Download multiple employee pay slips

Today we’ve launched a handy little feature that allows pay run administrators to download all pay slips for an employee for a given date range.

Simply open the employee file and go to their “pay slips” section and you’ll see a new section for downloading multiple pay slips. Simply enter the date range, click download and KeyPay will generate you a single PDF with all the pay slips for that employee for the given date range

2017-06-29_13-45-49.png

As always, if you have any questions or feedback, please let us know in the comments or via support@yourpayroll.com.au

Pay run inclusion improvements

Pay run inclusions is a powerful feature of KeyPay that allows you to automatically include additional transactions in an employee’s pay so you don’t have to manually add them each week.

In our latest release, we’ve added some great new methods for calculating the pay run inclusion amounts in the pay run.

Inclusions as a percentage of gross

The following pay run inclusions can now be added as a percentage of the employee’s gross earnings:

  • Super adjustments
  • Tax adjustments

 

2017-06-28_17-06-17

Being able to adjust tax on the gross amount of an employee makes it easy to add ATO garnishee amounts or percentage based employer contributions

Inclusions as a percentage of ordinary time earnings

The following pay run inclusions can now be added as a percentage of the employee’s ordindary time earnings.

  • Super adjustments
  • Tax adjustments
  • Deductions

2017-06-28_17-10-27

This is a great time saver as it means you can add an employer contribution or deduction based only on an employee’s ordinary time earnings and not have to worry about over adjusting when an employee is paid a bonus or works over time.

In addition, these deduction amounts also work with the existing features for pay run inclusions such as start dates and cap amounts so you get complete control over these pay run inclusions.

As always, if you have any questions or feedback, please leave a comment or drop us a line via support@yourpayroll.com.au

ABA File Enhancements

We’ve recently added a couple of handy changes to ABA files in KeyPay which make it easier for you and your employees to identify payroll payments.

Dynamic lodgement references

We’ve always had the ability to specify the lodgement reference in you ABA files, but this was just static text, which didn’t make it easy for employees to track and identify payments. We’ve now added the ability to dynamically append the following fields to the lodgement reference that will appear on the employee bank statements:

  • Pay period ending
  • Payment date
  • Employee Id

image

Dynamic self balancing transaction reference

In addition to using a dynamic lodgement reference, some banks use the reference in the “self balancing transaction” line to identify the payments in the payee account. We’ve also added the ability to add a custom reference and append:

  • Pay period end date
  • Payment date
  • Pay run Id

image

These changes are now available to all KeyPay users. As always, if you have any feedback, please leave a comment or drop us a line via support@yourpayrol.com.au

Introducing the gross to net report

Reporting isn’t always the most flashy payroll component, but a good suite of reports can give you previously unknown insights into how your payroll is operating. To help you get a clearer picture of your payroll, we’ve introduced the all new gross to net report. The gross to net report allows you to quickly look at the breakdown of every component of your payroll and see how you get from the gross payroll figure, to the net payments being made to your employees.It also includes a couple of bonuses, like being able to break your payroll down by location and also to see the ‘real cost’ of your payroll by including super and payroll liabilities.

Key Features

Pay category break down

The gross to net report shows a break down of earnings in each pay category so you can quickly and see how much overtime was paid, how many bonuses and even how much leave has been paid for a given pay period.

image

You can also choose to select specific pay categories so you can focus just on those and all other pay categories will be grouped in an “other” column.

Location grouping

The gross to net report lets you drill down into your payroll data and see the payroll costs for a given location, complete with subtotals. You can even drill down and see the employee details for each location

image

Super Break Down and Total Gross

In addition to being able to see the net earnings, you can also see the super contribution break down and the “total gross plus super” amounts. This gives you a complete picture of the payroll costs for your business.

image

 

in addition, you can filter by employee, pay category and run the gross to net report for multiple date ranges. You can add the gross to net report to your report packs, and of course, export to excel. Note – the gross to net report is not available as a PDF export

The gross to net report is currently available to all KeyPay users on all plans. As always, we’d love to hear your feedback in the comments or via support@yourpayroll.com.au

Introducing employee onboarding

It’s always exciting when new employees start, but in the past, more employees has also meant more paperwork for employers.

With the release of employee onboarding in KeyPay, employers can say goodbye to the paperwork associated with hiring new employees. Employee onboarding, lets employers manage the onboarding process from start to finish right within KeyPay.

How does it work?

Getting started with employee onboarding couldn’t be easier. Simply log in to KeyPay, click on the “Employee menu” –> “Start Employee Self Setup”

image

Enter some basic employee details and click “Save”

image

Once you click save, employees will be sent an email with instructions on how to complete their details.

image

You’ll be sent an email once employees have completed their setup and from there, you’ll be able to review and complete the employee setup, ready for the next pay run!

What information can employees complete?

image

In addition to providing their standard contact details, employees can enter all the details they need to get paid including:

  • Personal details
  • Bank accounts
  • Super funds (including SMSF)
  • Emergency contact details (optional)
  • Qualifications (optional)

All employees need to get started are an email address and a web browser. No apps, no logins or passwords, no hassle.

What about tax file declaration forms?

One of the best features about employee onboarding is that it eliminates the need for a paper tax file declaration form. If an employee supplies their mobile phone number, we’ll send them a verification code during the setup process to confirm their identity and once they’re verified, you can submit their details direct to the ATO using the inbuilt SBR lodgement and you’re done.

image

 

Employee onboarding not only the simplest way to onboard new employees, setting up super funds and tax file declaration lodgement ensures you’ve met your reporting obligations. The best part is that employee onboarding is available right now to all KeyPay users. As always, if you have any questions or feedback, please let us know in the comments or via support@yourpayroll.com.au

The new employee portal is now live

As announced last week, we’ve been working hard on an all new version of the employee portal which we’re excited to announce has just gone live!

The new employee portal hasn’t just been given a new coat of paint. There’s a number of key UI improvements that will make the employee portal an indispensable tool for your employees.

Improved layout

The new employee portal has an improved layout, which moves the nav bar to the left, which allows us to take full advantage of high resolution displays. The layout is also responsive, which means it’ll also work well on mobile devices.

image

 

Context panels

The new employee portal uses context panels extensively for complex actions to make it easier to perform complex actions such as applying for leave and submitting expense claims.

image

Enhanced calendar

The new employee portal also has an all new calendar which displays your upcoming pays, shifts and availability. You can also view other staff leave (if enabled) and of course, track your own leave

image

 

The new employee portal is available to all KeyPay users right now and as always, we’d love to hear your feedback on the employee portal so please leave a comment or send us an email via support@yourpayroll.com.au

The employee portal is getting a make over

Over the last few months we’ve been updating the employee portal with a more modern look and feel. We’ll be launching the new look employee portal on Wednesday, May 24th and as such, we’re giving our customers and partners advance notice to make any necessary preparations.

Why are we changing the employee portal?

The employee portal is one of our most used features with thousands of employees logging on every month to check pay slips, record timesheets and request leave. With so many users, we want to ensure we’re giving these clients the best user experience possible and these changes aim to address a number of performance, layout and usability issues with the old format. In addition, the new format allows for an improved overall layout which makes it easier for employees to use.

What’s changing in the employee portal?

There are a number of key changes that will be made in the new employee portal, however it’s important to note that all existing functionality will remain. Some functions may have changed slightly or appear differently, but employees will still be able to do all the things they were previously able to. The key changes to the employee portal are:

  • Overall styling has been changed with a new modern design and consistent look and feel throughout the portal
  • The navigation bar has been moved to the left and text has been replaced with icons
  • Pages are now full width, rather than fixed width, allowing the layout to adapt for larger monitors
  • The layout of certain pages will be optimised for easier use and navigation

Overall, the goal has been to improve the usability and design on the layout without changing the functionality

Who will get the new employee portal?

When the new employee portal rolls out on May 24th,  it will be immediately available to all employees. It will not be possible to revert to the old design so it’s important that you communicate these changes to your clients and employees before May 24th.

What does the new employee portal look like?

There are a few screen shots below of what the new employee portal will look like

 

image

Employee portal dashboard

image

Timesheet editor

image

Expense claims

image

Leave requests

 

As always, we’d love to hear your feedback or questions in the comments or via support@yourpayroll.com.au

View previous and upcoming shifts in WorkZone

If your employees are using WorkZone to keep track of when they’re working next, they’re going to love our latest WorkZone release. In addition to being able to view their shifts for their current week, employees are now able to view the upcoming shifts and previous shifts.

IMG_4760 IMG_4761

When looking at the shifts in WorkZone, employees can tap or swipe on the header to navigate to the previous or upcoming weeks and view the shifts they’ve been assigned.

At the moment this feature is only available for the iOS version of WorkZone and will be available for Android in the coming weeks.

As always, we’d love to hear your feedback in the comments or via support@yourpayroll.com.au

Expense claims are now available for WorkZone

The WorkZone team have been at it again and we’re excited to announce that expense claims are now available within our latest WorkZone release for both Android and iOS. With expense claims for WorkZone, employees can take a photo of their receipts, fill in the details and submit the expense claim from right within the app.

IMG_4757

Not only does WorkZone allow employees to submit individual expense claims, but if you’re submitting a monthly expense report, you can enter in multiple receipts and line items per expense claim, making it super simple to submit complex expense claims. Just like in the employee portal, employees can also allocate tax codes to their expense claims, reducing processing errors and manual handling.

IMG_4758

Once an expense claim is submitted, managers get an email notification and employees will get a notification on their phone letting them know expense claims have been approved.

Finally, employees can review their expense claims in WorkZone so they’ll have a quick and easy way to see what expense claims have been paid and which ones are outstanding.

We’re really excited to launch expense claims for WorkZone and would love to hear your feedback in the comments or via support@yourpayroll.com.au

Keep ahead of your pay runs with pay run tasks and calendar feeds in KeyPay

When you manage payroll, it can be tricky to keep track of all the things that need to happen on pay day to ensure your staff are paid accurately and on time. Ad hoc requests for pay changes, bonuses, leave and birthdays can come in at any time and when they’re added on top of your normal payroll processes, it can be easy to lose track of key payroll tasks. To help, we’ve added two great new features that will keep you one step ahead on pay day.

 

Calendar Feeds

The first feature we’ve launched to help keep you organised on pay day is calendar feeds. Calendar feeds allow you to sync key payroll dates with your calendar so you never miss an important event again. Today, we’ve launched the following calendar feeds:

  • Approved leave
  • Pay runs
  • Birthdays

Setting up a calendar feed is simple and once setup, you can share them with anyone.

image

You can even use the birthday and approved leave calendar feeds with employee groups to allow finer control over the events that show in a calendar feed.
Here are some examples of when you might like to use a calendar feed:

  • to share the “pay run” calendar feed with employees so then know when the next pay day will be
  • share an “approved leave” calendar with managers so they can get a reminder when employees are coming up to take leave
  • keep track of employee birthdays so you can review age based employee rates

Once the feed has been added to your calendar, they’ll show up just like a regular event

image

 

You can find more about setting up and configuring calendar feeds  on our knowledge base

 

Pay run tasks

The second feature we’re releasing today to help keep you on track on pay day is pay run tasks. As a payroll manager, you get requests coming in all the time from staff that can potentially affect your pay runs. Ad hoc requests to add a child support payment or adjust a salary sacrifice super amount or to change an employee bank account. Sometimes these things can be done in advance, but sometimes you need to adjust them in a pay run.

On top of this, you have the normal things you have to do like check the bank account for funds, review timesheets to ensure they’re all approved, check for employees taking more leave than they should and more. These are standard operating steps that can easily be forgotten or missed on each pay run.

Pay run tasks makes it easy to track all your payrun processing steps by allowing you to setup recurring and one off pay run tasks that can be applied to the entire pay run or specific employees.

From within the task management screen, you can quickly add new tasks as well as review upcoming tasks for a given pay run

image

Then when you go to process a pay run, the task list will be present and you’ll be able to view which tasks need to be completed

image

You can also quickly see which employees have a task assigned as they’ll have the “tasks” indicator next to their name in the pay run

image

 

Finally, you can review the tasks that were complete in the pay run audit report.

 

image

 

We hope these features greatly improve the way you’re able to manage your payroll. As always, if you have any questions or feedback, please let us know in the comments or via support@yourpayroll.com.au