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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.

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Steps

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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:
  1. Go to the Payee tab.
  2. Click on the New button. (See Figure 1)
Screenshot from QRG Create a Payee record
  1. 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
    7. Original Leave Service Date
    8. Payroll Start Date
    9. Pay Advice Delivery Method
    10. Payment Consolidation
    11. Leave Template
    12. Pay Advice Template
    13. Payroll Id (can be automated)
  2. Populate the following optional fields as needed:
    1. 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.
    2. To define the default fund for the Employer, populate the optional field Default Employer Fund Category .
    3. To declare if the payment details are complete, populate the Payment Details Complete field. If not, populate the Payment Details Incomplete Reason field.
    4. To add a custom message on the Pay Advice PDF, populate the optional field Pay Advice Message .
    5. To define the sensitivity level of the Pay Advice, populate the optional field Pay Advice

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Sensitivity Level.

  1. To create this Payee as a Community User, populate the optional field Create Community User (this also requires configuration by your system administrator).
Screenshot from QRG Create a Payee record
The field Primary Payee 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 record can have only one Primary Payee record assigned to it. Similarly, upon successfully saving the Payee record, the field Payroll Id would automatically be populated.
Cessation Date and Payee Cessation Reason fields are required only for the Payee Exit process and should be left blank otherwise.
Payroll Start Date is the Payees first date of employment with this Payment Entity. This does not change if they have transitioned to 2c9 Payroll after their commencement date, it will always be their first date with this Payment Entity.
  1. Click on the Save button.
  2. A new Payee record has been created and ready for related records to be created, along with its Payroll Id populated. (See Figure 3)
Screenshot from QRG Create a Payee record
Alternatively, a Payee record can be created from the corresponding Contact record’s related list.
Payee records CAN NOT be deleted if they have related records or are used in other records. Deleting records is not recommended unless absolutely essential.
  1. 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.
  2. When complete, click on the Save button.

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Field Descriptions

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 is the date and time the Community User was created and 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 an automation. Default Employer Fund Category 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 is the related Employee. Leave Template is a lookup to the related Leave Template used to create default Payee Leave Rules. Original Leave Service Date is 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 is the distribution method for the Payee’s Pay Advices. Pay Advice Message is to enter a Payee-specific message which will appear on their Pay Advices. Pay Advice Sensitivity Level is 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 is the reason employment ended. Payee Incomplete Reasons 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 is the legal entity making payment to this Payee. Payroll Id is the external Payroll System Id. Payroll Start Date is 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 is 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.

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Further Information