Payroll Configuration
This article steps through the configuration required for various payroll systems prior to importing Staff Time Sheet Batches produced from SupportAbility.
Audience: Finance Team
Prerequisites
Prior to commencing generating Time Sheet Batches for importation into your organisations Payroll system, it is vital that your organisation has reviewed the SupportAbility Payroll Configuration options and configured those that are relevant to your Payroll Integration Strategy. Please see the article of this name linked below for reference.
It is also vital your organisation understands your requirements for financial analysis and has decided how the revenue and expense data generated from SupportAbility needs to be categorised.
Summary
The following list summarises the content within this article. Click on the links below to take you to the relevant sections:
- General Ledger Codes
- Job Codes (optional)
- Payroll Time Type Codes (where applicable)
- Payroll System Categories (where applicable)
- Payroll Identifier (where applicable)
- Activity Tags
- Xero (not supported)
General Ledger Codes
A crucial part of Payroll integration is the Configuration of General Ledger Codes.
SupportAbility is able to allocate a Staff Timesheet GL Code to any unique combination of:
- Site, and/or
- Service:
Please review the Configuring General Ledger Codes article linked below for more information.
N.B. This information is not required in the Time Sheet Batch for MYOB AccountRight. The GL Code is setup in MYOB on the Employee Card, in the Payroll Details tab under the wages section.
Job Codes (optional)
Following General Ledger Codes being configured, Job Codes [used by Invoices and Time Sheets] can also be configured for your organisation.
Please note that Job Codes are an optional component of SupportAbility that may require paid support time to set up for your organisation. Please review the Job Codes article linked below for more information.
Payroll Time Type Codes (where applicable)
Some Payroll systems, such as MYOB and HR3 use Payroll Time Type Codes to identify different types of Staff time and rates.
This can be configured in the Settings tab in System Preferences:
If your organisation uses MYOB or HR3, the Payroll Time Type Codes in SupportAbility will be included in the corresponding export as follows:
- MYOB = Payroll Category (This must match the Wage Categories for the Employees Wage Expense account in MYOB)
- HR3 = Pay Item (The export will abbreviate the code to the first three characters e.g. STANDARD_HRS = STA)
Payroll System Categories (where applicable)
Some Payroll systems such as MYOB use Payroll System Categories to identify the appropriate awards, role, payroll categories, or remuneration level for each Time Sheet. If your organisation use one of these systems, Payroll System Categories will need to be configured to ensure the payroll information exported from SupportAbility uses the same Payroll Categories setup in your organisation's Payroll system.
Configuring Payroll System Categories for Staff Accounts
Payroll categories can be set for each Staff member to select from in the Human Resources tab on the Staff record under the Payroll Details section. Viewing and configuring the Payroll settings on a Staff record requires that you have Human Resources privileges for the Staff record in question.
Once added to the Staff record, this information will populate on the Detailed and Summary Time Sheet exports and exports for other payroll systems that utilise this feature e.g. MYOB AccountRight.
Configuring Payroll System Category options
Payroll category options can be configured in the Staff: Payroll Category list in System Preferences. The 'Edit System Preferences' privilege is required to configure this information in System Preferences.
Payroll Identifier (where applicable)
When integrating SupportAbility with other systems for the purpose of transmitting Time Sheets, only one of these systems will be responsible for generating the Staff Members' unique ID.
If SupportAbility is responsible for managed Staff IDs
In cases where SupportAbility is responsible for managing the Staff Member's unique ID, the SupportAbility ID for each staff member can be referenced on the Human Resources tab on the Staff record. This SupportAbility ID can then be entered into the same Staff member's record in the payroll system to link the SupportAbility Staff record with the corresponding Staff record in the Payroll system. Viewing and configuring the Payroll settings on a Staff record requires that you have Human Resources privileges for the Staff record in question.
If the Payroll system is responsible for managed Staff IDs
In cases where the Payroll system is responsible for managing the Staff Member's unique ID, the Payroll System Identifier can be entered on the Human Resources tab on the Staff record in the Payroll details section. This Payroll System Identifier is entered to link the SupportAbility Staff record with the corresponding Staff record in the Payroll system. Viewing and configuring the Payroll settings on a Staff record requires that you have Human Resources privileges for the Staff record in question.
Activity Tags
Adding Tags to Activities is optional, and while they apply to the Activity holistically Providers may find them helpful for identifying Activities that contain individual Shifts with specific attributes e.g. Split Shifts, On-Call, Weekend, Overtime, Paid Meal Break, Staff Training etc.
Activity Tags are configured in System Preferences on the Tags tab:
These Tags can then be added to the relevant Activities:
Once the Activity Sign Off has been performed, and the Activity has been included in a Time Sheet Batch, the 'Detailed Time Sheet Batch' export can be downloaded and reviewed, using the information in the 'Activity Tags' column to identify Activities that contain Shifts with specific attributes e.g. 'Split Shifts':
Xero (not supported)
SupportAbility does not currently export Time Sheet Batch data to the Xero Finance package, nor do we have any plans to add this feature. Please review the Does SupportAbility integration with Xero for Payroll? article linked below for more information regarding this.