Fields

The fields on this tab page are optional.

Contract:

This field the employee with a contract and its associated settings. The contract is employee-specific, not position-specific and it is not updated from Human Resources.

Employee status*:

This field groups employees according to job status. For example, full or part-time. The employee status must be recorded correctly because the Statistics Report uses the Stat report type field on the Employee Status - Details tab to determine the classification of the employee on the report.

When you set up an annual leave table with Annual leave pay employee type = "Casual", PayGlobal does not check the Employee status field before automatically paying leave in each transaction. See Annual Leave Tables - Setup.

Note: In New Zealand databases, employees with Employee status = "Casual" are not eligible for automatic enrolment in KiwiSaver.

Union:

Union that an employee belongs to.

Classification:

Use this field to group employees into an applicable employment category:

• Blank

  Standard employment as per Employee Status field.

• Confirmed

  Employee has received confirmation of employment. For example, after completion of a probationary period.

• On Probation

  Employment is subject to a probationary review.

• Resigned

  Employee has resigned from employment.

Award:

Awards determine the appropriate rate of pay for an employee as well as rates for specific allowances and deductions.

An employee does not need to belong to an Award, since individual rates of pay can be defined in the Rates tab.

Is apprentice:

This flags an employee as an apprentice for the purpose of tracking apprentice hours.

Award start date and Award end date:

Enter a Start Date if the term/period of an Award is specific to the employee and a start date is not specified in the Award itself. If an Award Start Date has been included, and you want to end the term covered by the Award, then enter the end date here.

If the Award has a rollover flag set using Current, Days or Weeks, then PayGlobal automatically completes the start and end dates for an employee. When the date passes the End date set here, the employee rolls over to the next Award.

Maximum Award:

The Award (Details tab page) sets up an Award so that after a determined period of time, the Award will roll over to the next specified Award. You can stop the rollover process for an employee by entering the maximum award that this employee can achieve in this field. For example, if Award B is entered in this field, the employee will remain indefinitely on Award B. No rollover will occur.

Holiday Group:

Holiday Groups allow you to organise Holidays records into sets that you can apply to employees in specific legislative regions, such as states or provinces. You can attach the appropriate Holiday Groups record to an employee to identify when a holiday occurs. The holiday is highlighted in Daily View, and award rules can use this information to generate correct payments to employees.

If the Award Interpreter is set up to consider an employee's Holiday Group, it can ensure that correct transactions are created when you process clock result data.

Award units:

If the rollover conditions set in the Award use Hours or allowance groups, PayGlobal compares the award units here to the number of days in the Award. When the award units is greater than or equal to the number of days, PayGlobal rolls the Award.

Note: Fields marked with an asterisk will be be disabled for editing if the employee is enabled for fully featured workforce management integration. These fields are sourced from workforce management.

Changing the Employee's Award code

It is recommended that you only change an employee's Award code before processing the Actual Pay. Ideally the changes should be actioned when no Actual or Payroll pay sequences are open.

If you change an employee's award code after an open Actual pay sequence has been processed and the data exported from T&A and imported into Payroll you run the risk of the employee receiving additional payments they would not have otherwise received.

Editing Award codes

You can edit the award code attached to the employee from this screen. However it is recommended you take note of the consequences mentioned above.

NZ - 90-day trial period

In New Zealand, from 1 March 2009, employers who employ 19 or fewer employees can employ new employees on a trial period of up to 90 calendar days.

Note: An employer and employee can agree to a trial period only if the employer has not previously employed the employee.

You can use Employee Probations records to store details of the 90-day trial period. For example:

• Probation begin date = Date that the employee's 90-day trial period begins.
• Review occurrence type = "Days"
• Review occurrence = 90
• Probation end date = Date that the employee's 90-day trial period will end.

You also need to set the employee's Classification to "On Probation" during the trial period.

See also

Public Holidays On Termination