This article explains setup requirements for successful payroll processing of an on-call roster, including:
Required packages and permissions
Available with: Lumary WFM 2.12 and later
Supported in: Lumary DC
Required permissions: System Administrator or Payroll Admin
On-call session activity matrices
On-call rosters rely on three out-of-the-box session activity categories which need to exist in the session activity matrix to support timesheet processing. The Session Activity Matrix Name and Type must match exactly as shown. The Timesheet Activity and Allowance Pay Code values will depend on your payroll setup.
| Session Activity Matrix Name | Type | Timesheet Activity | Allowance Pay Code |
|---|---|---|---|
| On-Call Disturbance | Variation/Higher Duty | Remote Work (On Call) | |
| On-Call (Weekend/PH) | Allowance | On Call Allowance (Weekend/PH) | |
| On-Call (Weekday) | Allowance | On Call Allowance (Weekday) |
To add or edit a session activity matrix entry:
- Clicking on the App Launcher nine dot icon and search for and select Session Activity Matrices.
- Toggle the list view to show All.
- Review the list to confirm if the require records already exist.
- To add a record, click the New button at the top right of the list.
- Complete the required details.
| Field | Purpose |
|---|---|
| *Session Activity Matrix Name | Copy and paste from the above table so the name matches exactly. |
| Type | Allowance of Variation/Higher Duty accordingly. |
| Project Code | Not applicable. |
| Timesheet Activity | For Variation/Higher Duty only, enter the applicable Timesheet Activity Project Code. |
| Pay Code Allowance | For Allowance only, search for and select the relevant allowance pay code if applicable. |
| Quantity | 1 |
- Click Save.
- To edit a record, click the arrow at the end of the row and choose Edit.
- Make the required changes and click Save.
On-call payee allowances
On-call workers with timesheets, who complete sessions with an on-call allowance will need to have payee allowance records with the allowance pay codes used in the above session activity matrix records.
To add a payee allowance record:
- Search for the worker's name in the global search box at the top of Lumary.
- Click on their Contact record.
- Open the Details tab.
- Click on their Primary Payee Record link.
- Click on the Allowances tab.
Check the list for an On-Call (Weekday) and an On-Call (Weekend/PH) allowance. The Pay Code shown in these allowance records should match the Allowance Pay Code set on the on-call session activity matrix Allowance records. If either are missing:
- Click the New button on the Allowances related list.
- Select Timesheet Allowance as the record type.
- Complete the form. The following table explains the purpose of the fields. Mandatory fields are marked with an asterisk.
| Field | Purpose |
|---|---|
| *Payee Allowance Name | The name is usually the same for all payees with the allowance eg. On-Call (Weekday) as these are typically added from a template when a new Payee is set up. |
| *Employee | Link to the worker contact record. |
| *Payee | Link to the worker payee record. |
| *Assignment | Link to the current payee assignment record. |
| *Payment Entity | Link to the applicable payment entity. |
| Template Group | Leave this blank as the record is not created from a template. |
| Status | Set this to Active. |
| Exclude From Auto Update | Leave this box unchecked. |
| *Available on Employee Community | Select No as this is not an allowance employees would claim for ad hoc. |
| *Timesheet Frequency | Set this to the payroll frequency set for the Payee, eg. Fortnightly. |
| Maximum Quantity Per Day | Leave blank. |
| Maximum Quantity Per Timesheet | Leave blank. |
| *Pay Code | Select the applicable pay code to match the allowance type. |
| *Effective Date | The earliest date timesheets can apply this allowance. |
| Expiry Date | Set this if the payee allowance needs to be end dated or has been replaced by a different allowance record. |
| Allowance Statistics | These four fields should not be edited manually. |
- Click Save & New if you will add a second allowance. This should retain the selections you made and save time refilling the form. Select the other allowance pay code for the second record eg. (Weekend/PH).
- Click Save.