Weekly Input

WEEKLY INPUT

IT IS IMPORTANT TO READ THE FOLLOWING SCREEN CAREFULLY BEFORE PROCEEDING.

IMPORTANT NOTES

GROSS TO NET PAYMENTS

Weekly, monthly and fortnightly gross to net payments can be processed through 2 sections of the payroll software. Simply choose the option you prefer.

Weekly/Monthly/Fortnightly Input

This utility allows you to amend an employee's pay details, additions & deductions, Holiday Pay, Disability etc. Once amendments have been made you can click Update and view a preview of the employee's payslip. The employee's Tax Status can NOT be amended in this utility - Go to Employees > Add/Amend > select employee > amend tax status in Revenue Details

Quick Edit

This utility allows you to amend an employee's pay details, additions & deductions and tax status within one screen. It facilitates fast, effective processing of Gross to Net payroll. Illness Benefit, however, can NOT be entered in this utility Go to Payslips > Weekly/Monthly Input > Illness Benefit>

WEEKLY INPUT

To access this utility go to Process ICON no. 2 OR Payslips > Weekly Input

STEP 1 - INPUT/AMEND PAY DETAILS FOR EACH EMPLOYEE

PAY DETAILS

Ø   Select Employees Name

Ø   If you wish to enter payments by department, select Department Name

Ø   If an employee is paid by the hour, please ensure the hourly rate (amend if necessary) is correct then enter the following:

            Std Hours

            Time & a half if applicable

            Time & a third if applicable

            Double time if applicable

            Overtime - Enter description, overtime rate & no of hrs worked if applicable

Ø   If an employee is paid a weekly basic, ensure basic pay entered is correct

Ø   If you wish to enter a note on the employee's payslip, enter note now in the box provided

Ø   Click Additions and/or Deductions tab to input or amend Additions and/or Deductions for an employee OR Update file if there are no further amendments

ADDITIONS & DEDUCTIONS

Input or amend additions and/or deductions

Taxable Additions (Commission, bonus)

Ø   Enter Description of Taxable Addition i.e. commission, back dated pay etc.

Ø   Enter Amount

Ø   If this is a once off addition, remember to revert amount entered to zero in the next pay period.

Non-Taxable Additions (Subsistence, Mileage)

Ø   Enter Description of the Non-Taxable Addition i.e. subsistence, mileage etc.

Ø   Enter Amount

Ø   Enter Amount for employee's contribution in the box provided

Ø   Enter Amount for employer's contribution in the box provided

            

Please Note: If you wish to enter a percentage pension, AVC (Additional Voluntary Contribution) - Go to Employees > Add/Amend employee details > Additions/Deductions

Non Allowable Deductions (union fees, loan)

Ø   Enter Description of Non allowable deduction i.e. union fees, loan etc.

Ø   Enter Amount

Ø   Click Disability Pay tab to input or amend Disability Pay for an employee OR Update file if there are no further amendments.

ILLNESS BENEFIT

It is recommended to click F1 for help with this section

Illness Benefit need only be completed if the employee is out sick and qualifies for Illness Benefit the Dept. of Social Protection.  Employers should assume all employees out more than three consecutive days qualify for the full rate of Illness Benefit.

There are certain categories of employees who will not qualify for Illness Benefit, in these cases, Thesaurus Payroll Manager will not allow you to update the Illness Benefit section. These employees are;

·     Class S Directors

·     Employees over 66

Enter the information required to account for Illness Benefit;

Ø   Tick if the employee is on sick leave for more than 3 days

Ø   Tick if you are paying the employee while on sick leave if applicable

Ø   Enter the amount of Illness Benefit the employee qualifies for in this pay period

Ø   Tick if you, the employer, are receiving the Illness Benefit either directly from the DSP or indirectly from the employee.

See Illness Benefit Help option for more information

Ø   Click Payslips

Ø   Click Payroll Preview/Quick Edit

Ø   Check each employee's pay details carefully to ensure they are correct

Ø   ** beside an employee's name, indicates that the employee's pay details are different from the previous pay period

Ø   Click Close when check is complete

Ø   Click Payslips

Ø   Click Update payslips

Ø   Enter Payment date

Ø   Click Update

Ø   Select location to backup payroll files i.e. memory stick, network drive etc.

Ø   Click backup

Click the down arrow and choose the payslip type you wish to use

2 per page high resolution

This is the most popular payslip type. This colour payslip prints onto blank A4 paper or to pre-printed laser payslips supplied by Thesaurus Software.

2 per page low resolution

This black & white payslip prints onto blank A4 paper or to pre-printed laser payslips supplied by Thesaurus Software.

Cheque & Payslip

This requires out-sourced Pre-Printed Stationery and prints a cheque at the top of the page and the payslip at the bottom.  Please contact Thesaurus for more detail on this stationery

Payslip & Cheque

This requires out-sourced Pre-Printed Stationery and prints a cheque at the bottom of the page and a payslip at the top. Please contact Thesaurus for more detail on this stationery

Print to HTML file

This utility exports payslips to a html file which you can email as a total file (htmlslip.html) or to each individual employee (employee's name.html). The email recipient may print the payslip using their internet browser.

Laser Security Payslip

This requires  Pre-Printed Stationery and prints a payslip which converts into a sealed window envelope, showing the employee's name and address in the window. These payslips are provided by Thesaurus Software, please check our website for more detail - www.thesaurus.ie

Email payslips

A new feature allows the easy email of payslips to employees seamlessly directly from the payroll to the employee.

This email facility does not use your own Email account to send these payslips, they are sent directly via the Thesaurus server, without the requirement for the sender to access their email account.

Therefore a list of emailed payslips is not created, for this reason the employer should add their email address to their company details to whom a copy of each emailed payslip will be sent.

To set up this carbon copy (cc) email address go to

File> Amend Company Details>

Enter the email address, this can be amended at any time.

To set up the email address of an employee to which the payslip will be emailed go to

Employees> Add/Amend Employees>

Select the employee

Enter the email address to which the employees payslip will be emailed.

Enter a password agreed with the employee in order to secure the payslip upon delivery.

Ø   If you would like to print payslips by department - click the down arrow to select relevant department

Ø   Click Select All

Ø   Click Print

PRINT EMPLOYEE PAYSLIP HISTORY

If you wish to print payslip history for an employee:

Ø   Select payslip type - you can chose either 2 per page high resolution or 2 per page low resolution

Ø   Highlight Employee name

Ø   Click Print Employee History

STEP 6 - BANK PAYMENTS FILE

To access this utility go to Payslips > Bank Payments file - Normal

1ST STEP - SETUP EMPLOYER BANK ACCOUNT AND USER CREDENTIALS:

This only needs to be done once. The payroll software will save theses company details entered.

Ø   Enter Bank Sort Code

Ø   Enter Bank Account number

This is your company bank account from which payments are drawn.

Ø   Enter Reference

This is the reference that will appear on your bank statement.

Ø   Enter User ID

The User ID is issued to you by the bank and contains 6 numbers.

Ø   Enter Owner ID

Owner ID is the same as the User ID which is issued to you by your bank and contains 6 numbers.

Ø   Enter Volume ID

Volume ID can be created by you and must contain 6 characters if your choosing.

Ø   Enter Expiry date (This is Optional)

Ø   Enter File name - normally bankfl.emt

The file name is issued to you by your bank. File name is normally bankfl.emt.

Ø   Click Update Company file

2ND STEP - CREATE FILE FOR BANK:

You can now create a file for the bank or financial institution for each pay period.

Ø   Select destination drive & directory - Click browse > Select c:drive > Double click bank folder - Destination drive and directory may be c:\ibb for example

Ø   Click Prepare

Ø   Contents of the bank file will be shown in a grid on screen. It is very important that these details are checked to ensure that all  employees' payments are correct.

Ø   Click Print

Ø   Click Close

If you are transferring you bank file to a bank which requires HUB format, e.g. HSBC bank then you must tick the specific box provided before preparing the file.

The bank file is now ready for submission. Simply login into your bank software and follow instructions provided to you by the bank.