October and November 2016

Using Regular Timesheets to Repeat Payments

Location

Main Menu > Payroll > Timesheets

Purpose

Regular timesheets are useful when you need a specific timesheet row to automatically repeat for an employee from pay period to pay period. For example, when an employee has a regular payment that needs to be made every pay cycle and it is not appropriate to add the code to their employee masterfile.

How to use

To set up a regular timesheet, add a timesheet row, including all details, then save it. Select the row then select Options > Regular from the menu. R will appear in the column to the left of the Day column. The next time the period rolls over, the row will automatically re-appear until you select Options > Regular to remove it. You can go crazy and create as many regular timesheet rows as you like.

Learn more about timesheet options in Affinity Help.

 

Grouping Pay Adjustments

Location

Main Menu > Payroll > Timesheets > Pay Adjustments

Purpose

Pay adjustments that are grouped together are treated differently for the purposes of tax, superannuation, banking and allowances/deductions. You can also add an informational code to a group to affect outcomes. For example:

  • Calculate tax based on earnings from pay adjustments added to a specific group.
  • Split superannuation based on superable earnings within each group.
  • Decide where payments are banked, either by allowing banking rules recorded in employee masterfiles to apply, or by adding an informational code such as ALLBAL to the group and letting it work its magic.
  • Decide if allowances and deductions recorded in employee masterfiles will apply to each group, or suppress them by adding an informational code like ALLDED.

For example, an employee has an adjustment to their last pay for a missing timesheet. They are also due to receive a back-dated hourly rate increase from two months ago. By placing these pay adjustments into separate groups, you can apply different informational codes to affect how the payments are treated.

How to use
  1. Place the pay adjustment in edit mode, select the row you want to group then select Options > Grouping from the menu.
  2. Select a group then select OK.
  1. The group letter appears in the G column.
  1. Repeat the process until all rows are grouped. Ungroup at any time by pressing Ctrl G.
  2. Add any required informational codes to the relevant groups. In our example, we want this employee’s bonus to be paid into their balance bank account so we add the ALLBAL informational code to that group.

See Affinity Help for the full procedure. Press F1 from Affinity Payroll to open help.

Ignoring Rate Overrides Entered in Timesheets for Leave Codes

Location

Main Menu > Masterfiles > Allowances and Deductions

Purpose

Used for New Zealand leave codes only. All leave codes in Affinity have a default system rate. A ‘rate override’ is where a value is entered into the Rate field in a timesheet with the intention of overriding the code’s default rate.

When Affinity is first implemented, all leave codes are set up in a way which prevents users from overriding the default rate. However, you can ask the Affinity Helpdesk to configure your system to let users override the default leave rate. After this is configured, a tick will appear in the Use Rate Override for Timesheet RDP option in the code’s Leave tab.

See Affinity Help for more information about pay codes.

Making Affinity Fields Mandatory and/or Retain a History

Location

System > History & Mandatory Field Setup

Purpose

This feature is all about audit and security. A mandatory field is one that must contain data and cannot be left blank. A historical field is one that keeps a history of all changes made to values in that field. Note: only those with access to the System menu can use this feature.

How to use
  1. First, find out the name of the field you are dealing with and the database table it belongs to. Open the screen and hover over the field with your mouse. In this example, PERSON is the table and PAY_POINT is the field name.
  1. Go to System > History & Mandatory Field Setup. Select the table then locate the field.
  1. Right-click the field and select the attribute that you want to apply to it.

Delegating ESS Approval Tasks

Location

ESS > My Tools > Share/Delegate Approvals

Purpose

Managers can opt to delegate approval tasks to another person, including timesheets, leave requests and mileage claims. That person can be a manager or a non-manager (if added to the list of alternate approvers by the ESS Administrator).

How to use
  1. Select My Tools > Delegate Approvals then select Add.
  2. Select the date range of the delegation and the person you are delegating to.
  3. Select the type of delegation (delegate to stop notifications or share to continue receiving notifications). Ensure you select the tasks that you want to delegate (e.g. all approvals or just timesheets).
  1. Select Save then review the delegation.

Clever Forms Elements: Design and Navigation

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 showcase elements that enhance form design and make navigation easier for users.

Section Heading

Creates main sections which are used to organise other form elements.

Sub Heading

Creates sub-sections under main sections.

Separator Line

Provides visual separation between form sections.

Table of Contents

For long forms. Provides a clickable table of contents, allowing users to jump to different parts of the form.

Tip

There’s a fast way to find the fields you want to add to a Query Manager query. Click in the Display Label column then type the first letters of the field (e.g. Sur for Surname). The cursor will automatically move to that field.