QRG Create a Payee record

Purpose

The purpose of this quick reference guide is to step through the process of setting up a Payee record. The intended audience for this document is System Administrators / Standard Users.

Steps

Create a new Payee record

The Payee record holds Employee information related to payments, withholdings, leave, and other calculations to be processed in a Pay Batch. To create a Payee record, follow the steps below:

Go to the Payee tab.
Click on the New button (see Figure 1).

Figure 1

Screenshot from QRG Create a Payee record

Populate the following required fields to provide the base details of the Payee (see Figure 2):
1. Employee
2. Payment Entity
3. Pay Schedule
4. Primary Location
5. Earner Type
6. Payroll System (must select 2cloudnine Payroll AUS to include the Payee in Pay Batches)
7. Original Leave Service Date
8. Payroll Start Date
9. Payment Consolidation
10. Leave Template
Populate the following optional fields as needed (see Figure 2):
1. The Primary Record checkbox indicates that this Payee is the primary record for viewing this Employee in the Community. This checkbox is always checked by default, but Users can uncheck it if they have another Payee record that should be the Primary Record.
2. To add a Payroll Id different from what is automatically generated by 2cloudnine Payroll, populate the optional field Payroll Id . If left blank, this will auto-populate with the 2cloudnine-generated Payroll Id when the record is saved.
3. If you are changing the Payroll Id of a Payee having existing YTD values in the current financial year, populate the Previous Payroll Id to avoid duplication of YTDs in myGov.
4. To define the default fund for the Employer, populate the optional field Default Employer Fund Category.
5. To integrate the Payee record with an external system, populate the External Id optional field.
6. To declare if the payment details are complete, populate the Payment Details Complete field. If not, populate the Payment Details Incomplete reason field.
7. Cessation Date, ATO Cessation Type and Payee Cessation Reason fields are to be populated only when the Payee Exit process is completed and should remain blank otherwise.

Figure 2

Important Notes (Primary Payee and Payroll Start Date)The checkbox Primary Record is, by default, auto-selected on every Payee record and should be unchecked if the related Contact record already has an existing Primary Payee record. A Contact can have only one Primary Payee related to it. Similarly, upon successfully saving the Payee, the field Payroll Id would automatically be populated.Payroll Start Date is the Payee’s first date of employment with this Payment Entity. This does not change if they have transitioned to 2cloudnine Payroll after their Commencement Date, it will always be their first date with this Payment Entity.

Populate the following required fields to provide the base details of the Payee (see Figure 3):
1. Pay Advice Delivery Method
2. Pay Advice Template
Populate the following optional fields as needed (see Figure 3):
1. To add a custom message on the Pay Advice PDF specific only for this Payee, populate the optional field Pay Advice Message.
2. To define the sensitivity level of the Pay Advice, populate the optional field Pay Advice Sensitivity Level.
3. To create this Payee as a Community User, populate the optional field Create Community User (this also requires configuration by your system administrator).
Click on the Save button.

Figure 3

A new Payee record has been created and is ready for related records to be created, along with its Payroll Id populated (see Figure 4).

Figure 4

To modify an existing Payee record, open the required record and select the Edit button available on the top right side of the page. You can also double-click in any of the fields that need editing, or just click on the pencil icon that appears within fields when you move your cursor over the field.
When complete, click on the Save button.

Field Descriptions

Field Name	Description
ATO Cessation Type	The ATO-approved list of Cessation Types for STP Reporting. Picklist values are: Voluntary Cessation Ill Health Deceased Genuine Redundancy Dismissal Contract Cessation Transfer Early Retirement Non-Genuine Redundancy
Community User Created	The date and time the Community User was created. This field is populated automatically. Users should not be manually populating this field.
Create Community User	Defines if the Community User should be created upon creation of this Payee via automation.
Default Employer Fund Category	This is used for Payees to elect their super to be set up with the Payment Entities Default Super Fund, instead of providing details of their own choice of Superannuation Fund.
Earner Type	Indicates how this Payee should populate their details within the Community.
Employee	The related Employee.
Leave Template	This field is a lookup to the related Leave Template used to create default Payee Leave Rules.
Original Leave Service Date	The original service date from which Payee Leave Rules will use for their eligibility for taking leave and displaying balances. This date can be overridden on individual Payee Leave Rules during/after their creation.
Pay Advice Delivery Method	The distribution method for the Payee’s Pay Advices.
Pay Advice Message	This field is used to enter a Payee-specific message that will appear on their Pay Advices.
Pay Advice Sensitivity Level	The nominated sensitivity of this Pay Advice record. Customised security can be implemented based on the value in this field.
Pay Advice Template	Indicates the default Pay Advice Template to use for all Pay Advice records created for this Payee.
Pay Schedule	Defines the Pay Schedule that applies to the Payee.
Payee Cessation Reason	The reason employment ended as approved by the ATO for STP2 Lodgements.
Payee Incomplete Reasons	This field is automatically populated by the system and is only visible once the record has been saved. These are the issues to be resolved before the Payee can be included in a 2cloudnine Pay Batch.
Payment Consolidation	Indicates whether payments for multiple periods in the same Pay Batch should be consolidated or treated as separate payments during Payment File creation.
Payment Details Complete	Indicates if a Payee has sufficient information in their Payment Detail to enable creation of Net Payment within a Payment File.
Payment Details Incomplete reason	If Payment Details Complete = No, then the reason for the Payment Details being incomplete is provided here.
Payment Entity	The legal entity making payment to this Payee.
Payroll Id	The external Payroll System Id.
Payroll Start Date	The date this Payee commenced employment with this Payment Entity, ignoring any periods of unpaid leave. This is not the Go Live date on 2c9 Payroll, as this field is used in STP Lodgements to the ATO.
Payroll System	The application used to calculate payruns for this Payee.
Previous Payroll Id	When changing the Payroll Id of a Payee having existing YTD values within the financial year, please enter their Previous Payroll Id in this field to avoid duplication of YTDs in myGov.
Primary Record	Indicates this Payee is the primary record for viewing this Employee in the Community.

Further Information

Document	Document Type	Description
Create Payee Withholding Records - PAYG	Task Instructions	How to create PAYG Withholding Records
Create Payee Withholding Records - Superannuation	Task Instructions	How to create Superannuation Withholding Records
Create an Employee - Contact	Task Instructions	How to create an Employee record
Create Payment Details	Task Instructions	How to create Payment Details for Payees and Payment Entities

​Purpose

​Steps

​Create a new Payee record

​Field Descriptions

​Further Information

Purpose

Steps

Create a new Payee record

Field Descriptions

Further Information