROCEDURESMonthly Superannuation ContributionsNote: This option should be run prior to running the Payslips, the last pay week of the month, so the contributions appear on the

Payslips as required by the Industrial Relations Act.

OPTIONS: DATA ENTRYTAXATION & SUPERSUPER ONLYOutput: Printer 1 (LPT1:)Options: ALL Super FundsOptions: SGCL =yesWeeks: 4/5

This will produce an audit of each employee and the Superannuation calculated for all the Funds specified. This must be checked to ensure that each employee has an appropriate super Fund against them.

If an Employee’s has been allocated SGCL, they should be put into an appropriate fund. Do the following to correct this:

Maintenance Employee’s Add Super Details

Data Entry General Purpose Current Delete

Allce No: 72 SGCL SuperAllce No. 262 SGCL Offsett

Run the Superannuation as above again.

Monthly ReportsNOTE: MONTHLY REPORTING MUST BE DONE PRIOR TO PROCESSING

THE LAST WEEKS OF THE MONTH'S PAYROLL

Below are a typical selection of reports than can be printed at the End of the Month. They may be printed invididually they may be Printed via the BATCH PRINTING OPTION

OPTIONS: REPORTSTANDARD PRINTSBATCH PRINT USER DEFINED REPORT DEFINITIONHighlight MONTHLY

Net Pay Report (Month to Date)

OPTIONS: REPORTSTANDARD PRINTSUSER DEFINED REPORT DEFINITIONSPRINT USER DEFINED REPORT DEFINITION

User Reports name: - NETPAY.RTDOrder: NUMERICPrint Range: Starting: _____

Finishing: _____Output: Printer 1 (LPT1:)Options: MONTH

Note: This report should be balanced to the 4 or 5 CURRENT NETPAY Reports, in each of the columns.


Payroll Summary:

OPTIONS: REPORTSSTANDARD PRINTSALLOWANCE and DEDUCTION SUMMARY

Order: NUMERICOutput: Printer 1 (LPT1:)

This report is an Audit of all the Allowances and Deductions for this Week, this Month and Year to Date. The Net figure on this report should be balanced to the Net figure on the NETPAY Month Report.

Union Fee Report:

OPTIONS: REPORTSSTANDARD PRINTSUSER DEFINED REPORT DEFINITIONSPRINT USER DEFINED REPORT DEFINITION

User Reports name: UNION.RTDOrder: NUMERICPrint Range: Starting: _____

Finishing: _____Output: Printer 1 (LPT1:)Options: MONTH

Any other Reports that you run on a Weekly Basis should be produced and balanced to the individual Pay Weeks.

Annual Leave (And Other Leave Reports)

OPTIONS: REPORTSSTANDARD PRINTSANNUAL/SICK LEAVE BALANCE LISTINGReport on: Annual Leave (Etc)Order: NumericOutput: Printer 1 (LPT1:)

Monthly Superannuation Reports

OPTIONS: REPORTSSTANDARD PRINTSSUper Fund Contribution ReportSuper Fund Required: _____ (eg. HOST)

(Select Each Fund name rather than ALL)Order: NUMERICOutput: Printer 1 (LPT1:)

This report is on the layout accepted by most of the TRUSTEE Companies handling Superannuation. (eg Jacques Martin)


Year to date Reports Net Pay Report (Year to Date)

OPTIONS: REPORTSSTANDARD PRINTSUSER DEFINED REPORT DEFINITIONSPRINT USER DEFINED REPORT DEFINITIONUser Reports name: - NETPAY.RTDOrder: NUMERICPrint Range: Starting: _____

Finishing: _____Output: Printer 1 (LPT1:)Options: YEAR

This should be balanced each Month so that have an on going Balance and a Double check if there has been a problem during the Month. The Month prior's YEAR TO DATE NETPAY report plus the new MONTH TO DATE NETPAY report should equal this new YEAR TO DATE NETPAY.

The Net figure on this report should also balance to the Year to Date on the Payroll Summary Report.

Monthly BackupOPTIONS: UTILITIES BACKUP PAY


If you have to Restore your Payroll for any reason, consult that section of your manual.

This backup is very handy if we have a Total Hardware Failure through the Month. It would mean that we have all data till the end of the Last Pay Month.

Month End ProcessingREMINDER NOTE: Have you run the Last Week’s Payslips ?

The final stage in the Month End after all the reports have balanced is the Do the Monthly Processing.

Once this has been processed you cannot access that Month's payroll except via the Printouts.

OPTIONS: END OF PERIODPROCESS PAY FOR PERIODHave you backed up your Data Files "YES"(Only if you have done your After Hours Backup)

Pay Period = MONTH END Repeat MONTH ENDSelect - CHANGE SYSTEM DATE


Appendix

RESTORING PAYROLLIf the payroll has to be restored it is always advisable to restore the entire payroll rather than individual files. If there are special circumstances that you may require this for then you should contact DYNAPAY SUPPORT for further information.

To Restore an entire Payroll the following is done.

OPTIONS: UTILITIES EXECUTE

At Dos Prompt type the following DP2REST

This will firstly restore the Archive File that was backed up.Typically, this is called DP2BACK.ZIP. The PKUNZIP will then unzip the backup.


Appendix

Termination PaymentsThe following are the Unused Annual Leave and Unused Long Service that may be paid on termination

- Annual Leave accrued on or after 18th August 1993.- Annual Leave accrued before 18th August 1993.- Long Service Leave prior to 16th August 1978.- Long Service Leave after 17th August 1978.- Long Service Leave after 18th August 1993

Termination - Annual Leave accrued on or after 18th August 1993. This is taxed at the normal tax schedule. It is paid as *Annual Leave / Termination Payment and not a lump sum Ensure that the correct number of tax periods is selected, but allowance and deduction periods are set as 1. This will appear as Gross Wages on Group Certificates.

Do normal weeks payroll first.

DATA ENTRY GENERAL PURPOSE CURRENT ADD

Allowance No 84 Termination / Annual LeaveDay = 0Qty = 81.7 (Annual Leave Owed)Rate = <Enter> (default)Factor = 1.00Dept = <Enter> (default).Trans Ref = ----------------------- Leave Blank.Comments = ---------------------- Whatever you require..

Pay in Lieu of notice– (Only if owed)Allowance No 84 Termination / Annual LeaveDay = 0Qty = 38 (In Lieu of notice)Rate = <Enter> (default)Factor = 1.00Dept = <Enter> (default).Trans Ref = ----------------------- Leave Blank.Comments = In Lieu of Notice

<Esc> Go to Tax Periods

No of Taxation Periods = ## (Total No. of Hours paid divided by 38 )No of Deduction Periods = 1 (Normal weeks payroll deduction)No of Leave Accrual Periods = 1 (Normal weeks payroll accruals)

Run Group Tax Complete payroll as per normal and do all your reports.


Termination - Annual Leave accrued before 18th August 1993. This is taxed at 31.5% This must be shown as a Lump Sum A on Group Certificate.

Do normal weeks payroll first. Break Down the leave into pre 17th August 1993 and post 18th August 1993 amounts.

ie. Pre 17th August 1993Post 18th August 1993

DATA ENTRY GENERAL PURPOSE CURRENT ADDAllowance Number 84 Termination / Annual Leave Day = 0Qty = ##Rate No = <Enter> (for default)Factor = 1Dept = <Enter> (for default)Trans Ref = --------------------------------------- Leave Blank.Comments = --------------------------------------- Whatever you require.Allowance Number 80 Lump Sum A (Lump Sum A)Day = 0Amount = ?????????? (304 Hours X Rate)Dept = <Enter> (for default)Trans Ref = --------------------------------------- Leave Blank.Comments = --------------------------------------- Whatever you require.Allowance Number = 210 Annual Leave taxDay = 0Amount =??????????? (304 Hours X 31.5)Dept = <Enter> (for default)Trans Ref = --------------------------------------- Leave Blank.Comments = --------------------------------------- Whatever you require.<Esc> Go to Tax PeriodsNo of Taxation Periods = 1.8 (68 divided by 38 = 1.789)No of Deduction Periods = 1 (Normal weeks payroll deduction)No of Leave Accrual Periods = 1 (normal weeks payroll accruals)

NB Double Check That - Lump Sum ALump Sum BLump Sum CLump Sum D

are all set as NO to taxable so that the above will work Correctly.To check these:- MAINTENANCE ALLOWANCES


Termination - Long Service Leave prior to 16th August 1978. 5% or 1/20th of this payment is included as income. This portion is then taxed at normal tax schedule rates. This will be paid as a Lump Sum B payment Ensure that correct number of Tax Periods is selected, but Allowance / Deduction Periods are set as 1. This will appear as a Lump Sum B on the group Certificate

Termination - Long Service Leave after 17th August 1978. This is taxed at 31.5% It will be paid as a Lump Sum A payment (ie. 450) - Lump Sum Long service Leave. The total amount to is to be taxed manually by 31.5% and put against Lump Sum A taxation. This will appear in Lump Sum A on the group Certificate.

Termination - Long Service Leave after 18th August 1993. This is taxed at the normal tax schedule. It is paid as *Annual Leave / Termination Payment and not a lump sum Ensure that the correct number of tax periods is selected, but allowance and deduction periods are set as 1. This will appear as Gross Wages on Group Certificates.


Appendix

Long Service Leave PaymentsThis is not Calculated till after the Group Tax has been run but Prior to running off the Reports.

Long Service Payments for Hospitality IndustryIn the Hospitality Award after 15 years Employment the Employee is eligible for 13 weeks Long Service Leave and after 10 years Employment they are eligible for Pro Rata Long Service Leave.

For full details on Long Service Leave Entitlements please refer to the Long Service Leave Act (Vic) 1997

Casual Employees and Long Service Leave Casual Employees are also entitled to Long Service Leave, providing their employment was continuous.To calculate what they are owed you must average their hours worked over the last 12 months. EG: 1130 hours for the last 12 months, divided by 52 gives a weekly average hours of 21.73 which is then calculated at the Casual 1.25 Loading. If the employee works over different departments with different pay rates, then they must be paid as well.

Long Service Leave Paid and Termination Long Service Leave can be paid as Leave or on Termination of Employment. If it is on termination, refer to the TERMINATION PAYMENTS SECTION.

Note: In the more recent Awards Module Ver 3.19 or greater there is the facility to accrue long service leave for employees based on the hours worked, which is beneficial for Casual and Part Time Employees.

Payment of Normal Long Service Leave

Note: Long Service Leave on Termination may be different, depending on the Years of Service. Consult the Termination Payments Section.

OPTIONS: DATA ENTRYGENERAL PURPOSE

PROMPT: NUMBER ORDEREmployee Number: ____

PROCESSING: CURRENT ADD

OPTIONS: SHOW RECORDS

DETAILS: Allce Details: 44 Long Service Leave PaidDay: 0Quantity: ___.__ eg. 21.73Rate Number: ___ (default will display)Factor: ___ (1.00 for Full Time / 1.25 for Casual)Rate: ___ (result of above prompts)Amount: ___ (result of above prompts)Department: ___ (default will display, Change if more one dept.)Trans Reference: ____________ (for own ref.)Comments: ____________ (for own ref)


Appendix

How to do an Extra Ordinary Payeg. Annual Leave Payments

Termination PaymentCorrection of Payroll Processing Errors

NOTE: IF USING TIME AND ATTENDANCE PLEASE CHECK WITH YOUR PAYROLL CONSULTANT FIRST AS THIS PROCEDURE MAY OVERWRITE YOUR GOOD TIMES.

Step One:This will delete the current Week’s Payroll and therefore should only be done AFTER a Period End Process has been performed. This will delete the Current Transactions (temporarily) that come from Standard Transactions.

Data Entry Freshen Trans Delete OnlyProcess All EmployeesProcess All EmployeesAllowances ALL

Step Two:Check that the above has been performed correctly.

Reports Standard Prints Allowance Deduction SummaryOrder: NumericOutput: diskfile (Create) This prints the report to screen)

View Reportfile STANDARD.LST

The current period must be blank for Allowances / Deductions and Net pay DO NOT PROCEED IF THIS IS NOT THE CASE.

Step Three:Enter the Payroll that needs to be processed. This may be a missed Time Sheet, Annual Leave or a Termination Payment. Generally you treat the Extra Ordinary Pay the same as though doing a normal week but with only one of two employees.

Data Entry General Purpose or Data Entry Awards Menu Times WorkedOrder: NumericSelect EmployeeCurrent Add Show RecordsAllowance: ____ Use F5 Key and put in the Values as requiredComments: Very Useful to put in a comments as to why doing this payrun.

(Note: If doing Annual Leave, then do as you would normally do. Consult ANNUAL LEAVE PAYMENTS Section of Manual for further advice.)

Step Four:Do Tax Calculations if necessary .

Print reports that are required. We would suggest you do a Weekly Batch.

Reports Batch Prints WEEKLY

Also you may like to run the Payslips for the one or two employees


Step Five:Do a Backup on an “After Hours” Backup disk

Utilities Backup Pay

Step Six:Process the Extra Ordinary Payroll

End of Period Process Pay for PeriodHave you done a Backup YES (Only if you have performed one)Options: PERIOD ENDOptions: PERIOD END

(Note: If you are doing an extra ordinary pay that you do not want to affect the Monthly Payroll, eg Superannuation and you are doing this between Month End then select MONTH END.

Options: NO CHANGE TO SYSTEM DATE

Step Seven:Do a Backup on an “After Process” Backup disk

Utilities Backup Pay


Appendix Payslip Definitions - Multslip 50 Lines

1._______________________________ 26._______________________________

2._______________________________ 27._______________________________

3._______________________________ 28._______________________________

4._______________________________ 29._______________________________

5._______________________________ 30._______________________________

6._______________________________ 31._______________________________

7._______________________________ 32._______________________________

8._______________________________ 33._______________________________

9._______________________________ 34._______________________________

10._______________________________ 35._______________________________

11._______________________________ 36._______________________________

12.______________________________ 37._______________________________

13.______________________________ 38._______________________________

14.______________________________ 39._______________________________

15.______________________________ 40._______________________________

16.______________________________ 41._______________________________

17.______________________________ 42._______________________________

18.______________________________ 43._______________________________

19.______________________________ 44._______________________________

20.______________________________ 45._______________________________

21.______________________________ 46._______________________________

22.______________________________ 47._______________________________

23.______________________________ 48._______________________________

24.______________________________ 49._______________________________

25.______________________________ 50._______________________________


Appendix

Creating User Defined ReportsPayroll Tax Report with Gross Wages and Employer Super

Reports Standard Prints User Defined Report Create User Defined ReportNo. of Columns Req: 6(This will depend on the exact number of Super Funds you have. We have assumed to

have two spare columns. There is a Max. of 10 Cols on a Laser or 80 Col Printer Excluding Employee Name and Number)

Generated Report Width: ## This will relate directly to the above columns.Max. Allces per Column: 50 This will scroll the screen down as entering the allowancesInput prompting required: Y This will prompt each allowance/ deduction so that they may be

allocated to the report.

The report will be displayed with each of the columns on screen. The Employee Name and Number will be on the left hand side. The column headings will then have to be entered as per what is required.Upper line: is the first word of the description eg. GrossLower line: is the second word of the description eg. WagesType: is the type of figures to appear in this column. They can be Quantity (eg

Hours) or Money ($ Value). In columns 3 or greater you have then facility for a total column for both Quantity and Value.

Column 1 Upper Line = GROSSLower Line = WAGESType = Money

Column 2 Upper line = HOSTLower line = EmployerType = Money

Column 3 Upper line = SGCLLower line = EmployerType = Money

Column 4 Upper line = OTHERLower line = EmployerType = Money

Column 5 Upper line = OTHERLower line = EmployerType = Money

Column 6 Upper line = TOTALLower line = GROSS/SUPRType = $ Total

After the total column is entered and it was the last column number specified at the start you are prompted:Do you want to make any alterations ? N (YES if made a Typing Error)

Each Allowance will be prompted, [ENTER] will display the full details of each allowance. Type the column number if required on report (as per below example) or [ESC] if not required on this particular report.

(Hint: Use the CTRL + Left Arrow or CTRL + Right Arrow to move the screen to see where the columns No’s and headings are) .

Note: Some Sites may have different Allowance / Deduction Numbers than the example. If this is the case you will need to work out which column each allowance goes into. “END OF INPUT FILE” will be displayed at the end of the allowance file Hit [ESC] to complete this section.


An example of the Allowance Numbers and columns is as follows:

Allowance Number:

Allowance Name: Column Number

10 Salary 119 After Midnight 120 7 Pm Penalty 121 Shift Penalty 122 Supplemental Pay 130 Sick Leave Paid 131 Sick Leave Accrued 040 Annual Leave Paid 141 Annual Leave Accrued 042 Annual Leave Loading 143 Long Service Leave Accrued 044 Long Service Leave Paid 150 Bonus 151 Trade School 152 Clothing 160 Day In Lieu Paid 161 Day in Lieu Accrued 070 Pay Adjustment 171 HOST Super Allowance 272 SGCL Super Allowance 373 Other Super Allowance 480 Lump Sum A 181 Lump Sum B 182 Lump Sum C 183 Lump Sum D 184 Annual Leave / Termination 190 Workcover 091 Workcover Employer 0101 Casual Mon-Fri 1102 Casual Saturday 1103 Casual Sunday 1104 Casual Public Holiday 1110 F/Time Mon-Fri 1111 F/Time Saturday 1112 F/Time Sunday (1.75) 1113 F/Time Sunday (2.00) 1114 F/Time Overtime (1.50) 1115 F/Time Overtime (2.00) 1116 F/Time Public Holiday 1200 Group Tax 0210 Annual Leave Tax 0220 Extra Tax Deduction 0250 Union Fees 0260 HOST – Super Offsett 0261 HOST – Super Employee 0262 SGCL – Super Offsett 0263 SGCL – Super Employee 0264 Other – Super Offsett 0265 Other Super Sal Sac 1280 Garnishee 0281 2nd Bank Deduction 0

You can print your own list under Standard Prints to stick in this page, if yours is different.

Report Definition name: PAYTAX - max of 8 characters to describe. Use Upper case


Order Required: NumericAlphabeticDepartment - doesn’t matter as it can be created either way and then

printed another way .First Employee: 0 (default)Last Employee: 99999 (default)Output Option: Create Report Definition Only (Only Select this)User Defined Catalogue: Report on Gross Wages and Employer Super Contributions

(This is the heading that will go on the report)

The report will be generated at this stage. The ultimate test is to go and print this to see if what you have selected is what you are looking for.

Printing User Defined ReportReports Standard Prints User Defined ReportOptions: Print User Defined reportSelect: Grey highlight the report required eg. PAYTAX.RTDOrder N umeric (or whatever require)Output: Printer 1 (LPT1) Options: Monthly (You could also select ARCHIVE and Print July 97 Report.)

It is important that this report is then checked against the Month to Date NETPAY.RTD report, and the two Gross Figures balance.

Adding to Monthly Batch ReportsUtilities eDitor

Files to Edit:MONTHLY.RDB

This will look typically as follows:

ADSUMARYORDER=NUMERICPERIOD=MONTHNETPAY.RTDUNIONFEE.RTDCHILD.RTDORDER=NUMERICPERIOD=YEARNETPAY.RTDLEAVE=ANNUALLVSUMARYLEAVE=SICKLVSUMARYORDER=ALPHABETICSUPACONTS:HOSTSUPACONTS:HOSTEMPLYLST

Using the DOWN Arrow key go to the line following NETPAY.RTD (Eg. CHILD.RTD)Be on the C of Child and hit [enter] and a blank line will be created.

And type PAYTAX.RTDALT F SAVEALT F QUIT


Appendix

Dynapay II Leave AccrualsAnnual Leave Accruals: (In Hours)

Per Hour Per Week Per F/Nite Per Yr

20 days / 38 Hour Week(20x7.6) 152/1976 .0769 2.9230 5.8461 152

20 days / 40 Hour Week(20x8) 160/2080 .0769 3.076 6.152 160

Sick Leave Accruals: (In Hours)10 days / 38 Hour Week(10x7.6) 76/1976 .0385 1.463 2.926 76

10 days/ 40 Hour Week .0385 1.540 3.080 80(10x 8) 80/2080

MGAV - 1st Year Sick Leave Accruals .0192 .7307 1.4614 38

MGAV - Subsequent Yr S/Leave Accruals .0307 1.1666 2.3332 60Hrs 48mMGAV - Butchers .0404 1.5352 3.0704

Long Service Accruals:

12 weeks/ 15 Years(38x12/38x52x15) 456/29640 .0154 .5842 1.1704

13weeks/15 Years(38x13/38x52x15) 494/29640 .0167 .6346 1.2692

26 weeks/15 Years(38x26/38x52x15) 988/29640 .0333 1.2654 2.5308


Appendix The Hospitality Industry Federal Award

Accommodation, Hotels, Resorts and Gaming Award 1998

Pay Rates – First Full Pay Period on or After 22nd May 2001

Pay Rate No. Pay Rate Description. Weekly rate New Rate1 Food & Bev Grade 1 430.10 11.3182 Food & Bev Grade 2 455.20 11.9793 Food & Bev Grade 3 473.50 12.4614 Food & Bev Grade 4 507.20 13.3475 Introductory Level 413.40 10.8796 Food & Bev Supervisor 548.90 14.4457 Kitchen Attendant Grade 1 430.10 11.3188 Kitchen Attendant Grade 2 455.20 11.9799 Kitchen Attendant Grade 3 473.50 12.461

10 Useful – Level 1 430.10 11.31811 Cook Grade 1 455.20 11.97912 Cook Grade 2 473.50 12.46113 Cook (tradesman) Grade 3 507.20 13.34714 Cook (tradesman) Grade 4 548.90 14.44515 Clerical Grade 1 455.20 11.97916 Clerical Grade 2 473.50 12.46117 Clerical Grade 3 507.20 13.34718 Clerical Supervisor 548.90 14.44519 Security Officer Grade 1 455.20 11.97920 Security Officer Grade 2 473.50 12.46121 Guest Service Grade 1 430.10 11.31822 Guest Service Grade 2 455.20 11.97923 Guest Service Grade 3 473.50 12.46124 Guest Service Supervisor 548.90 14.44541 1st Year Cooking Apprentice 278.96 7.34142 2nd Year Cooking Apprentice 329.68 8.67643 3rd Year Cooking Apprentice 405.76 10.67844 4th Year Cooking Apprentice 481.84 12.68050 Kitchen Attendant Gr1 (16 Years)51 Kitchen Attendant Gr1 (17 Years) 301.07 7.92352 Kitchen Attendant Gr1 (18 Years) 344.05 9.05453 Kitchen Attendant Gr1 (19 Years) 387.07 10.186

100 Late 7pm Penalty 1.290101 After Midnight Penalty 1.840

Blue Rates are those that increased by $15.00 per week.


Appendix:

Public Holidays Dynapay II Awards Module and Problem with Public Holiday payments The Dynapay II Awards Module has a problem when going from a Public Holiday into a non public holiday.

Eg. Labour Day Monday is a Public Holiday but the employee works past midnight (into Tuesday) needs to come back to the Monday to Friday rates of pay. Dynapay II Awards is unable to automate this process.

The employee’s affected by this are always highlighted in the errors and warnings, which will be printed on your error trail. (AWARDAUD.LST).The typical warning message will be: “Employee Times overlap 2.00 hours into a Non Public Holiday on Day 1”

If this message is ignored the employee will be paid at Public Holiday rate for the entire shift.

How can I correct this?

“Employee Times overlap 2.00 hours into a Non Public Holiday on Day 1”Data Entry General Purpose Current Add

Allow No: 104 CAS PUB HOL (or 116 F/T PUB HOL)Day 1Quantity 2.00Rate ____ [enter]Factor 1.25 (CAS M-F) or 1.50 (CAS Sat) or 1.75 (CAS Sun) etcDept [enter]Reference [enter]Comment Adjust for Public Holiday into Non Public Holiday

If this is after midnight on a Monday to Thursday, then the appropriate midnight penalty will also need to be added as well. (After midnight penalty is not payable when public holiday rates apply)

Allow No: 19 After Midnight Penalty Day 1Quantity 2.00Rate 101 (After Midnight $1.70)Factor 1.00Dept [enter]Reference [enter]Comment Adjust for Past Midnight into Non Public Holiday

Finally, the Paid Public Holiday needs to be altered

Data Entry General Purpose Current Edit

Alterations (Y/N) = Y[CTRL] [PGDN] to the row with the existing Public Holiday paymentChange the Quantity to 3.00 (ie 5 Hours less the 2 Hours after midnight into Non Pub Hol)[CTRL] [ENTER] to save changes

Normal Public HolidaysThe limitation above does not affect the Awards Module when going into a Public Holiday. Eg Past midnight on Thursday will pay Good Friday public holiday rates without any problems.

AppendixChanging the Status of an Employee


This will occur when an Employees changes from Casual to Full Time or Full Time to Permanent Staff (Salaried) etc.

There are several steps that have to be followed:

1. Change the Employee Details

Maintenance Employees Employee Details Change

[ENTER] to “Default Pay Rate" may have to be changed. Eg. if employee is going on Salary, this will have to be entered using ALT +R and putting in appropriate rate of pay.

[ENTER] to “Employee Type” and change from the existing to eitherCASUALPART TIMEFULL TIMENON EMPLOYEESTAFF

2. Add Job Description and History

Maintenance Employees Job Description Add

Put in date of change and the new details of the employee, ie Casual , Full Time etc , rather than changing the existing details

2. Add /Or Delete Standard Transactions

Dependent upon what status the employee was and what status the employee is going to be will determine what has to be done in this area.

Data Entry General Purpose Standard Add / Delete

Remember: Use the Copy Command to put into the current payroll.A Full Time going to Casual will have the Leave Accruals deletedA Casual going to Full Time will have the Leave Accruals added A Part Time employee going Full Time will have on leave accruals as these will come from the awards system.A Full Time going onto Salary will have to have Gross Wage AddedA Salaried person going to casual or Full Time will have to have Gross Wage deleted

3. Delete unwanted Current Transactions

If the employee has got Standard Transactions copied into the current pay these may also have to be deleted.

Data Entry General Purpose Current Add / Delete

Any Leave accruals or other Standard Pays will need to be deleted if not required by doing a DELETE.Transactions to be added will normally come through from the above step when the Standard is copied into current.

3. Change the Award Status

In the Awards system the Employee will have to have a new award allocated dependent upon the new status.

Data Entry Awards Menu Awards System Process Change/add Awards

Following are some examples:


If going casual will have MGCAS.AWD or NEWCAS.AWDIf going part time will have to be MGPT1.AWD or NEWP-T.AWD etcIf going Full Time will be MGFT.AWD or NEWF_T.AWD etc.If going Salaried it should be NO_AWARD.AWD


Appendix

Creating Dynapay II Icon

Be on Desk Top

Right Click

New Shortcut

Command Line [Browse]Look in c:\dynapay2File environ(bat)[open][NEXT]

Name Dynapay II Payroll [NEXT]

ICON Leave as MSDOS [Finish]

The New Icon will be on the Desktop – To make this work to full potential, there are changes to be made.

Right Click on New Icon

Properties

Program Tab - Tick Close on Exit- Change ICON

[Browse]Look in c:\dynapay2Select Dynapay2.ico (picture) [open][OK]

Memory Tab - Initial Environ = 4096

Screen Tab - Select Full Screen

[OK]

Go into new ICON and Log on to Dynapay II Payroll


Appendix

Standard Hotel Awards

These awards have been designed to be used with the The Hospitality Industry- Accommodation, Hotels, Resorts and Gaming Award 1998. This is a Federal Award, and does not apply to most South Australian employees.

NO_AWARD.AWD Used for salaried employees who have a set salary each week. They may fill in a time sheet to record the Hours for Labour reporting but you do not wish to pay them on the hours worked.

CASSUN.AWD Used for casual employees where the Week Ended is SundayThe penalties are as follows:Monday - Friday 1.25Saturday 1.50Sunday 1.75Public Holidays 2.75After 7pm 1.25 per hour (Max 3 Hours, Min of 1.5 Hours)After Midnight 1.79 per hour (Max 3 Hours, Min of 1.5 Hours)

CASSAT.AWD Used for casual employees where the Week Ended is SaturdayThe penalties are as follows:Monday - Friday 1.25Saturday 1.50Sunday 1.75Public Holidays 2.75After 7pm 1.25 per hour (Max 3 Hours, Min of 1.5 Hours)After Midnight 1.79 per hour (Max 3 Hours, Min of 1.5 Hours)

CASMON.AWD Used for casual employees where the Week Ended is MondayThe penalties are as follows:Monday - Friday 1.25Saturday 1.50Sunday 1.75Public Holidays 2.75After 7pm 1.25 per hour (Max 3 Hours, Min of 1.5 Hours)After Midnight 1.79 per hour (Max 3 Hours, Min of 1.5 Hours)

CASTUES.AWD Used for casual employees where the Week Ended is Tuesday.The penalties are as follows:Monday - Friday 1.25Saturday 1.50Sunday 1.75Public Holidays 2.75After 7pm 1.25 per hour (Max 3 Hours, Min of 1.5 Hours)After Midnight 1.79 per hour (Max 3 Hours, Min of 1.5 Hours)


CASWED.AWD Used for casual employees where the Week Ended is Wednesday.The penalties are as follows:Monday - Friday 1.25Saturday 1.50Sunday 1.75Public Holidays 2.75After 7pm 1.25 per hour (Max 3 Hours, Min of 1.5 Hours)After Midnight 1.79 per hour (Max 3 Hours, Min of 1.5 Hours)

NEWFT38.AWD Used for Full Time Employees who have been employed since May 1993 and work an average of 38 Hours per week, That is, there is no daily overtime only weekly overtime after 38hours.The penalties are as follow:Monday - Friday 1.00Saturday 1.25Sunday 1.75Public Holiday 2.50After 7pm 1.25 per hour (Min of 1.5 Hours)After Midnight 1.79 per hour (Min of 1.5 Hours)Overtime - 1st 2 hours 1.50 (Weekend Overtime – all 2.00)Overtime - Thereafter 2.00

NEWFT8_6.AWD Used for Full Time Employees who have been employed since May 1993 and work 4 days of 8 hours and 1 day of 6 hours. The System will look for the day with the least hours and use this as the 6 hours day if it has not been specified in the Times Data Entry ScreenThe Penalties are as follows:Monday - Friday 1.00 1st 2hours O/T 1.50 then 2.00Saturday 1.25 All O/T at 2.00Sunday 1.75 All O/T at 2.00Public Holiday 2.50After 7pm 1.25 per hour (Min of 1.5 Hours)After Midnight 1.79 per hour (Min of 1.5 Hours)

NEWFT4_9.AWD Used for Full Time Employees who have been employed since May 1993 and work 4 days of 9.5 Hours and thereafter is overtime.The Penalties are as follows:Monday - Friday 1.00 1st 2hours O/T 1.50 then 2.00Saturday 1.25 All O/T at 2.00Sunday 1.75 All O/T at 2.00Public Holiday 2.50After 7pm 1.25 per hour (Min of 1.5 Hours)After Midnight 1.79 per hour (Min of 1.5 Hours)

NEWFT5_7.AWD Used for Full Time Employees who have been employed since May 1993 and work 5 days of 7 Hours 36mins and overtime thereafter.

The Penalties are as follows:Monday - Friday 1.00 1st 2hours O/T 1.50 then 2.00Saturday 1.25 All O/T at 2.00Sunday 1.75 All O/T at 2.00Public Holiday 2.50After 7pm 1.25 per hour (Min of 1.5 Hours)After Midnight 1.79 per hour (Min of 1.5 Hours)

HOSPT8.AWD Used for Part Time Employees based on a 8 hour day.The Penalties are as follows:Monday - Friday 1.00 1st 2hours O/T 1.50 then 2.00Saturday 1.25 All O/T at 2.00


Sunday 1.75 All O/T at 2.00Public Holiday 2.50After 7pm 1.25 per hour (Min of 1.5 Hours)After Midnight 1.79 per hour (Min of 1.5 Hours)Annual Leave Accrual .0769 per hour worked (max 38Hrs)Sick Leave Accrual .0385 per Hour worked (max 38 Hrs)

HOSPTAVG.AWD Used for Part Time Employees with no min / max hours per day.The Penalties are as follows:Monday - Friday 1.00Saturday 1.25Sunday 1.75Public Holiday 2.50After 7pm 1.25 per hour (Min of 1.5 Hours)After Midnight 1.79 per hour (Min of 1.5 Hours)Annual Leave Accrual .0769 per hour worked (max 38Hrs)Sick Leave Accrual .0385 per Hour worked (max 38 Hrs)Overtime will be after 38 hours

FLATRATE.AWD Used for employee’s who work all hours and days on a flat $ value. There are no penalties for weekends / public holidays / shift etc

VIHF_T.AWD This Award in no longer in use and should be deleted

NEWCAS.AWD This award is no longer in use and should not be used.


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