Checking the Status of Your Leave Applications
Location
Affinity Self Service Leave
Purpose
The status of a leave application is easy to see, thanks to the symbols that appear to the left of each.
Symbols and their meanings
Streamlining Data Capture with Affinity Clever Forms and Workflow
Introduction
This month we look at two forms that simplify leave requests.
Key benefits
- Accurate employee-initiated information is collected.
- Clear and concise information is provided to Payroll.
- Reduces paperwork.
- Increases efficiency.
- Creates an audit trail.
- Meets legal obligations.
Request for Paid Parental Leave
What it does
Lets staff formally request paid parental leave.
Why you need it
Simplifies the process of getting employees to request paid parental leave and have that request approved by their manager.
Data source
Employee Masterfile > Initiator. This lets any active employee initiate the form.
Typical workflow
Form Initiator to Manager to Payroll
Key things about this workflow:
- Anyone in the ‘All Active Employees’ ESS group can initiate the form.
- The initiator (any active employee) completes the details then submits the form to their manager.
- The manager has the option to decline the form, or approve it and submit it to Payroll for processing.
- The assigned person in the ‘CF Payroll Processors’ ESS group can either process the form or return it to the employee for more information.
Design
This form uses the field display element to automatically populate employee details from Affinity. The remaining fields are for the employee, manager and Payroll to complete
Leave Cash-Up Request
What it does
Lets employees cash out their annual leave or receive a payment in exchange for an alternative holiday.
Why you need it
Formalises the process of getting employees to request a leave cash-up and have that request approved by their manager. Provides a way to communicate key information like company and employee declarations, and any legal information.
Data source
Employee Masterfile > Initiator. This lets any active employee initiate the form.
Typical workflow
Form Initiator to Manager to Payroll (same as Request for Paid Parental Leave).
Design
This form uses the field display element to automatically populate employee details from Affinity. It also makes good use of the paragraph of text and single check box elements for declarations, and for employees to indicate that they’ve read and understood those declarations.
Restoring Archived Clever Forms Templates
Location
Affinity Clever Forms > Forms Designer
How to do it
When you archive a form template, it moves from the active templates collection into the archive.
You can easily restore an archived form template.
Adding an Employee’s Photo to Their Masterfile
Purpose
For staff recognition and security.
Things to know
Photos are automatically resized to 166 x 184 pixels once they’re uploaded to Affinity.
How to do it
- On your local computer, open the image file in Microsoft® Paint®.
- Select Ctrl A to select the image then Ctrl C to copy the image.
- In Affinity, edit the employee masterfile.
- Click the employee photograph frame (a black border appears).
- Right-click the frame and select Paste from Clipboard.
- Save the masterfile.
About the 560 Payroll Tax Report by Pay Component
Location
Reports > Standard Reports
Purpose
This report calculates payroll tax liability, breaking it down by state then by pay codes, allowances and deductions.
Pay Code of the Month
Use LPTAX when employees were underpaid in the last pay period. Ensures that tax, Super/KiwiSaver and student loan repayments are calculated correctly. How it works:
- Enter 99 units into the pay adjustment.
- The rate can be any value.
- When processed, Affinity will fully suppress the normal tax calculation and do the following instead:
- Add the gross pay adjustment value to the previous period’s gross pay to arrive at the new taxable gross.
- Calculate the tax on the new gross.
- Subtract the tax already paid in the last pay period to arrive at the tax for the pay adjustment.
Affinity will also create two informational codes and add them to the pay adjustment:
- ADJGRS (adjusts the gross from the last pay).
- ADJTAX (adjusts the tax from the last pay).
Tip
If you create new employee masterfiles via Affinity Clever Forms, remember to select
in position profiles to update the position details in employee masterfiles.














