The ‘Payroll Lodgement Form’ is fairly straight forward and provides useful instructions to gather the information required. This document is designed as further guidance if more clarification is needed.
The 'Payroll Lodgement Form’ is located in the ‘Campus Leadership Online Forms’ portal.
You can also click this direct link ~ https://airtable.com/shr1yL1PH8Oi8Ayf7
Helpful Tips:
~ Each day review and approve each staff members timesheet from the day before.
~ Each day when you publish your daily running sheets save these in a running sheets folder. You can clear this folder each fortnight and restart again on the new fortnight. You should have a total of 9 or 10 daily running sheets depending on when you complete the pay cycle.
~ On your desktop you should have a total of 7 folders, these can be titled daily running sheets, wages (staff timesheet data), wages (timesheets), roster, roster percentage, wage to revenue and occupancy.
~ It can be difficult to remember all annual/sick leave therefore as any annual/sick leave forms are completed it is a helpful idea to document all annual/sick leave for the fortnight on your computer or laptop notes or etc (digital, not paper based) which means that this information can be easily transferred to the 'payroll lodgement form'.
BEFORE submitting the ‘Payroll Lodgement Form’ it is a good idea to have these points below organised:
- Download each staff members timesheet as a PDF. Instructions ~ select the pay period, select the name of the staff member and click go. Before downloading please check to make sure that each staff member has a 30min break showing and if each timesheet has been approved.
- If a staff member signs in when a shift has already been approved, it will stay approved however no hours will show on this particular day and this will not appear on the staff members timesheet when downloaded. This process will need to be done for each staff member.
- Download timesheet date, select period of time, don't select any particular educator and then select go. Export as CSV and save in the timesheet data folder.
- Download Roster ~ to download the roster go to the roster calendar, select the correct period and export as PDF. You should have two documents.
- Take screenshots (shift + comm + 4), select the information where you can see the required info, rostered info, percentage and date. There should be a total of 3 screenshots (Friday plus next 2 weeks).
- Download the wage to revenue report (add into your folder).
- Download occupancy report for current month.
AFTER organising the above tasks:
Open the ‘Payroll Lodgement Form'.
Your start date for payroll should always be the fortnight Friday to the Thursday of the current week you are on.
Attach each staff members timesheet.
When adding in any annual or sick leave to the form make sure to put the correct number of hours the person would usually work in a day i.e. 5 hours if they are on a shorter shift or 7.5 hours etc.
When you are selecting all of timesheets you should be able to see the number you are about to upload, add this into the appropriate section where it will ask you about the number of time sheets.
The roster data needs to be saved as CSV and uploaded to the ‘google drive’. Please open your roster data with ‘google sheets’, highlight actual cost in yellow, scroll down to the bottom, select any blank box, select sum, click on the last pay figure showing and scroll up until the first one. Click enter and you should see the number appear.
Please note that you cannot copy the number, you will need to write it down and copy it into staff payout amount.
When you have any staff resignations you must complete the staff resignations section. Please make sure to include the staff members last day and that they will need to be paid out their payable entitlements.
Add in wage to revenue information.
Input occupancy percentage.
In additional notes this can include information such as any pay increases, mistakes in the previous fortnight pay i.e. missing hours, wrong paid entitlements etc.
Each section of the payroll lodgement form will need to be completed. If no information is required please put N/A otherwise the form will not submit.
You are now ready to submit the payroll lodgement form.