Employee Pay Run Inclusions

Introduction

Pay Run Inclusions are additional pay items that are configured for an employee and automatically included in the pay run. These inclusions allow for the inclusion of specific earnings, deductions, or allowances that are specific to an individual employee's circumstances and are not part of the standard pay elements.

Setting up Pay Run Inclusions involves defining the details of the pay item, such as the type (earnings, deductions, or allowances), the amount, or rate, and any applicable start and end dates. The start and end dates allow for precise control over when the inclusion should take effect, to ensure that it is active only for the specified period.

How to Prepare/Dependencies

Instructions

1. Log on to your Employment Hero Payroll platform.
2. Navigate to Business > Employees > List > Employee {Name} > Pay Run Settings > Pay Run Inclusions.
3. Complete the following fields.

Additional Earnings

Add earnings which are to be processed on a regular basis. An example of when to use this could be a regular laundry or tool allowance or awards. These are not related to items calculated from timesheet entries.

• Pay Category (select from drop down menu).
• Location.
• Earnings per pay run.
• Rate per unit.
• Notes.
• Which pay runs this should apply to.
  • Options are all future pay runs (there will be no end/expiry date), all pay runs where the pay period starts before (end date will be specified) or all pay runs until the maximum amount has been reached (expiry amount will be specified).

Super Adjustments

These deductions should be established as recurring deductions. Do not set up Salary Sacrifice Super or Member Voluntary deductions in this section. If the deduction is not related to Salary Sacrifice Super or Member Voluntary, you can create a super adjustment by following the instructions below.

• Contribution type.
• Amount per pay run.
  • It can be a Fixed amount, a Percentage of Gross earnings, Percentage of OTE or Percentage of Taxable Earnings.
• Notes.
• Date the inclusion is to commence.
• Date when the inclusion is to cease.
  • A specific end date, never or once a particular dollar amount has been reached

Deductions

• Deduction category
• Amount per pay run
  • It can be a Fixed amount, a Percentage of Gross earnings, Percentage of OTE or Percentage of Taxable Earnings.
• Paid manually or via bank account
  • Paid manually gives you the opportunity to reconcile outside the PY platform and send to a provider in a lump sum (ie salary packaging with report). Bank account will be processed through your payroll ABA file and has to have been set up on the employee profile first.
• Preserved earnings
  • Preserved earnings refer to the minimum net earnings that an employee must be paid before applying any deduction amount in the pay run.
• Notes
• Date the inclusion is to commence
• Date when the inclusion is to cease
  • If your intention is to incorporate this in the ongoing payrun, remember to adjust the start date retrospectively to the commencement of your pay cycle. By default, the system will initiate from today, which would result in the entry not being displayed in the current payrun. A specific end date, never or once a particular dollar amount has been reached.

Tax Adjustments

An example scenario of when to use this would be when an employee has requested additional PAYG be deducted from their pay. This does not relate to STSL/HELP as this is managed through the employee Tax File Declaration.

• Amount per pay run
  • It can be a Fixed amount, a Percentage of Gross earnings, Percentage of OTE or Percentage of Taxable Earnings.
• Notes
• Date the inclusion is to commence
• Date when the inclusion is to cease
  • A specific end date, never or once a particular dollar amount has been reached

Expenses

An example scenario of when to use this would be when an agreement has been reached with an employee that the company will reimburse mobile phone expenses and will not form part of their gross wage.

• Expense Category
• Location
• Tax Code
  • If you are attached to a cloud accounting system such as QuickBooks, Xero or Saasu, you’ll be able to select the tax code from your accounting system to be pre-populated when your employees submit an expense claim.
• Amount per pay run
• Notes
• Date the inclusion is to commence
• Date when the inclusion is to cease
  • A specific end date, never or once a particular dollar amount has been reached

Liabilities

An example scenario of when to use this would be when you want to capture workers compensation or portable long service leave levies.

• Liability category
• Amount per pay run
• Notes
• Date the inclusion is to commence
• Date when the inclusion is to cease
  • A specific end date, never or once a particular dollar amount has been reached

Go back to Adding Employee Data.