Full Payroll Process - Internal Salaried Employees

Overview

In addition to processing payroll for contingent workers and contractors, you can process payroll for your internal salaried employees in Astute. The setup is similar to contingent workers, but these employees are more likely to be using a Master Timesheet, so they don't need to submit their hours for approval each pay period. This also excludes them from invoicing.

Permission Groups

Internal employees can be separated from your contingent workforce by using Permission Groups. Only administrators with 'System Administrator' access or those specifically assigned the relevant permission group will be able to see the internal staff data and process the payroll. Permission Groups can also be used as a filter in the reports. This allows you to run all reports and processes using permission groups within Astute. See example below:

Preparation and Data Checks

1. Check Payroll Ready Report: Payroll > Status Reports > Payroll Ready > mark off all employees who have provided all required information.
2. Check Payroll Readiness Report: Payroll > Process Payroll > Payroll Readiness > review errors and amend job/profiles to include missing information.
3. Check for expenses to be paid (skip these steps if you don't use this function): Payroll > Status Reports > Expense Status 
   • • Pending Approval: with the timesheet approver for actioning
     • Approved: approved and ready to process
4. Allocate expenses to the payroll if you are paying them in the same pay run as the timesheets: Payroll > Process Payroll > Expense Reports > tick the checkbox/es > With Selected ...  > Allocate to Payroll Week > allocate it to the Monday of the PAY PERIOD you are processing > Apply
5. Leave Requests: Payroll > Status Reports > Leave Requests > review any outstanding leave requests due for payment/processing & action if necessary (see table below for status descriptions)
   1. • If you need to verify anyone’s leave balances go to Payroll > Status Reports > Leave Balances

Status	Meaning
Pending Submission	A leave request has been created and has been saved, but not submitted for approvalAlso includes previously submitted requests that has been cancelled by an Approver
Pending Approval	A leave request has been submitted for approval, but has not yet been reviewed by an Approver or authorised Admin user
Rejected	A leave request has been rejected by the Approver and has been returned to the original creator for further actionApprovers and Admins can include a reason when rejecting a leave request submitted by an employee
Approved	A leave request has been submitted by an employee and approved and is ready to be processed in a pay run
Pending Payment	See 'Processed' status below. Use this filter in the Report Settings menu to view leave that is in a status of Processed.
Partially Processed	The Start and Finish date range covers multiple pay periods, and part of the leave request has been included in a pay run, with part of the request still to be processedRequests will remain in this status until the entire leave period has been processed
Processed	A leave request has been processed but not paid. This status is used for employees linked to a Master Timesheet

Processing the Payroll

If your internal employees are set up with a fixed timesheet (master timesheet), their hours will be automatically assigned in Process Payroll, they do not go through the approval process and they do not appear in Pay Conditions. 

1. Payroll > Process Payroll > Process Payroll > click on the relevant Pay Cycle (you can select the permission group name if you only want internals to show)
   
   
2. Select all pays > click on the Create Pay Run dropdown> change it to Recalculate Selected  > Apply
3. Review the pays by spot-checking each column
   • • check the Tax column
     • check the Superannuation column
     • check the Gross column
     • check the Net column
     • check that any leave or expense reimbursements have been correctly assigned
4. If you wish to make changes on this screen, expand the pay by clicking the + symbol:
5. Once checked AND confirmed, select pays by clicking the checkbox > Create Pay Run > Create Pay Run (or Add to Pay Run if you want to add to an existing Draft pay run > confirm pay date > Create Pay Run
6. Payroll > Process Payroll > Process Pay Runs > Go > click on the pay run number 
7. With Pay Run... > Lock Pay Run > Apply
8. Export Results > Export As - Verification Report (Detailed CSV) > Export
9. Export Results > Export As - Pay Bank File > Export 
   1. 1. Upload bank file into your online banking for processing
10. Payroll > Process Payroll > Process Pay Runs > filter on 'Locked' pay runs > Go
11. Click on the pay run number > With Pay Run ... > Mark as Paid > Apply 
    1. 1. IMPORTANT: This action cannot be undone. We recommend waiting until the bank payments have been confirmed before you do this. 
       2. Marking a pay run as paid will trigger updates such as leave accruals and most of the reporting data. Only send pay advices once the pay run has been marked as paid.
12. Send pay advices: Payroll > Process Payroll > Employee Pay Advices > select all > With Selected ... > Send Pay Advices > Go 

ATO Submissions

When the pay run has been fully processed, it will be available to send to the ATO.

Go to Payroll > Process Payroll > STP Submissions > select the checkbox next to the pay run if it's in a Status of Ready to Send > With Selected ...  > Send to ATO 

It's recommended that you come back and check the submission to ensure it's been accepted by the ATO.