December – January 2018

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
  1. On your local computer, open the image file in Microsoft® Paint®.
  2. Select Ctrl A to select the image then Ctrl C to copy the image.
  3. In Affinity, edit the employee masterfile.
  4. Click the employee photograph frame (a black border appears).
  1. Right-click the frame and select Paste from Clipboard.
  1. 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.