Pay Employee Leave in Advance
Functionality has been introduced to allow employees to be paid leave in advance. Where the leave period is for one or more entire Calendar Periods, users and employees (via Experience/Communities ) will have the option to indicate on a Payee Leave Event that the leave should be processed in full during the Pay Batch for the Calendar Period directly prior to the leave commencing. If the leave period does not cover an entire calendar period, it cannot be paid in advance. This is to ensure, in the case of other payments being made within the same Calendar Period, all payments are calculated correctly. To cater for leave that crosses over a whole Calendar Period and only covers part of the surrounding periods, users will need to create separate Payee Leave Events for the portion(s) that only cover part Calendar Periods . The Payee Leave Events for the portion covering the whole Calendar Period(s) can be paid in advance whereas the part period can not. This upgrade includes new validations on the Payee Leave Event record to ensure the correct setup is used in preparation for payroll. Furthermore, the Pay Batch Manager has been updated to cater for the payment of the leave in advance. This includes the introduction of new alerts to highlight to the users where they are occurring.Configuration Requirement: Compulsory
User Story Reference Number(s): SC-31717 (SC-31716, SC-31718, SC-31719, SC-31720, SC-31837, SC-31838, SC-31839, SC-31840, SC-31979, SC-32036, SC-32087)Indicate the Rate that Leave Will Be Paid
Improvements have been made to allow users to define the rate at which leave will be paid. Previously, leave would automatically be paid at the standard pay rate of an employee. Now, users and employees (via Experience/Communities ) will be able to indicate whether a Payee Leave Event is to be paid at half pay, standard pay, or double pay. The type of rate available to be paid for each Payee Leave Event (half pay, standard pay, or double pay) is controlled by settings available on its related Leave Rule record. By default, the leave will continue to be paid at standard pay, unless specified otherwise. This functionality also ensures that during the payroll Pay Batch finalisation process, the corresponding leave deducted from an employee’s leave balance, as well as any leave accruals earned, will be calculated correctly. Deductions from the employee’s leave will be completed based on the rate of pay used. That is, half-pay will deduct the standard pay at a quantity of half of what was taken. Double pay will deduct the standard pay at a quantity of double of what was taken. Accruals will continue to occur at the standard rate. Configuration Requirement: Compulsory User Story Reference Number(s): SC-31649 (SC-31687, SC-31687, SC-31690, SC-31692, SC-31695, SC-31702, SC-31703, SC-31708, SC-31709, SC-32086, SC-32088)Update Leave Functionality in Experience/Communities
The leave functionality available in employee Experience/Communities has been updated to provide an improved user interface, functionality and controls which, in turn, will cater for a positive employee experience when accessing their information. These enhancements include modifications to how leave balances are shown, making it easier for employees to identify each type of leave that applies to them and the current balance. Also, when applying for leave, the selection of which Leave Rule to apply against has been simplified by improving the option labels held within the picklist. Likewise, the approvers will also be able to see the Leave Rule name when reviewing submitted Leave Requests . Further, to assist in the customisation of leave functions available to employees via Experience/Communities, controls have been added within the Experience/Communities Leave Component to allow system administrators to turn its sub-tabs on and off based on the organisation’s requirements.Configuration Requirement: Optional
User Story Reference Number(s): SC-31432, SC31445, SC-32053Define Dual Leave Loading Interpretation Rules
Extensions to the Timesheet Interpretation capabilities have been introduced to support adherence with modern award requirements that, when annual leave is paid, leave loading should be paid at the highest rate calculated between ‘standard leave loading’ versus ‘shift loaded leave loading’. Now users can define, at a Leave Rule and Interpretation Rule level, if the highest leave loading rate should be applied. If yes, during Timesheet Interpretation the system will perform both calculations and produce Pay Transactions for the option that has the highest total value. Configuration Requirement : Optional User Story Reference Number(s): SC-31984 (SC-31398, SC-32013)Apply For Time Off In Lieu Credit in Experience/Communities
Further to the above detailed leave updates in Experience/Communities, new functionality has been introduced relating to time off in lieu. Now, in addition to submitting requests to take the various types of leave, employees will also be able to submit requests for credit against time off in lieu. These credit requests will go through the same submission, approval, rejection process as normal leave requests, however, when approved and processed via payroll, they will add a credit to the employee’s time off in lieu balance. The facility for employees to submit time off in lieu requests is controlled by whether they have one or more active Payee Leave Rules related to a time off in lieu Leave Rule, which specifies that employees can apply for leave credits via Experience/Communities . Likewise, the ability for approvers to view/approve/reject the submitted credit requests is controlled by the same leave rule field when related to Payee Leave Rules where they are listed as an approver. Configuration Requirement: Optional User Story Reference Number(s): SC-31429Perform Streamlined Payee Exit Tasks
The Payee Exit feature has been improved to provide further capabilities relating to leave and the calculation of leave payout values. Through the Payee Exit Advanced Calculation Tool, entries for annual leave, leave loading and long service leave are automatically generated during the calculation process. Users are then able to edit values ( Quantity and Pay Rate ) within the created records as needed. Previously, where manual overrides are completed, if the user was to recalculate the exit values, the records would regenerate and the overrides would effectively be reversed, resulting in the user needing to perform the overrides again. Now, when a manual override is completed on these leave records when the calculation button is clicked, the overridden values will be retained. Further, the Add Components functionality within the Payee Exit Advanced Calculation Tool has been extended to automatically populate a list of current Payee Leave Rules, excluding annual leave and long service leave, that can be incorporated into the exit calculation for the user to select from. This will make the process of identifying and adding exit components more streamlined which lower the likelihood of components being missed in the exit calculation. General updates to the standard page layouts and the Payee Exit Tool user interface layout have also been completed. Configuration Requirement: Optional User Story Reference Number(s): SC-22606 (SC-31712, SC-30308, SC-32152)Automate Payee Allowance Records and Assignment Rate Creation
A new feature to allow the automatic creation of Payee Allowance Records and Assignment Rates based on details held in template records has been introduced. With this functionality, users will be able to create Payee Allowance Record templates for both Payroll Allowance and Timesheet Allowance and/or Assignment Rate templates for the Timesheet record type. These templates can then be grouped together via template groups and assigned to any Assignment(s) . Once assigned, the system will automatically create the required Payee Allowance Records and Assignment Rates based on the templates held within the group. Further, with Timesheet Assignment Rates, users will have options as to how the information that is defined on the Assignment Rates Template is carried down to the Assignment level. When the Assignment Rates are created for an Assignment, they can have all details, including the template defined pay and invoice rates, copied down onto the new record(s) or they can exclude the template defined pay and invoice rates. To exclude them, users will define a base pay and base invoice rate against the Assignment and when Assignment Rates are created, these base rates coupled with information held on the Pay Codes, will be used to populate the pay and invoice rates on each Assignment Rate record created. This feature gives users the ability to use standard rates easily while also allowing the flexibility to provide rates that are customised specifically to the Assignment where needed. Configuration Requirement : Optional User Story Reference Number(s) : SC-31374, SC-31618 (SC-30722, SC-31851, SC-31937, SC-31937, SC-32026, SC-32028, SC-32081, SC-32136, SC-32138, SC-32141, SC-32156, SC-32158)Simplify Assignment Rate Sort Order and Expiry
To make the creation and maintenance of the Assignment Rate record more streamlined, new enhancements have been introduced to enable the automatic population of fields. Now when a new Assignment Rate is created, the Sort Order of the Assignment Rate will automatically be populated based on the values held within the record. If there are no other records with the same Assignment, Pay Code, Project Code, Timesheet Activity and Auto Pay combination, the Sort Order of 1 will be applied to the Assignment Rate . If there are existing Assignment Rates with the same combination, the Sort Order applied will be the next consecutive number. For example, if there is an existing record with the Sort Order of 6, then the new record will have the sort order of 7. Where needed, the sort order applied can be updated after the creation of the record. To cater for the use of the same Sort Order value multiple times for a single Assignment (based on the Assignment, Pay Code, Project Code, Timesheet Activity and Auto Pay combination) the previous validation that prevented any duplicate values against an Assignment has been removed. Also, the existing functionality to automatically expire Assignment Rate records that have the same combination as the new record has been improved to cater for additional scenarios where an overlap on the start and expiry dates could previously occur. Configuration Requirement: Not Required User Story Reference Number(s) : SC-31343 (SC-31942, SC-32070, SC-32147)Define and Use Minimum Pay Rates
Extending the above feature to automate the creation of Payee Allowance Records and Assignment Rates, new Minimum Pay Rates functionality has been introduced to assist in the maintenance of payments against Modern Award and Fair Work requirements. This functionality allows users to consolidate information relating to Award Classification and Levels, Pay Codes, Pay Rates and Interpretation Rules that apply for a specific time frame. These Minimum Pay Rate records can then be assigned to Assignment Rate Template Groups and, via those, to the Assignments . Once allocated to an Assignment, the system will use details held on the Assignment record to determine which of the templates within the Template Group apply and then create the records needed. Further, the annual update of Minimum Pay Rates has also been catered for. Now, when an increase is required, users can create new template records for the new rates and assign them to the existing Template Group . Once complete, an automated process will identify the Assignments that require Assignment Rate updates, expire the old Assignment Rates and create new ones based on the new Minimum Pay Rates . This functionality is intended for use when there are no invoicing requirements. The Assignment Rate records created based on the Minimum Pay Rates will hold payment details only and will not cater for the calculation of invoice rates. Where invoicing is required, the above-detailed Assignment Rate template functionality should be used. Configuration Requirement : Optional User Story Reference Number(s) : SC-31374, SC-31618 (SC-31847, SC-31854, SC-31854, SC-32032, SC-32060, SC-32078, SC-32079, SC-3217)Create and Allocate Work Schedules Efficiently
Managing schedules and rosters can be a complex and time-consuming process. With the introduction of Work Schedules functionality, users will be provided with advanced tools to greatly assist in reducing the workload normally involved in creating and applying Work Schedules for employees. With this new feature, users will be able to easily identify and create shift patterns detailing essential information such as Start Time, End Times, Breaks and Total Hours that will apply to a Work Schedule . These patterns can then be automatically replicated for an extended period of time resulting in a Work Schedule that details all shifts that will apply within a defined period. The Work Schedules, once all shift details are correct, can then be easily allocated against one or more Assignment records. Further, provided their time periods do not overlap, an Assignment can have multiple Work Schedules applied to it. For ease in management over shift days and shift times, users will be able to view, from the Assignment, all allocated Work Schedules and the individual shifts held within the schedule. Note: This is a beta release of Work Schedule functionality and additional updates and improvements will be included in the next release Configuration Requirement : Optional User Story Reference Number(s): SC-22924(SC-31296, SC-31302, SC-31537, SC-31538, SC-31539, SC-31540, SC-31541, SC-31542, SC-31778, SC-31961, SC-32019, SC-32030, SC-32067, SC-32068, SC-32071, SC-32110)Apply Work Schedule Information to Payroll
Building on the functionality to effectively create and manage Work Schedules, existing payroll functions have also been updated to extend this feature right through to payroll. Now, where a Work Schedule is applied to an Assignment, key information held within the schedule will be used to enhance the payroll experience. Employees that use Timesheets will benefit from the information held within their allocated Work Schedule being carried forward to provide default values on their Timesheets. This change is aimed at facilitating more accurate reporting of actual hours worked, while making the submission and approval of Timesheets an improved and timely experience for both the employee and Timesheet approvers. Further, a new Auto Pay Type has been introduced for those employees not using Timesheets . Users will now have the additional option of calculating pay based on the scheduled hours. When applied during payroll, this autopay function will take information held on the Work Schedule and generate Pay Transactions based on the employee’s scheduled shift. Also, the auto pay functionality now has inbuilt tools to handle when a scheduled shift falls on a public holiday. Where this occurs, depending on the shift settings, the payment of the public holiday will automatically be transacted as either a paid day off or at the working public holiday rate. Configuration Requirement : Optional User Story Reference Number(s): SC-22924 (SC-30740, SC-31904, SC-31905, SC-31906, SC-31907, SC-31909)Extend Minimum Rest or Break Loading Interpretation
Previously, when defining Interpretation Rule Breakpoints for Minimum Rest and Break Loading, users were only able to define a single Pay Code that covered all the days including Sundays & Public Holidays per Breakpoint . The Interpretation Rule and the corresponding Timesheet Interpretation logic has now been improved to allow users to define multiple Pay Codes per Breakpoint . These include a default Pay Code (the previously existing field) used for all days and an optional Pay Code field for Sundays and Public Holidays. If the optional Sunday and Public Holiday fields are not populated, the default Pay Code will be used for those days as well during interpretation. Configuration Requirement: Compulsory This functionality is optional, however there are compulsory configuration items required to ensure all the existing Interpretation Rules continue to function correctly, regardless of if this new feature is utilised or not. User Story Reference Number(s): SC-31683Utilise Daily Interpretation Rules for Partial Days
The Daily Interpretation Rule has been extended to include additional interpretation capabilities. Previously, these rules only catered for day, or part thereof, interpretations, which meant if an employee worked as little as one minute, they would be paid for the whole day. Now the functionality has been extended to cater for partial days. Users will control, via the Interpretation Builder, if a Daily Interpretation Rule will allow for partial day payments and, if so, have the ability to define Breakpoint parameters including hour thresholds and limits, and the corresponding quantity that will be used during Timesheet Interpretation . If the option to apply partial days is not taken, the default behaviour of paying the whole day quantity will be applied. Configuration Requirement: Optional User Story Reference Number(s): SC-31984 (SC-22891)Pay Partial Allowances
Additional options for the payment of Interpretation Rule defined Allowances have been provided to cater for the partial payment of Allowance amounts. Previously, the calculation of Allowances conducted via Timesheet Interpretation was completed on a period (hours, days or frequency) or part thereof basis. This meant if the employee worked part of a period, they were paid the whole allowance amount for the partial period, not for only the portion completed. For example if the Allowance was an Hourly Allowance and the employee worked 9.5 hours, the quantity paid would be 10. Now, a new option has been added to the Interpretation Rules to define if a payment for the partial period should also be paid. This means for the above example the employee would be paid a quantity of 9.5. If the option to apply partial quantity for Allowances is not taken, the default behaviour of paying based on the period or part thereof will be applied. Configuration Requirement: Optional User Story Reference Number(s): SC-31984 (SC- 31337)Provide Greater Detail on Pay Advice Documents
The existing Pay Advice functionality allows payees to receive their Pay Advice documents with their line-by-line breakdown, grouped on a per Assignment basis. Now, where Assignments are using Project Codes to differentiate projects/tasks, Pay Advice documents can be created with the details provided at a Project Code level. This improved level of detail is enabled on the Pay Schedule and will allow payees to more clearly determine which projects/tasks are included in their payments. Configuration Requirement: Optional User Story Reference Number(s): SC-23223 (SC-31841)Set a Custom Pay Advice Footer
A customisable footer on the ‘out of the box’ version of the Pay Advice PDF has been introduced to allow more flexibility to tailor the look of Pay Advice documents to suit your organisation’s branding requirements. The custom footer, which is defined at a Pay Advice Template level, can include a single line of coloured text (specified by hex code) that is either left, center or right justified on the page. If the pay advice falls over multiple pages, the footer will appear on the bottom of all pages. Configuration Requirement: Optional User Story Reference Number(s): SC-23223 (SC-31651)Define a Default Pay Advice Message
The existing functionality of including a message on the Pay Advice document has been extended to include a new level of default messaging. Previously, default messages could only be defined at a Payment Entity ( Account ) and at Payee level, with users being able to also enter a message through the Pay Batch Managers Create Pay Advice page. Now, users can also define a default message at Pay Advice Template level and it will be displayed for all new Pay Advice records generated, between any Payment Entity level messages and Payee level messages. Configuration Requirement: Optional User Story Reference Number(s): SC-23223 (SC-31652)Mark Pay Advice Templates as Active or Inactive
A new feature has been added that will now allow users to make a Pay Advice Template active or inactive so that a particular template can be excluded or included during the Pay Advice creation process. This feature is enabled by adding a new Available For Use field on the Pay Advice Template record. When new Pay Advice records are generated, only the Pay Advice templates that have an Available for Use value as ‘ Yes ’ can be used unless it is specifically overridden on the Payee record. Pay Advice documents generated prior to the Pay Advice Template being made unavailable will continue to be rendered using the Pay Advice template that is applied at the time of creation. This will ensure that historic Pay Advice PDFs remain unchanged. Configuration Requirement: Compulsory User Story Reference Number(s): SC-22136 (SC-31643)Consolidate Multiple Pay Advice Amounts in a Payment File
Within a Pay Batch, there may be scenarios where a Payee has multiple Pay Advice records. Currently, when the Payment File associated with the Pay Batch is generated, the payments are determined on a per Pay Advice basis. This means that, when there is more than one Pay Advice for the same employee within a Pay Batch, they would receive multiple payments for each Payment detail record they have active. The advantage of this approach is that it ensures the payments received can easily be reconciled against each individual Pay Advice record. There are however instances where the higher number of payments is not ideal for the Payee . To cater for these scenarios, new functionality has been introduced to allow for Payment Files to be consolidated so that, if there are multiple payments to the same Payee/Payment Details combination, they can be combined into one single payment on the Payment File . The default behaviour will continue to separate the payments on a per Pay Advice basis. Should the ability to consolidate the payments be required, it needs to be defined on the Payee record. Depending on the settings of the Payees included within the Payment File, there may be a mix of combined and separated payments within the same file. Configuration Requirement: Compulsory User Story Reference Number(s): SC-23225 (SC-31263)Automatically Assign Defined Permission Sets to Experience/Community Users
In the previous release (v1.84), a new feature that automatically created Experience/Community users was introduced to expedite the process of setting up new employees. The functionality has been extended to not only create the Experience/Community user but also to automatically assign any required Permission Sets to the user record. System administrators will be able to define one or more Permission Sets to be automatically assigned based on the new user’s profile . Furthermore, if an existing user is updated, and new Permission Sets have been defined for that Profile, the additional Permission Sets will be allocated to the user while still maintaining their existing Permission Set assignments. Configuration Requirement: Conditionally Compulsory Overall this item is optional, however, it is required when the previously introduced functionality to auto-create Experience/Community users is in use. User Story Reference Number(s): SC-29328Customise Invoice Grouping
The existing functionality of generating Invoices provides multiple standard options for grouping Pay Transaction information into Invoices . This Invoice Group By feature has been extended to provide even more flexibility with the Invoice grouping. Now, users can populate a Custom Invoice Group By Id field on the Assignment which will then automatically copy down to any Pay Transactions created. When the field on the Pay Transaction is populated, and the Invoice Group By option on the related Client is set to ‘ Custom Group By ID ’, it will override the system generated Invoice Group By ID when generating Invoices . Where this option is not undertaken, the existing system-generated Invoice Group By ID will be used. Further, to provide even more customisation options, system administrators will be able to set up automation (custom workflows/process builders etc) to populate the Invoice Group By ID directly onto the Pay Transaction, bypassing the field on the Assignment . This will allow for scenarios where the Invoice Group By ID needs to be different for individual transactions under the same Assignment . Configuration Requirement: Optional User Story Reference Number(s): SC-30723Include Expense Receipts/Evidence as Attachments with Invoice Emails
Configuration Requirement : Optional User Story Reference Number(s): SC-31563Make ‘Funding Requirement’ Mandatory
A greater level of control over the filters used within the Pay Batch Manager to generate Pay Batches has been introduced. Now, system administrators can define if the existing, optional Funding Requirement field is made compulsory. When this organisation-wide custom setting is enabled, users will not be able to proceed past the filter page and generate Pay Batches without first selecting a Funding Requirement to filter the records by. Configuration Requirement: Optional User Story Reference Number(s): SC-31546Setup Self Managed Super Funds Via Experience/Communities
Previously the setup and maintenance of Superannuation Fund Payee Withholding via Experience/Communities were limited to where the Superannuation Fund record to be applied already exists. This meant that employees could not define payments to Self Managed Superannuation Funds without first organising externally for the fund details to be added by a payroll user. Functionality has been introduced to allow employees to set up a Superannuation Fund record for their Self Managed Superannuation Fund and then apply that fund to their required Payee Withholding records. This functionality carries the same validation of Superannuation Fund information as is used for internal users to ensure fund information collected is compliant with SuperStream requirements. Configuration Requirement: Not Required User Story Reference Number(s): SC-31715Updated Format of SAFF File Extracts for Superannuation Lodgement New
The SAFF file format for extracting SuperStream compliant data has been updated to meet the standard ATO approved format. This is a critical update and System Administrators must ensure that the 2cloudnine Payroll Australia Extension package is updated as only the files that adhere to the required format will be accepted during the SuperStream upload process. Configuration Requirement: Conditionally Compulsory (Employers who extract data using SAFF Format when using 2cloudnine Payroll Australia SuperStream functionality must have the 2cloudnine Payroll Australia Extension package updated) User Story Reference Number(s): SC-32229_Adhere to SuperStream Requirements_ To ensure that all the required data is collected for future processing activities, including Superstream compliance, validation has been added to the Payee Withholding rule object to make the Superannuation Fund field mandatory. Now, on the creation and update of all Payee Withholding records, with the record type of AU Super, the field must be populated. Configuration Requirement: Compulsory User Story Reference Number(s): SC-31933Filter Timesheets on the Approver Community
Timesheet approvers can be responsible for the approval of a high number of Timesheets . Within Experience/Communities, this means that the list of Timesheets on the Timesheet submitted, approved, rejected tabs can become excessively long. To assist approvers to refine these lists to only show those they are currently actioning/reviewing, new functionality has been added to allow them to filter the Timesheets listed based on a date range. When used, only Timesheets that have Timesheet entries that fall within the range (inclusive) will be listed. Configuration Requirement: Not Required User Story Reference Number(s): SC-31790Customise Experience/Communities Terminology Update
In some instances, the terminology used within the standard Experience/Communities components will not match those used within an organisation. To allow for an Experience/Communities setup that can be aligned to any businesses needs, including the use of various languages and different terms/expressions, functionality has been introduced to provide for a higher level of customisation. All previously hardcoded labels and messages have been updated to be held within Custom Labels which, when required, will allow the use of the Salesforce translation tools to override the standard text. These updates apply to both the employee and approver Experience/Communities, with the same overrides applied to both. Configuration Requirement: Optional User Story Reference Number(s): SC-31715Minor Updates
Minor updates in the following areas have also been provided. There are no configuration requirements for any of these items which will become available on installation of the package.- Improvements to Payment Details validations User Story Reference Number(s): SC-30837 (CI-216779)
- Refinement of Timesheet Interpretation logic User Story Reference Number(s): SC-31984 (SC-31740, SC-31935, SC-31986, SC-31987, SC-32005, SC-32112, SC-31680)
- Streamline Invoice deletion record updates User Story Reference Number(s): SC-31253
- Enhancements to Invoice Creation User interface User Story Reference Number(s): SC-31691
- Refinement of the Assignment automatic field population logic User Story Reference Number(s): SC-31452
- Addition of optional Lookup filtering on Assignment Rate fields User Story Reference Number(s): SC-32051
- Enhancements to the Timesheet Manager user interface User Story Reference Number(s): SC-31808
- Improvements to Overnight Time Entry validations User Story Reference Number(s): SC-31834
- Enhancements to Interpretation Builder user interface User Story Reference Number(s): SC-31984 (SC-31648, SC-31680, SC-31617), SC-31914
- General updates to override validations functionality User Story Reference Number(s): SC-31730
- Upgrade to Pay Batch Manager warning and alerts User Story Reference Number(s): SC-31646
- Updates to Timesheet and Leave Reminder/Notification Tools User Story Reference Number(s): SC-32127, SC-31697
- Improvements to Leave Calculations logic User Story Reference Number(s): SC-22132 (SC-31826), SC-31918 (SC32107, SC-32106)
- Additions to Create Pay Batch logic User Story Reference Number(s): SC-32065
- Improvements to Experience/Communities Timesheet Submission User Story Reference Number(s): SC-30960
- Improvements to Experience/Communities Expense Claim Submission and Approval functionality User Story Reference Number(s): SC-30960, SC-31530
- Improvements to Experience/Communities Leave Submission and Approval functionality User Story Reference Number(s): SC-30960
- Provision of Required Experience/Communities Permission Set
Updates
User Story Reference Number(s): SC-31923, CI-217109- Improvements to Base General Ledger Integration Update
- General Code optimisation to improve overall system performance Update