Overview
There are a few different options when it comes to processing Work Cover payments in Astute, depending on the circumstances and how your portal is configured. It can be dependent on things like how the employee is paid, whether the payments need to be invoiced, and how long the payments need to be made for.
The options are:
Fixed Pay Item
Fixed pay Items are used in non-invoiceable situations, if you choose this method and need to invoice the payment, this will require a manual invoice.
- If you don't already have a fixed pay item to use, go to > Config > Payroll > Pay Items > Add Pay Item > create the Work Cover pay item and Save it
- Then go to Users > Employees > select the employee > click on the relevant Job (or create one) > Job Details > tick the 'Timesheets' checkbox* > ensure 'Fixed Pay Items' is selected
- *Untick the 'Timesheets' box once the job is activated
- Click 'Add Fixed Pay Item' > choose the item from the dropdown list > set the units to 1
- Enter the required 'Rate' to be paid to the employee each pay cycle
- Save the job
With this method, each time you create a pay run using the employee's permission group and pay cycle, this item will automatically appear against the employee, ready to be processed.
Timesheet with a Rule Configuration
This option can be used in a scenario where you pay the Work Cover payments to the employee, and then invoice your customer for them. The invoiceable items would be generated automatically by using a Rule Group and a Rate Card.
- If you don't already have a fixed pay item to use, go to > Config > Payroll > Pay Items > Add Pay Item > create the Work Cover pay item and Save it
- Add the Work Cover item to the Rate Card by going to Config > Payroll > Rate Cards > click on the relevant Rate Card (or create a new one) > Add New Rate > add the details > Save.
- Set up a pay rule in Config > Payroll > Pay Rules > Add New Rule - the rule should specify that if the timesheet hours are Greater than or Equal to 0, Assign the Work Cover Pay Item (choose the rate from step 1 above)
- Add the pay rule to the relevant Rule Group in Config > Payroll > Rule Groups > choose the rule group > choose the rule from the dropdown list > Add Rule > Save.
A timesheet will need to be submitted and finalised in Pay Conditions per the normal process for the pay item to then be included in Payroll and Invoicing.
Lump Sum Payroll
This option would be used if the Work Cover payment is a once-off, and doesn't need to be paid on an ongoing basis.
- If you don't already have a fixed pay item to use, go to > Config > Payroll > Pay Items > Add Pay Item > create the Work Cover pay item and Save it
- Follow the steps to Process a Lump Sum Pay, adding the Work Cover pay item and the relevant units/amount as required.
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