February and March 2016

Split an Employee’s Pay across Several Bank Accounts

Location

Payroll > Masterfiles > Employee Details > Costs tab

Purpose

The balance account is the employee’s primary bank account. Employees can have all funds paid into the balance account or split their pay across an extra five accounts (with any remainder automatically paid into the balance account).

How to use
  1. Bank accounts are recorded in the employee masterfile Costs tab:
  1. The above example shows that this employee has payments going into two different accounts (the balance will automatically be paid to their balance account). Affinity conveniently validates the format of both Australian and New Zealand bank account numbers that are entered in this screen. Employees can also maintain their own bank account details in ESS (Employee Self Service > My Details > Banking).

See Affinity Help (press F1 from within Affinity) to learn more about the other banking options available in this screen.

Set Up Non-Payroll Workers in Affinity

Purpose

You can use Affinity to manage workers who are not paid via your normal payroll. For example, contractors and agency temps paid on invoice. This has many advantages:

  • Non-payroll workers can use Employee Self Service (ESS) options like leave requests, mileage claims, Clever Timesheets and Clever Forms.
  • Non-payroll workers appear in organisation charts generated from Affinity.
  • All workers are managed together in the same database.
  • Other Affinity functions such as medical and emergency contact records, hazard registers and training profiles can be used for non-payroll workers.
How to set up
  1. First, you’ll need to ask the Affinity Helpdesk to create a non-payroll pay point. Explain that this pay point is for contractors, agency temps and any worker who is not to be paid via the normal payroll. Note: you will be asked to complete a form and send it back to the helpdesk:
  1. Next, check that you have a suitable position profile for the worker (or create a new one) and ensure that the Reports To lookup is populated:
  1. Now create an employee masterfile for the worker (leave the pay point blank at this stage):

Tip: Enter an employee number that uses a different format to your paid workers (so it’s easy to tell them apart).

When the blank masterfile opens, in addition to basic information about the worker (including start date and name which are mandatory), record the following information:

Personal Details Tab

  • Leave/Award Id = any award will work, but we recommend that you ask the Affinity Helpdesk to create a new award that contains no leave parameters
  • Worker Type = 7
  • Pay Point = select the new non-payroll pay point
  • Pay Type = P
  • Position = select the relevant position profile

Tax Codes/Pay Rates Tab

  • Tax Code = for Australia select N; for New Zealand select ND
  • Tax Number = 111111111
  • Pay Method = 6
  • Rate 1 = to include this worker in costing, enter a suitable hourly rate; to exclude from costing, enter 0.00001
  • Std Hours/Wk = if known, enter the worker’s standard hours per week; if unknown, enter 1

See Affinity Help for the full procedure.

Archive Unused Masterfiles

Purpose

Archived masterfiles are retained in history for reports and queries, but are no longer visible in browse screens and lookups. Archiving is currently available for:

  • Cost Centres
  • Allowances and Deductions
  • Pay Locations
  • Leave/Award Setup
  • Positions
  • Job Costing
How to set up
  1. To archive a masterfile, select Edit then tick the Archive box:
  1. To show archived masterfiles in browse screens, select Show Archived. Tip: adding the Archive column to the browse screen shows which records are archived (T = true; F = false):

About the 008 Company Audit Report

Location

Reports > Standard Reports

Purpose

This report summarises all changes that Affinity users made to masterfile fields during the last pay period. The image below shows that changes were made to J Dwight’s employee masterfile (new bank account details have been added):

Tip: the same information can also be viewed in the Combined Audit Report (Reports > Combined Audit Report).

A comprehensive overview of all standard reports is available in Affinity Help.

Controlling Leave in Advance of Entitlement in ESS

Location

ESS > My Tools > Leave Setup

Purpose

ESS Leave Setup contains two options that control how the system responds to leave requests that exceed the current leave balance.

How to set up
  1. Log into ESS as Administrator and go to My Tools > Leave Setup.
  1. Select Edit next to the leave setup you want to edit. In our example, we’ll use [09] Annual Leave:

The Over Balance option determines the rules:

  • Not Allowed = no over-balance is allowed and the leave request cannot be sent.
  • Unlimited = employees can apply for unlimited leave.
  • Allowed number of units = specifies the number of leave hours the employee can apply for over their current balance.

The Over Balance Action option determines how the system behaves based on the above rules:

  • Accept = the request will be accepted by the system. No warnings will appear.
  • Warning = employees will be warned when they exceed their current balance but can still submit the request.
  • Reject = employees will receive a message telling them that they have exceeded their leave balance and the request will be cancelled.

See Affinity Help for more information about ESS Leave Setup options.

ESS Smart Shortcuts

ESS automatically creates shortcuts based on the menus and features you use most often:

Clever Forms Elements: Field Display and Field Edit

About Form Elements

Form elements are the fields, functions and user options that you add to Clever Form templates to create dynamic, meaningful forms. This month we focus on Field Display and Field Edit.

Field Display

The Field Display element lets you display the value of an Affinity field on your form. For example, the COMMON_NAME field from the employee masterfile. Information is pre-populated when the form is started (users cannot edit). This is useful when you need specific information to always be present on a form (true and correct information from your own Affinity database). In the example below, employee number, first names, surname and department will always appear pre-populated on this Hazard Identification Form:

Advantages of using Field Display on a form:

  • When information changes in Affinity, values automatically update.
  • Employees save time completing forms because certain information is already present.
  • Data-entry errors are eliminated.
Field Edit

Identical to the Field Display element with one important difference: form users can edit the contents of the field and the updates flow back to the related Affinity table. This is useful in forms that are used by staff to keep their own data up to date. For example:

  • A form that allows managers to update their direct reports’ personal information and submit it to HR.
  • A form that allows employees to apply to have their pay split across several bank accounts. Form users enter their bank account information on the form. When the form completes its workflow, the relevant fields in the employee masterfile Costs tab are automatically updated.
  • A form that requires staff to enter their home address (will automatically update the Personal Details tab in the employee masterfile).

Affinity Help contains a complete overview of all Clever Forms design options.

Tip

Can’t find a standard report? Scroll down the screen, look under the Archived Reports section then select the relevant pay point: