February and March 2017

Restricting Access to Query Manager

Location

Administrator > Security Setup

Purpose

Query Manager is a powerful tool designed to draw out data and turn it into customised, meaningful reports and queries. It’s not appropriate for all users to have access to all types of data in Affinity. For example, if a user is normally not allowed to view employee masterfiles, they should not be able to create a query using employee masterfile data.

How to apply restrictions
  1. Go to Administrator > Security Setup and double-click Security Setup.
  2. Right-click the user group and select Query Manager Access.

Select all restricted queries. De-select all allowed queries. Select Apply.

For more information about Query Manager, see Affinity Help.

Calculating Mid-Period Rate and Salary Changes

About

If an employee’s rate or salary changes part way through a pay period, Affinity will pay the correct hours at both the old and new rates. It does this through a special process of analysing and detecting changes and creating timesheets that pay hours at the old rate. When the next pay is processed, the employee’s hours are correctly paid at both rates.

Full procedures are available in Affinity Help, following is a basic outline of what you need to do to calculate and pay mid-period rate and salary changes.

Setup

First you need to prepare your system to handle mid-period rate changes. Some tasks need to be done by a person with Affinity administrator access:

  • Give Affinity users access to Main Menu > Payroll > Processing > Mid Period Rate Change Analyser.
  • Create a special pay code that pays hours at the old rate and add it to the AUTOCODES code group.
  • Activate the appropriate pay points by selecting Mid Period Rate Changes Active in the pay point record.
  • In Administrator > Company Setup, select the special pay code.
  • Optionally, activate the Use Rate Service Date option in the appropriate pay rate tables. This calculates service months based on the rate service date recorded in employee masterfiles instead of the employee start date.
Running the process

Run the analyser from Main Menu > Payroll > Processing > Mid Period Rate Change Analyser after all leave and timesheets are entered, and before virtual pay processing. The analyser automatically does the following (with several chances to opt out and do your own manual calculations):

  • Scans all employee masterfiles and pay rate tables.
  • Detects all changes to pay rates and salaries in the current pay period.
  • Creates the appropriate timesheets. For salaried employees, the analyser creates a timesheet containing hours at the old rate. For waged employees, the rate on existing timesheet records is updated.
  • Includes timesheets in the next pay run.

About the 015 Cost Centre Pay Period Report

Location

Reports > Standard Reports

Purpose

This report summarises payroll costs after the pay has been processed. This report is important because it:

  • Tells you how much payroll cost has been allocated against cost centres for the pay period.
  • Provides a further breakdown by pay code.
  • Is useful for organisations that charge time to cost centres and need to know those costs in real time.
  • Does not reveal employee information. Its focus is time and cost.
  • Only reports pay codes and allowances, not deductions.
  • Is an accurate reflection on how cost centres are configured in Affinity and how data is entered in timesheets.

Affinity Help contains a video about this report. Press F1 from Affinity Payroll to launch Affinity Help.

Clever Forms Elements: Selection Lists

About Affinity Clever Forms

Affinity Clever Forms lets you create dynamic online forms complete with approval workflow. As a result, HR and payroll processes become more efficient, accurate and compliant.

About form elements

Form elements are the fields, functions and user options that you drag onto Clever Forms templates to create dynamic, meaningful forms. This month we feature elements that control data entry by providing users with pre-defined options to select.

Drop Down Box

Appears on the form as a lookup (pick list). Form users can select one option only. Lists can contain fields from Affinity or your own custom values.

Multiple Checkbox List

Appears as a series of multi-choice check boxes on the form. Form users can select one or more options. Useful for multiple choice questions on questionnaires and surveys. Either select values from an Affinity table or create your own custom list.

Radio Button Group

Displays a series of radio buttons, allowing the form user to select one option only. Useful when only one option is possible (or appropriate). Create a custom list or use Affinity fields.

Single Check Box

Appears on the form as a single check box.

Pay Code of the Month

DAYSPP stands for Days Per Pay Period and is used by New Zealand customers only. This informational code captures and accumulates the number of days per pay period that an employee works. Using DAYSPP to record days worked per pay period facilitates the calculation of Average Daily Pay (ADP) as per Section 9A of the Holidays Amendment Act 2010. Before you use DAYSPP, you’ll need to contact the Affinity Helpdesk and ask them to:

  • Help you to set the applicable leave types in your system to be paid in days not hours.
  • Enable the relevant pay points to apply this calculation method.

Tip

In the employee masterfile, Scheme 1 records the employee’s RDO scheme and Scheme 2 records their state payroll tax scheme.