9.1 Payroll Timesheets (09010m)
Processing the Monthly Payroll, Muli recommends Payroll Personnel use a 1920 x 1080 (16:9) resolution monitor to enable the whole month to be viewed on a day by day basis (max 31 days).
There are 2 stages to the payroll process
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Employee Timesheets Maintenance [7.8].
Where the employee or their foreman/supervisor enters the worked time details and relevant manager may approve same.
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Timesheet Maintenance [9.1]
Where the Payroll Manager uses the worked time data entered by the employee in [7.8] and completes the entries necessary to allow the process of a Payrun.
While both [9.1] and [7.8] utilise the same application, functionality and security controls vary the display.
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Background Information
Up to one Month's time is available in the daily schedule, however only the pay duration whether 7,14 or 31 days of the employee is displayed. Background colouring highlights the Calendar Day for the current employee's work location and takes into account Public Holidays, Rostered Days Off (RDO), etc.
All timesheet entries must be linked to a labour order or a Risk2Do item. (With Risk2Do's a Labour Order is created in the background. One Labour Order for all Risk2Do's per allocation).
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Context Notes
Payruns are established ahead of the working period. The setup of the payrun will create the timesheets (in designated default mode) to enable the worked hour details to be entered in the timesheet on a daily basis.
There may be up to 2 active timesheets for an individual open at the same time (for adjoining pay periods). Therefore timesheets are managed by payrun / employee with a paid to date normally equal to payrun end date. If an individual is taking 4 weeks annual leave, the Paid-to Date will be the last day of leave for that person alone.
Timesheet Maintenance is where all the information necessary to pay an employee is loaded, ie: worked hours by project, leave, unproductive hours, additional allowances and fares, etc
All Employees are allocated to a single Payroll company from which they may be charged out to any company in the group. To move an employee from one payroll company to another requires termination & restarting of the employee as separate PAYG Payment Summaries are issued for each company.
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Timesheet Headers
Input Fields-
Payment Duration (days)
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Payroll Management note - 225 (Only if Paymaster)
Only displayed to Payroll Manager accessing through [9.1].
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Background Column Colours for Daily Calendar
Each RPC has a Registration Point 225 [2.4 - Q29] This is linked to a Calendar (Muli code 451 [1.9]). This displays the relevant status of the days to make data maintenance easier. Ie. Public holidays, Rostered Days off, both fixed & flexible.
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Days & Date
The number of the days able to be input are all created at time of payroll setup. A weekly paid person will have 7 days shown, while a monthly paid person will have 28 to 31 as applicable.
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The columns across the screen are:
Pay Sequence Code:
This code is 4 long (A-Z) (001-999)
'A' Pay sequences refer to the worked time. They are not preset Pay Sequences. Pay sequence codes are established for each identified element of work that an individual does, but is followed by a Labour order (Project, Allocation & Labour Order Number or Risk2Do). Single labour orders may have more than one item to keep track of cost. It is recommended that the order text includes the project name to facilitate easy employee interaction. When an employee works on a new job or a cost to a different labour order, additional "A" pay sequences are added linked to the relevant Labour Order (or Risk2Do) using F10 Add Key.
The project will be charged for this expense via the Labour Order. You may enter a Labour Order to speed up data entry as this provides default values.
All other Pay sequences (B-Z) are controlled through Employee Pay Sequence Maintenance [9.8.3].
These are maintained under [9.8.3] Employee Pay Sequence Maintenance and [9.10.6] Pay Sequence Maintenance. which can be accessed through timesheet maintenance [9.1] by placing the cursor on the input box of the chosen pay sequence and pressing the [F9] Change button. Pay Sequences that do not have an input box can be accessed by clicking on the pay sequence Cxxx - Zxxx where upon a function box is displayed allowing you to 'Cancel', 'Edit' or 'Delete'. Choosing 'Edit' will display the [9.8.3] Employee Pay Sequence Maintenance program.
To add a new Sequence to the timesheet, press the F10 function key.
Allocation-
The Allocation on the Project eg. site labour, cleaning, demo.
Order / Risk2Do
The Labour Order that will be charged for this expense. Where a Risk2Do is used, Muli in background, creates a single Labour Order for all Risk2Do items in the allocation and the cost is allocated accordingly. This is a valuable facility to track variation labour costs.
Note: Only Labour Orders with the last digit of the Organisation Code equal to the payroll company may be used.
Description (40 characters)
This is the Description of the Pay Sequence.
Where a sequence starts with an 'A” the descriptor maintains a detailed description of work for this period and may be increased as an extendable note. This enables detailed tracking of work done. (Defaults to the Order Descriptor). For sequences up to B999, it is always hours (to 0.1 of an hour) 6 minutes.
Unit (Only displayed in the second half of the screen)
List of allowable units [1.11] Code 524
BL Balance Payment - Balance used to deal with the employees pay. There can be only one pay sequence balance in a payroll. (Cash, Direct deposit, cheque) BM Bi-monthly CA Casual Loading CS Child Support DY Daily EA Each F Fortnightly HR Hourly MT Monthly N Number P Per Payrun TX Tax Schedule - These are linked to separate Tax scales for the calculation on Tax Payable. The value used for the tax calculation is the value in the Tax accumulator of all items flagged as taxable prior to the S series of pay sequences. Flagging an item after the S series has no effect.
TY Year to Date Tax calculations WK Weekly YR Yearly A number of special units have a special meaning in the process payroll controls.
Adj
(Only in top half of timesheet) This is the place to make adjustments to the hours for this sequence. If you have recorded the hours by day elsewhere, then you may enter the total, provided it has been authorised in Pay Rules Maintenance [9.10.1].
Factor
This may not be displayed as it is an option controlled by pay setup controls in [9.10.1].
The factor is used to apply relative cost relevance to activities. If all Labour is taken to another project for weekend work, then the weekend work would attract 15 hours pay for 8 hours work, ie factor 1.4. (Working 8 hours on Saturday has 2 hours of 1.5 + 6 hours x 2 = 15 hours. However this is not subject to certain on-cost such as superannuation against policy. So the factor may be 1.4.)
The total is the sum of individual day values + adjustment value.
Quantities (Hours worked)
At least one Labour Order must be given 1 worked hour in the 'A' or 'B' sequence charging a project or admin (overhead) for your timesheet to be valid.
Times may be only entered against individual days or in the adjustment column. The total is the sum of the entered values.
For weekly employees, in most Awards, you are required to identify days worked on an individual basis, though this does not need to be recorded in Muli, but does need to be recorded somewhere.
For a monthly paid employee, the figures are used as a proportional break-up of their monthly pay. You can put in 1.00 against one Sequence and 1.00 against another Sequence and the whole monthly pay will be split proportionately (50/50) between these 2 jobs (but not recommended, as charge-out costing will not work correctly).
If you want to charge 2 hours to one job and the rest to another job, you will need to put in all the other hours worked for the month into the second job so that the proportional split-up is correct.
If a monthly paid person normally works 160 (38 x 9.2 = 159.6) hours, but last month worked 200 hours, it is important to put in the 200 hours allocated to the correct jobs to still get the proportional break-up for cost back to the jobs. This will produce a reduced cost per hour figure, but the charge-out rate (and hence the recovered value will be real) will remain unchanged.
Muli recommends the maintenance of real worked hours.
Row Highlighting
Any row which is highlighted by a brown background is identifying the pay sequence that has a problem in their setup and will need to be corrected before a payrun can be processed. Ie: pay sequences in the grouping of W or greater (provisions) with brown background indicates no core interface Labour Order link and will fail validation of the payrun.
Green background indicates a base sequence, ie. you cannot directly enter in values, the values are dependant on another sequence code, eg. Annual Leave Loading on cost provisions.
Purple/Pink/Mauve indicates a TOTAL row and the User cannot change these rows.
Hot Keys
F5 can be used after completion of data entry to check tax calculations, etc. eg. gross pay and net pay. (if you are authorised)
F12 To accept this timesheet and close it, ie go to the next employee.
F1 On-line help system. This is valid throughout the whole of the Muli system. If you press F1 while in payroll then it will open the on-line manuals in payroll.
As mentioned above there are also the following keys:
F9 Employee Pay Sequence Maintenance [9.8.3] can be accessed from here by pressing [F9] Change. This means you can add missing pay seqences or modify rates of payment without having to leave the timesheet.
F10 To add a new Sequence to the timesheet Press the [F10] Add function key.
F11 To delete a Pay Sequence from the time sheet, first select it. The easiest way to do this is to click on an input box anywhere in that row. To remove from timesheet, press [F11] Delete function key. If no input field, then click on Sequence Number.
Pay Sequences that have been removed from a timesheet will still exist for the individual and are maintained at least to the end of the financial year when PAYG Payment Summaries are processed.
Note: If you want to put a note on all employees pay advices in the payrun, then use [9.7.1]Note 226 Item 14 Payrun Controls Maintenance.
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