The Occupation Library is a collection of occupations associated with a portal. You can create templates for different occupations that can then be assigned to multiple employees who have the exact same pay rates, pay conditions, and insurance rates.
Assigning an occupation to an employee will pull through the settings entered in the Occupation Library and overwrite any data that has been manually entered on the employee’s profile.
Changes that are made to an occupation in the Occupation Library will flow through and apply to any employees that have been assigned that occupation.
Add an Occupation
To add an occupation to the Occupation Library:
Go to Config > Payroll > Occupation Library > Create New Occupation.
If prompted, select a Region from the popup window. (If your portal only has one region enabled, a popup window will not appear.)
Enter the details into the relevant fields.
- Click Save.
The details that will need to be configured for an Occupation are:
Determines whether the occupation will be available to assign to users
A name to identify the Occupation Group as a whole. Does not need to be unique, may be a general award name (eg Building and Construction General On-Site Award)
A unique name to identify a specific occupation within an Occupation GroupMay be a brief description of the occupation or level of an award (eg Carpentry and Joinery, Level 2)
The job title that displays when the occupation is linked to an employee
A locked field which will set to the default currency for the Region that is chosen in step 2If only one region is enabled in a portal, the Pay Currency will default to the currency for that region
Specifies the charge currency for the occupation. Will only apply if more than one currency has been enabled in the portal
The Pay Rate, Oncost % and Charge Rate that will apply at a base level for any employee who is assigned the occupation. The rates entered must be identical for all employees you intend to link to the occupation. If two employees are paid the same Pay Rate but the associated clients are charged differently, you will need to create separate occupations
The Rule Group and Rate Card that will be applied to employees who are assigned the occupation. The Pay Conditions set here must be identical for any employee assigned to the occupation
The insurance settings that will be applied to employees who are assigned the occupation. The fields that show will depend on how insurances are managed in your portal.
Edit an Occupation
To edit an occupation:
Go to Config > Payroll > Occupation Library.
Click on the Occupation name to open the settings page.
- Edit the fields as required then click Save to apply the changes.
Changes are applied in the Occupation Library will also apply to employees that have been assigned the occupation on their profile.
Once an occupation has been created and saved, the Pay Currency and Charge Currency will be locked. If the currencies need to change, you will need to create a new occupation.
Delete an Occupation
An occupation can be deleted from Config > Payroll > Occupation Library as long as it hasn’t been assigned to an employee. There are two ways to delete an occupation:
- Tick the checkbox to the left of the Occupation name, then click ‘With selected occupations…’ > Delete
- Click the Delete button in the far right column for the relevant occupation. The option to Delete won’t appear for occupations that are linked to an employee profile.