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Shireburn Payroll System User`s Manual

1. 69 8 1 BI TC 69 8 1 1 Pav SUE N 69 8 2 TOE 72 8 3 DRECTC PEDI E 74 SHIREBURN SHIHEBLIHI 1 General Features of SPS This section of the manual will explore the general features available within SPS 1 1 Loading SPS To load SPS look for this Icon on your desk top and double click To load the system the user needs to enter the user ID and password Shireburn Payroll System Version 1 3 13 Tel 356 21519977 Fax 356 21519528 www shireburm com support shireburn com Upon loading SPS will present the following screen It is from this screen users will have access to all the modules and functions available within the package Users may access these functions by using either the keyboard or else the mouse pointer i WINSPS Development Company EUR 2010 FEEE E x File Main Menu Support Files Utilities Filter Admin UserTools Window Help OFUS mE amp amp SHIREBURN INS NUM CAPS 0841 WinSPS User Manual Page 1 1 2 1 2 1 1 2 2 1 3 SHIREBURN Accessing the Main functions There are two ways to access the main functions within the package one is from the short c
2. SFM Data Directory G SOFTSLEDGERSDATAS Company 551001 Level D epartment Type Both Timesheets Interface Data Path Last References Backup date 24706 2005 Last Advance export 0 Last Payroll export Cheque number printed 4 00 Part time hours lirit 40 00 Last part timers leave date 31 03 2007 Minimum Passward Length 0000 This screen allows users who use the automatic posting of payroll entries to SFM to configure the paths of the related SFM company and also the level and type of interface desired SFM Data Directory Using the browse button the user may locate the folder where the SFM data is stored Company Here the user specifies which SFM company the current payroll company is to link to particularly in case of multiple SFM companies The folder names are directly related to the company numbers E g 551001 refers to SFM company 1 Level In SFM users may have separate accounts per department section or unit and this field allows users to define the level of interface required Type This field allows users to choose the required type of interface Details regarding the options available are listed in the Utilities Update Accounts section Creating a new company Creation of a new company is triggered in the normal fashion by either using the relevant toolbar button or by pressing the Insert Key The user must enter the official company name which wi
3. x The system will automatically select the default printer but will allow selection of another printer from the available printer list Using the Advanced option in this dialogue allows users to change paper size orientation number of copies etc Additional Tool Bar Buttons The replicate button contained in some support files allows users to copy entire support files across companies This is particularly useful at times like the beginning of a new year when users might update new NI and tax rates in one company then copy them over to the rest of the payroll companies F2 and F6 The system provides these two buttons keys to filter a range of records F2 is the start of the range whereas F6 is the end of the range F2 and F6 only work with indexed fields the columns with the bold header are indexed fields The result for using these two options will filter the data on screen based on the selected range Specific Toolbar Buttons Some screens will have particular toolbar buttons which allow users to carry out functions specific to those screens WinSPS User Manual Page 3 1 4 2 1 5 1 5 1 1 5 2 1 6 1 6 1 1 6 2 SHIREBURN Hints To understand the functionality behind each of the above buttons 2 the user can move the mouse pointer onto a button and the system will display the Hint for a few seconds The Hint will show the button s function and where applicable the system will
4. Order N A Browse 55 do this the user must enter 8 Hrs 1 extra day the Extra Hours field of the roll setup record related to the payroll concerned This would mean that for this payroll employees would automatically be paid for 88 basic hours instead of the usual 80 N B Apart from adjusting basic hours one must note that there is an extra Monday 31st December to consider This NI must be deducted from a payroll in the current year to reconcile the number of NI s deducted during the year with the actual number of Mondays which this year total up to 53 Another reason is that it must be deducted at the current year s rate and in the next year the NI rates will change as will the currency To deduct and extra NI contribution the user must change the value in the NI Contribution field in the roll setup screen The reverse must naturally be done after the end of year procedures in the first payroll of the year to compensate The Extra Hours must be set to 8 whilst the NI Contribution field must be set to 1 Let us now take the case of a fortnightly payroll starting on 24 December This would mean that the 1 January would occur on a Tuesday before the end of the fortnight and to close off the year 31 December the user may decide to pay the last 4 days less P Roll Setup Roll Setup O c 1 tw uM Bt Roll Setup Roll Adjustments Fall 013 Pay From 24 12 2007 j Roll
5. Alcan CAR INSURANCE COMM COMMISSION 10 00 HEALTH HEALTH INSLIRANCE 2 00 This screen allows the creation of a standard list of sales commission payment types and rates used within an organisation During payroll users need to select the commission type from a pop up list which is automatically generated through this support file and then specify the value of the sale The system will calculate the respective amounts due based on the percentage stipulated in the support file Page 34 4 9 4 10 SHIREBURN Chart of Accounts E Chart of Accounts Id 1 P 5 code ADMI POST TAX ADJUSTMENTS ADMIN ADVANCE PAYMENTS ADMIN BASIC ADMIN BENEFITS ADMIN LEAVE ADMIN NET PAY ADMIN NI CIR LIABILITY ADMIN NI COMPANY CONT ADMIN NI EMPLOYEE CONT ADMIN OVERTIME Order Desc Browse This screen allows users to build a chart of accounts with the nominal account codes related to payroll so that they can produce a posting report which they can export to spreadsheet format for import into an accounting system once a payroll has been calculated and finalised Clients using the Shireburn Financial Manager SFM need not use this as the payroll software will interface directly to the chart of accounts in the Nominal Ledger of the related company in SFM NI Categories Ez NI Categories M S ie Com D MS 001 WI 2 38 xiv 2 6 62 A 0 000000
6. 0 01 142 33 0 100000 14 23 14 23 0 000000 14 23 14 23 142 40 219 24 0 100000 14 23 31 34 0 100000 14 23 31 34 313 25 9999 39 0 000000 31 34 31 34 0 000000 31 34 31 34 U 0 01 9999 39 0 100000 0 00 4 38 0 7 00000 0 00 4 38 v 0 0 01 3333 33 0 100000 0 00 7 34 0 100000 0 00 7 94 Order Code Browse This module allows users to maintain the correct rates applicable to the official NI categories as Stipulated by the relevant authorities This file must normally be updated at the beginning of each year in a new payroll year after running the end of year procedures and before any changes are done to the employee s details like wage increases etc The user should amend the NI rates contribution values and wage bands according to the values provided by the relevant authorities Fields Code NI category code Mandatory Student Whether category refers to student NI rates WinSPS User Manual Page 35 4 11 SHIREBURN Age Group Which age group the category applies to Options are U Under 18 Over 18 and B Both Min Wage The minimum wage range to which the category applies Max Wage The maximum wage range to which the category applies Emp Rate The rate percentage of weekly wage paid by the employee per contribution This can be set to 0 when the payment is at flat rate Emp Min The minimum weekly amount payable by the employee Emp Max The maximum weekly amount payable by the employee
7. Every 2 Weeks Pay To 06 01 2006 El Pay Bonus Only Taxable Pay Off Leave Extra Hours 32 00 Export Status Leave From 2471 2 200 Lee Ts 06 01 2006 Pm ene 06 01 2006 Cost Center Met Values Advance Pay 8 Month 12 Contib 2 Union Contrib u Finalised Order Browse this the user must enter 32 Hrs 4 days at 8 Hrs per day the Extra Hours field of the roll setup record related to the payroll concerned This would mean that for this payroll employees would automatically be paid for 48 basic hours instead of the usual 80 since in this case both Mondays are in the current year 2 NI s must be deducted normally The reverse must naturally be done after the end of year procedures in the first payroll of the year to compensate The Extra Hours must be set to 32 Paying off or carrying forward leave balances WinSPS User Manual Page 22 SHIREBURN At the end of the year it is normal for staff to have outstanding leave balances There are mainly two ways of catering for this situation carrying forward outstanding balances to the next year or paying them off The end of year process will automatically carry forward the outstanding leave balances to the new year as opening entitlements This applies to all leave types except sick and injury leave In the new year the user has the opportunity to transfer any entitlements br
8. Employee Name EN 22707 STIVALA JEFFREY my ABDILLA JOHN ABDILLA JOHN ABDILLA JOHN Roll No Pay From 01 07 2010 Leave From 01 07 2010 Pay ni B 31 07 2010 Type To 31 07 2010 Leave To 31 07 2010 Final 0005 STIVALA JEFFREY Status FT Emp id Browse Fields EmpNo Employee code Press for a popup list of employees Full Name Employee full name populated by the system Code A 5character Benefit Type code validated against the Fringe Benefits support file This code will also show on the payslip Press for a popup list of codes Category The category of the selected fringe benefit This is automatically assigned by the system according to the Fringe benefits support file Amount The value of the fringe benefit In case of Car Cash Benefits the value should include both the taxable and also the non taxable portions of the benefit The system will automatically compute which portion is to be taxed WinSPS User Manual Page 65 SHIREBURN Basic Hours 6 4 3 The Hours page of this screen allows for the posting of Part timers basic hours or basic hours adjustments for any employee in the selected payroll Ez Additional Hours Hours lel im amp t D Hours Hours RateDesc Section 10055 1200 5 4500000 PART TIME HOURS FACT TEST lac Pay From 01 0 2010 Leave From 01 07 2010 Pay Date 21
9. EVENTS 50 5 2 CHANGE C ODE 51 5 3 51 5 4 COPY a D 52 23 9 UPDATE AUCUOUNIS 52 5 5 1 Company 32 52 CONC OI Depar en S 54 5 5 3 Ss J3 5 6 LA PONC HE a na e E AE TEA E EEEE A TTA EE EA A 55 5 7 55 PAROLLE AL ULATION c 56 6 1 ROLL A A A E 56 6 2 ROLADO TENT e T T 57 6 3 THE PAYROLL CALCULATION SCREEN a 58 6 3 1 Calcula on or CORIDI NS TONS cacao 59 6 3 2 LG See een eee OO ieee tere omo 59 6 4 60 6 4 1 Through individual employees 60 6 4 2 Through calcularon mMenu 61 6 4 3 ROUSE APOE 66 PAY ROGUE POR US 67 7 1 PAYROLL REPORT OPTIONS 25 23 21 d 67 PAMEN
10. Upper Panel this displays the table which is currently selected and its current order The Filter Panel allows users to select a field from the selected file upon which to filter The Operand combo box allows users to select from a preset list of conditions The value field allows users to define the value to compare against The toolbar below the value field includes the following functions buttons Adds another criteria to list of criteria Saves runs filter WinSPS User Manual Page 5 SHIREBURN x Cancels the filter Exports the filtered data to Excel e The Criteria panel displays the list of user defined criteria In case alternative criteria exist users may use the Or button on the right hand side of this panel The Delete filter button allows users to delete individual criteria while the Clear Filter button allows users to clear all criteria e f it is expected that a particular filter will be used repetitively users have the option to memorise the criteria for later use through the save custom filter button E When required the Load custom filter button 8 allows users to reload saved filters The filtering function may be used simply to export all data to an Excel spreadsheet even without specifying any filtering criteria In this case after loading the Filter dialogue users must simply click on the Export To Excel button which loads the following dialogue Ez Employee Details oc
11. Code Department ADMIN ADMINISTRATION Name AGIUS ANTHONY Section FINAN FINANCE Occupation GENERAL Unit FRONT OFFICE ID Number 437838M Tax Status Grade SEC SECURITY GRADE 1 HI Category Do F55 Status Fss Main Fzs 0 Status Full Time Payment Payroll Type Classification 40HF 40 HOUR WEEK Description Category Value Start Date End Date COMPANY CAR 1 182 00 01 01 2009 EE WinSPS User Manual Page 47 SHIREBURN Fields Code Unique code of fringe benefit Mandatory This is validated against the Fringe Benefits types support file Press for a popup list of Benefit types Description Description of fringe benefit type from Fringe benefit types support file Category Category of benefit from Fringe benefit types support file as stipulated by the authorities Value The value of benefit which is to be posted taxed automatically per payroll period In case of Car Cash Benefits the value should include both the taxable and also the non taxable portions of the benefit The system will automatically compute which portion is to be taxed Start Date The date from which the benefit will be applied End Date The date up to which the benefit will be applied N B Multiple benefits of the same type may be entered as long as period dates do not overlap This allows for same benefit types with different values for different periods like when a company car changes value along the year 4 16 13 Un
12. Enter key until the end of the record when it is automatically saved lt ESC gt While posting a record the user will have the option to cancel the entry and go back to browse mode This is only available during insert or edit mode lt Home gt Pressing the Home key will take you to the first record of the list on then screen both in browse mode and in full screen mode lt End gt The End key enables the user to go to the bottom of the list both in browse and in full screen mode lt gt The down arrow moves the user on to the next record both in browse and full screen mode T The up arrow moves the user to the previous record both in browse and in full screen mode lt F4 gt This button cycles through the indexed fields Indexed fields have a bold column header The available indexes vary from screen to screen In any order the system will provide fast searching facilities lt F7 gt Pressing the print button will bring up the report print form below The system will show a full report list available on the form where applicable Once a user selects a report the system will bring up the print dialogue box with options to print preview export and e mail the report Printer Ika verax Phaser 3420 PCL upstairs Advanced Device WOPAL erox Phaser 3420 PCL upstair Port IP_192 168 0 79 Status Default Printer READY Print Range Copies Number of les i Pages From m To m umber of copies
13. OSHIHEBLIHT Export process The export options are available through the Update Accounts option in the Utilities Menu To run the export process the required payroll must first be finalised The export process may be run for payrolls and also advance payments Buttons in the tool bar allow the user to import from payroll and generate postings for either the Net Values or else the Cost Centre Values for the selected roll If any irregularities are noticed the entries generated may be cleared and the process rerun If one is using an alternative accounting package at this point the reporting options may be used to export the entries generated to a spreadsheet for import into Nominal ledger of the respective accounting package If using SFM the user may export these entries to the SFM import file using the export button View Punches This feature allows users to import attendance information which could have been captured through an electronic attendance data capture device like a palm or fingerprint reader The information must be prepared in a pre defined comma delimited CSV format Users may generate attendance reports from this screen which will also include any leave records saved in the leave module of the payroll system The report will also show total attended times for the reporting period gt Punches Hatem amp t1 EM Out Time 2 1046 GRECH JOHN 23 1 2007 08 00 17 36 1047 TONNA ADAM 23 11 200
14. SFM Data Directory GASOFTMEDBERDATAN Company sstom Level Department Type pon Timesheets Interface Data Path Last References Backup date 24706 2005 Last Advance export 0 Last Payroll export Cheque number printed 34 Part time hours limit 4000 Last part timers leave date 3170372007 Minimum Password Lenath 0000 There are two main types of interface The first is the Net Interface where only the payroll values are posted to nominal In this case all direct credits will be posted as one entry per department whilst any payments done by cheque will generate a double entry per cheque In this type of interface an account code must be defined per department The Net export process is carried out in one step where the system will credit the wages account and debit the user defined department account The other interface type available is the Cost Centre Interface where one may define separate nominal account codes for the different cost heads in the payroll and in the export double entries are created for each cost head per department As an example one may have different accounts for basic pay NI contributions tax etc In this type of interface a control or suspense account code must be defined per department the same account is normally used for all departments as well as nominal account codes for the different cost heads in the same department
15. 121 13 0 00 0 00 1924 65 168 0 00 153 70 0 00 0 00 0 00 1596 95 0 00 010 1803 52 0 00 0 00 0 00 0 00 0 00 1803 52 137 0 00 127 75 0 00 0 00 0 00 1538 75 000 Roll No Pay From Leave From Pay Date Type Pay To Leave To Final 1043 AGIUS ANTHONY 2620522005 f FT AGIUS ANTHONY 25 05 20057 7 FT Order Browse The itemised tabs at the top of the list allow users to drill down further into the details of the selected item for the highlighted payroll period 4 16 3 Leave Entitlement and Transactions Veo This function presents the user with a list of all the leave entitlements related to the highlighted employee Users may also use this screen to create new leave entitlements Be Leave Entitlement AGIUS ANTHONY Entitlement Entitlement exe pess Ememen Balance TA OPTIONAL LEAVE Tm 0 00 srr SICK FULL PAY 120 001 24 00 m 0 Clicking on the Details tab switches to a screen listing all the leave transactions related to the entitlement record highlighted in the previous screen Leave Entitlement AGIUS ANTHONY Details xal mE 0000s AEMEEEMUL ilem HoursfRe BERGEN nal D SFF 0570172009 5 00 SFF 0670172009 2 00 Ese 107 012008 i Pro rate leave WinSPS User Manual Page 41 SHIREBURMW D
16. 22288 Account EM 12800510018 NIL Code eno Dircredtsid ssion In this screen users may update general details relating to the company like address Phone number etc Name It is important that the company name is not altered without authorisation from Shireburn staff as it is directly linked to the Access code provided by us and if the company name does not correspond to this access code the system will fail to load Menu Name This is the name which will be shown in the company selection menu Sort Code This is the sort code of the bank branch where the wages bank account is held and is required if using the direct credits functions in the package Account This is the wages account number and is required if using the direct credits functions in the package N L Code This is the nominal ledger code relating to the wages bank account and is required if using the automatic accounting interface functions in the package This code is validated against the chart of accounts in SFM Dir Credits ID This is the company ID agreed with the bank if using the direct credits functions in the package The direct credits file name will be inherited from this field 3 11 2 Additional Details WinSPS User Manual Page 18 3 11 3 SHIREBURN P Company Details Additional Details a Main Details Additional Details Report Layouts Accounting Interface Details
17. Benefits Benefits E Roll Ho 007 Fay From 01 07 2010 Leave From 01 07 2010 Pay Date 31 07 2010 Type Pay To 31 07 2010 Leave To 31 07 2010 Final 7 Leave 1054 ABDILLA JOHN Status Emp 01 04 2009 Term Order Full Name Browse Adjustments Shifts When the user clicks on a tab or textbox the system will load the data entry screen related to that item and all entries will be allocated to the selected employee Once an entry is saved the employee s calculation is refreshed automatically WinSPS User Manual Page 60 6 4 2 Through calculation menu options We would recommend this method of processing payroll to environments with a large number of employees and where payroll details of a particular type like overtime for all employees come from one source E g All overtime details for all employees for a complete payroll period are in one report Main Menu Support Files Utilities Filter Admin User Leave Module km ote 55 Payments Menu k Over Time Personnel Adjustments Reports k Shift Pro Rata Reminders Benefits Advance Payments Basic Hours Time amp Attendance Calculations Web Leave Maintenance Payroll Reports Finalise Roll Unfinalise Roll The Calculations menu allows users to access data entry screens for most major payroll items like overtime adjustments part timers hours etc Here users may enter all payroll details for any employee included in the selected payroll
18. Roll No 007 Roll 007 Cheque Details First Chq No 306 1340 AQUILINA JASON Group Company Department Section Unit Category None Status Employee Name Comments F From 0005 Y To Order N A Browse Roll Selection Chques may be printed either for a single payroll or else for a range of payrolls In the second case the system will sum up all the payroll figures for the selected period of rolls On first entering this screen the payslip printing range fields will default to the last finalised roll and the grid on the right hand side of the screen will contain a list of all the employees in the selected roll To change to a different roll period click on the Roll No text box so that the grid on the right hand side of the screen will show the details of the selected roll 004 To Roll No 005 To reset the selection first click on the Clear range button From fo fme Highlight the first required payroll period in the grid and click on 01701710 V 1002 01 02 10 28 0240 the range from button 003 0203240 31 03 10 004 0104 10 30 0410 M 1 Highlight the last required payroll period in the grid and click 00E 01 706 10 30706710 X 007 01707710 31707710 M the range to button 008 1 08 10 31 08 10 To print for just one payroll period
19. The Cost centre export process is carried out in two steps First the user must run the net export where the system will credit the wages account and debit the departmental control account Next it will post the cost head accounts against the control account with the net effect of cancelling it In the Main details page the user must specify the Nominal ledger account code related to the account from which wages are paid When entering the account code the system will validate it against the chart of accounts of the related SFM company Ez Company Details Main Details a e Main Details Additional Details Report Layouts Code 2 Access 287045 Shireburn Demo Company Menu Name Demo Campane ER 000000 address zCAROUNACOURT GUZECALISTREET TAXBIEX MSD 14 Phone No 319977 Fax No PE Number 399999 Serial No 5510000000 Bank Details Default HSBC BOV C APS Sort Code 22286 Account rass N L Code seo Dircredtsid sson WinSPS User Manual Page 53 SHIREBURN 5 5 2 Configuration Departments File The next step is to define the nominal account codes related to the specific departments and this 15 done through the department section unit support file the interface level has been set to department the nominal account must be entered in the departments page of this module and the same applies to the other levels If the in
20. Type Pay To 31 07 2010 Leave To 31 07 2010 Final 1054 ABDILLA JOHN Status Emp 01 04 2009 Term 7 Order Emp Browse Fields EmpNo Employee code Press for a popup list of employees Full Name Employee full name populated by the system Code A 5 character allowance code validated against the Shifts Pro Rata Payments support file This code will also show on the payslip Press for a popup list of codes Number The number of payments to be allocated Date Related date Amount The total value of payments computed by the system Depart Department code where shifts were worked The system will default the employee s department but this may be changed to reflect shifts worked in alternative departments Press for a popup list of departments Section Section code where shifts were worked The system will default the employee s section but this may be changed to reflect shifts worked in alternative sections Press for a popup list of sections Unit Unit code where shifts were worked The system will default the employee s unit but this may be changed to reflect shifts worked in alternative units Press for a popup list of units WinSPS User Manual Page 64 SHIREBURN Benefits The Benefits page of this screen allows for the posting of Fringe Benefits for any employee in the selected payroll Benefits Benefits Id gt M Roll Selection Benefits
21. as well as on a floppy disk However the system can not write the data on to a CD or DVD as this requires additional software Cancel The user can select the location to save to by pressing on the C course Browse button This will pop up a save dialog This dialog may vary depending the Windows 6 version Cet data files C dbase Select the location type in a name for the backup and press Save The Save dialog will close and the user must then press the Backup button to continue downloads Drive 05 3 8 Restore The Restore process allows the reinstatement of the backed up data for the selected company On selecting this option the user is able to select the drive letter from which the restoration is to be effected This is done by means of the following window Restore Data Backup File Target Dir g g winsattwinsps datas 000 355 The Restore form is very similar to the Backup form The user can select the backup from an Open dialog The user can select a folder from various media When the correct file has been selected the user must press the Open button After that pressing on the Restore button will restore the data WinSPS User Manual Page 16 3 9 3 10 WinSPS User Manual SHIREBURN Fix Corrupted data files When the Tables option is ticked this function cycles through all the data files for the currently sel
22. ot Fields Available Fields To Export Empno Surname Mame Full Mame Payroll Emp Type Depart Section Unit Grade Classification gt gt Eg Users may select the fields required in the spreadsheet by transporting them from the panel on the left to the one on the right Clicking on the Export data to Excel button will prompt the user to select a destination file and folder and then proceed to generate the required Excel sheet 1 8 Searching The Search works accordingly to the selected column and current selected index If the current selected column has an active index the column header is in bold font and it is of type character the search performs a fast search on the indexed column WinSPS User Manual Page 6 SHIREBURN 1 9 Saving Form Columns The system provides an option to move columns around on screen to set up the form display as required by the user This will enable users to achieve the optimum usability of the system To set the column order the user can click on the required column and drags it to the preferred position When ready the user will let go of the mouse and the system will place the column where desired To save the positioning of the columns the user needs to right click the mouse on the top left hand corner of the form as shown below These system settings are at user level and do not conflict in any way with other settings for the different users of the
23. soncsisvnsveshcanstessbersnncusansandsinedeadeeanidessdenavsevaseinnchdendweaseaasdosyveniaserasetundsiendwetaaodmeuveets 15 3 7 M 15 3 6 E 16 3 9 c 17 00 UPDATE VRC UR CHANGES E EST 17 GOL 18 Ald AVOID o 18 3 112 CERTE 18 3 11 5 Creating a new estate dI atm UIDES 19 oM MEE rene 20 313 FINALISATION P VUES COP 2 side ENDO mdr Aer 21 3 14 1 issues related to end of year procedures eese seen 21 SUPPOR I FILES Je 27 SHIREBURN 4 1 OT bre tacos estat 26 4 2 DEPARTMENTS SEC TIONS INI IS 29 4 3 E ce wap c H 31 4 4 MEUS PUN 32 4 5 ADNSIMENI E nein a Enn NOM MO MO EU PIU 33 4 6 33 PRORATA PAMENS cascades die T Si
24. 07 2010 To 21 07 2010 Leave 31 07 2010 Final 10055 ZAMMIT GEORGE Status PTINI Emp 0370172005 Order Browse Fields EmpNo Employee code Press for a popup list of employees Hours The number of hours to be paid Rate The rate hourly at which the hours are to be paid In case of part timers with flexible hours this rate is automatically assigned according to the basic hourly rate specified in the employee details record This rate may be overwritten Desc An optional description of the hours entered Depart Department code where hours were worked The system will default the employee s department but this may be changed to reflect hours worked in alternative departments Press for a popup list of departments Section Section code where hours were worked The system will default the employee s section but this may be changed to reflect hours worked in alternative sections Press for a popup list of sections Unit Unit code where hours were worked The system will default the employee s unit but this may be changed to reflect hours worked in alternative units Press for a popup list of units Through Import functions Pls refer to the Import option in the Utilities menu WinSPS User Manual Page 66 SHIREBURN 7 Payroll reports The payroll reports function provides extensive payroll related reporting and analysis his opt
25. 2010 01 01 2010 01 02 2010 01 03 2010 16 03 2010 16 04 2010 01 06 2010 O1 01 08 2010 3170172010 2g 2 2010 3170372010 16 04 2010 1570572010 3070672010 3170772010 31 08 2010 Users may select the required payroll period through the Roll List tab in the list of tabs to the left of the screen With the required payroll period highlighted the user may click on the Employees tab to see a list of employees to be calculated in the selected roll period When viewing this list of employees those employees whose payroll has not yet been calculated Will show in blue while others will show in the normal black font WinSPS User Manual Page 58 6 3 1 6 3 2 Calculation of Commissions This option accessed through the toolbar of the calculation screen allows users to select the type of sale upon which to calculate commission validated against the commissions support file to enter the value of sales and specify whether the commission is to be paid Before or After tax The system will calculate the commission value based on the rates stipulated in the commissions support file and then generate a pre post tax adjustment in the employee s calculation TOL P Commissions a Employee 1054 ABDILLA JOHN Type CAR INSURANCE d Ee Value 5268 00 Com 300 Com Value 158 04 Tax Type 86 5 a Ps Calculation options menu This menu allows access to calculations functions such as calculating
26. 39 SHIREBURN 4 16 1 Employee List Employee List View Ex Id 3 b BM 2 cT image Free Text Additional Details Name 5 5 5 perat Section unit rade p mo scae 1054 ABDILLA JOHN ADMIN FINAN BO 40HR 563950M V1043 AGIUS ANTHONY ADMIN FINAN FO 4DHR 437838M AQUILINA JASON ADMIN FINAN 0 40HA 411071M ATTARD MARCON ADMIN FINAN 40HR 254571 M ATTARD SERGIO ADMIN FINAN 40HR 810245M GATT LIA FACT ASSEM 40HR 20678M GALICI CHRISTIAN FACT ASSEM 40HR 32257M 40HR 5947 78M 40HR 440237M 4DHR 238170M 40HR 8511 50M 40HR 524753M 40HR 123M 40HR 810950 40HR 704535M 40HR 168865M 15HR 269058 439241 um GILL MANUEL FACT ASSEM GRECH JOHN FACT ASSEM ANNABELLE FACT ASSEM HILI MICHAEL FACT ASSEM HILI FACT ASSEM HUMAN RESOURCES FACT ASSEM SAMMUT CHARLES FACT ASSEM SAMMUT JOHN FACT ASSEM SAMMUT MICHEL FACT ASSEM SANT ANNA FACT ASSEM SCERAI LEO FACT ASSEM HE MEF hal From ABDILLA JOHN ZERAFA JOSEPH Order Mame Browse Employee 1340 Name AQUILINA JASON On loading this option the user is presented with a list of employees file Columns with Bold headers contain indexed fields and clicking on these headers changes the order of viewing to this field The system will perform a quick search in the highlighted column for any tex
27. Browse Employee GRECH JOHN User SSL Date 29 01 2008 Time 13 07 59 Fields Audit reference A system generated audit reference number to ensure integrity of records Employee Code of employee concerned Module The module to which amendments were done Date Date on which modifications were done Description The data field which was changed Old Value The value of the field before the change New value The value of the field after the change The status bar at the bottom of the screen displays the User ID of the user effecting the change and also the date and time when the change was effected This data can be filtered using the range buttons and a report may be generated using the standard print button WinSPS User Manual Page 20 3 13 3 14 3 14 1 SHIREBURN Finalisation Audit Log A full audit is maintained in the system of all the times when any payrolls are calculated deleted finalised or unfinalised and this option allows users to view the finalisation history Ez Roll Finalisation Audit Log M 4 b _ Date and Time Rol Description Basic Hrs Basic Val Leave Hrs Leave Val OT Hrs OT Vall Pre Tax Shift Cash Ben Gross SSL 26 08 2010 02 19 14 009 Calculate SSL 26 08 2010 02 19 47 PM 010 Calculate f ssi 26 08 2010 02 19 25 PM 009 Finalise 39048 25 272020 43 20 00 6897 000 000 31357 25 0 00 0 0003446 65 9926 00 0 00 SSL 26 08 2010 02 1
28. Comp Rate The rate percentage of weekly wage paid by the employer per contribution This can be set to 0 when the payment is at flat rate Comp Min The minimum weekly amount payable by the employer Comp Max The maximum weekly amount payable by the employer Unions Post Tax Deductions P Unions Post Tax Deductions RateHouse Street Locality Postcode n 0 58 SOUTH STR WALLETTA M GENERAL WORKERS UNION 0 70 Injury Benefit daily rate Married 25 09 m Injury Benefit daily rate Single 18 83 NO ONION 0 00 SBEMM Sickness Benefit daily rate M arrie 15 72 p SBENS Sickness Benefit daily rate Single 10 81 M TRANS TRANSPORT 4 31 m UNION HADDIEMA MAGHOUDIN 2 33 DAA REGGIE MILLER ST THOMAS STREE FLORIANA WELFARE FUND 135 53 E Order Desc Browse This support files allows for creation of a standard list of post tax deduction types and rates used within an organisation Typical examples are union contributions sick and injury benefit deductions and transport payments During payroll users need to select the deduction type from a pop up list which is automatically generated through this support file and then specify the number of contributions to deduct The system will calculate the respective amounts to deduct according to the rates in this list The entries seen above relating to injury and sickness benefits also prompt the a
29. Ex Kod P hM gt amp Code Description account ADMINISTRATION FACTORY Department ADMIN Section Order CODE Browse Departments Sections Units Sections H Te Hat Department ADMIN Section FINAN Unit Order REP Browse WinSPS User Manual Page 29 SHIREBURMW Departments Sections Units Units D Next Record Secti Code Description O O O O O O O OO O BACK OFFICE FRONT OFFICE Department ADMIN Section FINAN Unit BO Order REP Browse aa WinSPS User Manual Page 30 SHIREBURN 4 3 Classifications PI Classifications 1 KM 4 2 ce ih Ea Def O T EM PT Treshold base 15 HR 15 HOUR WEEK 5 00 192 160 00 1 00 40 00 20HR 20 HR WEEK 20 00 5 4 00 Hm 215 00 160 00 1 00 40 00 30 30 HR WEEK 35 00 5 5 7 00 0 00 192 00 120 00 1 00 40 00 fil 40HR 40 HOUR WEEK 40 00 5 5 8 00 1 50 192 00 120 00 1 00 40 00 DAY 7 DAY WEEK 40 00 5 7 8 00 1 50 192 00 160 00 1 00 40 00 PTIME PART TIME 40 00 1 1 8 00 1 00 192 00 160 00 1 00 40 00 4 gt Order Code Browse The classification groups employees according to their working week working day overtime flat rate annual leave entitlements etc From this classification the system will identify the weekly working hours and calculate the hourly pay rates which are used in various functions within the sy
30. Only Tasable Leave From 2412 2007 E Union Contrib Im Pay Leave Leave To 05 01 2008 Finalised im Extra Hours 3200 Pay Date 06 01 2008 Export Status Cost Center Wales Advance Pay T Order NA Z This will prompt the system to calculate the value of outstanding leave and pay it off as an adjustment in the specified payroll The leave types paid off are those which have been flagged as payable in the Leave Type file WinSPS User Manual Page 23 SHIREBURN 21615 wd D Ha x Color Viewer INJ LEAVE UNPAID rod INJURY LEAVE PAID 1871 JURY SERYICE LEAVE 3997 LEAVE WITHOUT FAY ford MARRIAGE LEAVE 3310 NEW LEAVE 65408 OPTIONAL LEAVE 1 16711680 OPTIONAL LEAVE 06 16744576 PUBLIC HOLIDAY 5200 PUBLIC HOLIDAY 9421376 PREGNANCY LEAVE 2779 SHUT DOWN LEAVE 2200 Order Code Browse Se eee 2 Paying bonus separately before payroll run To pay the December government bonus separately before the December payroll the user must create a roll setup with a payroll period which includes the trigger date of the required bonus In this setup the user must tag the Pay bonus only check box provided in the roll setup screen This will cause the system to calculate a payroll without taking into account anything but the bonus payment This payment is generated as an entry in the adjustments screen Another check box next to the Pay bonus only ch
31. This function is only available for employees whose data of employment is within the current payroll year and who do not already have an optional leave entitlement Clicking on this button results in the system automatically calculating what pro rata optional leave entitlement is due to the new employee and presenting the user with the window below to confirm or adjust the figure as required Employee GILL MANUEL Leave OPTIONAL LEAVE Total Hours Balance Leave Planner 9 8 This function presents a printable calendar view of an employee s leave transactions Each leave type will have a distinct colour code Leave records within a payroll period which has not already been finalised will have a red border and vice versa This function may be usedl to highlight a pattern to an employee s sick leave etc January 2009 February 2009 March 2009 April 2009 Overview for mum Bl Bl Sick Full Pay Public Holidays May 2009 5 F WinSPS User Manual Page 42 SHIREBURN Pay off leave This function may be used to pay off part of an employee s entitlement The user must specify a number of hours to pay and a payroll period in which to effect the payment P Pay off leave entitlement Employee Code 043 AGIUS ANTHONY Leave Code SS OPTIONAL LEAVE Roll Number 003 01 03 2009 To 31 03 2009 Hours 2000 Tax B Attachments T OL Click
32. a process It is recommended that grades are created to group part timers who do not work fixed hours and who earn the same hourly rate of pay The user must enter a value in the N Limit field which is equivalent to 8 hours pay for such part timers During payroll calculation the system will calculate the value of basic pay earned for the relative period Next it will deduct one NI contribution of category B for each portion of that basic pay equivalent to the national weekly minimum pay When the remainder is less than the national minimum weekly wage the system will compare it with the value in the N Limitfield If the value of the remainder is equal to or greater than the limit the system will deduct another NI contribution at category B because it means that the employee worked more than 8 hours Alternatively no more contributions will be deducted 3 Typically when a new wage agreement comes into force users may update the new pay rates in the grades support file and then use the Global Grade Update button to update the pays of all employees belonging to the currently highlighted grade 1 uem Selecting the option Replace Basic Pay replaces the value of the E _ current basic pay in the employee details with the value in the grades file lt Selecting option Add to Basic Pay adds the value in the grades file to the value of the current basic pay in the employee details
33. control Active Users The Active User List is a process which is particularly useful for users on a network and especially those with a significant number of users operating on the system This allows identification of the users currently operating on the system The system will display the following screen gt Active Users List ca J 8l J 9S M 4 b OA Group Sim Logins LoginDate LoginTime Logout Date Logout Time Statld ConNum Name i 2 11 03 2008 09 10 29 SERGIO LEONARD Order User ID Browse This screen may display users reportedly on the system that may in fact not be This would result from users having exiting the system in an abnormal manner In fact the number of logins column would also indicate this The displayed data consists of the following Fields User ID the three characters ID of the various users on line WinSPS User Manual Page 13 3 4 User the full name of the user User Group The group that the user belongs to OSHIHEBLIHT Number of logins this figure defines the number of times the user has logged in without logging out Login Date amp Time Logout Date amp Time Network station ID only applicable on a network and displays the ID of the workstation currently on line This can define the actual workstation from which the user is accessing the system Network connection number only applicable on a network and displays the n
34. display the keyboard shortcut attached to the button Function Keys The application provides a number of function keys to enable the user to perform tasks in an easier and more effective way to manage the system better The functions keys provide for the better administration and display of data Cycle through Form Tabs When there is more than one tab per form the user can switch from tab to tab by pressing the F8 key Ez Departments Sections Units Departments 4 h Ha E Bm E Departments ADMINISTRATION 1111 FACTORY ESC Escape Pressing lt ESC gt will close the form Edit Mode During the process of amending a record the system will provide a number of functions to enhance the amend mode function Tab Si The lt gt button moves the focus to the next control or field name i e from one text box to the next Pressing the Shift tt button before pressing the TAB will move the focus to the previous control or field name Pressing TAB repetitively past the last field will automatically save the record Alt Down Arrow When a form has a Combo box or Lookup as shown in the following figure pressing the Alt the system will drop down the list or display the pop up grid It will have the same effect as pressing the arrow in the combo box lookup editor WinSPS User Manual Page 4 SHIREBURN 1 6 3 ENTER The ENTER button moves the focus to th
35. group The security level of access that a user has is dependent on the allocation of the group On selection of this option the system will display the following screen User Accounts KM 4 P ao 9 lI jus NETT 7L sen in TT m 4 2007 LEAVE 18 10 2005 15 36 13 18 1022 ROSTERS 14 07 2005 11 02 06 14 0772 SHIREBLIHKN 0703220089 11 22 58 E TEST 2005 13 03 20 2 Order User Browse The screen identifies the user ID user name the current Group allocation as well as the last login and logout dates and times The dates and times identify when each of the users last entered and exited the system If the administrator notices that a user s Last Logout time is not logical it may be that that particular user is turning the computer off without logging out normally from the system User ID s must be unique On entry into the Group field pressing the lt gt or ENTER key without affecting an entry will result in a pop up of available groups as contained within the Groups WinSPS User Manual Page 9 3 1 1 3 1 2 WinSPS User Manual SHIREBURN file There are no limits to the number of users accessing the system however a user can only be allocated to one particular group Configure User Companies 5 This function allows system administrator to allocate access to selected companies per user The full list of companies is displayed in the left pane and companies to
36. or deleting payrolls viewing a report of calculation exceptions and printing reports detailing how FSS tax or pro rata bonus was calculated for the selected employee Calculate Roll Delete Roll View Exceptions Ess Report Pro rata bonus calc The Calculate Roll option will trigger the payroll calculation of all the employees related to the selected roll period The employees left uncalculated are the ones whose net pay 15 less than zero as these calculation records will not be saved An example of this is an hourly paid part time employee whose hours worked have not yet been entered into the system The Delete Roll Option allows users to delete an entire payroll The user will be presented with the screen below and allowed to select which elements of the payroll are to be deleted or not Deleted elements will need to be re entered by the user Delete calculation checklist Tag tems you want to delete v Calculation Overtime Shift Allowances Basic Hours Benefits Adjustments Deductions pne v x If just the Calculation Record s option is tagged any entries related to overtime adjustments etc will not be deleted and will not need to be re entered for the next calculation WinSPS User Manual Page 59 6 4 6 4 1 SHIREBURN Entering payroll details There are 3 main methods in which to enter payroll details like overtime adjustments etc to process a payroll depending
37. period After going through all the data entry screens to update the required payroll one would enter The payroll calculation screen and choose the Calculate Roll option in the Calculation options menu to calculate payroll for all employees Each screen consists of 2 pages The first page allows users to select the required payroll period Overtime Roll Selection Fea om 001 1002 1003 1004 1005 006 Roo 1008 Order ROLLHO The second page allows for data entry of the related payroll items 0170272010 0170372010 0170472010 0170572010 0170672010 01 07 2010 0170872010 Browse 2002010 31 03 2010 30 04 2010 31 05 2010 3006 2010 31 07 2010 31 08 2010 Copy and paste button NEST 0120222010 0120372010 15 03 2010 15 04 2010 01 06 2010 0170772010 01 08 2010 ETE 0272010 3170372010 19 04 2010 19 05 2010 307 0672010 3170772010 3170872010 3lv 7 This button allows users to copy and paste an entry when same details need to be entered for different employees WinSPS User Manual Page 61 IREBURN Overtime The overtime page of this screen allows for the posting of overtime for any employee in the selected payroll Overtime may be entered individually per employee per date or else cumulatively so all the overtime of a certain rate for the same employee can be entered as
38. with the Expiry Date then the adjustment will be applied at each payroll run indefinitely If the Trigger Date is defined and the Expiry date is left blank the adjustment will only be posted once when the date is within the payroll period If the Expiry Date is defined and the Trigger date is left blank the adjustment will start from the next payroll until the expiry date is super ceded Add to Basic If this option is selected then the hourly overtime rate is calculated based on the value of the adjustment plus the value of the basic pay 4 16 11 Previous Employment This option provides an interface where users may enter earnings taxes and fringe benefits from previous employments for employees employed part way along a payroll year These figures are taken into consideration when the system is calculating FSS tax so that the tax values reflect the total earnings for the year to date They will not be included in any tax returns issued from the system gt Previous Employment Gross Yalue 4526 00 Tax Value 383 Category 1 benefits Category 2 benefits 1 000 Category 3 benefits Cash Allowance 000 4 16 12 Fringe Benefits This screen allows users to enter any recurring fringe benefits which are to be included or taxed per payroll in the selected employee s payroll calculations gt Employee Benefits ez Kd p oM 6 1 Image Free Text Additional Details
39. 02180 ADJUSTMENTS 10464 03 04 2008 NEW RECORD NEW ADJUSTMENT RECORD Roll 004 Desc Type Value 00000097 EMPLOYEE 10464 29 01 2008 PREVIOUS BASIC PAY 761 0500000 778 7100000 00000098 EMPLOYEE 10464 29 01 2008 PRESENT BASIC PAY 778 7100000 793 8300000 00000099 EMPLOYEE 10464 29 01 2008 DATE OF BASIC CHANGE 01 01 2007 01 01 2008 00001111 ENTITLEMENT 10464 05 03 2008 BALANCE 334 0000000 326 0000000 E 00001583 ENTITLEMENT 10464 05 03 2008 BALANCE 326 0000000 334 0000000 00002171 ENTITLEMENT 10464 03 04 2008 BALANCE 334 0000000 302 0000000 00002173 ENTITLEMENT 10464 03 04 2008 BALANCE 302 0000000 318 0000000 fa 00002175 ENTITLEMENT 10464 03 04 2008 BALANCE 318 0000000 326 0000000 00002177 ENTITLEMENT 10464 03 04 2008 BALANCE 326 0000000 334 0000000 000021 79 ENTITLEMENT 10464 03 04 2008 BALANCE 334 0000000 342 0000000 00001110 ENTITLEMENT 10464 05 03 2008 ENTITLEMENT 342 0000000 334 0000000 fil 00001582 ENTITLEMENT 10464 05 03 2008 ENTITLEMENT 334 0000000 342 0000000 B 00002172 LEAVE 10464 03 04 2008 DELETED RECORD DELETED LEAVE RECORD Code OPT Hours 8 00 Date 04 04 2008 00002174 LEAVE 10464 03 04 2008 DELETED RECORD DELETED LEAVE RECORD Code Hours 8 00 Date 03 04 2008 B 00002176 LEAVE 10464 03 04 2008 DELETED RECORD DELETED LEAVE RECORD Code OPT Hours 8 00 Date 02 04 2008 LA E A I 14 L IET LE e I zl 14 iL 1 From Y To XX Order Employee
40. 0410 M i Hone orca 7 Highlight the last required payroll period in the grid and click on B O06 m 06 10 30 06 10 M X 007 01707710 31707710 M the range to button B 008 m nsn 31 08 10 To print for just one payroll period highlight the selected payroll period and click on both range selection buttons consecutively The selection will result in the list of payrolls being filtered according to the selected range Payment Type Payment Type fe All Direct Credits Others Users may choose to print payslips for All employees just for those paid through Direct Credits or all Others Group Group Company Department Section f Unit Payslips may be grouped and filtered according to user selected options Company Selecting this option will present the user with a list of all employees and the range buttons may be used to filter a single or range of employees If no range is selected the report will print for all employees No grouping if this option is selected Department Selecting this option will present the user with a list of all departments and the range buttons may be used to filter a single or range of departments If no range is selected the report will print for all departments Section Selecting this option will present the user with a list of all departments and their related sub sections and the range buttons may be used to filter a single or range of sections If no range is selected the r
41. 7 08 00 173 1052 ZAMMIT RAYMOND 23 11 2007 08 00 17 38 1054 ABDILLA JOHN 23 1 2007 08 40 1740 1058 SPITERI MAX 23 11 2007 08 00 17 39 HILI MICHAEL 2311 2007 08 00 1742 1064 SCERRI 23 11 2007 0 amp 00 17 40 Data Validity This function validates the referential integrity of certain key data files in the system and reports any errors WinSPS User Manual Page 55 6 6 1 SHIREBURN Payroll calculation This section will describe the payroll calculation process Roll Setup File Support Files Utilities Filter Admin User m Leave Module m E EET The first step in calculating a payroll is to create roll setup details to define the parameters like dates and roll type related to the specific payroll run EZ Roll Setup Roll Setup A T Mode ow Roll Setup Roll Adjustments Roll 001 Pay From 0170172010 Month El Fall Monthly PayTo 3101 2010 Contrib 4 Pay Banus Only Taxable Leave From 01 01 2010 Union Contrib Pay Off Leave 31 01 2010 al Finalized Extra Hours 0 00 Pay Date 31 01 2010 Export Status Cost Center Values Advance Pay Order M A Browse To create a new payroll period just click on the plus button in the toolbar M 4 gt a t E Roll No The roll no is system generated and each new roll is given the next number Roll Type This is a multipl
42. 9 57 PM 010 Finalise 39494 25 273919 56 44 151 73 0 00 000 75318 0 00 200 00 75030 47 5051 00 0 00 SSL 27 08 2010 04 24 31 PM 011 Finalise 504 33 3978 66 17 00 8 80 0 00 0 00 0 00 0 00 0 00 3987 46 302 00 0 00 SSL 27 08 2010 04 39 17 PM 011 Finalise 488 33 3837 86 33 00 79 20 0 00 000 0 00 0 00 0 00 3917 06 29200 0 00 SSL 27 08 2010 04 41 13 PM 011 Finalise 488 33 3837 86 33 00 8 80 0 00 000 0 00 0 00 0 00 3846 66 261 00 0 00 SSL 27 08 2010 04 38 21 PM 011 Unfinalise 504 33 3978 66 17 00 8 80 0 00 0 00 0 00 0 00 0 00 3987 46 302 00 0 00 SSL 27 08 2010 04 40 22 PM 011 Untinalise 488 33 3837 86 33 00 73 20 0 00 000 0 00 0 00 0 00 3917 06 292 00 0 00 SSL 01 09 2010 08 59 34 AM 011 Finalise 488 33 3837 86 33 00 8 80 0 00 000 0 00 0 00 0 00 3846 66 261 00 0 00 SSL 01 03 2010 09 00 51 011 Finalise 488 33 3937 86 33 00 8 80 000 000 0 00 0 00 0 00 3846 66 281 00 0 00 SSL 01 09 2010 08 58 32 4M 011 Unfinalise 488 33 3937 86 33 00 8 80 0 00 000 0 00 0 00 0 00 3846 66 261 00 0 00 SSL 01 09 2010 03 00 17 AM 011 Unfinalise 488 33 3837 86 33 00 8 80 0 00 000 0 00 0 00 0 00 3846 66 261 00 0 00 End Of Year Winsps contains fully automated and user driven end of year procedures The end of year process will create the next payroll year It will carry forward into the new year details of employees still employed at the end of the previous year It will also carry forward their outstanding leave balances After updating details like the new N
43. B 1 6 4 128 8802597177 T 5 1 RT R 5 1 8 6 1 9 SAVING FORM COLUMNS MT 7 EN 10110869 9 7 PN CHANGE COMPAN 7 2 2 C NGE U I 8 2 3 E 8 2 4 CHANGE HHUHQ 8 ADMINISTRA TION P n 9 3 1 isi OUN T T 9 3 1 1 Con oure User rni TT 10 2 2 SOP PSO 10 3 2 GROUPEE E T UL T m me 11 3 2 1 12 3 22 Fa ALTA I ONERE EN ccm 12 3 2 3 Aadne Permiss tons 10 0 G1 NITE ES 13 3 3 A 13 3 4 VIEW LOGIN INFORMATION PC 14 3 9 VIEN ERROR TCO cc 14 ipo e E SAN E a 14 3 6 1 Company 15 3 6 2 O AIEEE EN A EIE 13 3 6 3 Selecting files to TOING EX
44. HR 20 78 40HR Employee Details Ez Employee Detailed View He E X x Code Surname AQUILINA 0 Hame MASON 00000 House No INGRESE Street HOUSING ESTATE Locality KALKARA Post Code KAL 1234 Phone 64661 Mobile 50 Classification 40 HOUR WEEK Department ADMIN ADMINISTRATION Section FINAN FINANCE Unit OFFICE Grade GRADE Emp Type Ful Time Salary Scale Scale Date i Contract Expiry i From ABDILLA JOHN IREBURN Clicking on the Additional Details button at the top right hand corner of the screen will open a menu allowing users to access further details related to the highlighted employee v Employee List Employee Details Adjustments Previous Employment Fringe Benefits Unions Deductions This option presents a view of all the employee s main details for amending or creating of records Pressing the amend or create button in the list view screen automatically switches to full screen mode E we 8 image Free Additional Details Payroll Type Monthly Date of Bath 03 09 1971 EJ Emp Date 5 06 1995 E Tem Date Gender Male Marital Status Sindle ID Humber 411071M NI Humber edo Foot rA Tax Status Single S5 Status Fes 0 Tax Current 4 0 00 x Tax Arrears E o0 Expiry Date x2 Payment Type Cheque Overtime a Bank Branch Account IBAN N
45. I and Tax rates users may immediately start processing the new year s payrolls Common issues related to end of year procedures The following are some notes related to issues which normally arise at the end of a payroll year but are not directly related to the End of year procedures Adjusting payrolls that span across different years If the payroll periods are not monthly there may be cases where the 1 of January occurs wa during a payroll period and users may decide to adjust the last payroll of the year to pay up to 31 December In these cases the payroll provides the functionality to adjust the number of basic hours paid and NI contibutions deducted as required Let us take the case below of a forthnightly payroll covering up to 30 December which is a Sunday This would mean that the 1 January would occur on a Tuesday and to close off the year the user may decide to pay the extra day up to 31 December in the last payroll WinSPS User Manual Page 21 SHIREBURN Setup Roll Setup 4 Oo x Roll Setup Roll Adjustments Rall No 013 Pay From 17 12 2007 MonthNo 12 Roll Type Eve 2 weeks gt PayTo 307272007 Contrib 3 Fay Bonus Only Taxable Leave From 12 07 E Union Contrib Pay Off Leave Leave To 2071272007 amp Finalised Extra Hours 8 00 Pay Date 30 12 2007 Export Status Cost Center Met Values Advance Fay
46. ONY PAYMENTS CAR FERRY COMISION 15 02 14 03 COST OF LIVING ALLOWANCE DANGER ALLOWANCE DONATION TO CHARITY GOVERNMENT BONUS MISCELLANEOUS ALLOWANCE CALL ALLOWANCE PETROL ALLOWANCE m oo r When calculating payrolls one may need to post particular payments other than basic pay overtime Some of these payments may be required regularly like in the case of recurring allowances or commission payments In these cases the list of payment adjustment types may be standardised using the adjustment types support file When posting adjustments users may request a pop up list containing all the standard adjustment types which is automatically generated through this support file to choose from This standardised list also facilitates reporting by type of adjustment Fields Code Adjustment type code Mandatory Description Brief description of the Mandatory Tax Type This field specifies whether the adjustment is taxable or not The options are A After tax non taxable or B Before tax taxable This type will be defaulted but can be changed by the user when posting adjustments in the payroll calculation process Bank Branches E Bank Branches M 4 b Address eov AIRFORT INTERNATIONAL AIRPORT APS APS BALZAN BALZAN VALLEY ROAD BALZAN BALZAN 81 MAIN STREET BALZAN 22719 BOV BIR ID DEHEB IL FIDDA PLACE BIR ID DEHEB A list o
47. SHIREBURN Shireburn Payroll System User s Manual Shireburn Software Ltd Carolina Court Guze Cali Street Ta Xbiex 1425 Tel 356 21 319977 Fax 356 21 319528 info shireburn com www shireburn com SHIREBURN TABLE OF CONTENTS 1 4 GENERAL PEA TURES OF tencsssateensscetaacaneussavenseteaececcueeees 1 1 1 NSO PINE EE D DELL 1 1 2 ACCESSING THE MAIN FUNCTIONS P HR 2 1 2 1 Using 2 122 EDU VE eye 2 1 3 TOOT BAR BUTTONS IQ 2 1 4 ADDITIONAL TOOLBAR 3 1 4 1 Nye real le oro alor 3 1 4 2 EP E 4 1 5 PONC TION E EI T 4 Cycle through Form 4 1 5 2 DE EESE E TE A EA E T E EE AT A OE E E E 4 Dip E 4 1 6 1 A S AA N Ve ecg scavenge A E 4 1 6 2 T TQ E 4 1 6 3 D END
48. WinSPS User Manual Page 56 6 2 SHIREBURN Pay To The end date of the roll period Leave From The start date of the leave period to be included in the payroll Leave To The end date of the leave period to be included in the payroll The leave period can be different from the payroll period to allow users to have cut off date for leave which 15 earlier than the payroll period end date as the payroll normally has to be calculated some days before the pay date Pay Date The date when the payment will be effected particularly in the case of payment through Bank Direct Credit Month No The month number to which the payroll will be associated The payroll figures will be included in the monthly government returns FS5 s of the selected month We recommend that users select the month containing the first Monday NI Contribution of the payroll period N I Contrib The number of NI contributions to be deducted in the payroll calculation The system defaults the number of Mondays contained in the payroll period Union Contrib The number of union contributions to be deducted in the payroll Finalised This field indicates whether the currently selected payroll has been finalised Roll Adjustments This option allows users to define taxable non taxable adjustments which will be automatically paid to all employees included in the selected payroll calculation Roll Setup Roll Adjustments IM 4 pb M 1 Roll Se
49. age the system will automatically create a record in the pay planner to trigger a change in his NI Category from A to B on his birthday 4 16 10 Adjustments This screen allows for entry of automatic recurring adjustments to an employee s payroll like regular allowances or deductions per payroll period Employee Adjustments E image Free Text Additional Details ID Number 437838 Tax Status Grade HI Category oT FSS Status Fss Main Fss O Status Full Time Payment Payroll Type Classification 40 40 HOUR WEEK Company Nl Trigger Date Expiry Date Add to basic ALLOWANC hana 7 116 47 20 02 2008 Fields Desc 10 Character description of adjustment Pressing the button here presents the user with a list of adjustment types based on the Adjustment Types support Alternatively users may enter a free text 10 character adjustment description Mandatory Amount Value of adjustment per payroll period This value can also be negative in the case of deductions Mandatory WinSPS User Manual Page 46 SHIREBURN Type Whether the adjustment is to be posted before taxable adjustments or after A non taxable adjustments tax has been calculated Type N is available for adjustments to NI Company NI If Type N is used then the user must define the value of the company s NI contribution Trigger Date Expiry Date If the Trigger Date is left blank along
50. all departments and their related sub sections and units and the range buttons may be used to filter a single or range of units If no range is selected the report will print for all units Category Category None Status If a category is selected the report will first be grouped by category then by group so if for example the Status category is selected along with the Department group the report will list payslips per department for full timers and then it will list payslips per department for part timers Selecting this option will present the user with a list of all statuses and the range buttons may be used to filter a single or range of statuses If no range is selected the report will print for all statuses Order Order Employee Code f Employee Name The order option allows users to select whether to print in order of employee code or name Comments Comments These comments will be printed on each chequd This function allows users to enter comments which will be printed at the bottom of each cheque WinSPS User Manual Page 73 8 3 Direct Credits E Direct Credits em Roll No 007 Roll No 007 12800510018 7 apy i HSBC v APS i Lombard W Banif File Destination EET WinSPS User Manual SHIREBRURN Page 74 SHIREBURN Appendix Security Functions This appendix shows a list of the Security Functions within SPS the Functio
51. allowable this indicates the annual non taxable benefit value WinSPS User Manual Page 38 SHIREBURN 4 15 Pay Scales E Pay Scales Scales e 2 es B Scales Increment Planner Natural Order Browse This support file allows users to maintain details related to pay scales for the automatic periodic updates of basic pays when due to employees belonging to the respective scales The first screen allows users to define a code description and starting salary for a particular scale gt Pay Scales Increment Planner 4 e WB Scales Increment Planner Months fram Start Date Salary Per PayRoll Period Natural Order Browse Salary Cade Starting Salary 0 00 In the second screen the user defines the new basic salary and the number of months from the previous increment after which the respective salary increment is due In the employee details file employees may optionally be allocated a pay scale code and an effective scale start date At each payroll calculation the system will evaluate whether enough time has elapsed from the employee s scale date to require a move to the next scale increment If an increment is due the system will automatically effect the required pay change in the employee file prior to calculating the payroll so calculations are based on the new salary 4 16 Employee details This support file allows users to maintain details related to employees WinSPS User Manual Page
52. ange press enter for a list of employees to choose from 2 amp Click on the padlock button to lock the record of this employee exclusively 3 Enter the desired new employee reference in the New Empno field and click on the save button to effect the change Import The import function allows users to import transactions related to adjustments overtime leave basic hours and even employee details from an excel spreadsheet into the payroll system for inclusion in the selected payroll as opposed to entering the records manually and individually through the interfaces provided by the package lt Microsoft Excel Sheet File Location 1 15 Template v A Adjustments Import Report B UPDATED only NOT UPDATED only a Whatever type of transaction you choose to import from the options available the process will be identical to the following Templat 1 Click on 9998 I to generate an excel template containing columns for the data elements required for the import 2 Populate the template with the data you wish to import and save it without closing the excel sheet In the File location field enter the path and file name of the excel sheet Click on to import the records in the excel sheet gt WinSPS User Manual Page 51 5 4 5 5 5 5 1 SHIREBURN Once the import is complete the lower part of the screen will display the import report a
53. be effected on to the new year before running the first payroll in the order shown below Some support files contain a button which allows the user to replicate any changes done in one company across to similar support files in other companies e MI Categories Soe LI I fia TB 53 63 1 NI Categories Support Files gt Rates gt NI Categories This file must be updated before any changes are done to the employee s details like wage increases etc The user should amend the NI rates contribution values and wage bands according to the values provided by the relevant authorities 2 Tax Rates Support Files gt Rates gt Tax Rates The user should amend the tax bands according to the values provided by the relevant authorities 3 Union Deduction Rates SupportFiles Rates Unions Deductions The user should update the union contribution and deduction rates if applicable as well as the sickness and injury benefit rates according to the values provided by the relevant authorities oickness Benefits Married SBENM Sickness Benefits Single SBENS Injury Benefits Married IBENM Injury Benefits Single IBENS 4 Cost of living pay increases If Applicable Eg 4 50 weekly Utilities Menu Global Basic Adjustment The user should enter the appropriate weekly increase and an effective date The effective date should be the first date payable at the new pay rate normally the first of January If the in
54. ccess to Each function has a code and a description The WinSPS User Manual Page 12 3 2 3 3 3 SHIREBURN rights at the far right hand side of the screen define the access level that the group has to the particular secure function These are View Edit Create Delete and Mail Export Changing Access Rights Amendment of the level of access to a particular secure function is effected by highlighting the function and then by means of the standard AMEND button Removing Access Rights Complete removal of the right to access a particular secure function for the selected group is available using the Del key when highlighting the particular function This requires user confirmation Adding permissions to a Group Inserting Access Rights The insertion of new rights to a particular group is effected by pressing the lt NEW RECORD button The user can use the search to look for the required function The search will list the rights currently not available to the group in question When the function has been selected the user must click on the buttons related to the rights required so that they are assigned Aa DORAL View Edit Create Delete Print Export Note Make sure that management of the group rights to the administrator s group is handled carefully If access to the Systems Administration Menu function is denied to the administrator it will not be possible for anyone to enter this process again and reverse this access
55. crease is also to be added to the pre planned wage changes in the Pay Planner then check the option Pay Planner lf you do not use the pay planner do not tick this option 5 New leave entitlements These must be generated through the global leave entitlement functions in the leave entitlement module accessed through Main Menu Leave Module Leave entitlement 6 System Variables Payroll System Administration System Variables WinSPS User Manual Page 25 SHIREBURN The user should update the required new values in the record containing data relevant to the new year 7 Classifications Payroll gt Suppot Files gt Classifications This file contains information regarding the number of standard leave and sick leave entitlement hours which must be updated per classification if required 8 Bonuses Payroll gt Support Files gt Rates gt Bonuses This file contains information regarding the quarterly statutory bonuses and the end of year process will automatically roll over the dates for the following year N B For new rates related to NI FSS etc please refer to the relevant authorities as we do not have any particular sources for obtaining this information WinSPS User Manual Page 26 SHIREBURN 4 Support Files The support files menu provides access to those files which allow the user to create lists of parameters categorizations which will be used throughout the whole payroll Lists such as Depa
56. details file users file etc This process also clears the number of logins a gegen dendo sen are field in the Active User List see System Administration Active User List 3 3 System Datafiles iv Company Datafiles Again in the case of users on a network it is important that all users are out of the system when this Re Index is effected otherwise an error may occur Selecting files to reindex The norm is to tick the All Tables option to reindex all files but users may reindex individual files by ticking the box next to the required file name The pack option will prompt the system to clean selected files of deleted records which although invisible are still on file Clicking on the Reindex will start the reindexing process Reindex AAllocate iw All Tables Accident Iv Adjtypes Iv Allergies Allocate Cancel ARostermatrix Reindex Absences Backup WinSPS User Manual Page 15 IREBURN is always advisable to take a backup of your data from time to time This could also be part of a company s policy If a user would like to take a backup s he needs to go to the Administration menu and select Backup gt Back Up Data Lo amp Target Directory Company v Backup File 5 50011103 Full Select Directory mesm The user has the option to save the backup files on any drive local or network drives
57. dit system this screen allows users to enter any payments that need to be deducted from the employee s net pay and paid into a different account This distribution of payments is processed automatically by the system during the direct credit payment process P Employee Split Payments E X x image Free Text Additional Details Code Department ID Number Tax Status Grade HI Category D F55 Status Status Payment B Payroll Type Classification _ Payee Ref Surname Name Amount Percent ABDILLA Het 10541 Hame JOHN Surname ABDILLA Amount 200 00 x Direct Credit Priority 1 From 01 06 2010 30 05 2011 Branch 05050 Account 12345678912 Iban H A Browse Fields Payee Ref Unique payee reference Mandatory This reference is system generated but may be overwritten as long as it is unique Name Payee Name Surname Payee Surname Amount Amount to be paid deducted from employee s net pay Percentage of employee s net pay to be paid deducted from employee s net pay Method Method of payment From Date from which payment is to be effected To Date to which payment is to be effected Branch Bank branch of payee s account Account Payee s bank account Iban Payee s Iban Number WinSPS User Manual Page 49 SHIREBURN 5 5 1 Utilities The Utilities menu provides a series of tools which as
58. dress so that their payslips may be printed Selecting the All option will remove any filter from the list of employees on the right hand side of the screen so that all payslips may be printed Payslip Comments Payslip Comments These comments will be printed at the bottom of each This function allows users to enter comments which will be printed the bottom of each payslip Printing Payslips Ez Print Payslip Report bajba Printer sapphire eros Phaser 3435 Advanced Device 5 sapphireyXeros Phaser 3435 PCL Port IP 132 1658 0 52 Status Default Printer READY Print Range Copies t Pages From 1 Taji Number of copies HE ls The payslip printing interface has an additional option which allows users to edit the text the body of the email before being sent with the payslip attached Available Fields Insert Field Dear lt CPAYSLIP FULLNAME gt Attached please find copy of your payslip for payroll number lt CPAYSLIP AOLLNO Regards Accountant Preview Table CPA SLIP 4 1 320 A Pl WinSPS User Manual Page 71 SHIREBURN 8 2 Cheque Printing Pay Slips The cheque printing function provides options to print payment details on pre printed cheque stationary This option is accessible through the Main Direct Credits Menu gt Payments Menu gt Cheque Printing option bz Report x
59. e user with a list of adjustment types based on the Adjustment Types support Alternatively users may enter a free text 10 character adjustment description This description will also show on the payslip Type Whether it is a taxable or non taxable adjustment Press for a popup list of adjustment types The options are B Before Tax Taxable A After tax Non Taxable or N NI adjustment The last option is seldom required but it is available for cases when one needs to make an adjustment to National Insurance payments normally required due to payments in arrears Type Amount CompNi Date 200 gt Keywords Adjustments AfterT ax M I Adjustment Comp NI In case the N type is selected the user may enter in this field the value of the employer s NI contribution related to this adjustment Amount The value of the adjustment This can also be a negative amount Date The date of payment of the adjustment WinSPS User Manual Page 63 SHIREBURN Shift Pro Rata The Shift Details page of this screen allows for the posting of shift allowances or pro rata payments for any employee in the selected payroll Ez Shifts Pro Rata Shift Details Harat i Name Number Date_ Amount Depart Section Unit_ Ross ABDILLA JOHN 158000 m 07 2010 20 000 40MIN Finan 0 Roll Mo 007 Pay From 01 07 2010 Leave From 01 07 2010 Pay Date 31 07 2010
60. e choice field where you define whether you are creating a monthly twice monthly four weekly fortnightly or weekly payroll Pay Bonus only Taxable This feature is normally used when users want to pay out the statutory bonus separately at mid month as opposed to paying it in the normal payroll run Selecting this option will mean that only bonuses and adjustments will be included in this payroll run No NI contributions will be deducted and unless the Taxable option is selected no tax will be deducted either If the Taxable option is not selected make sure that it is not the last payroll of the year otherwise tax will never be deducted on this payment As long as subsequent payrolls are calculated they will automatically include tax on the previously paid bonuses Pay Off Leave This option allows users to pay off any outstanding leave balances and it can normally be used in the last payroll of the year as opposed to carrying forward such balances to the new year Extra Hours This field allows users to define an adjustment on the standard hours paid in the roll This may be either a positive or negative figure It is generally also used at the end of year when a payroll falls partly in one year and partly in another so the hours paid can be adjusted to cut off the payroll on the 31 of December Subsequently it can be used again to adjust the hours in the first payroll of the following year Pay From The start date of the roll period
61. e next control or field name i e from one text box to the next Pressing ENTER gt repetitively past the last field will automatically save the record 1 6 4 ESC Escape When editing a record pressing the ESC button will cancel all the changes and put the form back into Browse mode 1 7 Filtering Filtering is a very useful feature that enables users to locate records based on their search criteria The user can apply these filtering conditions on most of the main screens within the payroll system Users may trigger the filter function by first opening the screen relating to the data they need to filter and then selecting the filter option from the application menu bar as illustrated below File Main Menu SupportFiles Utilities Filter Admin User Tools Window Help 7 pav Filter Table dup ee MESE Filter H All the user needs to know is the values that are required from the system The dialogue below will provide the functions to achieve the desired results Filters may consist of multiple criteria The following is the main filtering screen Ez Filter Conditions lt r Table Employ search Employee Details Order Oo Filter S urnarnie ame Full H ame Payroll Emp Depart Section CASSAR U rit Grade Criteria EMPLOY1 SURNAME EMPLOY SURNAME
62. eck box allows the user to decide whether or not to deduct tax on the bonus in the bonus roll If the bonus is not taxed and another payroll is to follow the bonus roll tax in this roll will automatically cover the bonus payment of the previous roll If the bonus roll is the last roll of the year and it is not taxed then tax will never be deducted on the bonus so in this case it is recommended that the Taxable check box be tagged When creating a Bonus Only roll it is important to omit the Leave Period dates in the roll setup screen ATTENTION TIME amp ATTENDANCE MODULE USERS Please note that to avoid carrying over old attendance data to the new year users must archive as many dates as possible through the archiving functions in the T amp A module before running the the End Of Year process Archived data will not be carried forward to the new year but it shall remain accessible through previous years Any T amp A data including rosters left in the current files will be carried forward to the new year RUNNING THE END OF YEAR PROCEDURE The following procedure should be run only after all payrolls for the current year have been finalised The current year s data will be automatically moved to the previous year directories so electronic lodgement and printing of FS3 s and other end of year reports can be printed from the previous year after running the End of Year procedures All reporting functions will also be available from this option All pre
63. ected company to detect any corrupted or damaged ones and attempt to fix them Users may alternatively run this process on specific files by ticking the box next to the required file name instead of using the A Tables option Repair E sm Eu AAllocate AAttdata ABreaklag AExceptions A Punches A Roster Rostermatrix Absences Accident Adjtypes Cancel Allergies Allocate Repair Update Structure changes Running this function ensures that the data files of the currently selected company are updated with latest structure changes These may include new fields altered field sizes or even new indexes Checking tables Checking Empdet Page 17 SHIREBURN 3 11 Company Maintenance The Company Maintenance option provides facilities for the maintenance of data relating to the currently selected company On selecting this option the following screen is displayed The standard lt AMEND gt button is available to allow editing of the company details 3 11 1 Main Details Ez Company Details Main Details A Details Additional Details Report Layouts Code a2 Access 287045 Name Shirebum Demo Company Menu Name Straten Coma ER Address 2 CAROLINA COURT GUZE CALI STREET 14 9977 Fax PE Number 999999 Serial No 5510000000 Bank Details Default HSBC t APS None Sort Code
64. ees If no range is selected the report will print for all employees No grouping or sub totals will be applied if this option is selected Department Selecting this option will present the user with a list of all departments and the range buttons may be used to filter a single or range of departments If no range is selected the report will print for all departments with a new page and sub total for each Section Selecting this option will present the user with a list of all departments and their related sub sections and the range buttons may be used to filter a single or range of sections If no range is selected the report will print for all sections with a new page and sub total for each Unit Selecting this option will present the user with a list of all departments and their related sub sections and units and the range buttons may be used to filter a single or range of units If no range is selected the report will print for all units with a new page and sub total for each Grade Selecting this option will present the user with a list of all grades and the range buttons may be used to filter a single or range of grades If no range is selected the report will print for all grades with a new page and sub total for each Category Category None Status Grade If a category is selected the report will first be grouped by category then by group so if for example the Status category is selected along with the Department group the
65. em to automate the posting of the accounting entries generated from the payroll system These entries will cover both the journal entries to identify all the expense and liability accounts covering all the payroll entries while at the same time account for the bank entries The bank entries could be made of each cheque payments and or the transfer of the direct credit values The following provides for the required technical details to setup this interface Configuration Company Maintenance The first part of the configuration must be done in the Company maintenance option of the Admin Menu In the Additional details page the user may define the SFM main data directory and Company data directory required in the interface The system will use these settings to present the user with the correct SFM chart of accounts and also to transfer the required postings to the SFM gateway import file The interface level is directly related to the Department Section Unit support file and one may opt to interface at any of these three levels If one opts to interface at department level then one must have separate nominal codes per department The same applies if interfacing at any other level For the purposes of this document we will assume that the department level has been selected WinSPS User Manual Page 52 SHIREBURN KZ Company Details Additional Details a Main Details Additional Details Report Layouts r Accounting Interface Details
66. eport FX Roll 006 Roll No X Roll Payment Type m 0120122010 31 01 2010 M ua 01 02 2010 28 02 2010 Group ENG 01 03 2010 31 03 2010 F Section 01 04 2010 30 04 2010 01 05 2010 31 05 2010 ategory S None PEEL 01 05 2010 30 06 2010 Employee Code Employee Name Email Email C Non Email Payslip Comments 4 From 001 Y To 008 Order Roll No Browse 8 1 1 Payslip Printing options Roll Selection Payslips may be printed either for a single payroll or else for a range of payrolls In the second case the system will up all the payroll figures for the selected period of rolls On first entering this screen the payslip printing range fields will default to the last finalised roll and the grid on the right hand side of the screen will contain a list of all the employees in the selected roll To change to a different roll period click on the Roll No text box so that the grid on the right hand side of the screen will show the details of the selected roll WinSPS User Manual Page 69 SHIREBURN H To Holl 006 To reset the selection first click the Clear range button M 4 E From ro ime Highlight the first required payroll period in the grid and click on 01701710 31701710 002 01 02 10 28 0240 the range from button 003 01 03 10 31 03 10 004 0104 10 30
67. eport will print for all sections Unit Selecting this option will present the user with a list of all departments and their related sub sections and units and the range buttons may be used to filter a single or range of units If no range is selected the report will print for all units Category Category None Status If a category is selected the report will first be grouped by category then by group so if for example the Status category is selected along with the Department group the report will list payslips per department for full timers and then it will list payslips per department for part timers etc Selecting this option will present the user with a list of all statuses and the range buttons may be used to filter a single or range of statuses If no range is selected the report will print for all statuses WinSPS User Manual Page 70 SHIREBURN Order Order Employee Code C Employee The order option allows users to print in order of employee code or name Email Email f Email Non Email All Payslips may be emailed to employees to the address entered in their employee details record Selecting the Email option will filter the list of employees on the right hand side of the screen to those who have an email address so that their payslips may be emailed selecting the Non Email option will filter the list of employees on the right hand side of the screen to those who do not have an email ad
68. ers through the Change Year function in this menu Change User Id Change Password 2 4 Change Password User Password Old Password Enter New Password Re enter Password v 4 For general security practices the user may periodically BCR change the login password The user needs to provide the current password for validation purposes and if this is not the correct one the system will not process the request to change the password This check is to protect the current user s password confidentiality While the system provides for a direct change of the user s password without this validation from the Administrative Function the system provides for the encryption of the user s password WinSPS User Manual Page 8 3 3 1 OSHIHEBLIHT Administration The system provides for the General Administration of SPS through the Administration Menu The following are the various options available on this menu imin User Tools Window Help et User Accounts Group Rights Active User List View Login Information View Error Log Reindex dl Back Up Data Restore Data Fix Corrupted Files Update Structure Changes NF Company Maintenance FE Audit Log FE Finalisation Audit Log End of Year System Variables User Accounts The User Accounts process allows the creation and amendment of users authorised to access SPS and the allocation of those users to a particular user
69. ertime worked in alternative departments Press for a popup list of departments Section Section code where overtime was worked The system will default the employee s section but this may be changed to reflect overtime worked in alternative sections Press fora popup list of sections Unit Unit code where overtime was worked The system will default the employee s unit but this may be changed to reflect overtime worked in alternative units Press for a popup list of units WinSPS User Manual Page 62 SHIREBURN Adjustments The adjustments page of this screen allows for the posting of adjustments for any employee in the selected payroll k Adjustments Adjustments Id 1 P bM ow Roll Selection ZAMMIT DIMECH CHRISTOPHER ABDILLA JOHN LOAN REPAY STIVALA JEFFREY JALLOWANCE B m GAUCI CHRISTIAN ALLOWANCE ZAMMIT DIMECH CHRISTOPHER ALLOWANCE ZERAFA GEORGE COMMISSION ABDILLA JOHN LUNCH ABDILLA JOHN PERF BONUS ABDILLA JOHN Pay From 01 07 2010 Leave From 01 07 2010 Pay Date 31 07 2010 Type Pay To 31 07 2010 Leave 31 07 2010 Final 7 0005 STIVALA JEFFREY Status Emp 12 06 2008 Term 7 Order Type Browse Fields EmpNo Employee code Press for a popup list of employees Full Name Employee full name populated by the system Desc A 10 Character description of the adjustment Pressing the button here presents th
70. escription aa 1022007 01710 2008 01 2422008 010142008 01 07 2008 31 03 2009 30 03 2008 30 06 2008 31 12 2008 1092032006 09 03 2009 09 09 2008 09 06 2008 091 272008 on o1 72008 01 01 22009 01072008 0104 2008 01710 2006 The annual non taxable amount applicable to the respective band 31 03 2009 30 03 2008 30 06 2008 31 12 2008 This support file allows users to maintain details related to statutory bonuses The dates in this file are automatically moved forward by one year each time the end of year procedures are run When a payroll which includes the trigger date of any of the bonuses is calculated the payment of the respective bonus is triggered automatically Terminating an employee will also trigger the calculation and payment of the pro rata bonus amount due Fields WinSPS User Manual Page 37 4 14 S IREBURN Description Description of bonus C O L A is the cost of living adjustment paid out in March and September while Gov Bonus is the government bonus paid out in June and December Amount The amount paid to employees who work the period between the From and To dates Bonus will be calculated pro rata for employees Bonus will be calculated pro rata for employees who do not work the full period Type Whether bonus is taxable or not Options are Before tax A After tax C O L A Whether bonus is a cost of living adjustment and therefore calculated a weekly
71. etwork connection number of the workstation currently on line Computer Name The name of the users work station View login Information 3 5 This option allows administrators to view details like dates and times regarding users logins and logouts View Logins MH de gt Login Date 40M CHRIS AGIUS CHAIS AGIUS CHRIS AGIUS CHRIS AGIUS CHRIS AGIUS CHRIS AGIUS CHRIS AGIUS CHRIS AGIUS Order User Id 27 04 2006 25 03 2002 26 03 2002 0320422002 10 04 2002 10 04 2002 10 04 2002 10 04 2002 06 05 2002 Logout Date Logout Time 12 47 36 11 23 17 14 51 22 14 47 16 10 29 56 10 37 50 10 56 06 16 53 02 10 16 19 27 04 2005 25 03 2002 20 03 2002 03 04 2002 10 04 2002 10 04 2002 10 04 2002 10 04 2002 06 05 2002 12 47 42 11 23 21 14 51 30 14 47 48 10 29 58 10 56 06 16 52 48 16 53 36 10 17 01 View Error Log 3 6 This option allows administrators to view a detailed history of errors generated whilst using the system E Error Log Viewer Date Created 03 03 2008 09 46 40 User ID Procedure VINSPS CHECK PTIDNSTABLE Line Number Error Number 1 File decrypt pra does not exist Error Meg Date Created 03 03 2008 09 46 45 User ID Procedure wINSPS CHECK PTIONSTABLE Line Humber 7 Error Number 1 Error Date Created 03 03 2008 09 46 45 File does not exist Re Index Re indexing is a process whereb
72. f Bank branches may be maintained here for reference When employees are paid through direct credit users need to specify which bank branch their account relates to and this support file provides users with a pop up list of Bank branches to choose from WinSPS User Manual Page 33 4 7 4 8 WinSPS User Manual SHIREBURN Shifts Pro Rata Payments gt Shifts Pro Rata Payments HGHT DANGEROUS HEIGHTS 6 99 0 00 NIGHT NIGHT SHIFT 2 00 0 00 ON CAL ON CALL ALLOWANCE 2 50 This support files allows for creation of a standard list of pro rata payment types and rates used within an organisation Shift allowances are typical pro rata payments where employees get a payment per shift worked During payroll users need to select the payment type from a pop up list which is automatically generated through this support file and then specify the number of payments to post The system will calculate the respective amounts due As seen in the above screen shots payments can either be a fixed amount per unit allocated or else they can be a percentage of the hourly rate In the Danger Allowance example above the number of payments would be the number of hours worked in dangerous conditions Each hour payment would be paid at 200 of the employee s basic hourly rate i e double time In the Night Shift example the employee would receive 2 for each night shift worked Commission Types gt Commision M 4 b Bs
73. file Global Grade Update button WinSPS User Manual Page 28 4 2 IREBURN This way the function can also be used to apply increments Departments Sections Units SPS allows each company to be organised divided into Departments Furthermore each department can be sub divided into Sections and each section can be further sub divided into Units The main reason is for departmental accounting analysis so when users are printing reports or ordering data they always have the option to group or sub total by department section unit In the Time amp Attendance module of SPS users can be allocated rights to access attendance data of specific departments if required but this security level is not available in the main payroll module In the example below the organisation is divided into 2 departments In the first screen shot we see the list of departments In the second screen shot we see how the ADMIN department is sub divided into 2 sections and in the third screen shot we see how the FINANCE section is further sub divided into 2 units For reasons of referential data integrity each department must contain at least one section and each section must contain at least one unit Each employee created must be allocated to a department a section within the same department and finally a unit within the same section as we shall see in the section regarding the Employee details file gt Departments Sections Units Departments a
74. h individual s payroll period i e Monthly fortnightly etc Weekly increase percentage This option allows users to allocate a 96 increase which will be topped onto the current employees basic pay Part timers Hourly increase The function also allows for the global update of the hourly rate for part timers who do not work fixed hours Change Date Here the user must specify the date from which the new basic pay will be effective At the beginning of a new payroll year the date is normally set to the 1 of January of the new year It does not matter if the payroll period does not start on this date because the system will automatically calculate payroll and NI contributions based on the 2 different rates applicable to the period Update pay planner Since the system allows user to record pre planned pay changes for individual employees this option gives one the opportunity to specify whether or not to apply the pay increase to the future planned pay changes WinSPS User Manual Page 50 5 2 5 3 Change Employee Code This option allows users to change the unique reference code of an employee On running this function the system will automatically go through all the data elements related to the employee concerned and convert the employee code to the new one Change Employee Code zs Empno 1008 SANT New Empno 107 1 Inthe Empno field enter the code of the employee you want to ch
75. highlight the selected payroll period and click on both range selection buttons consecutively The selection will result in the list of payrolls being filtered according to the selected range Cheque Number Cheque Details First Chq 3026 WinSPS User Manual Page 72 SHIREBURN Here users may enter the first cheque number from the pre printed cheque stationary that has been loaded into the printer The system will start printing from this number automatically incrementing as cheques are printed Group Group Company Department Section f Unit Cheques may be grouped and filtered according to user selected options Company Selecting this option will present the user with a list of all employees and the range buttons may be used to filter a single or range of employees If no range is selected the report will print for all employees No grouping if this option is selected Department Selecting this option will present the user with a list of all departments and the range buttons may be used to filter a single or range of departments If no range is selected the report will print for all departments Section Selecting this option will present the user with a list of all departments and their related sub sections and the range buttons may be used to filter a single or range of sections If no range is selected the report will print for all sections Unit Selecting this option will present the user with a list of
76. hts to access a secure function within the system from the groups of users Users who are members of a particular group are allowed access to all the secure functions which have been granted to that group by the administrator of the system An administrator is able to grant to a group one of six levels of access to a secure function e View data e Amend data e Create new records e Delete records e Print data Mail Export reports On entry into the Groups and Permissions process the screen displays the various existing groups on the system This identifies the currently set groups by means of their Group Code and Group Name The system makes available the standard keys create amend group entries A user can create as many user groups as required to manage the system effectively However there is one to one allocation of users to group Group Rights Group Hd D gt Group Permissions Name SYSTEM ADMINISTRATION HUMAN RESOURCES LEAVE OVERTIME TA PAY PAYROLL ASISSTANTS ROSTER MAINTENANCE TIME amp ATTENDANCE rder Code Browse WinSPS User Manual Page 11 3 2 1 3 2 2 SHIREBURN Copying Permissions Administrators can create new user Groups from this tab When a new Group is created the Administrator has the possibility to copy the permissions from an existing Group New Group If the Administrator confirms the user will be asked from which Group s he would l
77. ike to copy from The user is presented with a list of available Groups within SPS Copy Group Permissions Hew Group ED Groups T The system will keep asking whether the user wants to add rights from another group until the user refuses Permissions for Groups The permissions tab grants access to the various secure functions available to that group On use of this tab the following screen will be displayed 2 Group Rights Group Id 5 gt Group Permissions code Mew Edit Create Delete menu a y y a REPORTS T amp A Reports T amp A Read Data T amp A Transfer to Payroll M SHIFT Shit Maintenance M BHEAK Break Maintenance REIMHDEX T amp A Rendes Data Files T amp Recall Data TA_COPYAST Copy Roster CLOCK Clock system T ALLETYDY T amp A Allocate Raster By day Code T IMPORT Lj Pl di Desc T A Read Data View Edit Create Delete Print Export T lt 1 7 1 10 ST T lt 1 1 ST lt T lt 1 XT XT 1 ST SI XI ST ST lt 1 XT ST ST T XT T XT lca XT 1 ST ST XT XT 1 lca XT X I Order Desc Browse Enter This field This screen defines the details of the currently selected group and lists the various secure functions that the selected group has a
78. ing Regular S Student NI contribution is deducted Bonus 9e This field will identify what percentage of the statutory bonuses is due to this type of employee Incase of part timers to whom pro rata bonus is due the value must be 0 Full Leave This will identify whether the employees belonging to this type get full leave entitlement or not This field is normally used at the beginning of the year when allocating the global entitlement or when allocating additional leave hours in lieu of Public Holidays which fall on weekends We recommend that such leave allocations be only done after the Public Holidays falls due This will avoid miscalculations when an employee terminates employment before the actual date of Public Holiday Hourly Pay This is a logical Y N field and identifies if employees with this employment type are paid on an hourly basis Therefore if YES is entered for this type the system will not allocate basic hours but the payroll user will enter the number of hours worked manually This is mainly used for part timers Pro rata bonus This is a logical field and it will dictate whether employees get pro rata bonus and leave Normally the value is set to Y if they are part timers and pay NI Requirement This support file requires at least one entry WinSPS User Manual Page 32 4 5 4 6 SHIREBURN Adjustment Types Ez Adjustment Types Essa Ha amp 1 B code ALIMONY ALIM
79. ing on this button allows users to link any electronic documents stored in an accessible location to the currently selected employee record by clicking on the attach button There is no limit to the number of documents that can be linked The system creates a link not a copy of the documents so if the document is moved the link must be refreshed When a document link is no longer required it may be removed using the Detach button gt Attachments E kis CONTRACT s wt 7 4 16 4 Show Hide terminated employees Pressing this button results in the employee records of terminated employees being hidden This is useful when one needs to generate reports or export details only regarding employees who are still in employment Companies with a high staff turnover will also benefit from a less cluttered Screen 4 16 5 Image This function allows users to link an image of the employee to his employee record for quick access WinSPS User Manual Page 43 SHIREBURMW The Free text function presents the user with the screen below where he may enter any free text notes he may want to store related to the selected employee gt Free Text This 1 a space for storing free text notes WinSPS User Manual Page 44 4 16 7 Additional Details Menu 4 16 8 e Scale Image Free Text Additional Details 40HR 553950M ADHA 437838M 40 NE ADHA 2 54571 ADHA 810245 40
80. ion is accessible either through the shortcut button provided in the system toolbar or else through the Main Menu gt Calculations gt Payroll Reports menu option P Report Roll Ho 006 Holl No 006 i Type 8 Totals Detailed C Summary HE f JEFFREY Gross Totals Pay List MJ ZAMMIT GEORGE ZARA JOSEPH Type v Pay 51 Iv Cheques iY Direct Credits VELLA JOSEPH SCHEMBRI STEPHANIE ZERAFA GEORGE GRECH JOHN TONNA ADAM ZAMMIT RAYMOND ABDILLA JOHN SPITFRI Group Company Department Grade Section Unit None Status Order Employee Code Employee Name ReAllocated Labour Cost Report Y K031 Order Code Browse The report interface allows users to set all the required parameters from pre defined options like report type and grouping before actually printing the report 7 1 Payroll Report options Roll Selection Payroll reports may be printed either for a single payroll or else for a range of payrolls In the second case the system will sum up all the payroll figures for the selected period of rolls On first entering this screen the payroll printing range fields will be empty and the grid on the right hand side of the screen will contain a list of all the payroll periods existing in the Roll setup file RollNo To RollNo Highlight the first required payroll period in the grid and click on the range from butt
81. ions Deductions This screen allows users to enter any recurring Union Post tax deductions which are to be included per payroll in the selected employee s payroll calculations Ez Employee Unions Deductions ES Id d p He E wi image Free Text Additional Details Code 1054 Department ADMIN ADMINISTRATION Name ABDILLA JOHN Section FINAN FINANCE Occupation GENERAL Unit BOO BACK OFFICE ID Number 563950 Tax Status Grade GRADE HI Category FSS Status Fss Main Fss O Status PT Regular Hours Pays M I Payment Boc 1 Payroll Type Classification 40HF 40 HOUR WEEK Contributions CHAR CHARITY FUND 2 posu GENERAL WORKERS UNION 563950 1 Fields Code Unique code of deduction Mandatory This is validated against the Unions Deductions support file Press for a popup list of Union Codes Description Description of deduction type from Unions Deductions support file Contributions The number of contributions to deduct per payroll period If the selected deduction type is a union this field must be left blank The number of union contributions deducted per payroll is dictated by the value of the Unions field in the payroll setup screen Reference In case of union deductions this refers to the union membership reference ID Number WinSPS User Manual Page 48 SHIREBURNM 4 16 14 Split Payments If the employee gets paid through the direct cre
82. ll show on the system reports etc and also a menu name which is what will be shown in the company selection screen No new companies may be created without the required authorization key In order to obtain this key from Shireburn staff the user must first supply the Exact Company Name WinSPS User Manual Page 19 3 12 SHIHEBLIHIY Audit Log The system automatically maintains a full audit of all changes to any employee details and also of all transactions posted The Audit Log option in the Admin menu allows users to view the system audit log Ez Audit Log 2 x AuditRef Module Date Description _ JNewvaue 4 00000848 LEAVE 1044 28 02 2008 NEW RECORD NEW LEAVE RECORD Code Hours 8 00 Date 20 03 2008 00000094 EMPLOYEE 1045 29 01 2008 PREVIOUS BASIC PAY 1250 6200000 1268 2700000 _ 00000095 EMPLOYEE 1045 29 01 2008 PRESENT BASIC PAY 1268 2700000 1283 3900000 00000096 EMPLOYEE 1045 29 01 2008 DATE OF BASIC CHANGE 01 01 2007 01 01 2008 00001109 ENTITLEMENT 1045 05 03 2008 BALANCE 294 0000000 286 0000000 00001581 ENTITLEMENT 1045 05 03 2008 BALANCE 286 0000000 294 0000000 E 00001108 ENTITLEMENT 1045 05 03 2008 ENTITLEMENT 302 0000000 294 0000000 00001580 ENTITLEMENT 1045 05 03 2008 ENTITLEMENT 294 0000000 302 0000000 00000849 LEAVE 1045 28 02 2008 NEW RECORD NEW LEAVE RECORD Code Hours 8 00 Date 20 03 2008 000
83. mostly on the number of employees and the amount of information adjustments that need to be input related to that specific payroll run Another factor is the format in which the information is received by the payroll officer Through individual employees calculations This method is particularly suited for environments with a small number of employees or where all the payroll details related to one employee are in one source E g Where all the payroll details for an employee for a complete payroll period are on one timesheet so it would make sense to enter all details from this timesheet and then move on to the next employee Using this method one may enter the calculation screen then go through each employee s calculation individually by highlighting the required employee in the employee list page then clicking on the Calculations tab The system will initially calculate for the employee based on the basic pay and any fixed adjustment or allowances and the user may then enter any additional information such as overtime and leave records as required through the list of tabs to the left of the screen or else by clicking on the actual test boxes k Calculation Calculations Roll List Amount Other Employees Basic 2900 00 173 33 Tax Current 457 00 Rate Leave Tax Arrears ee Overlime 51 06 M 131 64 Cont Basic Hours Pre Tax 120 00 Deductions 4 00 Shift 00 Post Tax 300 00 Over Ti DES Benefits 100 00 Advance Gross
84. n s description and what the function controls Function Code Function Descrition Use of Function ADMIN ACC ADMIN Accounting Utilities Access to Accounting Utilities menu in Main Menu WinSPS User Manual Page 75
85. nd users may use the option buttons provided to select whether to view all records updated only not updated only Copy Employee Record This function allows users to make a copy of an existing employee record A case in point for such a requirement would be when a female employee is getting married so for the current year she is entitled to the tax free ceiling twice once on her income as a single person and once as a married person This requires that she has two employee records for the same year so that her income is split in the two periods and separate fs3 s are generated for her single and married income A termination date must be entered in the single record and this feature can then be used to copy her details onto a new record where her employment date would be the wedding date and the marital status would be set to M for Married Copy Employee Details Empno O NI NewEmpno Copy additional details Copy leave records The copy additional details option allows users to copy over any associated data like fixed allowances or fringe benefits The copy leave records option allows users to copy over any leave entitlements and transactions from the old to the new record Leave records related to the original employee dated after the termination date will be deleted Update Accounts Clients who make use of both the Shireburn Payroll and the Shireburn Financial Manager have the opportunity to interface both syst
86. ng to the grade On selection of this option the following screen appears P Grades ud b oM gt ig Basic Effective Date OT Value Hr NI Limit E BEEF 0 00 GRADE 3 2500000 0 00 PART TIMERS 0 0000000 32 00 Grades are most useful in environments with defined grade structures especially where employee s basic pay is directly related to his grade Grades can also be used for grouping when reporting Fields Code amp Description In this form the user can enter the code and description of the grade Basic amp Effective Date The Basic and Effective Date values are optional but if such values are entered when a new employee is created belonging to this grade the basic pay in his employee details file is automatically inherited from the related Grade record Basic pay values may still be overwritten and assigned on an individual basis in the employee details file OT Value Hr Here the user may stipulate an overtime flat rate per grade so that this rate is automatically defaulted when posting overtime at flat rates for employees belonging to the related grade NI Limit In some environments it is desirable that the number of NI contributions deducted for part timers in a payroll period is directly related to the number of hours worked during the same period The law currently stipulates that NI must be paid if an employee works more than 8 hours in a week The NI Limit field allows automation of such
87. on Highlight the last required payroll period in the grid and click on the range to button al Roll 19 print for just one payroll period highlight the selected payroll period and click on both range selection buttons consecutively 01 01 10 zi 01 10 0140210 28 0240 The selection will result the list of payrolls being filtered Hen SR E I according to the selected range i 005 01 05 10 31 05 10 M 006 01 06 10 30 06 10 M 01 07 10 30 07 10 To reset the selection click on the Clear range button 008 01 08 10 31 08 10 M WinSPS User Manual Page 67 SHIREBURN Report Type Type Totals Detailed Summary Gross Totals Pay List Productivity Users may choose from several preset report types according to their requirements Pay Type Type Totals Detailed Summary f Gross Totals Pay List Productivity Pay Type v Pay Slip iv Cheques Iw Direct Credits If the Pay List report type is selected users may filter the content of the report according to the payment type of the employees by ticking the check boxes next to the required pay types Group Group 7 Company Department Grade Section Unit Payroll reports may be grouped and filtered according to user selected options Company Selecting this option will present the user with a list of all employees and the range buttons may be used to filter a single or range of employ
88. one figure In the second case the user must select a date onto which to allocate the total overtime entry gt Overtime Overtime Id 4 P eo Roll Selection FullName OTRate Value Hr Depart Section 1045 ZERAFA GEORGE 31 07 2010 2 00 1 00 17 3080252 FACT TEST CERT 1054 ABDILLA JOHN 13120222010 2 00 1 50 25 5293372 ADMIN FINAN EO 4 Pay From 01 07 2010 Leave From 01 07 2010 Pay Date 31 07 2010 Type Pay To 31 07 2010 Leave To 31 07 2010 Final 0005 STIVALA JEFFREY Status Emp 12 06 2008 Tem Order Browse Fields EmpNo Employee code Press for a popup list of employees Full Name Employee full name populated by the system Date Date overtime was worked Hours Number of hours of overtime worked OT Rate Overtime rate This rate will be multiplied by the employee s basic hourly rate to calculate the overtime hourly value If the overtime rate is O and a default overtime hourly value has been defined for the employee s grade then the system will prompt the default value in the Value Hr field Value Hr Hourly value of overtime computed by the system If the overtime rate is 0 and no default overtime hourly value has been defined for the employee s grade then the user must enter the hourly value Depart Department code where overtime was worked The system will default the employee s department but this may be changed to reflect ov
89. ought forward to another leave type Eg From OPT Optional to ACCU Accumulated This can be done through the Convert Leave Codes button in the leave entitlement screen ACCU would now reflect the leave carried forward while the new year s entitlements would be created with the code OPT after having converted the balances brought forward to ACCU IF entitlement for type ACCU already existed any leave converted from OPT would be added to the existing ACCU entitlement The new year s entitlements can be created globally or for a selected group of employees through the global leave button available in the leave entitlement screen oP Leave Entitlement Entitlement Entitlement Details Nae Balance EE OPTIONAL LEAVE B TA SERGIO ATTARD OPTIONAL LEAVE 1009 SERGIO ATTARD SFF SICK FULL 120 00 120 00 1010 GRIT ALFRED OPT OPTIONAL LEAVE 192 00 184 00 1010 GAIT ALFRED SICK FULL 120 00 120 00 1013 LAWRENCE ZAMMIT OPTIONAL LEAVE 192 00 184 00 If you decide to pay off any outstanding leave balances in the last payroll of the year you must tick the Pay Off Leave option in the roll setup screen Setup Roll Setup oj Ww KX EO Roll 5etup Roll Adjustments Rall Na 013 Pay From 247122007 MonthNo 12 Roll Even 2 weeks v 06 01 2008 2 Pay Bonus
90. rate basis From Start date of period to which full value applies To Start date of period to which full value applies Trigger Date Date which will trigger bonus payment in the payroll period within which it lies PT Date From Start date of work period which will be taken into consideration when the system is calculating pro rata bonuses payable to part timers PT Date To End date of work period which will be taken into consideration when the system is calculating pro rata bonuses payable to part timers Fringe Benefits gt Fringe Benefits H dP Hat ll Code_ Description ican COMPANY CAR L mE 0 00 0 00 0 00 CASH CASH ALL USE OF OWN v 50 00 2329 37 1164 69 ASSET ASSETS amp ACCOMODATION 2 E 0 00 0 00 0 00 OTHER OTHERS E m 0 00 0 00 0 00 This support file allows users to maintain details related to fringe benefit types for tax calculation Fields Code Unique code of fringe benefit tyoe Mandatory Description Description of fringe benefit type Category Category of benefit as stipulated by the authorities Cash Whether benefit type is paid in cash in payroll Taxed In case of cash benefits what percentage of the benefit is taxable Annual In case of cash benefits this indicates the maximum allowable annual benefit value to which the taxed rule applies Credit In case of cash benefits where the annual amount exceeds the maximum
91. re convenient and provide fast access to options without the need to use the mouse Throughout the application while a user is accessing functions within SPS the system always provides a number of short keys by making use of the keyboard There are a small number of instances where the use of the mouse is mandatory like moving columns dealt with later on in this document Tool Bar Buttons The tool bar buttons provide a number of features that allow users to make better use of the package as they browse for the required data The following are the functions provided and their corresponding key stroke gt A ow t C lt Insert gt This will provide the option to insert a new record in the current screen If in browse mode the system will automatically switch to the details screen view where applicable lt Delete gt This option deletes the current selected record The system will only delete the record after the necessary validation that the record is not in use where applicable lt F9 gt The user has the option to go into edit mode on the currently selected record and the system will automatically make available the editable fields to the user WinSPS User Manual Page 2 Y EX 1 4 1 4 1 OSHIHEBLIHT While inserting or amending a record the user will have the option to confirm and post the entry This is only available during insert or edit mode Another way to save a record is by simply pressing the Tab or
92. report will list payroll details per department for full timers and then it will list payroll details per department for part timers etc The report will contain sub totals per category and group Order Employee Code Employee Name The order option allows users to select whether to display individual employee records in order of employee code or name WinSPS User Manual Page 68 SHIREBURN Reallocated HeAllacated Labour Cost Report The rostering functions contained in the Time amp Attendance module of the payroll allow users to allocate the hours of a single employee across various departments where he works For such users selecting the Reallocated option in the payroll report will result in the payroll figures being apportioned pro rata according to the departments in which the employee was rostered 8 Payments Menu Support Files Utilities Filter Admin Leave Module FS5 Calculations k mM E Pay Slips Issues To Employees Cheque Printing Personnel Direct Credits The Shireburn Payroll System offers 3 main options regarding the effecting of payments to employees 8 1 Pay Slips The payslip printing function provides users with an effective way to print and distribute payslips This option is accessible either through I the shortcut button provided in the system toolbar or else through the Main Menu gt Payments Menu gt Payslips option Direct Credits P R
93. rtments Sections Units allow the user to segregate employees into the desired groups while others such as the NI Categories and Tax Rate lists will directly effect the automatic calculation of standard items such as NI and Tax Other lists simply provide the user with preset standardized selections during data entry Some support files will only be updated upon implementation of WinSPS while others which normally contain rates effecting the payroll calculation will need to be periodically updated by the user with the latest relevant information Security Function SUPPORT Support Menu This is a screen shot of the support Files menu found in the system File Main Menu Support Files Utilities Filter Admin User Tools Window ip Employees 55 uma Grades Wea Dept Section Unit Classifications Employment Types Adjustment Types Bank Branches Shifts Pro Rata Payments Commision Types Chart Of Accounts Unions Deductions FSS Rates Bonuses Fringe Benefits Pay Scales We shall go through all the support files explaining their purpose in SPS but we shall leave the employee details support file for last as we would need to refer to all other support files in the process of entering employee details WinSPS User Manual Page 27 4 1 SHIREBURN Grades The Grades Maintenance process allows the creation of the various grades in use within the company and the definition of certain parameters relati
94. sist users in certain aspects of the maintenance and updating of employee information and also importing and exporting payroll information to and from third party applications This includes the automated exporting of payroll figures to the Shireburn Financial Manager or even to a Posting report saved in excel format for eventual import to third party financial applications This menu function is sub divided into the following functions Filter Admin UserTools Window Help Global Basic Adjustment Change employee code 1 Mg Vah E Adjustments Copy Employee Record Leave Transactions Update Accounts Leave Entitlements Convert to Part Time Tax Rate Basic Hours Employee Cross References Overtime View Punches Employee details Data Validity Pay Planner Global Basic Adjustments This function allows users to apply a change in weekly basic salary across the board to all employees This is particularly useful at the beginning of a new payroll year when applying the cost of living payroll increases to all employees 6 Ez Global Basic Adjustment J amp 2 Weekly Increase Amount 4 08 Weekly Increase Percentage 0 Part timers Hourly increase 010 Change Date 0101 08 Update Planner L Na Br Weekly Increase Amount This option allows users to enter weekly increase amount which will be added to all full timers basic pay The increase will be automatically applied according to eac
95. stem Fields Code A unique five character code Mandatory Description Brief description of the classification Mandatory Weekly Hours This value identifies the standard number of hours worked during the week Details include 40 hours for the normal week fixed weekly hours value for part timers who work fixed hours a 1 value for part timers who work irregular hours during the week Days per week This value identifies the working days in a week Leave Days This value identifies the days of the week which leave can be allocated A value of 5 would mean that the employee works Monday to Friday and these are the only days when leave may be allocated In the Leave Module when allocating continuous periods of vacation leave the system will automatically skip Saturdays and Sundays In the case of a six day week only Sunday is skipped over for allocation of leave days taken Hours day This value identifies the number of hours per working day for this classification and 15 used to convert leave sick leave etc from hours to days and to default the number of hours in a day s leave Def O T rate The user will enter the default overtime rate which is normally 1 5 i e 1 5 hours of the basic pay Leave Ent Here the user identifies the number of annual hours of leave due to this class of employee Sick Ent Here the user identifies the number of annual hours of sick leave due to this class of employee PT Treshold This is rela
96. system Right Click the mouse pointer on this corner of the form ents Em Eb Departments Sections TT DMINISTRATION m i FACTORY 1111 2 User Tools The user tools menu provides the following options Admin User Tools Window Help a Change Company Change Year Y v Year 2008 Change User Id Year 2006 Change Bassword 2 1 Change Company SPS supports multi company installations user has the option to move from company to another after login The user can this by either by accessing User Tools menu or from the Change Company Button On selection of this process the system will provide the full list of companies on the system as follows WinSPS User Manual Page 7 SHIREBURN Ez Company Selection SHIREBURN 2 SUF I VwVVAHE 5hireburn Payroll System WINSPS Development Company WINSPS Development Company LM 2 2 Change User fy From time to time the need may arise to change the User EZ Change User Ea This may be for example for the Administrator to access functions that the current user does not have access to User Name On entering this process the system presents the Paseword following screen 2 3 Change Year SPS allows data related to an indefinite number of payroll years to be stored and all this data remains accessible to us
97. t typed To search by name just click on the header of the Name column and type in the name Records related to terminated employees will show highlighted in red WinSPS User Manual Page 40 SHIHEBLIBHI 4 16 2 Employee Transactions Clicking on the employee transactions button presents the user with a list of all payroll transactions related to the highlighted employee for the whole payroll year including annual totals at the bottom gt AGIUS ANTHONY Transactions Roll List I Ex Emp vi043 Name AGiUS ANTHONY Roll List Calculations Basic Hours Time Adjustments Shifts Fringe Benefits Deductions Leave D Cee ee 1720 26 8324 27053 ooo 4194 000 2115 99 216 oooj127 76 ooo 0 001 0 00 1772 23 0 00 001 1803 52 0 0 00 0 00 0 00 0 00 1803 52 138 0 00 127 75 0 00 O00 115 47 1421 23 0 00 002 1555 80 243 72 0 00 0 00 0 00 O00 1803 52 137 0 00 127 75 0 00 O00 115 47 1422 23 0 00 003 1803 52 0 00 0 00 131 13 0 00 0 00 1834 55 170 0 00 159 70 0 00 0 00 0 00 1504 35 0 00 005 1803 52 0 00 0 00 0 00 0 00 00 1803 52 138 0 00 127 76 0 00 0 00 0 00 1537 76 0 00 O06 1803 52 0 00 0 00 135 10 0 00 0 00 1938 62 171 0 00 159 70 0 00 0 00 0 00 1607 92 0 00 007 1803 52 0 00 0 00 0 00 0 00 0 00 1803 52 137 0 00 127 75 0 00 0 00 0 00 1538 75 0 00 008 1803 52 0 00 0 00 0 00 0 00 0 00 1803 52 138 0 00 127 75 0 00 0 00 0 00 1537 75 0 00 009 1803 52 0 00 0 00
98. ted to part timers to whom pro rata leave and bonus is due It dictates the minimum number of weekly average hours required for this classification of employee to get pro rata payments of leave and bonus normally set to 1 Pro rata base This is related to part timers to whom pro rata leave and bonus is due It dictates the base weekly hours normally 40 upon which the percentage of the weekly average hours is calculated Requirement This support file requires at least one entry WinSPS User Manual Page 31 4 4 SHIREBURN Employment Types gt Employment Id 4 b M Desc Hourly Pay Pro rata Bonus F 100 00 4 Full Time Full Time Ma PT Irregular Hours Ma M I PT Hours Pays N I PT Regular Hours Mo M I PT Regular Hours Pays N I Student Order Code Browse This support file is required to identify employment type of each employee in the payroll system These could be Full Time Part Time and or Students etc In the case of part timers one needs to identify the employment type of part timers in two categories regular part timer working fixed hours per week or irregular part timers working a number of hours which varies from one week to another Each of these Fields Code Employment type code Mandatory Description Brief description of the type Mandatory NI Type There are three type of NI type and the user needs to select one from the follow
99. terface type has been set to Cost Centre the user must enter the control suspense account here otherwise the department account code must be entered Pressing on the Accode field will present the chart of accounts for selection of account code Departments Sections Units Departments fs fo Id 4 b aa E Ey Departments Units Gode Description ADMIN ADMINISTRATION 1111 FACTORY Department ADMIN Section Order CODE Browse If the interface type has been set to Cost Centre pressing the Nominal Account Codes button in the toolbar will take the user to a screen where to enter the account codes per cost head Pressing on the Accode field will present the chart of accounts for selection of account code gt Cost Centres Account Codes Kod b gt Descript ADVANCE PAY ADVANCE 5 7015 BASIC 7001 FRINGE BENEFITS 7016 DONATION TO CHARITY 7002 DANGER ALLOWANCE 7013 DANGER ALLOWANCE 110105 POST TAX DEDUCTIONS 7017 LEAVE PAY 7002 NET PAY WAGES CONTROL 1111 NICOMP CIR EMPLOYER S LIABILITY 7011 EMPLOYER S CONTRIBUTION 7010 NIEMPLDYEE EMPLOYEES NI LIABILITY 7009 OVERTIME OVERTIME PAY 7003 PETROL ALLOWANCE 740008 POSTTAXADJ ADJUSTMENTS AFTER 7013 ADJUSTMENTS BEFORE TAX 7004 SHIFT PRO RATA PAYMENTS 7005 Tas ARREARS LIABILITY 007 Order Item Browse WinSPS User Manual Page 54 5 5 3 5 6 5 7
100. tom ToS MN EM 34 4 6 CONDE STONE m 34 4 9 ERO COIN TS c PH 35 PECAT OR 35 IL TAX DE DUC TIONS 36 M MM EM 37 A13 DOCU SES aaa a E mdi E MM E 37 TRIN ECEE pals dn ste pete tnt E A S N 38 RT 39 EPLO TETE SUUS 39 AAO LPO CC L 40 410 2 Employe Transactions 41 4 16 35 Leave Entitlement and Transactions 4 4 16 4 Show Hide terminated 43 PAT 7 43 ML 6 T E 44 4 16 7 Additional Details Mente i ccccccccccccccscccssccscccuscccscccucccscccscccusccuscccsccusccecseuscesseesscusccesceusccusceeusceeuseeesceuscs 45 POV CO DIC m 45 FI TI 46 4 16 10 Saar clea IIE RR 46 4 16 11 47 4 16 12 TTA OS a OMI S RP HH 47 4 16 13 Unions DIM TORRE 48 4 16 14 Ok a rrr eer 49 ELTETE 50 5 1 SOB Al
101. tup Roll Adjustments Desc AmpuntType onus 50 00 E Order ROLLNO Browse Fields Desc 10 Character description of adjustment Pressing the button here presents the user with a list of adjustment types based on the Adjustment Types support Alternatively users may enter a free text 10 character adjustment description Mandatory Amount The value of the adjustment Type Whether the adjustment is to be posted before B or after A tax has been calculated WinSPS User Manual Page 57 SHIREBURN 6 3 The payroll calculation screen The payroll calculation screen can be accessed either through the Main Menu gt Calculations option Main Menu Support Files Utilities Filter Admin User Leave Module km am rss a Payments Menu Over Time Personnel Adjustments Reports k Shift Pro Rata Reminders Benefits Advance Payments Basic Hours Time amp Attendance Web Leave Maintenance Payroll Reports Finalise Roll Unfinalise Roll or else through the Shortcut button in the system toolbar me na BH P Calculation Roll List Roll List Employees Calculations Basic Hours Over Time Adjustments Shifts Benefits Deductions Leave Order 01 01 2010 01 02 2010 01 03 2010 01 04 2070 01 05 2010 01 06 2010 01207 2010 01 08 2010 3170172010 2670272010 31703 2010 30 04 2010 31705 2010 30706 2010 3170772010 31706
102. umber P Present Basic 1276 61 Pres HI Cat lc Rate Previous Basic 1258 55 Prey Cat 1 Effectree Date 01701 2007 Spouse s ID Occupation GENERAL Notes 25 E Hail tb shireburn corn Work Permit Ref To ZERAFA JOSEPH Order Name Browse Employee 1340 Name AQUILINA JASON WinSPS User Manual Page 45 SHIREBURN 4 16 9 Pay Planner The pay planner screen allows users to enter multiple future pay changes for the currently selected employee The system will automatically effect these changes in the main employee details record as they fall due The remarks column allows entry of free text remarks gt Employee Pay Planner EA H de Hat 7 image Free Additional Details ID Number 563950M Tax Status Grade A GRADE A HI Category FS5 Status Fess Main Fes O Status Regular Hours Pays M I Payment D Payroll Classification 40HR 40 HOUR WEEK Change Date Category 01 06 2009 1200 75 C Fields Change date Effective future date for pay change Mandatory Basic Pay Basic pay value per payroll period NI Category The system will allocate an NI category automatically based on parameters in the NI category support file Remarks The remarks column allows entry of free text remarks If a new employee record is created relating to a person who is less than 18 years old and earns less than the minimum weekly w
103. ut buttons in the tool bar and the other option is from the menus at the top of the screen Using Shortcut Buttons The short cut button provides immediate access to any of the available functions As an example users may click the Leave button to load the Leave Update screen in WINSPS Development Company EUR 2010 Menu Support Files Utilities Filter Admin User Tools Window Help Using the Menus Users can access the menus in two ways one is by using the mouse and clicking on the required option which will either load the desired function or else grant access to sub menus if available The other option is to use the keyboard by just pressing Main Menu Support Files Utilities Filter Admin L the lt ALT gt key This will trigger the menu and provide Emm Eu amp access to all options available on the main menu The Roll Setup system also has short keys by displaying an underscore EE OverTime on the letter of the available option Ko intente T Personnel Shift Pro Rata These option letters are unique within the list and selecting EUM M anyone of these keys the system will automatically m zm um execute the request Selecting the letter C from the eie EI Time amp Attendance Calculations keyboard the letter with the underscore will open up the AN calculation menu dr bius Finalise Roll Unfinalise Roll These hot keys or fast keys as they are sometimes know a
104. utomatic generation of benefit deductions when posting leave or sick leave Deleting these entries will deactivate this automation Fields Code Deduction type code Mandatory Description Brief description of the deduction Mandatory Rate Value per unit of deduction WinSPS User Manual Page 36 4 12 FSS Rates 4 13 SHIREBURN TaxRate Subtract Si 11401 00 20501 00 28001 00 0 00 8151 00 14001 00 19001 00 Order FSS Status 11400 00 20500 00 29000 00 999999 99 6150 00 14000 00 19000 00 333333 33 1710 00 3760 00 6560 00 0 00 1222 50 2622 50 4522 50 This support file allows users to maintain the tax bands rates and credits as stipulated by the relevant authorities This file must normally be updated at the beginning of each year in a new payroll year after running the end of year procedures and before calculating any payrolls in the new year Fields FSS Status Whether respective band applies to employees with a separate or married tax computation status Mandatory Range From The minimum annual wage range to which the band applies Max Wage The maximum annual wage range to which the category applies Tax Rate The tax rate applicable to the respective band Subtract Bonuses Ez Bonuses Kod P oM gt J OLA CNN Trigger Date PT Date FromPT Date To 121 13 EE 121 13 B 121 13 B 135 10 B 135 10 B Browse Order D
105. vious years will remain accessible through functions available in the payroll Admin User Tools Window Help 1 Take full Backups PME NEM Group Rights Utilise the Admin gt Backup gt Full Back Up option This Active User List will back up the data for all the companies and all active View Login Information years zaj view Error Log Eg Reindex 2 Run End Of Year Routine Admin End Of Year Run ET Back Up Data Er Restore Data ef Fix Corrupted Files Update Structure Changes Utilise the Admin gt End of Year option The End of Year run routine must be run individually for each company and the user must exit and re enter the payroll system before running XE Sempany Maintenance End of Year process on another company Audit Log Finalisation Audit Log End of Year system Variables Fura Conversion WinSPS User Manual Page 24 SHIREBURN Ez End of Year gt C IMPORTANT You are about to run the End Of Year routine Ensure that ALL users are out of the system and TAKE FULL BACKUPS Carry forward outstanding leave balances a When running End of year procedure users may decide whether or not to carry forward outstanding leave balances to the new year UPDATING REQUIRED SUPPORT FILES WITH NEW YEAR S RATES The following maintenance should be carried out in the Payroll system AFTER the End of Year run is processed for each individual company These modifications are to
106. which the current user should have access to must be moved to the right pane Access is granted once the confirm button 15 selected Companies User Cannot View WINSPS Development Compary Ewo WINSPS Development Compary LM Change User Password a This shortcut key allows users to change passwords User Password Old Password Enter New Password Re enter Password The user needs to provide the current password for validation purposes and if this is not the correct one the system will not process the request to change the password This check is to protect the current user s password confidentiality While the system provides for a direct change of the user s password without this validation from the Administrative Function the system provides for the encryption of the user s password Page 10 3 2 SHIREBURN Groups Rights The Groups and Permissions function allows administrators to control the access levels to the various aspects of SPS The Shireburn Payroll System conontains a sophisticated administrator definable security system to ensure that only authorised users have access to the functionality of the system This system revolves around secure functions and the level of access that a user may have to a particular secure function A secure function is a task or process within SPS that Shireburn has considered may require control as to its access System administrators apply rig
107. y all the indexes on a database are re organised Although this process will marginally improve performance on a system its main use is following the corruption WinSPS User Manual Page 14 3 6 1 3 6 2 3 6 3 3 7 IREBURN of any indexes that may arise following an abnormal shutdown of the system An abnormal shutdown is one where the user did not exit via the main menu but rather either turned off his machine or the electricity or computer itself failed In such a case we recommend that a Re Index be effected In the case of users on a network it is important that all users are out of the system when this Re Index is effected otherwise an error may occur The files Re Indexed during this process are the files related to the particular company Multi company sites need run a process the various companies The re indexing function also optimises performance of the system especially databases with large volumes Company Data Files The He Index Company Data files option performs a Re Index of the data files of the currently selected Reindex Datafiles company These data files include the all support and transaction tables System Files The He Index System Data files option performs a Re Index of those data files which are common across all the companies installed on a system rather than those containing data related only to a particular company These data files include the company

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