This article explains how to manage worker information for Lumary Payroll using the Payroll Daily Checks dashboard.
Managing worker information for payroll involves collecting, organising and maintaining employee payroll data to ensure timely and compliant compensation.
For workers who receive payments that are managed through Lumary Payroll, a payee record stores information about how they get paid. This includes:
- payroll and payment details
- withholding information, such as tax file and superannuation details
- assignment types
- timesheets, and
- pay advice.
If any of these details are missing or incorrect, it could cause errors running a pay batch.
Required packages
Available with: Lumary WFM
Supported in Lumary DC
Before you begin...
Payee records must be linked to an existing worker record. If you can't find your worker's record, you may need to create a new worker record↗ first.
Only workers (and employees) who are on the payroll require a payee record. For example, agency workers who are not on the payroll do not need a payee record.
When a worker's payee details have not been captured when the user was set up, you'll need to manually create a payee record or manually add the missing payroll information. These scenarios are likely to happen when:
- Worker records have been uploaded in bulk, and payroll details have not been included in the upload,
- You use Lumary awards and payroll, however, "Requires Awards Interpretation" and "Requires Payroll" weren't selected when the worker was created via the User Set Up Console,
- When the user was created not all the relevant payroll information was provided, e.g Tax File Number (TFN), bank details and superannuation fund details.
Any missing payroll information will be flagged on the Payroll Daily Checks Dashboard. To view the daily checks dashboard:
- Navigate to the Payroll tab by clicking it on the top tab bar. If it’s not available, click on the App Launcher icon (nine dots on the top left hand side of the screen) and type in Payroll. Click on the Payroll link. This will open the Payroll Daily / Weekly Checks Dashboard.
- The report tiles should show 0 to indicate there are no records failing these checks. If any of the tiles show a number greater than zero, follow the steps below to add the missing records.
This article covers the following topics regarding missing information that is flagged on the Payroll Daily Dashboard:
- Contact(s) without payee record(s)
- Payee(s) without PAYG (TFN) withholding record(s)
- Payees(s) without superannuation withholding record(s)
- Payee(s) without payment details (bank details)
- Assignment records
- Payee(s) without assignment records
- Payee(s) without assignment rates
- Payee(s) without timesheets
Contact(s) without payee record(s) on the Daily Checks Dashboard
You can identify workers missing payee details as they will be flagged on your Daily checks Dashboard as "Contact(s) without Payee(s)."
Add a payee record
- Click on the View Report Contacts without payee link and take note of the contact(s) without payee record(s), then
- Click on the Payee tab in the menu bar and select the New button (on the top right-hand side of the payee list view page).
- Follow the steps in this article to add a payee for each worker listed in the report.
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- Once a payee record has been created the worker(s) will be removed from the Contact without Payee widget. However, if the other required information has not been added to the payee record, the worker will then appear in other checks.
- Refresh the payroll dashboard to check for any remaining items and view changes after adding a new record or new records.
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Payee(s) without PAYG (TFN) withholding record(s) on the Daily Checks Dashboard
Add a PAYG (TFN) withholding record
- Navigate to the Daily Checks dashboard and click on the Payee without PAYG Tax Details report link
- From the report, click on each link to access the payee record and follow the steps in this article to add PAYG details.
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- Refresh the payroll dashboard to check for any remaining items and view changes after adding a new record or new records.
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Payee(s) without superannuation withholdings record(s) on the Daily Checks Dashboard
Add a superannuation record
- Navigate to the Daily Checks dashboard and click on the Payee without Superannuation Details to view the contact(s) without superannuation record(s)
- Select each payee record ID listed and follow the steps in this article to add superannuation details.
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- Refresh the payroll dashboard to check for any remaining items and view changes after adding a new record or new records.
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Add a second or additional superannuation fund record
If a payee has more than one superannuation withholding record, you must include a sort order in the information section of the new payee withholdings:AU Super form. You must also specify how the funds are to be distributed among the different superannuation withholdings records in the Superannuation controls section of the same new payee withholdings: AU SUPER form.
Sort Order on new payee withholdings: AU SUPER form.
Superannuation controls on a payee withholdings: AU Super form
Follow the steps in the article add a worker's superannuation information. Ensure that you specify the correct sort order and requested distribution type.
Add a self-managed superannuation fund to your payroll environment
You'll first create a new superannuation fund with the payees's self managed fund name and details. Follow the steps in the article add a self-managed super fund. You'll then also need to add the fund as the payee's primary or additional superannuation withholding record. Follow the steps in the article add a worker's superannuation information.
Add a self-managed superannuation fund to a related payee record
In the Superannuation Fund Details section, under the Superannuation Fund heading, locate the Self-Managed Superannuation Fund you created or search for it if it has already been added to your payroll system.
Under the Superannuation Fund Nomination heading, select Self Managed Fund.
Payee(s) without payment details (bank account) on the Daily Checks Dashboard
Add payment details (bank details) to a payee record
- Navigate to the Daily Checks Dashboard and click on the Payee without Payment Details report link.
- Select the each payee record ID listed and follow the steps in this article to add a worker's bank details (payment details).
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- Refresh the payroll dashboard to check for any remaining items and view changes after adding a new record or new records.
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Managing BSB errors
BSB / Branch Code Error
Branch codes are validated against a locally maintained list of accepted codes. If you get the error message below, when entering a branch code for payment details, you will need to add the branch code as custom metadata before it will be accepted.
Assignment records
A payee assignment record defines the pay conditions for a worker. Each payee must have at least one assignment, set as their default assignment, and may have more than one if they perform multiple roles within the organisation which each have varying pay conditions.
Other important pay details for the payee such as contracted hours and minimum pay rates are derived based on information in the assignment record and need to be synchronised after the assignment is first created and following any changes.
This section covers:
- adding an assignment,
- automated creation of assignment rates, or
- manually creating assignment rates, and
- manually creating timesheets.
Payee(s) without assignment records
This article assumes that a payee record already exists for your worker. If a payee record has not been created, head over to create a new payee record ↗ .
You'll use this process when a payee record has been created but the payee's assignment record details have not yet been added. Workers missing assignment record details will be flagged on your Daily Checks Dashboard in the Payees without Assignment Details widget as shown below.
Payee(s) without an Assignment record on your Daily Checks Dashboard
Add assignment record(s) to payee(s) without assignment record(s)
Assignments are set up differently if they are for:
-
hourly employees (with timesheets), either for
- permanent full-time, part-time or casual employees, or
- contract or temporary workers, or
- salaried employees (without timesheets).
Add an hourly assignment record to a payee
- Navigate to the Daily Checks dashboard and click on the Payee Assignment Details report link
- Select the each payee record ID listed and follow the steps in this article to create an assignment for a contract or temp worker with timesheets
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Or
Add a salaried or auto-paid record to a payee
For salaried employees, select each payee record ID listed and follow the steps in this article to create an assignment for a salaried employee
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- Refresh the payroll dashboard to check for any remaining items and view changes after adding a new record or new records.
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Payee(s) without assignment rates
Assignment rates are pay records or codes linked to an assignment and, or award. The payroll system uses these assignment rates when creating pay transactions. The system either generates remuneration assignment rates for salaried or auto-paid employees or timesheet assignment rates for hourly or timesheet based employees.
Note: Assignment rates have effective dates and expiry dates to manage change over time.
Creating assignment rates automatically
If you do not wish to roster the worker immediately, you can wait for the automated job which runs every 20 minutes to create your assignment rates. The job will automatically generate assignment rates based on the selected rates template.
After the job has run you will see the assignment rates populated as shown below.
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If your assignment rates do not automatically populate after 20 minutes, then there may be errors in the assignment's minimum pay rates settings section. See highlighted section below and follow the steps in the create an assignment for a contract or temp worker with timesheets.
Create assignment rates manually
However, if you wish to immediately roster and pay a worker, you'll need to manually generate assignment rates.
Note: You will be able to roster a worker without assignment rates, however, you will not be able to pay them because the worker assignment will not have assignment rates to reference when generating pay transactions. You can follow step 5 in the article create an assignment for a salaried employee, or step 7 in the create an assignment for a contract or temp worker with time sheets.
Add assignment rates (LWC) to an hourly assignment on a payee record
- Navigate to the Daily Checks Dashboard and select Assignments in you menu bar.
- Click on the Assignment ID for which you wish to create assignment rates.
- If the information in the minimum pay rates section has been configured correctly, you can manually create assignment rates by clicking on the Create Assignment Rates LWC button for a worker with timesheets.
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OR
Add a remuneration assignment rate to a salaried assignment on a payee record
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- Refresh the payroll dashboard to check for any remaining items and view changes after adding a new record or new records.
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Note if you manually create assignment rates you will need to manually trigger the synchronisation of the new assignments. Follow the steps in this article to manually synchronise new assignments. Synchronisation of assignment records brings together contracted hours and minimum pay rate details.
Payees without timesheets on the Daily Checks Dashboard
This article assumes that a payee record with an assignment record and assignment rates already exists for your worker. Timesheets are placeholders that carry entries (hours worked) and items (cost codes and or allowances) into payroll.
Create timesheets manually
You can wait for a batch job to create timesheets which runs every 20 minutes usually starting on the hour.
You'll use this process only if you do not want to wait for the batch job.
- Navigate to the Daily Checks Dashboard and select Assignments in your menu bar.
- Click on the Assignment ID you wish to create assignment rates for.
- If information in the minimum pay rates section has been configured correctly, your can manually create assignment rates by clicking on the Create Assignment Rates button.
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- Refresh the payroll dashboard to check for any remaining items and view changes after adding a new record or new records.