Payroll Setup & Processing Guide

The following is a guide to setting up & processing your payroll through JCurve.

Pre-processing Setup

Security and Access

All Payroll related fields and records have permissions applied to them. Only an Administrator or JCurve Payroll Admin should be able to see fields, view records or run reports that are payroll related. Please contact customercare@jcurve.com.au, should you find any unsecured data. A JCurve Payroll Centre tab is bundled into Classic Centre for use by Administrators. You should ensure that this Tab is only available to the Administrator role as other users may also have Classic Centre.

1. Go to the Customization drop down.

2. Click Centers and Tabs.

3. Click Centre Tabs.

4. Select JCurve Payroll.

 

Edit JCurve Payroll for Classic Centre and on the Audience Tab select those employees who you wish to allow access to Payroll related data and processing functions. Note: You can assign the Tab to specific individuals rather than roles. We recommend doing this as it will ensure continuity of service due to the fact that when we push an update, the JCurve Payroll Tab will be cleared from the Administrator role. You can re-add by following this procedure. The JCurve Payroll Admin Tab should not be edited. This is only available toPayroll Administrators. You should now be able to see the JCurve Payroll centre tab at the top of your login.

Create a new documents folder for Payroll. As this folder will store employee Payslips and Payment Summary PDF documents, the folder should be marked as private or restrict by group. Note: Private means only the Owner and Administrators will be able to access this folder.

1. Go to the Documents drop down.

2. Click Files.

3. Click File Cabinet.

4. Select New.

5. Do not make sub folder folder – must be top level.

6. Make private or restrict by group.

7. Click Save.

1. Go to the Lists drop down.

2. Click Employees.

3. Select Employees.

4. Edit the record for those people you wish to assign JCurve Payroll Admin role. This is the preferred role for all payroll related setup and processing functions.

5. On the Access tab, assign the role JCurve Payroll Admin.

6. Click Save.

Access the JCurve Payroll Admin role via the top right hand corner. Click View All Roles if it is not visible. Use this role to Setup Payroll, Employees, Vendors, Process Pays and Reports.

Pre-Configuration

1. Check your Chart of Accounts for completeness. Discuss this with your implementation consultant. We would suggest using Other current liability accounts for Payroll Liabilities. Eg. below.

Note: Using a separate PAYG Remitted account will assist you if you use the NetSuite generated BAS report for W1 and W2.

 

If you pay allowances that are non-taxable, you may wish to create a separate account so as not to include these in your W1 setup for BAS.

Note: If using Accounts Payable type accounts, you need to be aware that when paying a Super or Employee bill payment, this may cause NetSuite to default that AP account for your next transaction even if not payroll related. Edit Bill/Bill payment form and show AP account to correct this.

Note: Creating Superannuation Payable and Employee Payable accounts that are of the type Accounts Payable will allow direct payment of payroll Journals via Bill Payments. You would need to un-check Hide employee on AP on page 3 (Accounting) of the payroll configuration wizard to do this. This will also be less secure as it will mean Employee names will show in your AP and other employees with access to Journals will be able to see their net pay amounts. This is not recommended. We recommend turning on Internal IDs as a best practiceThis will assist with record organisation and identification of any potential setup or processing errors.

1. Go to the Home drop down.

2. Click Set Preferences.

The Configuration process

The Configuration process walks you through those areas that are likely to be unique to your organisation. With few exceptions, all features and configuration choices can be activated any time after completion or going live with your payroll. WARNING: The configuration process must be complete (reach the end & have pressed Finish) before any of your choices are saved, It is therefore imperative that you have available any mandatory information before you start, otherwise you will have to repeat the exercise. However once initially complete, you can re-enter the Configuration Process to make subsequent changes. Before you start, ensure that you have the following information as a minimum: – Company ABN. - Payslip Logo if desired. -Company Default Super fund.   Also, ensure that you have performed the following: – Created Payslip Document Folder. – Created Payroll related Liability and Expense Accounts in Chart of Accounts. – Added Super Fund Vendors.   Note: You can view the field help for most of the payroll fields by hovering over the description and then clicking on it to view.

 

Completing the Payroll Setup wizard

Log on using the  JCurve Payroll Administrator role. Go to Payroll > Payroll Setup > Configuration.

Step 1 – Introduction:

Select the Default Country and click on the Next button.

Step 2 – Basic:

Company Details:

Enter the Company Name & ABN. – Select the Payrun Directory from the Pick list. – The Directory should have already been set up as Payroll Documents. – Leave Payslip Template as  Payslip Custom. – Upload theCompany logo. – Payslip Process Threads can be increased to 5 if using Firefox or Chrome as browsers if using Internet Explorer it is best to leave at 3. – Payslip Email Body this is a free text field for the message to display when payslips are emailed to employees. 

Employee Defaults:

†- Enter the default information for a typical employee. This information will pre-populate when a new employee is created. However information can be overwritten at the employee level. It simply streamlines the creation for new employees. For example, the typical employee is “Full time”, however if a casual is put onto the payroll, the default Employment Status can be changed from Full Time (the default) to Casual. 

WARNING: If you are using the Administrator role, a number of fields will display the Add New icon  button (this is a Netsuite default). Do not add new fields during the Configuration stage. Add new fields once the Configuration has initially completed, and if necessary revisit the Configuration process to make any changes.

Superannuation Global Defaults:

†- Ensure you select the Superannuation Expense account. †

 

Step 3 – Accounting:

- Enter the relevant information with particular attention to:

†Default Payroll Expense Account is generally the Salary & Wages Expense Account.

Default AP Account is generally Employee Net Pay Clearing.

Default Accrual Account is generally the Salary & Wages Expense Account.

Tick Hide Employee on AP  – generally Employee details (Names) are not required on AP transactions as the payroll reports can dissect the AP balances by employee (sourced directly from payslips).

Note: Please note, if you are using a liability account to pay your employees, you must check this checkbox in order for a journal to be created.  If not checked, your payrun will error.

If using Locations, Department or Classes within GL, Tick Include Classifications on Expenses.

Generally classifications are not required on Balance Sheet accounts such as AP. Therefore leave unchecked.

 

Step 4 – EFT Bank:

If you have chosen to pay by EFT/ABA then you should now complete the required fields at this step using theBank Account Field Definition Table as a reference. Note: EFT Directory should be your Payroll Documents Folder. 

Step 5 – Pay Component Sub Types:

This is the section where you now decide to map the various payroll salary & allowances codes to the Profit & Loss expense accounts. The payroll expense accounts should have already been created after management review. Update the Expense Accounts for each Pay Component. ICS provides a list of the most popular salary and allowance pay components. Note: Please do not add any new pay components at this stage. This can be dealt with more efficiently later on.

If  you elected to follow the recommendations for more detailed reporting, then: – Select Salary & Wages: Allowances Expense account for Allowance Pay Types. – Select Salary & Wages: Overtime Expense account for Overtime Pay Types. – Select Superannuation Expense account for Superannuation Pay Types,  … etc. If there are Pay Components that are not relevant to your organisation, simply mark as Inactive (or ignore). Inactive Pay Components will not display when setting up employees. However at a future date these Pay Components can be made active. Ignoring irrelevant Pay Components simply means that the Payroll Office will see them when setting up employees. Any action taken here can be subsequently reversed / amended once Configuration is complete.  

Step 6 – Set Up Payroll Vendors:

This section helps better manage Payroll liabilities by providing Payroll Categories for Management Reporting and separating the various Payroll Balance Sheet accounts into unique payroll related Control Accounts, e.g. Superannuation Payable. Update Payroll Category and AP Account/Balance Sheet for all Payroll related Vendors (Super Funds, Deduction organisations such as Unions, etc).

When you first enter this screen ALL Vendors will be displayed with their AP/Balance Sheet Account (as per Vendor Set Up). Thus all you should have to do for Payroll related Vendors is: – Select a Payroll Category. †-For Normal Vendors (Non Payroll related) leave blank. – Review the AP/Balance Sheet Account to make sure it is correct. If not, change it. WARNING: Set the Australian Taxation Office as Tax Office for Payroll Category. This vendor is not exclusively payroll related. Other payments for GST and Company Income Tax are also associated with this Vendor.

Step 7 – Registration:

Enter the payroll Contact details here. This information is used by the system if an error is detected and ICS need to contact the person responsible for the Payroll.

Note: The payroll system provides automatic alerts in the event of any malfunction / system error to ensure a rapid response.

Step 8 – Confirmation:

This provides the user the opportunity to check the Basic Data and Accounting setup. Review Basic & Accounting Data.

Note: If changes are required use the Back Button to amend entries. Press Finish to complete the Payroll Configuration.

Configuration Overview

  1. Intro
  2. Basics – Payslip and Company Payroll Defaults
  3. Accounting preferences
  4. EFT Bank
  5. Sub-type expense mapping
  6. Vendor Setup
  7. Register and Confirm

Employee Setup

Employee Lists

1. Navigate to your Lists of employees and begin setting them up. Start in edit mode, then attach records in view mode. 2. Basic Checklist for Employee Setup: (Further details at 3.1.2)a) Create or Edit fields on Employee Record in “Edit Mode”.

A) Create or Edit fields on Employee Record in “Edit Mode” (Payroll Tab, Tax Info, Leave Info, Bank Details and “Hire date” on HR Tab then save record).

All below in “View mode”:

B) Add New Employee Super Fund on Superannuation Tab.

C) Add Pay Components Starting with Base Salary/ Normal Time on Emp: Payroll Tab.

D) Add Additional Bank Account records for Net pay Splits.

E) Import Leave Balances.

F) Import YTD data.

G) Parallel Payrun if desired to check calculations and setup.

3. Use the “Payroll Basics Check” view to get an indication of Setup. Gaps indicate incomplete record or fields. 

Complete the fields on the Payroll related tabs while in Edit mode.

4. Employee Edit mode: Payroll Tab, Tax Info Tab, Leave Info, Primary Bank Details.

5. You will need Employee specific data and to ensure you make any changes to fields that vary from the defaults set in configuration. Click on the field name to view “field help”

6. Enter Primary Bank details onto the Bank Payment Details tab directly. Enter Primary Bank details into theEmploye record directly. When you save employee record, the bank account will be created. Add secondary accounts by using the New Employee Bank Account button. 

Once you have completed relevant fields, save the employee record. Then move onto the next section. Complete the next section while in View mode. Attach additional records such as Super Funds and Pay Components using the relevant button on the associated subtab while in View mode.

1. Employee View mode: Add Employee Super Fund, Secondary Bank Accounts, Pay Components.

2. On the Superannuation Tab, click “New Employee Super Fund” to set the current fund for the employee.

3. Select a Super Fund from the list or add new. Ensure you also select the “Super Fund Vendor”. The vendor/supplier is the entity you actually pay the money to. It could be the Fund itself or a clearing house.

    

4. Use the specific buttons for each Pay Component type. If you wish to add regular overtime as a Pay Component, use the “New Pay Component” button. Note: First create “salary/wages” Use Subtype “Base salary” for salaried employees and “normal time” for waged employees.

5. Tax is calculated based on the fields and scale on the “Tax Info” tab. Use the “create Tax” button to add an additional fixed amount or use “is percentage” to override the scale and apply a flat rate to that employees tax calculation.

Import Leave Balances

1. While in “View mode” Click on the “Import Leave” button on the employee record to enter values (hours) for Leave balances.

Note: This button will only be available on initial setup. If an employee already has a balance you will need to add a leave history record (see 3.1.5) to make adjustments.

Adding Leave History Records

1. While in view mode navigate to Employee record > Leave info tab > New leave History Record.

2. Select the type of Leave

3. Accrual type: Select accrual to add leave, taken to reduce balance, enter number of hours. 4. Accrual type: Select accrual to add leave, taken to reduce balance, enter number of hours.

5.  Click Update Leave on Employee record. Check balance is now correct.

Import YTD Data

While in View Mode, navigate to the Employee record > Payroll Tab > Payslip Detail Tab

Click on New Payslip YTD Detail and complete the relevant fields using gross amounts. Ensure the tax year is correct based on tax year ending e.g. 2015 = July 2014-June 2015.

 

You would at a minimum need to do this for Salary/Wages, Tax and Super. You can also include allowances, deductions or break up Salary/Wage into normal time/overtime etc. if you wish. This data will be included in Payment Summaries when generated.

 
 
Initiate the Payrun

Note: Not all features are available in all accounts Navigate to Payroll > Payroll Activities > Start New Payrun

1. Payrun Type: Standard or Adjustment. When using an adjustment run you can choose to accrue leave or not.

2. Period: Weekly, Fortnightly, Monthly

3. Pay Date: This field is critical for Tax year calculations, reporting and ABA file payment date. This should be the actual day the employee is paid.

4. Selecting Employees: Mark or Unmark those employees you wish to include in the Payrun. If excluded an employee will not accrue leave. Change an employee’s pay frequency to “exclude from payrun” to prevent seeing them on this page

5. Checking Employee Records: Look for any gaps in the Base Pay, Hourly Rate or Super Fund columns. This may indicate incomplete setup. Use the View Employee button to check and correct as needed.

6. Submit: Click Submit to initiate the Payrun and move to time entry. For larger Payruns this step may schedule. Check the message or Payrun Stage.

Note: Checking the Payrun/Status: Navigate to Payroll Payroll Records Payrun Records. Find the pay run you are working on and click View. Check the Payrun Stage and or history Tab to see any actions or errors.

Buttons and Actions
  1. Submit: Finalizes and proceeds to next step or schedules next process
  2. Back: Returns to previous stage Note: Data for current and previous stage will be reset.
  3. Rollback: Allows you to selectively go back to any stage or use “All” to remove Payrun. Note: Data for all stages including the stage you rollback to will be reset.
  4. Auto Pay: Allows you to schedule the processing to occur in background.
  5. Accrue Leave: On an adjustment run you can choose to accrue leave or not.
  6. History Tab: Check the history tab on the Payrun to see last completed action or error.

 

Running the Payrun

Basic Time Entry

7. Auto Leave: If you are using NetSuite time integration and ICS leave management you will be able to see Leave that has been approved.

8. Public Holidays: If you have NetSuite time integration and ICS Leave management, Public Holidays based on state rules will come into time automatically.

9. Manual Leave: Enter any ad-hoc variations by inserting a new line, selecting the employee, select leave type and enter hours.

10. Overtime: Overtime can be setup permanently or added manually as required.

11. Shift Loadings: Select Employee and enter total hours of loading if required

12. Part Period Reductions: Use the subtype “Part Period reduction” to reduce an employee’s normal time hours if they started or finished employment mid pay period.

13. Manual Edit: Use the insert/add button to create a new line, select the employee and subtype, then enter the number of hours.

14. Submit Later: Use “Submit later” button to save what you have done.

15. Submit: Click to move to next stage of processing. This process may schedule.

16. Checking Records: Check the Payrun record to see the current stage or processing message. Use “refresh” as needed to update and check how processing is going.

Check the History tab to see last action or error. Reverse sort by date created to see most recent at the top.

Once complete, the stage will change and the next option will be available as a button on the left of the Payrun.

Check the Timesheets tab to see the records created at time. Note: You will not see normal time for employees on Salary.

Enter Variable Pay Components

Those Pay components set as variable on an Employee record will be available for editing at this stage. Unselect any that are not to be included in this Pay.

  1. Quantity and Rate: Edit the quantity and rate or both as required. Total will update when you tab or move down a line.
  2. Submit: Click to move forward to next stage of processing.

 

Processing Stage

This stage generates the Payslip record and calculates Payslip Detail Lines.

Enter One-off Payments:

  1. You can add one off lines to the payslip. Select employee, sub type and enter quantity and rate. You can also change the “paid for period” to adjust how tax is calculated on that line.

Note: Avoid using time types as they won’t process in the same way as when they are entered at time entry.

3. Submit: Initiates processing and proceeds to next stage. If you are processing onscreen do not navigate away from that page. Wait until all payslips are complete and you will then be directed to the approval stage

Approval Stage

1. Variance Columns: Check variance from last net pay and last gross pay. Run a variance report for a more detailed look. Select the current Payrun to obtain a comparison.

2. View Payslip: Use the “view payslip” or “last payslip” to compare if required.

3. Manual Edit: You can manually edit Payslip Detail Lines or manually add a detail line.

4.  Manually Add detail: Click the manually add Detail button and enter details as required. Then save and recalculate.

5. Recalculate: If you edit a payslip or add a detail line. You must recalculate. Include tax or super as required.

6. Show/Hide Posting: A payslip must balance to post. If a payslip is edited and not recalculated it will not balance. Click “show posting” to ensure the balance is 0.00.

7. Approval Process: Click submit to move forward to Posting

Posting the Payrun

  1. Override Posting Period: As required. Posting period will be the period of the period end date.
  2. Override Posting Date: As required. Posting date will be the date of the period end.
  3. Submit: To initiate the Journal creation. This is a scheduled process.

4. Refresh: Use can use the refresh button to check the status but it is strongly recommended you wait for the email confirmation before proceeding. This may take 2-5 minutes. The journal will be attached to the Payrun. Please review to ensure it is correct.

Pay Payrun

1. Check ABA: If using an ABA file, you will see those employees who have “EFT-ABA Upload” as their Net Pay Payment Method. Edit the employee record and return to this page if someone is missing. Check the “Primary Account” column to ensure all employees have at least one bank account setup on their record.

2.  Non-ABA: If paying manually uncheck “create ABA” and you will see those employees with this as their Net Pay Payment Method.

3. Selecting Bank Account: Select the GL bank account you are paying from:

4. Reference Note: For ABA, enter a reference note that will appear on your bank statement.

5. Pay Date: Override Pay Date if different from original Pay Run. This will ensure PDF version of payslip is correct

6. Submit: Click submit to initiate payment. This will be a scheduled process. Wait for the email to confirm that Payment has been correctly generated.

7. Status: Check the status has changed to Payrun Paid

8. Pay Employees: Upload ABA file to your net banking or Pay Employees manually.

9. Print Run: After the Payrun has been paid the PDF payslips will be generated and you will receive an email confirmation.

Email Payslips

1. Email Payslips: After the Payrun has been paid you will see the “Email Payslips” button appear. The Payrun stage will be “Payrun Paid” and the attached PDF, ABA, And Journals will be visible on the Payrun.

2. Emailing: Click the button to see a list of employees with this preference for “Payslip Method”

3. Message: Check the message to confirm Payrun is complete.

4. Email Payslips: Click the button to send those payslips to the employees in the list.

Terminating Employees

Final Pay Period

1. Go to the employees record and edit their pay component for salary/wages and set an end date i.e their termination date.  You will be prompted to confirm whether you would also like to set this as the termination date and you should click ok on this.

2.  Pay the employee their final pay for actual time worked in your standard Payrun for that period or use an adjustment run. This will ensure their leave accrues correctly to the date of termination and they are taxed correctly for this type of payment.

3. Please note you will not see the pro-rated hours at the time entry screen as this is calculated after you submit and will be based on the end date you have set on the pay component.

4. Complete and Pay this Payrun as per normal.

5. Check the employee record to ensure outstanding leave balances are correct.

 

6. You can add a leave history record to adjust any of their leave balances up or down if required. Use accrual type Accrual to add or Taken to reduce.

7. Click on Update Leave when complete.

Terminating The Employee

1. If satisfied their leave is correct click the Terminate Employee button to start the termination. NB: The payroll currently caters for automatic tax calculation of Unused annual and long service leave for normal terminations. Please refer to the ATO for correct treatment of Redundancy and ETP calculations.

2. Select the Period Start and End date and Pay Date. Tax will be calculated based on a comparison with Last Full pay. If none exists you can check box and manually add amounts. Adjust amounts as required.

3. Click submit to generate Payslip.

4. Use the “manually add detail” button as needed. You may need to manually adjust tax and “recalculate”.

5. Click on the Payrun link and then “approve payslips” when ready to continue.

 

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