August and September 2017

Affinity myPA: Creating Powerful Alerts and Notifications

This month we create notifications that work with your new-starter and termination processes. All notifications can be customised to suit your requirements, such as when they’re sent, who they’re sent to and what triggers them.

Reminder to Update Incomplete Employee Masterfiles

Purpose

Affinity Clever Forms is perfect for creating basic employee masterfiles for new starters, but they must be complete so employees are paid correctly. This notification ensures that no employee masterfiles are incomplete prior to pay processing. It can be triggered when certain fields in employee masterfiles are missing.

Benefits
  • Reduced risk of non-payment of new employees.
  • Proactive approach to managing large volumes of employee information.
  • Increased confidence in the overall process.
Example notifications
Schedule

You can create multiple versions of the same notification, changing it to meet the needs of the recipients. For example, send to Payroll staff daily, but send to HR staff at the start of the week.

Notifying of New Starters

Purpose

Notifies key  members of the organisation of new starters so they can perform required tasks, for example:

  • IT (system access and security cards).
  • HR (training and induction).
  • Marketing/Comms (communications).
  • Payroll (payments, employee records and statutory requirements).
Benefits
  • Staff are proactive, not reactive.
  • Critical payroll and compliance tasks are not forgotten.
  • Improves the company culture (things are done on time and are done right).
  • New employees and their managers can focus on the things that matter.
Example notifications
Schedule

You can create multiple versions of the same alert, depending on the needs of the recipients. For example:

  • Notify IT and Security staff daily of all new employees who started within the past 24 hours.
  • Notify Marketing monthly of all new staff who started within the past 30 days.

Notifying of Employees Who Are Terminating

Purpose

This notification lists all employees who will terminate within a specified period. For example, those with a finish date between today and seven days into the future. It’s triggered by the Date Proposed field (Human Resources > Exit Interviews) in Affinity.

It gives notice of terminations to the right people in the organisation before the employee leaves, such as:

  • IT (stop access to systems and retrieve security card).
  • HR (schedule exit interview and collect assets and equipment).
  • Managers (complete tasks prior to the employee’s last day).
  • Payroll (calculate final pay).
Benefits
  • Advanced notice of terminations to the right people.
  • Reduced risk (plenty of time to collect assets and stop system access).
Example notifications
Schedule

Ideally, all recipients should be notified of upcoming terminations at the same time. For example, first thing on a Monday morning.

Streamlining Information Updates with Affinity Clever Forms and Workflow

Introduction

It’s exciting getting new talent into the organisation, but the paperwork can be overwhelming. This month we look at three forms that work together to collect employee information and update it in Affinity, reducing time and effort.

Key benefits
  • Simplify cross-department communications.
  • Automatically update the Affinity Payroll system.
  • Involve the new employee from the get-go.
  • Reduce paperwork.
  • Increase efficiency.

New Starter 1 – Create Basic Employee Masterfile

What it does

Creates a basic employee masterfile and sends ESS login details to the new employee (on or before their first day).

What it shouldn’t be used for

Capturing detailed employee information. That happens at a later stage using a different form.

Why you need it

Creating a basic employee masterfile triggers other processes and engages key staff.

Data source

Employee Masterfile > New Employee. This tells the system that a new employee masterfile needs to be created in Affinity Payroll when the form completes its workflow.

Typical workflow

Manager to Payroll

Key things about this workflow:

  • It’s for communication purposes. Nothing is approved or declined in this workflow.
  • It’s initiated by managers (members of the ‘All Managers – Managers’ ESS group).
  • In our example, it’s processed by staff in the ‘CF Payroll Processors’ ESS group.
Design

This form’s job is to capture basic information about the new employee and automatically create an employee masterfile in the Affinity Payroll system. By using ‘field edit’ fields in the design, any information entered will populate the masterfile. The masterfile is created only when the form has been completed by Payroll staff at the end of the workflow.

New Starter 2 – Add Details

What it does

Lets Payroll staff initiate the process to update missing information in the employee masterfile after a basic record was created using New Starter 1 – Create Basic Employee Masterfile.

Why you need it

You can’t pay the new employee unless all essential information exists in their employee masterfile. This form lets Payroll initiate the process then forward the form to the new starter to update any missing details. This also gets the new employee used to the idea of self-service and managing their own information.

Data source

The form’s data source is Employee Masterfile > On Behalf of Employee. In addition, workflow assigned to this form should have the Swap Initiator to Employee option selected. Payroll can then initiate the form then forward it to the new starter to complete their own details.

Typical workflow

Payroll to Employee to HR to Payroll

Key things about this workflow:

  • Anyone in the ‘CF Payroll Initiators’ ESS group can initiate the form and forward it to the new employee.
  • The new employee completes their details then submits the form to HR
  • HR has the option to return the form back to the employee or approve and submit it to Payroll for processing.
  • Anyone in the ‘CF Payroll Processors’ ESS group can either process the form or return it to HR for more information.
Design

This form is in three sections. Sections are hidden until the appropriate point in the workflow. This makes the form contents more targeted to each person, and more secure if sensitive information is being gathered. In this example, HR can view their own section and the section completed by the employee.

Employee Termination

What it does

Manages the many tasks relating to employee terminations.

Why you need it

It streamlines the terminations process, covering managers and the HR and Payroll departments.

Data source

Employee Masterfile > On Behalf of Employee. This lets managers select from a list of employees when initiating the form.

Typical workflow

Manager to HR to Payroll

Key things about this workflow:

  • Approve/decline options are available to HR.
  • If declined by HR, the form goes back to the initiator’s Completed folder.
  • If approved by HR, the form moves to the Payroll Processing state where it can be actioned by any member of the ‘CF Payroll Processors’ ESS group.
Design

In our example, the form is in three sections. The first is completed by managers. This image shows what the form looks like in the Pending HR Approval stage.

See Who Else in Your Team is Taking Leave

Location

Affinity Self Service Leave > Team Leave Calendar

Purpose

The Team Leave Calendar in Affinity Self Service Leave lets you see when your team mates are taking leave. This is useful in teams where policy prevents certain staff from taking leave at the same time.

How to do it

Select Team Leave Calendar to show all approved leave. Hover your mouse over the leave to show the leave period.

Paying Other Codes for Worked Public Holidays

Location

Payroll > Timesheets > Bulk Entry Timesheets

Purpose

If employees work a public holiday, you can assign an alternative code instead of the statutory holiday code.

How to do it

Create a bulk timesheet and select your preferred pay code.

Filter affected employees then create the timesheets.

About the 213 Cost Centre Pay Period Report by Employee

Location

Reports > Standard Reports

Purpose

This report tells you how much payroll cost has been allocated against cost centres for the month to date and breaks costs down by individual employee. This accounting report is important because it:

  • Summarises all labour charges from all paid timesheets for the month-end.
  • Presents essential labour-costing data in a digestible format immediately after the pay run.
  • Breaks down costs by employee within each cost centre.

Pay Code of the Month

NOKIWI is used for New Zealand payrolls only (‘kiwi’ kind of gives it away). It identifies new employees who are either non-resident or not eligible under KiwiSaver’s auto-enrolment rules, then excludes them from automatic production of the KiwiSaver Employment Details File. Add NOKIWI to the employee masterfile with a status of 0 for all non-eligible employees.

Tip

To sort Query Manager categories, right-click any category then select Sort Alphabetic Order.