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Purpose

The purpose of this Administrator Guide is to provide information about packaged Utilities variations of Employee Onboarding within the Community. The content in this guide is optional and may be utilised during implementation, or even after a project has gone live. The intended audience for this document is System Administrators.

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Overview

The Employee Onboarding Components within the Utilities Package provide Payees with an intuitive and dynamic option of providing and updating their Payroll information as required to successfully onboard and be paid via 2cloudnine Payroll.

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TFN Declaration

The Tax File Number Declaration Screen Flow provides an alternate option for completing a Tax File Number Declaration within the Community. The Screen Flow is closely aligned to the ATO’s standard TFN Declaration form. It can be used to replace the TFN Details tab within the packaged 2cloudnine Emp Comm Profile Component, and will allow an Employee to both create and update their PAYG Withholding details. Disable Updates to Personal Information The TFN Declaration Screen Flow contains a section for an Employee’s Name and Birthdate to be shown, which is enabled by default and contains the following fields:
  • Title
  • First Name
  • Last Name
  • Other Names
  • Previous Family Name
  • Birthdate
For Orgs that do not want Payees to update this information within the Community, this can be disabled by following the steps below: Go to Setup - Custom Settings - 2c9 - Utility Package Settings - Manage
  1. Check the setting TFN Remove Personal Details .
  2. Select Save .

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Company Details

Like the TFN Declaration, the 2c9 Utilities - GST Withholding Screen Flow provides an alternate format for Payees to create and update their GST Withholding details. The Screen Flow can replace the Company Details tab available within the 2c9 Emp Comm Profile Component. Disable GST Registration Requirement By default, Contractor Payees must be registered for GST and create a GST Withholding. However, if your Org engages Contractors who are not registered for GST, this requirement can be disabled by following the steps below: Go to Setup - Custom Settings - 2c9 - Utility Package Settings - Manage
  1. Check the setting GST Registration Not Required .
  2. Select Save .

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Superannuation Choice

The Superannuation Choice Screen Flow provides an alternate option for Payees to create or update a Superannuation Withholding record. The Screen Flow can be used to replace the Super Details Tab currently available within the Emp Comm Profile Component and provides options for adding an APRA, SMSF, or Client Default Super Fund. An additional feature allows uploading of files for an APRA or SMSF to be made mandatory, preventing the Payee from continuing without first uploading the required documents. Mandatory File Uploads The Flow provides the option to make file uploads mandatory for both APRA and SMSF funds. To enable this feature: Go to Setup - Custom Settings - 2c9 - Utility Package Settings - Manage
  1. Select the checkbox Super SMSF File Mandatory if required.
  2. Select the checkbox for Super Apra File Mandatory if required.
  3. Select Save .
To update the wording in the mandatory file upload, this is done within the Screen Flow itself. Please contact the 2cloudnine Customer Success Team if you require assistance with this.

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Create Custom Settings

The Employee Payroll Onboarding utilises Custom Settings for defining specific features of the related Screen Flows. To populate the Custom Settings: Go to Setup - Custom Settings - 2c9 - Utility Package Settings - Manage
  1. Select the New button.
  2. Select the checkboxes as required (see Figure 1).
  3. Select Save .
Screenshot from Employee Payroll Onboarding (Utilities) - Administrator Guide

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Activate Screen Flows

Before using the Employee Payroll Onboarding Screen Flows, they must be activated first. To activate the Flows: Go to Setup - Flows
  1. Select 2c9 Utilities - Community Capture TFN .
  2. Select Activate .
  3. Go back to the Flows and select 2c9 Utilities - Community Capture Superannuation Details .
  4. Select Activate .
  5. Go back to the Flows and select 2c9 Utilities - Community Capture Payment Details .
  6. Select Activate .
  7. Go back to the Flows and select 2c9 Utilities - Community Capture GST .
  8. Select Activate .
Important Notes(No GST Payees)If the Payment Entities only employ PAYG Payees, you can skip activating the 2c9 Utilities - Community Capture GST. You can also skip configuration steps related to separating PAYG and GST Withholdings.

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Payment Details

The Payment Details Screen Flow can be added to the Employee Community to provide an alternative for Payees to create or update their Payment Details. The Screen Flow can be used to replace the Payment Details tab on the Emp Comm Profile Component and provides the Payee with the ability to provide Payment Details for multiple bank accounts, with different Distribution Types such as Fixed Amount or Percentage.

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Insert Screen Flows into Community

These Employee Payroll Onboarding Screen Flows are only available for the Community and must be added to a Community page within Community Builder. Whilst it is possible to configure the Community as per a customer’s requirement, we recommend the following as a baseline configuration for these Flows: Go to Setup - All Sites > Builder (for the Employee Community)
  1. Navigate to the page you want the Flow to be put into (we recommend using a My Profile page).
  2. Insert the Tabs Component and create 4 tabs for TFN Declaration, Company Details, Superannuation Choice, and Payment Details.
  3. Drag the Flow Component into the first TFN Declaration tab.
  4. In the Flow Component window, select the Flow labelled 2c9 Utilities - Community Capture TFN Details .
  5. Drag the Flow Component into the second Company Details tab.
  6. In the Flow Component window, select the Flow labelled 2c9 Utilities - Community Capture GST .
  7. Drag the Flow Component into the third Superannuation Choice tab.
  8. In the Flow Component window, select the Flow labelled 2c9 Utilities - Community Capture Superannuation Details .
  9. Drag the Flow Component into the fourth Payment Details tab.
  10. In the Flow Component window, select the Flow labelled 2c9 Utilities - Community Capture Payment Details .
  11. Select Publish .
Important Notes(Personal Details within Community)If you are using the Standard 2c9 ‘Emp Comm Profile’ Component for Employees to update their Personal Information, we recommend you disable the TFN, Superannuation, and Payment Details from within the Component. If you are not using this Component for Personal Information, then this Component can be removed from your Community Experience.
Audiences for PAYG & GST If your Customer employs both PAYG Payees and GST Withholding Contractors, Community Audiences should be configured to streamline the User Experience by displaying only the relevant Tabs to each type of User. The Company Details Tab should be hidden from PAYG Payees, and the TFN Declaration and Superannuation Choice Tabs should be hidden from Contractors. To configure Audiences for PAYG and GST Withholdings: Go to Setup - Digital Experiences - All Sites - Builder (for the Employee Community)
  1. Navigate to the My Profile page from the above step.
  2. Select the TFN Declaration Tab and select 2c9 Utilities - Community Capture TFN Details Flow.
  3. In the Flow menu, select the drop-down menu and then select Assign (see Figure 2).
Screenshot from Employee Payroll Onboarding (Utilities) - Administrator Guide
  1. Select New Audience .
  2. Enter the Audience Name PAYG (see Figure 3)
  3. In the Audience Criteria, select the following:
    • Criteria Type = User > Contact > Primary Payee Record > Earner Type
    • Operator = Equals
    • Value = PAYG
  4. Select Save & Assign .
Screenshot from Employee Payroll Onboarding (Utilities) - Administrator Guide
  1. Select the Superannuation Choice tab.
  2. In the Flow menu, select the drop-down menu and then select Assign .
  3. Select PAYG .
  4. Select Assign (see Figure 4).
Screenshot from Employee Payroll Onboarding (Utilities) - Administrator Guide
  1. Select the Company Details tab.
  2. In the Flow menu, select the drop-down menu and then select Assign .
  3. Select New Audience .
  4. Enter the Audience Name GST .
  5. In the Audience Criteria select the following (as per Figure 4 above):
    • Criteria Type = User > Contact > Primary Payee Record > Earner Type
    • Operator = does not equal
    • T2P Pay Transaction Override Setting = PAYG
  6. Select Save .
  7. Select Assign and then select Publish .
Alternative Audience Layout With the Tabs Component, it is not possible to hide individual Tabs for different Audiences. As a result, while the individual Flows will not be displayed, the Tab Labels themselves will still appear. If you want to display only the relevant Tabs based on the PAYG or GST Audience, you can create separate Tab Components, each containing only the relevant Flows. You can then apply the appropriate Audience to each Tab’s Component — one for PAYG Flows and one for Contractor Flows (see Figure 5).
Screenshot from Employee Payroll Onboarding (Utilities) - Administrator Guide

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Further Information