2 - TPP Review Business Data

Estimated Time to Complete: 0.5hrs

Quick Overview:

As part of the initial Set-Up of TurnPoint Pay, TurnPoint has collected and added some data related to your business. It is important to ensure that you review this data to make sure it is correct.

Steps:

1. Access the Payroll Settings Tabs
   
   
   
2. Review the following settings:
   
   
   
   1. Details

      • A short video on this setup can be found here.

        This page allows you to enter the following information:

        • Business Name - This is the name that will be shown throughout the system (required);
        • Legal Name - This is the name that will be shown on pay slips;
        • Is this a foreign (overseas) entity? - Select this checkbox if the employing entity is a foreign entity and then select the country of the entity's origin. This step is essential if you have employees classified with the income type "Inbound assignee to Australia" that are employed by this entity as it needs to be reported through STP. Further information on this can be found here.
        • ABN (required);
        • Address;
        • Contact Name;
        • Contact Email Address - All system-generated email notifications (leave, expenses, rostering, etc) will be sent from the email listed on the business details page, except pay slips (if there is a different email set up on the pay slips page). If the email listed here is using a restricted email domain the notifications will be sent from [e-mail]. The reason for this is, due to the sensitive nature of payroll information that will potentially be sent from these email addresses and the likelihood of the emails being treated as spam, we have placed restrictions on the email domains we will allow and therefore what emails can be entered in this field. More information can be found here; 
        • Contact Phone Number;
        • Contact Fax Number;
        • Standard Hours Per Day (required) - This is used to predict leave and predict rates for date rate employees;
        • Work Week; - This will determine the default period end day that the system will use for pay runs and timesheets
        • External ID; - This is used in some cases if integrating with an external system
        • Allow SMS notifications - Check this to allow the system to send SMS notifications to employees on your behalf (charges apply); 
        • Automatically update super rates - From July 1 2013 to 2025, super guarantee rates will increase gradually from 9% to 12%. Check this box if you want the system to update these rates automatically:
          
          
        
        
        
        
   2. Payment Files
      
      
      
      

      • What is each of the ABA settings for?

        The table below provides more information on the purpose of each of the ABA settings:
        
        

        Setting	Required	Description
        BSB Number	YES	The BSB number of the account that payroll payments will be made from
        Account Number	YES	The Account number of the account that payroll payments will be made from
        Account Name	YES	The Account Name of the account that payroll payments will be made from
        Financial Institution Code	YES	The official 3 letter abbreviation of the financial institution that the bank account where payroll payments will be made is registered with. e.g. the official Westpac code is WBC
        Lodgement Reference	YES	The description of the payroll payment will appear on the employee's bank statement. e.g. 'Payroll' or 'Weekly wages'
        Name Of User Supplying File	YES	This is the name of the user or business that is creating the ABA file. The most common value is the business name.
        APCA Number	YES	This is a 6-digit number provided by your bank. If you’re not sure what this number is, you’ll need to contact your bank. It’s often listed on their website and for some banks such as the ANZ you can provide any 6-digit number (such as 000000)
        Include Self Balancing Transaction	NO	Selecting this option adds “Self-balancing” transaction to the end of the ABA file which is required by some financial institutions when generating the ABA files. You’ll need to check with your financial institution to determine if you’ll need to select this option (it’s often available on their website).
        Merge multiple payments for the same account into a single transaction	NO	Select this option if your financial institution requires that only a single transaction be made per account per ABA file. This is occasionally required if you have spouses that have their pay paid to the same bank account, or an employee has multiple payments going to the same bank account. In this case, certain financial institutions require that those payments be merged into a single transaction.

   3. Employing Entities

      • If you pay employees from multiple entities, you may use employing entities to do so. You can set up additional entities and the associated details from the Employing Entities screen. Please Contact TurnPoint to assist in this set-up
        

   4. Pay Schedules

      • Pay Schedules are used to set up pay runs. The pay schedule's settings are used each pay run to calculate what to pay employees. 

        A short video on this setup can be found here.
        
        There is no limit to the number of pay schedules you can create and they can be configured for any combination of pay frequencies so you can have multiple weekly, fortnightly and monthly pay schedules all running at the same time. These pay schedules are linked to the corresponding ATO tax tables. 
        
        

        Adding a Pay Schedule

        To add a payment schedule, click on the "Add" button located on the top right-hand side. You will then be required to configure your pay schedule settings as follows:

        • Name: This is the name the pay run will be called and will be referenced when creating a pay run (so make sure that the pay run is identifiable and recognised by all staff processing pay runs).
        • Frequency: The options here are weekly, fortnightly or monthly. NB. this dictates the calculation of the employees' PAYG so ensure you select the correct frequency. Refer to the end of this article for an additional setting relating to monthly pay frequencies. 
        • Includes employees: Here you can choose from:
          • None: you could choose this option where the pay run is ad-hoc in nature, for eg it is used to process back pays or bonuses/commissions. 
          • Employees with this payment schedule as their default: this is the most common setting and should be chosen where the pay run is regular and employees will always be attached to this pay run.
          • Employees with timesheets in the following locations: This option would be chosen if you want to separate pay run into locations. N.B. If an employee works in more than one location and this setting is chosen, the employee could potentially be processed in more than one pay run in the same frequency and PAYG/super must, therefore, be manually adjusted to ensure the employee is not disadvantaged and the correct calculations are made. If you select this option, you must then enter a location/s. 
        • Pay slip message: you can add a recurring note here that will appear in the 'Pay slip message' area on all pay runs for this pay schedule. This note will, in turn, appear on all employee's pay slips for the pay run. 
        • Pay Run Warnings: By default, all triggered system warnings will be displayed in the pay run. There may, however, be some pay run warnings that are of no relevance to a particular pay schedule and so you would prefer they are not displayed in the pay run at all. This setting allows you to configure what warnings you want displayed in the pay run. Clicking on "here" will open the context panel. Deselect the warnings you do not want appearing in the pay run. A full list and explanation of each pay run warning can be found here.
        • Pay run finalisation settings: The following preferences can be configured to apply to all pay runs in a specific pay schedule:
          • Journals: This option only relates to API-integrated journals. The option to configure journals will not be available for file import journals services eg MYOB. QuickBooks users also will not see this option as the journal export happens automatically as part of the integration.
          • Create pay event: Immediately / later
          • Publish pay slips: Immediately / Manually / Date & time picker
          • Employee notifications: Send / Don’t send (This option won’t display if you have selected 'manual')
          • Report packs: Immediately / Date & time picker / Do not run. If reports are configured to run, you can select the report packs from the available checkboxes. This option will not show if you do not have report packs configured. 

        Once these finalisation settings have been configured, if you set up pay run automation, those settings will flow through to the pay run automation wizard. 

        • Pay PAYG via payment file to a nominated bank account: Select this option if you want the ABA file for that pay run to include the PAYG amount to be transmitted to the ATO at the time of the pay run. If you select this option, you will be required to enter the relevant ATO bank details and reference number. 
        • Pay Run Automation: This setting allows you to choose what components of a pay run you want to be automated, that is run in the background automatically, and what components are to be processed manually. If the pay run is to be processed manually from start to end then no setting needs to change as manual processing is the default setting. Instructions on how to set up an automated pay schedule can be found here.  
        • Pay run approval: Enabling this allows you to nominate specific users that will be required to Approve/Decline a pay run before it can be finalised. Specific details regarding pay run approvals can be found here.
        
        
        
   5. Locations

      • This screen allows you to assign locations to employees which can later be used to report the labour costs of each location.

        A short video on this setup can be found here.

        Note: A location does not have to be a geographical place it can be a branch of your business.

        Add a location

        To add a new location you need to enter the following information:

        • Location name (required field)
        • State
        • Country - this field is only required if you have an employee classified with an income type of  "Foreign employment" and need to record the country where the employee is working and, as a result, is being paid earnings for such work. This is an essential setup for STP reporting. Further information on this topic can be found here. Otherwise, leave the field blank.
        • Time zone 
        • Is a sub-location of (If you want this location to be a sub-location of another).
        • Xero Tracking Category 1 & Xero Tracking Category 2 when this is enabled, option to allow Xero to split pay categories.  
        • This location correlates with a record in another system.
        • Make all sub-locations report to this location - when this is enabled, the report will not split data into sub-locations under this location. All report data will be "rolled up" and included in this location.
        • Make this location available to all employees.
        • General Ledger Mapping Code (see further down for more information on this)
        • Default shift conditions. (Only shows if certain payroll settings apply)

        

        The parent location shows at the top, with sub-locations indented underneath. Additional sub-locations are further indented. For example, the 'Loungeroom' location is a sub-location of 'Kitchen', which is a sub-location of 'Kook Pty Ltd'

        
        

Checklist

You will have completed this step if you have:

1. You have reviewed the following Business Settings:
   
   • Details
   • Payment Files
   • Employing Entities
   • Pay Schedules
   • Locations

Next Article: Installing Awards