Assign payroll classifications to staff

Assign the earnings rule, employment type, level and allowances to employees

Updated over a week ago

This guide explains how to classify staff under a Earning Rules template. You will require the Admin permission level to follow the steps in this guide. Prior to classifying employees you will need to activate a Earnings Rule template.

Bulk assigning Earnings Rule classification

To bulk assign earnings rule classifications to staff navigate to Compliance > Award Template > Create template or click manage award to edit existing template > Add staff to Award

Individually assigning Earnings Rules classification

  1. Select the Earnings Rule

    • Note: only the Earnings rules you have enabled appear on the drop down

  2. Select Employment Type

  3. Select Classification/Level

  4. Select Allowances if they apply

    • The allowance and penalties field is where you will find earnings rules that don't always apply. The most common is uniform allowances.

    • Penalties that always apply as part of the earnings rules don't require anything selected in this field - they will apply based on steps 1-3 above.

  5. Leave the base hourly rate field empty

    • You can leave this field as $0 if you want pay rates to apply directly from a Earnings Rule Template. This field only requires a rate entered if you want to pay a rate higher than the earnings rate.

Further tips on classifying employees

  • If you followed the above steps but rates don't appear yet, check the date of birth is entered. The date of birth is used to determine if a junior or adult rate should apply

  • To view which rules apply to an employee, click Earnings Rules button on the left side of an employee profile

Assigning Custom Earnings Rules

To configure the employee, select Custom Payroll Setup and then select the Tag or classification that applies to them. You'll also need to assign their Rate in the Base Rate field to the left:

Other employee profile payroll fields

Payroll ID

Some payroll systems use a Payroll ID as the unique identifier for employees. Entering a payroll ID will help to match records between systems. uses email, phone number, employee ID and name to match the correct users when importing staff information, so this field is not mandatory in, but if it is in your payroll software, it's a good idea to have it in both.

Date of Birth and Employment Start Date

Employment start date will automatically apply the date you import an employee profile, but you can override that date. Date of birth is used to apply base hourly rates based on age.

Annual Salary

Enter the full annual salary into the salary field. You can decide how you want salary costs to calculate in your account general settings.

Settings Icon > All Settings > General > Salary Allocation

Public Holidays

Confirms the Public Holiday settings applied to the employee. For further information on setting up public holidays in your account, see Configure public holiday dates.

Advanced Payroll Fields

To keep things simple, advanced payroll fields are hidden by default - you can enable these through Settings > Feature Management. Advanced payroll fields include:

  • Paid at Adult Rates: Tick this if you would like to disregard the age of the staff member and pay them adult rates

  • Part Time Fixed Hours: if your staff member is part time, this is where you enter what their contracted hours are, either weekly or fortnightly. That way, the system knows when to calculate overtime.

  • Expected hours in a week: enter expected hours for salaried staff, to cost their hours on timesheets and reports.

  • Overtime averaging period: if you are set up for a weekly pay (for example), but you have a staff member whose overtime is calculated fortnightly.

Period start date: this field determines the period start date for overtime calculation. If you use overtime averaging, this sets the start date of the overtime averaging period.

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