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					                                              eduPay
                                           User Guide


Version 1.9

15 April 2011                          Deductions
Audience: School / Central operators
Table of Contents
1     General Information on Deductions ........................................................................................................3

    1.1      Rules Relating to Deductions ............................................................................................................. 4

2     Enter a Deduction .......................................................................................................................................5

             What If ….? .........................................................................................................................................10

3     Superannuation .........................................................................................................................................12

             What If ….? .........................................................................................................................................14

4     Enter a Single Deduction for Multiple Employees ................................................................................15


5     Appendix 1: Deductions Table................................................................................................................18




Deductions                                                   Version 1.8 – 15 April 2011                                                            Page 2 of 35
1 General Information on Deductions


        Employees may have set amounts deducted from their fortnightly salary and
        forwarded to approved organisations. Deductions are distinct from One Off Payments
        as they last for more than one pay cycle. They can be:
             •   automatically taken based on a set of predefined criteria
             •   assigned specifically for an employee.
        All Deductions must be authorised by the staff member. This is done by completing a
        Deduction Authority Form.
        There are specialist user groups who have access to view and assign particular
        Deductions. Your ‘user role’ in the system determines the Deductions that you can
        view and assign.
        One Off Deductions are managed as one time Positive Inputs (e.g. Overpayment
        Recovery). Refer to the One Off Payments User Guide for details on Positive Inputs.
        The automatic processing of certain Deductions (e.g .Tax) are visible through a review
        of the employee’s payroll results.
        Allowances (Earnings) and Deductions are collectively called Elements in eduPay.

    Table of Deductions
        A table of Deduction codes is provided in the Appendix. The table indicates which
        roles can enter a deduction and highlights which deductions are system calculated
        and which require a value to be added.




Deductions                           Version 1.8 – 15 April 2011                   Page 3 of 35
 1.1 Rules Relating to Deductions

    Processing of Deductions
        Deductions are:
             •   processed if the Deduction Assignment and the employee are active at
                 anytime in the pay period
             •   taken from an employee’s pay in a designated order
             •   processed in the following pay period if they are entered after pay
                 confirmation.
        All Deductions must have a Begin Date. Deductions do not require an End Date.
        If an employee has insufficient net pay for a deduction to be taken, a partial amount
        will be taken.
        Where the Department is the recipient and the employee has insufficient net pay, the
        amount that has not been deducted will be placed into arrears. If a Deduction
        Assignment is in arrears, the amount deducted from an employee’s next pay will be
        limited to twice the amount of the normal Deduction Assignment.
        Deduction Assignments (e.g. Health, Charity) are processed at the pay period end
        date if it’s active even if the employee is terminating prior to the pay period end
        date.
        The whole deduction amount will be deducted if the employee is terminated even if
        they are terminated part way through the pay period.

    Goal Balances:
        Some deductions have a requirement to be paid over a period of time e.g. a Laptop.
        The deduction is set up with a Goal Balance that specifies an amount to be
        deducted for each pay period. When the goal amount is reached, eduPay ceases to
        take amounts from the pay for that Deduction Assignment.

    Saving Deductions:
        Deductions cannot be saved if an employee is on Extended Unpaid Leave.

    Overpayments:
       Do not put an End Date to repay overpayments as there is an automatic process to
       end this type of deduction. Refer to the Overpayments and Underpayments User
       Guide for information on Overpayment Deductions.




Deductions                            Version 1.8 – 15 April 2011                      Page 4 of 35
2 Enter a Deduction


    Process Overview:




    Key Points:

        •    Deductions do not require an End Date – the system will cease payments once
             the Goal Amount is reached
        •    Ensure you search for a deduction before adding a new one for an employee
        •    One off Deductions are entered via the Positive Input pages
        •    Use the Deductions Table in Appendix 1 for information on each deduction
             element.



                  Employee Data Management > Payee Management >
                  Employee Element Assignment




    1. Find and open the employee record.

        The Element Assignment by Payee page displays. This shows the employee’s current
        Earnings and Deductions.




Deductions                          Version 1.8 – 15 April 2011                  Page 5 of 35
     2. Check the Element Assignment by Payee page to ensure the deduction is not
             currently assigned to the employee for the dates required.


     3. Click                               .

        The Select an Element page displays:




     4. Select Deduction as the Entry Type.

     5. Enter the deduction as the Element Name

              Click   and select from the list of available options.

              See the Appendix for a full list of Element Names.


     6. Click                .

        The Element Detail page displays:




Deductions                             Version 1.8 – 15 April 2011          Page 6 of 35
     7. Enter a Begin Date.

        This is the date on which the deduction should begin. The first Sunday of the Pay
        Period.

   Note:      An End Date is not required – the system will cease the deduction once the Goal Amount
              is reached.


     8. Select Numeric as the Amount Type.

     9. Enter the fortnightly amount of the deduction in the Amount Value field.

        The Amount Value will be deducted from the employee’s salary each pay period.

             Do not enter an amount with more than two decimal places. These are monetary
             amounts and entering amounts with greater than two decimal places will cause rounding
             errors in eduPay.




     10. Click       to enter notes if required.

        The Notes for Element Assignment page displays:




     11. Click               to return to the Element Detail page.

     12. Enter Goal Amount.

        The Goal Amount is the total value of the deduction.

   Note:      Some Deductions display with a Goal Amount (applies to Central HR only). In these
              cases, enter the Deduction as usual.

              When the Goal Amount is reached, the Deduction ends.




Deductions                             Version 1.8 – 15 April 2011                       Page 7 of 35
     13. Click                 .

        The Add Deduction Recipients page displays:




        The Add Deduction Recipients page is used to select the recipient of the Deduction.
        All Deductions must have a recipient selected from this page.

     14. Enter the Recipient ID.

        Click    and select from the list of available options.


     15. Click                 .

        The Payee Recipient page displays:




        The Payee Recipient page is used to enter the membership number for the recipient.

     16. Enter the recipient’s Membership ID.

        The Membership ID is an optional field; however, entry ensures the deduction is for-
        warded to the correct account.


     17. Click             .

        The Element Assignment by Payee page redisplays.
        The new Deduction appears in the Assignments list:




Deductions                           Version 1.8 – 15 April 2011                    Page 8 of 35
     18. Click          .

        This saves the Deduction, the Recipient and the Membership Number for this
        employee.

     19. Review Certification Messages.

        View the Payee Certification Messages the day after input to check for errors,
        warnings or information relating to the change.



                 Employee Data Management > Payroll Results > Certify
                 Payroll



        Review the Payroll Certification User Guide for more details.

     20. Review Payroll Results.

        View the Results by Calendar page which will display all amounts that will be paid in
        that pay period.



                 Employee Data Management > Payroll Results > Results by
                 Calendar Group



        Review the Payroll Results User Guide for more information.




Deductions                          Version 1.8 – 15 April 2011                    Page 9 of 35
What If ….?
             Scenario                                            Action
         The Deduction      End dates need to be the last Saturday of the pay period.
         must end?
                            Enter the transaction at any time before payroll calendar
                            group finalisation and the deduction will be processed.
                            To end a Deduction:
                               1. Locate the Deduction record in eduPay.
                               2. Enter an End Date for the Deduction. (Use the last
                                   Saturday of the Pay Period as the End Date)
                               3. Save the changes.
                               4. Confirm the changes in the Certification Message and
                                   Payroll Results the next day.

         The Deduction is   If the Deduction is a one off Deduction, enter it as a one off
         a One Off          deduction on the Positive Input page. See the One Off
         Deduction?         Payments User Guide.
         The employee       If this Deduction is already allocated, then update the End
         already has the    Date or delete the Deduction accordingly. See the What If
         Deduction?         below.
                            Note: eduPay allows entry of more than one Deduction of the
                            same type.
         A change to a      To update or delete an Deduction which has not yet been
         Deduction is       paid:
         required in the       1. Ensure the pay has not yet been finalised.
         current Pay
         Period?               2. Locate the Deduction in eduPay.
                               3. To Delete, click the Delete Row         button. This displays
                                   next to each Deduction, or
                                   To Update, open the Deduction and make the
                                   required changes.
                               4. Save the update. Check the Certification Messages
                                   and Pay Results on the next day.


         The Deduction      If a Deduction amount has changed, the current Deduction
         must be            must end and a new Deduction must be entered:
         updated?              1. Locate the Deduction record in eduPay.

                               2. End the Deduction by adding or updating the End
                                  Date. (Use the last Saturday of the Pay Period as the
                                  End Date).
                               3. Save the changes.
                               4. Click         to Create a new Deduction and enter the

Deductions                         Version 1.8 – 15 April 2011                         Page 10 of 35
             Scenario                                              Action
                                     new details. (Use the first Sunday of the Pay Period as
                                     the Begin Date).
                                 5. Confirm the changes in the Certification Message and
                                    Payroll Results the next day.
                              Note: If the steps above are not followed, there will be no
                              historical record for the previous Deductions. No retrospective
                              payments occur for changes to Deductions.
         The Deduction        To delete a Deduction which has not yet been paid:
         needs to be             1. Locate the Earning in eduPay.
         deleted, (e.g. it
         has been added          2. Click the Delete Row              button. This displays next to
         for the wrong               each Deduction.
         person) prior to
         pay finalisation?       3. Save the deletion. The Deduction will be deleted from
                                     the employee’s record.

         The Deduction        The deduction needs to be recovered from the recipient via
         needs to be          a manual process.
         deleted but the
                              Reimburse the deduction to the employee via a One Off
         pay has been
                              Positive Input. Refer to the One Off Payments User Guide for
         finalised?
                              information on One Off Positive Inputs.
         The nominated        If the recipient identified by the Employee is not one of the
         recipient            organisations that the Department has endorsed (i.e. it is not
         organisation or      listed in eduPay) reject the new Deduction request and return
         company is not       it to the employee.
         listed in eduPay?
                              Note: A different process is followed if a Superannuation
                              recipient is not listed. See the Superannuation Deduction
                              What If…? for more information.
         The employee’s       Notify the employee that there is insufficient pay remaining
         net pay is less      for the new Deduction. Explain that this is due to their existing
         than the             allocated Deductions.
         Deduction?
                              This can only be determined after viewing Payroll Results or
                              manual calculation.
         A new Recipient      To change a recipient for a Deduction e.g. employee
         is required for an   changes Health or Superannuation fund:
         existing                1. Locate the Deduction record in eduPay.
         Deduction?
                                 2. Enter an End Date for the Deduction.
                                 3. Enter a new Deduction with the new Recipient.
                                 4. Save the changes.
                                 5. Confirm the changes in the Certification Message and
                                     Payroll Results the next day.




Deductions                           Version 1.8 – 15 April 2011                              Page 11 of 35
3 Superannuation


    Employer Superannuation Guarantee Contribution (SGC) payments


        For all employees (other than Principal Class, Executive Class and Executive Officers)
        who are not members of defined benefit schemes, the SGC Deduction is assigned.

   Note:     A Choice of Super Fund form must be completed by the employee, whether they choose
             VicSuper or another fund.



        HR Administrators (at the school or in Corporate HR) enter the SGC deduction for new
        employees in eduPay ONLY where:

        •    the employee has indicated on the Choice of Super Fund form that Vic Super is
             the fund for employer super
        •    or in the case where the employee has not provided a completed Choice of
             Super Fund form, to ensure SG compliance. The membership number is not
             required for the Deduction to save in the system. The membership number can be
             added once the Choice of Super Form is returned by the employee.
        HR Administrators (at the school or in Corporate HR) enter the SGC deduction for
        existing employees in eduPay ONLY where:

        •    the employee has indicated on the Choice of Super Fund form that they wish to
             switch from their current super fund to Vic Super for employer super.
        If the employee has selected a super fund other than Vic Super on the Choice of
        Super Fund form, then this form is to be forwarded to the Superannuation Officer for
        actioning.
        Central HR performs the end dating of the SGC deduction and carries forward the
        details to the SGC Contract deduction for non Defined Benefits Scheme members.
        For Defined Benefit Scheme members, the process is that Central HR would enter the
        appropriate SGC CON deduction depending upon the specific Defined Benefit
        Scheme (e.g. SGC CON NEW, SGC CON REV or SGC CON SRB). The Superannuation
        Officer does not manage the contract SG deductions, but is on hand to provide
        advice if required.
        Central HR enters the SGC Contract deduction for newly appointed contracted
        employees. If a scheme is not already listed for the SGC Contract deduction, they will
        discuss this with the Superannuation Officer who will set the new one up, and then
        advise Central HR to continue the process.


        Superannuation is processed the same as any other Deduction. Refer to the Enter a
        Deduction section.



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        To enter the SGC employer Deduction:

     1. Assign the Deduction to the employee.

        Do not enter a base, percentage, or amount for the Deduction. eduPay will correctly
        calculate the amount to pay based on the legislative requirements.



     2. Select the correct recipient (Superannuation Fund) for payments.

        The recipient for the employee’s SGC should be the Superannuation Fund indicated
        on the Choice of Superannuation Fund, Standard Choice form. Use VPL for VicSuper.



     3. Enter the employee’s Fund Membership number.


     4. Click                .

        The Element Assignment by Payee page displays.

     5. Click            .

   Note:     When an employee is terminated all Deductions, except for Superannuation, are
             automatically end dated inline with the termination record, unless there is a pre-existing
             future dated rehire record for that employee.




Deductions                             Version 1.8 – 15 April 2011                           Page 13 of 35
What If ….?
              Scenario                                             Action
         The nominated        If the recipient identified by the employee is not one of the
         Superannuation       organisations that the Department has endorsed (i.e. it is not
         fund is not listed   listed in eduPay) contact the Superannuation Officer in HR
         in eduPay?           Services to confirm if the Superannuation fund is compliant. If
                              the Superannuation fund is compliant, it will be added into
                              eduPay by the appropriate administrator within Head Office.
                              This process requires appropriate paperwork to validate the
                              fund. Forward the paperwork directly to the DEECD
                              Superannuation Officer.
         The membership       Employees are required to submit fully completed Choice of
         number has not       Superannuation forms. If the membership number is missing,
         been provided?       advise the employee that a membership number is required.




Deductions                           Version 1.8 – 15 April 2011                      Page 14 of 35
4 Enter a Single Deduction for Multiple Employees


        eduPay allows users to enter a single Deduction for multiple employees at the same
        time. When entering a Bulk Deduction the Deduction is selected and multiple
        employees can be assigned to that Deduction without the need to search for the
        Deduction again.

    Overview:




    Key Points:

        •    The Bulk Deduction is entered on the Assignment by Element page.
        •    Select the Element first, then the employee who requires the Deduction.
        •    After the Deduction has been added for the first employee, subsequent
             employees can be entered.




                  Employee Data Management > Payee Management >
                  Assignment by Element




        The Cust Payee Assignment by Element page displays:




     6. Click             .

     7. Select the required Earning or Deduction.

        The Payee Assignment by Element page displays:


Deductions                          Version 1.8 – 15 April 2011                    Page 15 of 35
     8. Click                            .

        The Select Payee page displays:




     9. Enter the employee ID in the EmplID field.

     10. Enter the Begin Date of the Deduction as the Begin Date.


     11. Click            .

        The Element Detail page displays.

     12. Enter the Deduction.

        Use the steps outlined in the Enter a Deduction section.
        When the element has been added, the Payee Assignment by Element page
        redisplays:




Deductions                          Version 1.8 – 15 April 2011           Page 16 of 35
     13. Click                          .

        Repeat the process for all employees receiving the Deduction including adding a
        recipient and membership numbers.


     14. Click         .

     15. Review Certification Messages.

        View the Payee Certification Messages the day after input to check for errors,
        warnings or information relating to the change.

                 Employee Data Management > Payroll Results > Certify
                 Payroll



        Review the Payroll Certification User Guide for more details.

     16. Review Payroll Results.

        View the Results by Calendar page which will display all amounts that will be paid in
        that pay period.

                 Employee Data Management > Payroll Results > Results by
                 Calendar Group



        Review the Payroll Results User Guide for more information.




Deductions                          Version 1.8 – 15 April 2011                    Page 17 of 35
5 Appendix 1: Deductions Table


General
        The assignment of each Deduction, either as an Ongoing Deduction or One Off Deduction, is
        limited by the role of the user within eduPay. Only the Deductions to which the user has access
        will be available for selection.
        Some Deductions are applicable to specific groups of employees. If a Deduction is assigned
        to an employee who is not within this specific group a Certification Message will be
        generated.
        When entering an amount for ongoing Deductions enter the amount to be deducted in that
        fortnight from the employee’s pay. All ongoing Deductions must have a recipient assigned for
        the Deduction to be saved, Membership number is not mandatory as it only applies to certain
        Deductions.
        When entering a One Off Deduction (using Positive Input), enter the amount to be deducted
        in that fortnight. Recipients for One Off Deductions are configured within eduPay.
        Some Deductions are automatically generated by eduPay. These include Taxation, HELP and
        SFSS Deductions. These deductions are based on the employee’s taxation record. Refer to
        Taxation Details User Guide for more information. These are not included in the list below as
        they cannot be user entered.
        Central only – some Deductions have been set up to enable Goal Balance processing. Enter
        the Goal amount to be recovered and the fortnightly amount entered will be deducted each
        fortnight until the whole amount is deducted. If a Goal amount is not entered the fortnightly
        amount will be deducted until the Deduction is end dated manually by the user. Some
        Deductions should always have a Goal amount entered, in others it is optional, these are
        indicated below.


Deductions                                                   Version 1.8 – 15 April 2011                  Page 18 of 35
        If an ongoing Deduction with a Goal Balance entered exists users should not enter the same
        Deduction as a Positive Input. This will interfere with the automatic Goal Balance processing by
        eduPay.
        Deductions are taken from an employee’s pay in a pre-designated order. If the employee has
        insufficient pay some deductions may not be taken at all, or may be partially taken,
        depending upon the set up of the individual deduction.
        HR Administrators must follow the “How to Enter” instructions exactly as the system will allow
        saving with missing data. The deduction will not be taken if data is required and not entered.
        No error or warning messages will be generated for the HR Administrator to identify an error.




Deductions                                                       Version 1.8 – 15 April 2011               Page 19 of 35
Deductions
PI = One Off Earning, enter via Positive Input.
Amnt/Value Req’d = Data Entry Required
Current Pay End = Will only process if deduction is current at Pay Period End date
Partial = If employee has insufficient pay will a partial amount be deducted?
Arrears = If employee has insufficient pay will undeducted amount be placed into arrears?

                                                             Amnt/Value      Current
     Element            Description           Availability                                 Partial   Arrears                   How to Enter
                                                               Reqd          Pay End
                                           S’Annuation                                                         PI - Enter the Amount = One off Amount to
                                                                  Y
 ARR SGC            Arrears SGC            Officer                                                             be deducted in that pay
                                                                                                               Enter the Amount Value = fortnightly
                    Arrears SGC            Central                Y                                    Y       amount
 ARR SGC CON        Contract                                                                                   Always Enter Goal Amount
                                                                                                               Enter the Amount Value = fortnightly
                    Arrears SG Cont.       Central                Y                                    Y       amount
 ARR SGC NEW        Prin/EO-NewSc                                                                              Always Enter Goal Amount
                                                                                                               Enter the Amount Value = fortnightly
                    Arrears SG Cont.       Central                Y                                    Y       amount
 ARR SGC REV        Prin/EO-Revis                                                                              Always Enter Goal Amount
                                                                                                               Enter the Amount Value = fortnightly
                    Arrears SG Cont.       Central                Y                                    Y       amount
 ARR SGC SRB        Prin/EO-SERB                                                                               Always Enter Goal Amount
                                                                                                               Enter the Amount Value = fortnightly
                    Arrears SG Cont.       Central                Y                                    Y       amount
 ARR SGC TRAN       Prin/EO-Trans                                                                              Always Enter Goal Amount


Deductions                                                         Version 1.8 – 15 April 2011                                                        Page 20 of 35
                                                         Amnt/Value     Current
     Element        Description         Availability                                  Partial   Arrears                   How to Enter
                                                           Reqd         Pay End
                                                                                                          Enter the Amount Value = fortnightly
                                      Central                Y                              Y             amount
 ATTACH ORDER   Attachment Order                                                                          (Optional) Enter Goal Amount
                                                                                                          PI - Enter the Amount = One off Amount to
                                                                                                          be deducted in that pay
                                      Payroll Support
                                                             Y                              Y             Ongoing - Enter the Amount Value =
                                      Central
                Conduct & Ethics                                                                          fortnightly amount
 C&E FINE       Fines                                                                                     Always Enter Goal Amount

                                                                                                          Enter the Amount Value = fortnightly
                Private Vehicle Car   Central                Y                              Y     Y
                                                                                                          amount
 CARPRK         Parking

                                                                                                          Enter the Amount Value = fortnightly
                                      Schools, Central       Y               Y              Y
                                                                                                          amount
 CHARITY        Charity
                                                                                                          Enter the Amount Value = fortnightly
                                      Central                Y               Y              Y             amount
 CHILDSUPPORT   Child Support                                                                             (Optional) Enter Goal Amount

                                                                                                          No additional data entry required eduPay
                                      Central                N               Y              Y     Y
                                                                                                          will deduct the correct amount
 CLUB ED        Club Education


                                                                                                          Enter the Amount Value = fortnightly
                Other Club            Schools, Central       Y               Y              Y     Y
                                                                                                          amount
 CLUB OTHER     Membership




Deductions                                                    Version 1.8 – 15 April 2011                                                        Page 21 of 35
                                                       Amnt/Value     Current
     Element        Description       Availability                                  Partial   Arrears                    How to Enter
                                                         Reqd         Pay End
                                                                                                        Enter the Percentage, eduPay will calculate
                                                                                                        the Base which is calculated from the
                                    Payroll Support
                                                                                                        Employee’s Gross – pre-tax deductions – Tax
                                                           Y                              Y
                                                                                                        If Amount Value entered this will override
                                    Central
                                                                                                        the calculated amount.
 COURT ORDER    Court Order                                                                             (Optional) Enter Goal Amount
                                                                                                        Enter the Amount Value = fortnightly
                                                                                                        amount
                                                                                                        This should only be used for existing
                                    Schools, Central       Y               Y              Y
                                                                                                        deductions. New requests should be
                                                                                                        through banking distributions which the
 CREDIT UNION   Credit Union                                                                            employee can update via ESS.
                                                                                                        PI - Enter the Amount = One off Amount to
                                                                                                        be deducted in that pay
                                                                                                        Ongoing - Enter the Amount Value =
                                                                                                        fortnightly amount
                                    Payroll Support        Y                              Y
                                                                                                        Always Enter Goal Amount
                                                                                                        Do not use this deduction to record the
                                                                                                        recovery of Net Pay paid off system, use the
 DET MISC       DET Miscellaneous                                                                       deduction OTH PST TAX.
                                                                                                        Ongoing - Enter the Amount Value =
                Payment Summary     Payroll Support        Y                              Y     Y       fortnightly amount
 DET PAYG       Replacement                                                                             Always Enter Goal Amount




Deductions                                                  Version 1.8 – 15 April 2011                                                         Page 22 of 35
                                                         Amnt/Value     Current
     Element          Description       Availability                                  Partial   Arrears                   How to Enter
                                                           Reqd         Pay End
                                                                                                          Enter the Amount Value = fortnightly
                                      Central                Y                              Y     Y
 EXEC CAR       Executive Car                                                                             amount


                                                                                                          Enter the Amount Value = fortnightly
                Car Packaging Post-   Central                Y
                                                                                                          amount
 EXEC CAR PST   Tax
                                                                                                          Enter the Amount Value = fortnightly
                                                                                                          amount
                                      Central                Y                              Y
                FBT owed to DEET                                                                          Always Enter Goal Amount
 FBT OWED PRE   (pre tax)                                                                                 (Used to recover arrears)
                                                                                                          Enter the Amount Value = fortnightly
                                                                                                          amount
                                      Central                Y                              Y
                FBT owed to DEET                                                                          Always Enter Goal Amount
 FBT OWED PST   (post tax)                                                                                (Used to recover arrears)
                                                                                                          Enter the Amount Value = fortnightly
                Fringe Benefits Tax   Central                Y                              Y     Y       amount
 FBT PRE        (pre tax)                                                                                 (Optional) Enter Goal Amount


                                                                                                          Enter the Amount Value = fortnightly
                                      Schools, Central       Y               Y              Y
                Health / Medical                                                                          amount
 HEALTH         Insurance

                Health/Medical Ins                                                                        Enter the Amount Value = fortnightly
                                      Central                Y               Y              Y
 HEALTH PRE     (pre tax)                                                                                 amount

                                                                                                          Enter the Amount Value = fortnightly
                                      Schools, Central       Y               Y              Y
 INSURANCE      Insurance                                                                                 amount


Deductions                                                    Version 1.8 – 15 April 2011                                                        Page 23 of 35
                                                       Amnt/Value     Current
     Element        Description        Availability                                 Partial   Arrears                   How to Enter
                                                         Reqd         Pay End
                                                                                                        PI - Enter the Amount = Amount to adjust
                                                                                                        liability to the department will not deduct
                                     Central               Y
                                                                                                        from pay (used for manual retrospective
 LIAB ADJ CFY   Liab Adj Curr FY                                                                        processing)
                                                                                                        PI - Enter the Amount = Amount to adjust
                                                                                                        liability to the department will not deduct
                                     Central               Y
                                                                                                        from pay (used for manual retrospective
 LIAB ADJ PFY   Liab Adj Prev FY                                                                        processing)
                                                                                                        PI - Enter the Amount = Amount will adjust
                                                                                                        Tax for the Lump Sum E Tax earning entered
                                     Central               Y
                                                                                                        (UNDERPAY LSE), (used for manual
 LSE ADJ        Lump Sum E Tax Adj                                                                      retrospective processing)
                                                                                                        PI - Enter the Amount = Amount will adjust
                                                                                                        Tax (used for manual retrospective
                                     Central               Y
                Marginal Tax Adj                                                                        processing) This amount must be entered as
 MARG ADJ OP    Overpayment                                                                             a negative value.
                                                                                                        PI - Enter the Amount = Amount will adjust
                Marginal Tax Adj     Central               Y                                            Tax (used for manual retrospective
 MARG ADJ UP    Underpayment                                                                            processing)

                                                                                                        Enter the Amount Value = fortnightly

                Private Phone Call   Payroll Support       Y                              Y     Y       amount

 MOBPHN         Repayment                                                                               Always Enter Goal Amount




Deductions                                                  Version 1.8 – 15 April 2011                                                        Page 24 of 35
                                                       Amnt/Value     Current
     Element        Description       Availability                                  Partial   Arrears                     How to Enter
                                                         Reqd         Pay End
                                                                                                        Enter the Amount Value = fortnightly
                Note Books for      Central                Y                              Y     Y       amount
 NOTEBOOK LEA   Teachers- Lease                                                                         Always Enter Goal Amount
                                                                                                        PI - Enter the Amount = One off Amount to
                                                                                                        be deducted in that pay
                                                                                                        Ongoing – No additional data entry
                                                                                                        required, eduPay will automatically deduct
                                                                                                        10% of the employee’s Gross salary per
                                                                                                        fortnight until the liability is reduced to zero.
                                                                                                        The recovery schedule can be overridden
                                                                                                        by either entering a different percentage, or
                                    Schools, Central       Y                              Y
                                                                                                        a flat amount. To Enter a different agreed
                                                                                                        percentage:
                                                                                                        Enter Percentage = Percentage Value field.
                                                                                                        To enter a flat amount:
                                                                                                        Enter the Amount Value = fortnightly
                                                                                                        amount
                Overpayment                                                                             For more details see the Overpayments and
 OP RECOVERY    Recovery                                                                                Underpayments User Guide
                                                                                                        PI - Enter the manual Amount that has been
                                                                                                        repaid e.g. by Cheque = Amount will adjust
                                    Payroll Support        Y
                Personal Repay of                                                                       liability to the department will not deduct
 OP REPAY PER   Overpayment                                                                             from pay




Deductions                                                  Version 1.8 – 15 April 2011                                                            Page 25 of 35
                                                      Amnt/Value     Current
     Element        Description       Availability                                 Partial   Arrears                     How to Enter
                                                        Reqd         Pay End
                                                                                                       PI – Enter the Amount that has been Waived
                                    Central               Y                                            = Amount will adjust liability to the
 OP WAIVE       Overpayment Waive                                                                      department will not deduct from pay
                                                                                                       PI – Terminated Employees only. Enter the
                                                                                                       Amount that has been Written Off = Amount
                                                                                                       will show in the Write Off Overpayment
                                                                                                       Balance rather than the Overpayment
                                    Central               Y                                            Liability section in Service History. If the
                                                                                                       employee is rehired the sum of the Written
                                                                                                       Off amount and the Overpayment Liability
                                                                                                       amounts will be restored as total liability to
 OP WRITE OFF   OP Write Off                                                                           the Department.
                                                                                                       Ongoing - Enter the Amount Value =
                                                                                                       fortnightly amount
                                    Payroll Support       Y                              Y     Y
                                                                                                       Used to record the recovery of Net Pay paid
 OTH PST TAX    Other Post Tax                                                                         off system.




Deductions                                                 Version 1.8 – 15 April 2011                                                            Page 26 of 35
                                                      Amnt/Value     Current
     Element       Description        Availability                                 Partial   Arrears                    How to Enter
                                                        Reqd         Pay End
                                                                                                       Enter the Advance amount only = amount
                                                                                                       to be paid in advance.
                                                                                                       The first time the pay processes it will pay the
                                                                                                       employee the amount entered (will appear
                                                                                                       as a –ve value in Payroll Results but will add
                                                                                                       to pay). In the next pay the full amount will
                                    Payroll Support       Y                              Y
                                                                                                       be recovered and will appear as a +ve
                                                                                                       amount. If insufficient pay then the
                                                                                                       remainder will be recovered in the following
                                                                                                       pay/s.
               Pay In Advance                                                                          Do not enter any values in the calculation
 PIAPAYBACK    Payback                                                                                 Information section.
                                                                                                       PI - Enter the Amount = One off Amount to
                                                                                                       be deducted in that pay
                                                                                                       Ongoing - Enter the Amount Value =
                                                                                                       fortnightly amount
                                    Central, Smart
                                                          Y               Y              Y             or
                                    Salary
                                                                                                       Enter the Percentage = Percentage of Gross
                                                                                                       salary to be deducted each pay, eduPay
               Smart Salary - Pre                                                                      will calculate the Gross salary.
 PKG PRE SUP   Tax Super                                                                               (Optional) Enter Goal Amount




Deductions                                                 Version 1.8 – 15 April 2011                                                          Page 27 of 35
                                                        Amnt/Value     Current
     Element          Description       Availability                                 Partial   Arrears                    How to Enter
                                                          Reqd         Pay End
                                                                                                         PI - Enter the Amount = One off Amount to
                                                                                                         be deducted in that pay
                                                                                                         Ongoing - Enter the Amount Value =
                                                                                                         fortnightly amount
                                      Central, Smart
                                                            Y               Y              Y             or
                                      Salary
                                                                                                         Enter the Percentage = Percentage of Gross
                                                                                                         salary to be deducted each pay, eduPay
                Smart Salary - Pre                                                                       will calculate the Gross salary.
 PKG PRE TAX    Tax General                                                                              (Optional) Enter Goal Amount
                                                                                                         PI - Enter the Amount = One off Amount to
                                                                                                         be deducted in that pay
                                                                                                         Ongoing - Enter the Amount Value =
                                                                                                         fortnightly amount
                                      Central, Smart
                                                            Y               Y              Y             or
                                      Salary
                                                                                                         Enter the Percentage = Percentage of Gross
                                                                                                         salary to be deducted each pay, eduPay
                Smart Salary - Post                                                                      will calculate the Gross salary.
 PKG PST TAX    Tax                                                                                      (Optional) Enter Goal Amount
                                                                                                         Enter the Amount Value = fortnightly
                                      Payroll Support       Y                              Y     Y       amount
 RAIL TICKET    Rail Ticket Club                                                                         Always Enter Goal Amount
                                                                                                         Enter the Amount Value = fortnightly
                                      Payroll Support       Y                              Y     Y       amount
 RENTPROPERTY   Rental of Residence                                                                      Always Enter Goal Amount


Deductions                                                   Version 1.8 – 15 April 2011                                                        Page 28 of 35
                                                       Amnt/Value     Current
     Element       Description       Availability                                   Partial   Arrears                    How to Enter
                                                         Reqd         Pay End
                                                                                                        No additional data entry required eduPay
                                   Schools, Central,
                                                                                                        will calculate the correct amount based on
                                   S’Annuation             N
                                                                                                        the configured percentage and the
                                   Officer
 SGC           SGC/Emplr Contrib                                                                        employee’s OTE earnings.
                                   Schools, Central,
                                                                                                        Select SGC as the Element Name and VPL
 Vic Super                         S’Annuation             N
                                                                                                        as the Recipient ID.
 SGC (VPL)     VicSuper            Officer
                                                                                                        Enter Employer contrib % = Percentage
                                                                                                        Employer contribution
                                                                                                        If TRP is overridden but is lower than TRP in
                                   Central,                                                             Job Data the Job Data value will be used.
                                   S’Annuation             Y                              Y     Y       If Superable salary is overridden but is lower
                                   Officer                                                              than the Calculated Superable salary the
                                                                                                        Calculated Superable salary will be used.
               SG Cont. Prin/EO                                                                         Do not enter an Amount Value in the
 SGC CON NEW   Only-New Sch                                                                             Calculation Information.




Deductions                                                  Version 1.8 – 15 April 2011                                                          Page 29 of 35
                                                   Amnt/Value     Current
     Element       Description      Availability                                Partial   Arrears                    How to Enter
                                                     Reqd         Pay End
                                                                                                    Enter Employer contrib % = Percentage
                                                                                                    Employer contribution
                                                                                                    If TRP is overridden but is lower than TRP in
                                  Central,                                                          Job Data the Job Data value will be used.
                                  S’Annuation          Y                              Y     Y       If Superable salary is overridden but is lower
                                  Officer                                                           than the Calculated Superable salary the
                                                                                                    Calculated Superable salary will be used.
               SG Cont. Prin/EO                                                                     Do not enter an Amount Value in the
 SGC CON REV   Only-Revised                                                                         Calculation Information.
                                                                                                    eduPay will calculate the amount of this
                                                                                                    deduction, but can be overridden.
                                                                                                    If TRP is overridden but is lower than TRP in
                                  Central,                                                          Job Data the Job Data value will be used.
                                  S’Annuation          N                              Y     Y       If Superable salary is overridden but is lower
                                  Officer                                                           than the Calculated Superable salary the
                                                                                                    Calculated Superable salary will be used.
               SG Cont. Prin/EO                                                                     Do not enter an Amount Value in the
 SGC CON SRB   Only-SERB                                                                            Calculation Information.




Deductions                                              Version 1.8 – 15 April 2011                                                          Page 30 of 35
                                                     Amnt/Value     Current
     Element        Description       Availability                                Partial   Arrears                    How to Enter
                                                       Reqd         Pay End
                                                                                                      eduPay will calculate the amount of this
                                                                                                      deduction, but can be overridden.
                                                                                                      If TRP is overridden but is lower than TRP in
                                    HR Shared
                                                                                                      Job Data the Job Data value will be used.
                                    Services
                                                         N                              Y     Y       If Superable salary is overridden but is lower
                                    S’Annuation
                                                                                                      than the Calculated Superable salary the
                                    Officer
                                                                                                      Calculated Superable salary will be used.
                SG Contract                                                                           Do not enter an Amount Value in the
 SGC CON TRAN   Transport Scheme                                                                      Calculation Information.
                                    Central,
                                                                                                      No further data entry required eduPay will
                SGC/Emplr Contrib   S’Annuation          N                              Y     Y
                                                                                                      calculate the amount of this deduction.
 SGC CONTRACT   Contract            Officer
                                                                                                      PI - Enter the Amount = One off Amount to
                                                                                                      be deducted in that pay
                                    Central              Y               Y              Y
                SMB Sal.Packg Pre                                                                     Ongoing - Enter the Amount Value =
 SMB PRE VPS    Tax VPS ONLY                                                                          fortnightly amount
                                                                                                      PI - Enter the Amount = One off Amount to
                                                                                                      be deducted in that pay
                                    Central              Y               Y              Y
                SMB Sal.Packg                                                                         Ongoing - Enter the Amount Value =
 SMB PST VPS    PostTax VPS ONLY                                                                      fortnightly amount




Deductions                                                Version 1.8 – 15 April 2011                                                          Page 31 of 35
                                                       Amnt/Value     Current
     Element          Description       Availability                                Partial   Arrears                    How to Enter
                                                         Reqd         Pay End
                                                                                                        Enter the Amount Value = fortnightly
                                                                                                        amount
                                      Central,
                                                                                                        or
                                      S’Annuation          Y               Y              Y
                                                                                                        Enter the Percentage = Percentage of Gross
                                      Officer
                Employee Super Pre                                                                      salary to be deducted each pay - eduPay
 SUP EE PRE     Tax                                                                                     will calculate the Gross salary.
                                                                                                        Enter the Amount Value = fortnightly
                                                                                                        amount
                                      Central,
                                                                                                        or
                                      S’Annuation          Y               Y              Y
                                                                                                        Enter the Percentage = Percentage of Gross
                                      Officer
                Employee Super Post                                                                     salary to be deducted each pay - eduPay
 SUP EE PST     Tax                                                                                     will calculate the Gross salary.

                Married Women’s       S’Annuation
                                                           N               Y              Y             Managed by ESSS
 SUP MWF PST    Super Post Tax        Officer

                                      HR Shared
                                                                                                        No further data entry required eduPay will
                                      Services
                                                           N               Y              Y             calculate the amount of this deduction
                Parliamentary Super   S’Annuation
                                                                                                        based upon the employee’s salary.
 SUP PARL PST   Scheme                Officer

                New Super Scheme      S’Annuation
                                                           N               Y              Y             Managed by ESSS
 SUP NEW PRE    – Pre Tax             Officer

                New Super Scheme      S’Annuation
                                                           N               Y              Y             Managed by ESSS
 SUP NEW PST    – Post Tax            Officer




Deductions                                                  Version 1.8 – 15 April 2011                                                        Page 32 of 35
                                                         Amnt/Value     Current
     Element        Description         Availability                                  Partial   Arrears                   How to Enter
                                                           Reqd         Pay End

                SERB Super Scheme-    S’Annuation
                                                             N               Y              Y             Managed by ESSS
 SUP SERB PRE   Pre Tax               Officer

                SERB Super Scheme     S’Annuation
                                                             N               Y              Y             Managed by ESSS
 SUP SERB PST   – Post Tax            Officer

                Revised Super         S’Annuation
                                                             N               Y              Y             Managed by ESSS
 SUP RVSD PRE   Scheme – Pre Tax      Officer

                Revised Super         S’Annuation
                                                             N               Y              Y             Managed by ESSS
 SUP RVSD PST   Scheme – Post Tax     Officer

                Transport Super       S’Annuation
                                                             N               Y              Y             Managed by ESSS
 SUP TRAN PRE   Scheme – Pre Tax      Officer

                Transport Super       S’Annuation
                                                             N               Y              Y             Managed by ESSS
 SUP TRAN PST   Scheme – Post Tax     Officer

                                                                                                          Enter the Amount Value = fortnightly
                ATO Authorised        Central                Y                              Y             amount
 TAX GARNISH    deduction                                                                                 (Optional) Enter Goal Amount

                Vic Assocn of State                                                                       No additional data entry required eduPay
                                      Schools, Central       N               Y              Y
 VASSP          Sec Prins                                                                                 will deduct the correct amount

                Vict Primary                                                                              No additional data entry required eduPay
                                      Schools, Central       N               Y              Y
 VPPA           Principals Assocn                                                                         will deduct the correct amount

                Gymnasium
                                                                                                          No additional data entry required eduPay
                Membership &          Central                N               Y              Y
                                                                                                          will deduct the correct amount
 VPS GYM        Locker


Deductions                                                    Version 1.8 – 15 April 2011                                                        Page 33 of 35
                                                      Amnt/Value     Current
     Element       Description         Availability                                Partial   Arrears                   How to Enter
                                                        Reqd         Pay End

               Gymnasium                                                                               No additional data entry required eduPay
                                     Central              N               Y              Y
 VPS GYM PRE   Membership Pre Tax                                                                      will deduct the correct amount

                                                                                                       Enter the Amount Value = fortnightly
               Fleet Packg Pre Tax   Central              Y               Y              Y             amount
 VPSFLEETPRE   VPS Only
                                                                                                       Enter the Amount Value = fortnightly
               Fleet Packg Pst Tax   Central              Y               Y              Y             amount
 VPSFLEETPST   VPS Only




Deductions                                                 Version 1.8 – 15 April 2011                                                        Page 34 of 35
Deductions   Version 1.8 – 15 April 2011   Page 35 of 35

				
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