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2. e The Save button has a dual purpose When generating a standard report it is used to preview print the report When generating a ROS file it is used to save the file e The Report Type radiobuttons allow you to select which method of reporting you want to use e Smaller employers may be given the option of making returns quarterly instead of monthly The Period radiobuttons are used to make this selection e ROS P30 files are generated for a specific month quarter as defined by the Month field e When a P30 file is first submitted for a specific month quarter it should be designated as an original P30 If additional P30s need to be submitted for the same month quarter these should be designated supplementary e The Save File As field allows you to save the file in any folder you choose The filename is used to distinguish between the file types and should only be changed by an experienced user The button next to this field allows you to choose a folder and filename e The contents of the ROS file will be displayed in XML format when the View button is clicked 2003 2007 Aquila Technology Reports Menu 89 Generating a Hard copy P30 Report l 2 3 Click the Screen Printer option in the Report Type group The Print button will then be displayed Click the Print button to preview the report as shown on the next page The PAYE PRSI and Total amounts for the selected month may then be t
3. 2003 2007 Aquila Technology Introduction About HRPay 5 1 1 1 2 About HRPay HRPay is a family of products which provide Payroll and Time amp Attendance functionality for small to medium sized businesses Unlike other products on the market it retains all of the historical information that is entered on a daily weekly or monthly basis and uses this information to provide additional functionality to the user This makes HRPay more than a payroll package A quick look at the product features will show that compared to standard payroll packages HRPay automatically handles a multitude of tasks that usually require manual intervention or additional software As with all Aquila Technology products HRPay Is based on the award winning Paradox database combined with a native code compiled application to give unparalleled speed and functionality in a compact installation The six members of the HRPay family are Standard Plus HRPay 5 single company Unlimited companies Up to 5 employees Up to 5 employees each HRPay 20 Single company Unlimited companies Up to 20 employees Up to 20 employees each HRPay 100 Single company Unlimited companies Up to 100 employees Upto 100 employees each Upgrading from one product to another is simple All versions of HRPay are 100 compatible Product Features The design of HRPay is based on separating the infrequently used functions from those functions th
4. BF Choose the payment interval in the Pay Frequency panel This will determine how often a payslip can be generated for the employee 4 If necessary the information in the Basic Hours panel can be edited This would typically 2003 2007 Aquila Technology People Menu 49 3 3 2 3 be necessary if the employee worked part time or if the employee worked a week on week off schedule as part of a work sharing arrangement 5 Enter the basic pay in any of the four fields in the Pay Rate panel The remaining three fields will be recalculated when you exit the field 6 If the employee is paid by cash or cheque the majority of the Bank Details do not need to be entered and the next four steps can be skipped Otherwise enter the name of the employee s bank in the Bank field and press lt Tab gt 7 Enter the address of the employee s bank in the Address fields using the lt Tab gt key to move from field to field 8 Enter the sort code of the employee s bank in the Sort Code field and press lt Tab gt The hyphens are automatically entered as you type 9 Enter the employee s bank account number in the A c No field and press lt Tab gt 10 Enter the name of the employee s bank account in the A c Name field Note that this might not necessarily be the employee s name as payments may be made to a joint account 11 Choose the payment method by clicking the appropriate radiobutton in the Pay By panel If your busine
5. Whenthe employee has no tax documents but has a PPS PRSI number and is monthly paid The only possible reasons for editing the PAYE Rates would be if a a supplementary budget changed the rates during a tax year or b incorrect figures were distributed with HRPay We hope that neither situation arises but if it is necessary to change the rates the process is very simple 1 Click the Edit button to put the table into edit mode 2 Enter the new figures in the relevant fields 3 Click the Save button to save the changes or click Cancel to reverse any changes 2003 2007 Aquila Technology Company Menu 39 Caution Because this table can be changed very easily we recommend that access to this function be very restricted See the User Access Control topic for information on limiting access to HRPay The PAYE Rates table is only visible for the current tax year Tables for subsequent years are provided as part of your maintenance contract 3 2 7 PRSI Tables One of the more tedious tasks in manually processing a payroll is the determination of PRSI sub class and contributions This is most true of businesses where employees earnings can vary significantly and where some employees may have exemptions from all or part of the PRSI contribution The ability to automatically handle PRSI is one of the major benefits of a computerised payroll systems In order to cope with the complexity of the PRSI system HRPay mus
6. e Clickingthe Cards button retrieves a list of the proximity cards that have been registered in the card reader database To Establish a Link to the Card Reader ne Select the model of reader from Card Reader Time Clock Model dropdown list Choose whether or not to use the automatic calculation of times for working hours that span two days When Overnight Shifts is set to No any missing exit records will have to be entered manually in the Timecard Entry screen If this control is set to Yes any employee who is still clocked in at midnight will have their finishing time set to 23 59 59 and an additional record will be created to show a starting time of 00 00 00 for the following day If necessary edit the Location of PGAccess Application field or use the lookup button to browse the folder where the card reader software 1s installed If you want to have HRPay automatically read the times from the card reader when an employee s timecard is displayed choose the Automatic Import option Alternatively you can choose the Manual Import option to prevent HRPay from importing automatically When the Manual Import option is chosen an additional button is displayed in the Timecard 2003 2007 Aquila Technology File Menu 27 3 2 3 2 1 3 2 2 Entry screen to allow the timecard information to be imported 5 Click the Cards button to get a list of card numbers from the card reader The first two columns of the gri
7. x PRS Chass Al PRA Deducted YTD ie EHS 2003 2007 Aquila Technology Reports Menu 115 3 5 4 7 Tax Deduction Cards A printed version of any individual Tax Deduction Card can be generated for users who wish to keep hard copy records Because of the number of columns to be printed this report prints at least two sheets which should be viewed side by side To view this report select the Tax Deduction Cards entry in the Payroll Reports sub menu of the Reports Menu This will cause the following selection panel to be displayed e The ForEmployee field contains the Employee ID of the person whose Tax Deduction Card is to be printed e Landscape orientation requires at least two pages and Portrait orientation requires three pages to show all the columns To print a Tax Deduction Card L Enter the Employee ID for whom the Tax Deduction Card is to be printed in the For Employee field or use the lookup button to select an employee 2 Click the Portrait or Landscape button in the Orientation panel to choose the printer orientation Landscape typically prints two pages across while Portrait typically requires three pages to show all columns 3 Click the Print button The first page of the employee s record details will then be displayed as shown below Columns to the right of those on this page will be printed the next page These pages may be printed from the preview screen for record retention purposes
8. P45 Employee s Previous employment Details from P45 Prevout PAYE Regetered Mo 6789012 Leaving Date Starting Dale Total Pay Year to Date Total Tax Year to Date Total Pay Previous Employment Total Tax Previous Employment Retund M 2003 2007 Aquila Technology 98 HRPay Time amp Attendance Payroll The Previous PAYE Registered No is shown under Employer Registered Number on the P45 The Leaving Date is the date on which the previous employment terminated It is shown under Date of Cessation on the P45 The Starting Date is the date on which the previous employment started It is shown under Date of Commencement on the P45 If this date is not shown on the P45 leave it set to today s date The Total Pay Year to Date is the total pay since the 1st of January It is shown under Total Pay in section a of the P45 The Total Tax Year to Date is the total tax since the 1st of January It is shown under Total Tax Deducted in section a of the P45 The Total Pay in the Previous Employment is shown under Pay this employment in section b of the P45 The Total Tax in the Previous Employment is shown under Tax Deducted or Tax Refunded in section b of the P45 If the tax figure for the previous employment was a refund the Refund box must be checked To generate a ROS P45 3 File 1 2 10 11 Enter the Employee ID of the employee for whom you want to generate a P4
9. Payroll 3 5 4 2 Payroll Cost Detail The Payroll Cost Detail is similar to the Payroll Cost Summary report that displays the gross cost of wages and salaries and employer contributions by week for any date range However the detail report provides a further breakdown of the information by payslip To view the cost summary select the Payroll Cost Detail entry in the Payroll Reports sub menu of the Reports Menu This will cause the following selection panel to be displayed From Date To Date 01 2003 Include Unprocessed Payvelips F e A daterange may be specified for the report using the From Date and To Date fields e Whenthe Include Unprocessed Payslips checkbox is checked the report includes payslips which have not yet been processed To Preview or Print the Report l Enter the date at which you want the report to commence in the From Date field and press lt Tab gt Enter the date at which you want the report to end in the To Date field and press lt Tab gt To exclude unprocessed payslips i e pending payments clear the checkmark in the Include Unprocessed Payslips field Click the Print button The report will then be displayed as shown below in the preview screen from which it can be printed This report is printed in landscape orientation Hara Jos Fama Michael Garand iray 10 Hare Jos Fama cho Gerard Cora Payroll Cost Detail DDIOD to 2708 2003 For Al
10. User Guide HRPay Time amp Attendance Payroll Version 2 46 2003 2007 Aquila Technology Using this manual This manual is divided into four sections Section 1 Introduction provides an overview of the features and capabilities of the product and outlines the overall structure architecture of the product In addition the common user interface elements are detailed Section 2 Getting Started details what happens when you start HRPay for the first time and outlines the steps involved in setting up a new company in HRPay and the use of the Setup Assistant It is recommended that you read this section before creating a company of your own Section 3 Using the System provides a complete description of every function and report in HRPay with step by step instructions The overall structure of the topics in this section is as follows JE ME E SLIE pr anii u number in effect all references to specified supplier account im the replaced by a new Supplier ID number This may bo necessary a suf given too discrete Supplier ID Codes and tareactore are dasdead This function re routes all iaman foe s a J upoker to to ame supplier This function may also be used if it is decided to giva gi yeaningful Supober 1 Code access the function select Redirect Supplier Transactions frat Purchases menu The will cause the following screen to be dpi Supplier Transactions ID Humbe
11. 5 w al a fe Flan Preprinted Print on Selecting the Payslips to Print 1 Use the spinbutton in the From Period field to indicate the starting payroll period for which payslips are to be printed 2 Use the spinbutton in the To Period field to indicate the final payroll period to be included in the selection Enter the Employee ID from which to start in the From Employee field or use the lookup button to select an employee 4 Enter the Employee ID at which to end in the To Employee field or use the lookup button to select an employee 5 If you are using preprinted payslips set the Preprinted radiobutton Otherwise leave the setting as Plain 6 Click the Print button The payslips will be displayed in the preview screen as shown on the next page 2003 2007 Aquila Technology Processing Menu 77 i Preview rs HS AW XxX Note By adjusting the size of the Preview window and zooming out multiple pages can be viewed 7 Click the printer button at the top of the preview to print You can also save the payslips as an FRP report by clicking the floppy disk button 3 4 4 Print Cheques If any employees have opted for payment by cheque you may print the cheques directly from HRPay as long as you have suitable cheque stationery You are not limited to a specific cheque layout and you are not obliged to purchase your cheques from any specific supplier When the
12. Note that the companies are identified by Tax Year To open a company L Select the company that you want to open in the listing 2 Click the Open button or double click the selected company Any screens that were open prior to opening a company will be closed before the selected company is opened However if a screen is in edit mode you will be given the choice of saving the changes cancelling the changes or cancelling the opening of the selected company Create Company If you are working with the multi company version of HRPay you can have up to 999 active companies in any tax year These companies are added using the Create Company function To add a new company select the Create Company entry from the File menu This will cause the screen shown on the following page to be displayed 2003 2007 Aquila Technology File Menu 19 3 1 3 Create Company H Ea e The Company Name field is used to enter the name of the company to create as it should appear in the Open Company dialog e The tax year for which the company is being created must be entered in the Tax Year field e The newly created company is automatically opened when this screen is closed if the checkbox is ticked Because all of the details of the company are entered after the company has been added the actual creation of the company is very simple l Enter the name that you want to use for this company in the Company Name field Th
13. P3 DECLARATION HAIR CC PAA TEL SN SE MES Hara TEN E Epl Frc Ea h RETURN FOR YEAR ENDED DAT FN T TAR z E EEEH Reishi Prodsar ple Linn 6 PLS OUR PS TEA To Rn oe Serine cri Putrere Fark BEY ML OOP ee etki Co Clare Gi Res L m SUMMARY OF TAX AND PRSI FOR ALL EMPLOYEES ma rt Pures care a cee n an ce proc Que a i a ia el po ar a a d als EE TA TEN EENE LEA TOUR PEE EE Jos o I LL IST HOEA ITAL OF ROME TAN PE 111314141810 i TIT Hl TAN ARDA TH Fe CR RE Lit TT fate ea Dis te CLICS As with the P35L P35L T and P35LF before printing these details on the pre printed Revenue form the positioning of the fields should be verified and adjusted if necessary and the background image MUST be turned off to prevent it from being printed on the form Note The P35 returns must be completed on original Revenue forms Do not be tempted to print out the formatted document from HRPay as it will not be accepted Generating ROS Files Unlike hard copy returns ROS P35 returns consist of just one file When you select the ROS P35 report the selection screen changes to the format shown on the next page hiding the hard copy report options and showing an extra field to allow you to specify the storage location for the file Report Type Screen Printer ROS File e The Save File As field allows you to save the file in any folder you choose The filename is used to distinguish betwe
14. Tax Deduction Card Employee ID 001 Name Michael Gerard O Grady PPS No 9151817 PRSI Employee s Share PRSI Talal Contribution n urable Weeks PRS Clase Gross Pay Cum Gross Pay Cum Ste Aoga 2003 2007 Aquila Technology 116 HRPay Time amp Attendance Payroll 3 5 5 3 5 5 1 Pension amp PRSA Reports Scheme Contributions Report When payments are being remitted to providers of pension PRSA and health insurance schemes it is necessary to provide a breakdown of the composition of the payments The Scheme Contributions Report function generates reports which can be sent with the payments to show this detail These reports do not imply that the deductions and contributions have been paid over to the scheme provider they simply list what is due to the selected scheme for a given period To use this function select the Scheme Contributions Report entry in the Pension amp PRSA Reports sub menu of the Reports Menu This will cause the following selection panel to be displayed Scheme Contributions Schemes Repost Type C Weekly Monthly Erom Wk r Tio Wk For the month of Fabeussty Separate Page per Scheme E e A dropdown list inthe Scheme Type field is used to select whether a report is printed for all schemes or a selected scheme e The Report Type radiobuttons allow the report to be printed for a range of weeks or a selected month e fthe report is being p
15. amp Attendance Payroll Ea aee nS a EA ee ne nee E ener eee nee keer ener ener E EE E erm tener ieee 58 ALSACE ne meNn nee EENE er eUnnr Meme Nnnr er meen nett me ENE 60 ALES CAM 0 RE 62 EIIDIOVES CARS beutcucs EEEE EE 63 TIMBCAFd ENEEV tee me oo ar rere ro Or rg rea gn oe ae oe nee eens eee ee 63 Payslip EEE nnn nnnnnnnnnnnnn nnmnnn nnnm nnnm 65 User Access COM Ol rat oo 70 AP OC SS SINC MENU tee tte tone EREE EEE EEE 72 OWN OW OPEN RSR SERRE RER RE EEE 72 PE el ROME a nee ee 72 Prini PAYSIIDS needed Led n Len 76 PUM NC 0 VIE RER ee 77 Bank amp Cash Payments nn sss nnn nnn 79 Cash PFaymeNniS ie ee steiestsenecesteenesentsenec ent see entren trente ere 79 SAR GO sare 1149 I seer Re RE RE RR RR eR RE RR Ree 80 Bank EFT PANIER ne ae des toe toe a aera en D di a 82 OR rr SD PONTS seen en een eee eee 84 Enter Scheme Pay MC INGS ic Se tennnnne ee eee estenaeen ee teens Rr raa tE 85 5 Reports Menu cccccecceesceeeeeeeeeeeeneeeneeeseeneeeseeseeaseeasenseegeeeseenseeaseessonsenaeonseoneeeaeens 87 OVNI a en a nn ie D aaa eas 87 Revenue Repor S icii EE 88 PO PODON eei E a a ee td et 88 Fe OI Seagate cca ac sncget E tenant cee teehee eens a 90 PASC 1 Leaver Processing nn nement coude shane Detects eee side E diodes 94 P45 3 Starter WUE PAS en ne EE ne eee ee een en 97 P46 Starter without ES ee DAETA EE EAER EREAPEETEEE 99 POO FTOCES OIIO aee ea et 101 CSD and DSFA Ropon eu 103 EHECS Return 0000000ccseeeeeees
16. 0 00 005 Jill Bloggs i 0 00 0 00 shee Ss ae e Values in the report are highlighted when the employees has exceeded the daily or weekly limits The Days Over Limit and Weeks Over Limit columns show the number of days and weeks for which the limits have been exceeded e The Average Hours Over per Day and Average Hours Over per Week columns show the average number of excess hours on those days or weeks that were over the prescribed limit Note Permitted hours vary according to age If you have employees who have different maximum working hours the parameters can be changed and the report can be run for specific employees 2003 2007 Aquila Technology 128 HRPay Time amp Attendance Payroll 2003 2007 Aquila Technology Other Menus 129 3 6 3 6 1 3 6 2 3 6 3 Other Menus Window Menu The Window menu is a standard Microsoft Windows menu element It allows all of the windows which are open on the HRPay desktop to be tiled or cascaded It also lists the currently open windows so that any window can be brought to the front even if it is hidden behind another window Options Menu The Options menu is used primarily to customise the manner in which HRPay is displayed Three of the choices on this menu are toggles i e they switch certain features on or off The remaining menu item allows the calculator to be launched so that calculations can be performed when
17. 13 weeks Typically January and February would have 4 weeks each and March would have 5 weeks This is termed a 4 4 5 pattern However it may also be the case that January would have 5 weeks and February and March have 4 weeks i e a 5 4 4 pattern HRPay needs to know what pattern is being used so that monthly payroll processing can be aligned with the weekly processing 2003 2007 Aquila Technology Company Menu 31 Warning It is not safe to change this setting after a monthly payslip has been generated even if this payslip has not been processed e Unlike other payroll systems HRPay automatically handles the taxation of disability benefits To do this it needs to know how the business handles such payments The options are e Basic Employees are not paid when in receipt of disability payments e Top Up Employees are paid a top up amount when in receipt of disability payments This amount is calculated to bridge the gap between the amount received in disability payments and the wages that the employee would have received in normal circumstances The net effect is that the employee receives the same gross amount e Recover The employee surrenders any disability payments to the employer and wages are paid as normal 3 2 3 System Calendar The concept of a System Calendar is similar to the Shop Calendar which can be found in most manufacturing systems Its purpose is to define the number of weeks in
18. Ceiling e The remaining three columns in the grid show the employee s contribution EE the employer s contribution ER and the total contribution EE ER for all earnings above the Cumulative Earnings Ceiling Note that while JO is a sub class of the J class it is also repeated in the presentation of the A class because an employee whose PRSI class is normally A can fall into sub class JO The only possible reasons for editing the PRSI Tables would be if a a supplementary budget changed the rates during a tax year or b incorrect figures were distributed with HRPay We hope that neither situation arises but if it is necessary to change the rates the process is very simple 1 Click the Edit button to put the table into edit mode 2 Enter the new figures in the relevant fields 3 Click the Save button to save the changes or click Cancel to reverse any changes Caution Because this table can be changed very easily we recommend that access to this function be very restricted See the User Access Control topic for information on limiting access to HRPay The PRSI Tables are only visible for the current tax year Tables for subsequent years are provided as part of your maintenance contract Pension amp PRSA Parameters The details of employee deductions for pension and PRSA schemes are entered in individual employee records However because the employer may also contribute to these schemes and because there are limits to
19. Chase Original Supgier I Noone Cleaning Sera Change to Supmier Ii Regan Office E qui Tu OF naa Supe her DO late Fi Led Le ee Loi ee Pr te Ler The Change Es oper 1D HA Fu cee Lo eer f ete inks ween Lass e Chek Iie GR Eatlon fs prad Lie ag ee Cee an cel Bo Lon Es creel E dotez This operation should be usad with caubon It is recommendel acount Ge created fo whch the fansachons are indally ap are conned an found to Go ste factory the fansactons c Ts mew account fo ihe mbended destination account To proceed with the re direct operation I Enter the ID code of the sepplier account Grom which rection are Lo Supplier DO field ad press lt Tab gt The lockup buin may Be ml D i L Enter the 1D code of the supper account in which De messia ane LS to Supplier Dr fled aged pres lt Tabs The lockup Bullion mav Be me Introduction amp background information about the function or report and its use How the function or report is started What you should see when you launch the report or function A summary of the fields and specific buttons on the screen Function specific notes and warnings or additional information Step by step instructions on using the function or generating the report Section 4 Getting Assistance outlines the various resources that are available to help you in using HRPay effectively The manual concludes with an Index which may be useful in finding a topic HRPay Time amp A
20. GE pe F Fension PRSA ns Reporting Pe F Time t Attendance Reporting fy Backup Company Uncheck any box lo prevent access F Restore Company FF Link to Cand Reader e The UserID can be any six characters If an employee is selected using the lookup button his her Employee ID is used as the User ID When adding editing a record the lookup button lists employees When viewing records it lists existing users 2003 2007 Aquila Technology People Menu 71 e The Password can be a maximum of six characters This is displayed on this screen but is not displayed when the user is logging in to HRPay e Theuser Name is taken from the Employee Records if the user is an employee If the user is not an employee the name is entered when adding or editing the access record e The panel to the right to the entry fields shows the number of User Access Records that have been created If no records have been created the system is freely accessible to all users Access to the system will be password controlled if one or more records have been created e Setting the checkmark for any function or report group enables access for this user Clearing a checkmark hides the function or report group from the user prohibiting access User access records can be created for any User ID i e they do not have to be defined as employees in HRPay This allows you to provide access to people who are not on the payroll Obviously the first r
21. Lateness reporting 124 PRSA Reports 116 118 119 120 Limiting tax exempt deductions 2 7 PRSI Classes 39 PRSI Code 51 PRSI Rates 39 PRSI Sub class history 58 Making returns 88 90 94 97 99 103 106 R 116 120 N Net to Gross payslips 65 Non cash remuneration 54 Non working days 31 O Overtime Rules 33 P P30 Payments 84 P30 Returns 88 Record cards people 113 Record cards TDC 115 Recording absences 63 Report Groups 87 Reporting Disability Benefit 65 Restricting access 70 Revenue P2C File 53 ROS Files P30 88 ROS Files P35 90 ROS Files P45 94 ROS Files P45 Part3 97 ROS Files P46 99 Rounding payments 27 P35 Returns 90 S P45 from previous employment 51 Passwords Paying for holidays 65 Payslip printing 76 Pension payments 85 Pension providers 42 Pension Reports 116 118 119 120 ae Screen prompts 134 Shift Premiums 33 Sick Pay Rules 35 Standard Rate Cut off Point 51 Starting employees 97 99 Subsidised accomodation 54 2003 2007 Aquila Technology Index Subsidised loans 54 Task Assistants 134 Tax Credits 51 Tax Rates 38 Taxable Benefits 54 Terminations 94 Time amp Attendance Reports 122 124 Time recording 25 63 Types of help 134 User Forum 134 W Weeks in year 31 Worked Public Holidays 35 Working Time Act 126 Working with HRPay 17 _Y Year end processing 90 101 141 2003 2007 Aquila Technology
22. Pay Previous Employment field and press lt Tab gt Otherwise leave this field blank If the total pay in the previous employment has been entered in the previous field enter the total PAYE deducted in the previous employment in the Total Tax Previous Employment field and press lt Tab gt Otherwise leave this field blank If the amount entered in Step 9 is a refund set the checkmark in the Refund box Note Pay and tax must be entered either for the year to date or for the previous employment or both Click the Save button and the following confirmation message will be displayed Information x The P45 3 le has been successfully created as ALJ caposipssiay_o7oged pas3 The File may now be updoaded bo your ROS account 2003 2007 Aquila Technology Reports Menu 99 When the ROS file is created the View button is enabled to allow you to view the contents of the file The built in XML viewer allows you to view the file and expand collapse the nodes as you would in your internet browser while the ROS Offline Application displays the file as a fully editable form 3 5 2 5 P46 Starter without P45 If an employee enters your employment at any point during the year and does not produce a P45 you must make a P46 return to the Revenue Commissioners This can be done by printing a Form P46 document and posting it or by making a ROS P46 return This report allows you to use either method This fu
23. Payslips Gross Par ET EE ET SET Grose Pay E157 ENEE ET PAS Contient ENG io 26 IEELTE Em EELE 2 00 EEE Emgdcrper AMC 00 00 Engioyar AAC Contribution 0 00 205 Larik E EEE HE Employer PRSA AVG Camiri Liri e 20 00 ELOD Empiyyer PRSA AVC pE aa 2 00 ECO Care F TESFEE 1 Total Payrol Cri 225178 442 168 Cat 2003 2007 Aquila Technology Reports Menu 109 2003 2007 Aquila Technology 110 HRPay Time amp Attendance Payroll 3 5 4 3 Payroll Liabilities At any given time a business will have employees accumulating earnings deductions which have yet to be remitted to the Revenue Commissioners and contributions which have yet to be remitted to pension providers etc These are short term liabilities In addition employees will have accrued holidays which will have to be paid and although these are not immediate liabilities they are payable immediately if an employee leaves In most cases they will be payable within the year and should be considered as short term liabilities The Payroll Liabilities report which summarises all of these short term outgoings can be viewed by selecting the Payroll Liabilities entry in the Payroll Reports sub menu of the Reports Menu This report a sample of which is shown below has no selection criteria Payroll Liabilities Fe of 08 03 2003 Dee Empl ow
24. Time amp Attendance Payroll Changing and adding payments L Changes may be made to any of the green payment fields in the center column by typing a value in a field and pressing lt Tab gt The reasoning behind this is to allow you to add payments which are not part of normal wages and salaries As payments are added or modified the payslip is recalculated 2 The Gross Pay field may be edited but this does not make sense unless that is the only payment field which is being used 3 To pay any non taxable amounts the Reimbursed Exps field or the Other Non Taxable fields should be used Entries in any other payment field are treated as taxable pay 4 Changes to gross payments must be saved by clicking the Save button If the Cancel button is clicked all changes will be discarded Handling Disability Payments l If an employee is in receipt of disability payment the amount received should be entered in the left hand Dis Ben Days field and the number of days covered by the payment should be entered in the right hand field 2 The number of days entered should not include the waiting days which are not paid and must include all days that the benefit 1s paid The system will make the adjustment for the tax exempt days 3 Remember to save the payslip after you enter these values Generating Net to Gross Payslips In some businesses employees are quoted a take home pay as a salary or wage This means that the e
25. Transfer Summary If wages are being paid directly into employees bank accounts either by Bank Giro or by EFT file transfers an audit trail called the Bank Transfer Summary is maintained to allow you to reconcile bank statements and to resolve any issues that may arise The audit trail is updated with the details of each payment whenever you print bank giro or when you confirm that an EFT fie was transmitted to the bank The audit trail can be viewed by selecting the Bank Transfer Summary eniry in the Payroll Reports sub menu of the Reports Menu This report the layout of which is 2003 2007 Aquila Technology Reports Menu 113 shown below has no selection criteria Bank Transfer Summary As of 27 05 2003 Pay From Bank To Bank Date File Emp ID Period Sont Code Account Ho Sort Code Account Ho Arnout 2Ha Bank Giro bs bp bo Bm 13 99 36 77 SS76S432 33 44 55 238567 The File column shows the name of the file that was transmitted in the case of an EFT transfer If the payment was made by Bank Giro this column simply shows Bank Giro 3 5 4 6 Employee Records While HRPay maintains comprehensive employee records many users may wish to keep hard copy records for integration with existing paper based systems The Employee Records function provides a single page record card to meet this need To view this report select the Employee Records eniry in the Payroll Reports sub menu of the Reports M
26. Year End Tasks Task Assistants which are used to guide you through the periodic tasks that must be performed 2003 2007 Aquila Technology 130 HRPay Time amp Attendance Payroll The remaining two menu items give support information and details of the current installation 2003 2007 Aquila Technology Getting Assistance How to get help 133 4 1 How to get help Before you lift the phone to seek assistance in using HRPay we would ask that you first confirm that the answer to your query is not covered in the help system or in this User Manual Please note that we cannot supply telephone support unless you are a registered user However free support is available to all users by email or by using the User Forum on our web site If you carry out the following checks before calling it will help us to answer your query more effectively 1 Is the problem unique to HRPay or do you have a similar problem when using other applications If so you should read your Windows User Guide and or the manual which came with your computer 2 Is the amount of free space on your hard drive less than 5Mb If so you should free up some disk space by deleting unwanted files 3 Have you recently downloaded any programs from the Internet or any other public network If so you should run a virus check to verify that your system is virus free 4 Have you installed any new hardware or sof
27. a transaction is being entered The first three menu items on this menu are used to toggle a feature on or off If the feature is currently active as denoted by the checkmark next to the menu entry simply clicking the menu item will make it inactive and vice versa The toggle menu items are Show Sidebar Menu displays a visual menu on the left side of the screen which allow transactions and reports to be launched by clicking a graphic representation of the function Show Cursor Hints causes hints to be displayed when the mouse cursor is moved over a field or button on the screen Show Status Bar displays the status bar at the bottom of the screen which gives hints and shows which company is currently open The remaining menu entry is used to display the standard Microsoft Windows calculator Help Menu The first three items on the Help menu are standard Microsoft Windows menu elements which allow the contents of this help file to be displayed provide a search facility for help on a specific topic and provide help on using the help system The Web User Forum menu entry provides a link to the User Forum on our web site This will provide answers to frequntly asked questions and a means of posting comments questions etc The Setup Assistant menu entry launches the Setup Assistant to guide you through the setting up of a new company The Task Assistants sub menu provides access to the Weekly Tasks Monthly Tasks and
28. amp Attendance Payroll e Starting and finishing times in 24 hour clock format are entered in the timecard panel Every Time In entry MUST have a matching Time Out entry Alternatively the total number of hours worked in each day can simply be entered in the Total Hours column e The coloured circles and half circles can be dragged and dropped on any day to indicate absences e The initial analysis of the hours worked is calculated automatically using the various rules and parameters for overtime holidays sick leave etc If necessary these can be adjusted as part of the Payslip Entry function To enter or update a Timecard l If the required employee is not selected use the lookup button or the navigation buttons to select the employee A timecard will then be displayed for the week specified in the Payroll Week field 2 To change to a different week use the spinbutton in the Payroll Week field to scroll backwards or forwards in time 3 To enter start and finish times enter the time in 24 hour format in the Time In and Time Out fields i e to enter a starting time of 8 15am type 0815 to enter a finishing time of 5 30pm type 1730 etc Do not enter any separator between the hours and the minutes the system will automatically insert this 4 When the times for any day have been fully entered there must be a Time Out entry for each Time In entry otherwise the Total Hours will not be calculated correctly 5 If
29. an hourly rate a weekly amount a monthly amount or as an amount for the period specified in the Pay Frequency panel ad Employee Record Maintenance Mr IT G2 LE Se akan Tea Emp Mo 003 al Hame Angelina d Courcy Pay Detail Pay Basis Pay Frequency Basic Hours Pay Rate C Hourly Rate Weekly Hrs Week 33 Per Hour 614 73 Salay E_ Fortnightiy Daps Weak 5 Per Week esi 32 O Salay O T C Four Weekly Commission Monthly Hrs Perbod fies l Per Month je2 499 99 C Salay Comm Quarterly Daps Period 21 67 Per Penod E24 Bank Details EPa by ank UE Bank Sort Code 54 32 C Cash Av Tarbert Road Ac Ho 629366 Cheque Tralee A c Name Er Angelina dCouncy EFT Fie Co Kery C Un Ret e Giro Tranafer General Pay Detal PAYE PRSI Detak The bottom half of the screen is used to enter the employee s banking details If the employee is paid by Electronic Funds Transfer EFT Bank Giro or account transfer these fields must be completed To edit an Employee s Pay Details or Banking Details 1 Click the Edit button to put the record into edit mode or simply change any of the settings or fields and the record will automatically go into edit mode 2 Choose the basis on which the employee is paid by clicking the appropriate radiobutton in the Pay Basis panel
30. are some restrictions implemented in HRPay which may make this option less attractive than standard paper based returns e The Pension and Pension AVC schemes are assumed to be for the same provider e The PRSA and PRSA AVC schemes are assumed to be for the same provider This means that when you create an upload file for the Pension scheme the file will automatically include the Pension AVC scheme and vice versa In the same way when you create an upload file for the PRSA scheme the file will automatically include the PRSA AVC scheme and vice versa To create an upload file select the Create Upload File entry in the Pension amp PRSA Reports sub menu of the Reports Menu This will cause the selection panel on the following page to be displayed 2003 2007 Aquila Technology Reports Menu 121 Scheme Upload Files Scheme Type Parca Report Type C Weekly Monthly Fromwk Tn Wk a For the month of Mach E Save File Ax D WPawoll Persion Files WUiphosd t Li e Adropdown list inthe Scheme Type field is used to select the scheme for which the file will be created e The Report Type radiobuttons allow the upload to be created for a range of weeks or a selected month e lf the upload is being created for a week range the starting week and ending week are selected in the From Wk and To Wk fields e f a monthly upload is selected the month can be chosen from a dropdown list
31. bank and printing payslips for your employees This function is also used to enter a number of parameters which have an impact on various other system functions such as net pay rounding controlling the tax 2003 2007 Aquila Technology 28 HRPay Time amp Attendance Payroll exempt status of some deductions the manner in which state disability payments are handled and the mapping of weeks to months To open the Company Details screen select the Company Details entry from the Company menu This will cause the following screen to be displayed Company Fiekable Products plc Address Un E Springtown Business Park Fhone 0607 6716273 Fax 0607 6716290 Contact oe Aiekable Employer Reg Mo js Tax Division Unit No 35 e The Company field stores the company name as it appears on payslips reports and returns to the Revenue Commissioners and pension providers The Address fields store your business address This information is used on reports and statutory returns A contact phone number is required for some statutory returns and should be entered in the Phone field The business fax number can be entered inthe Fax field The Contact field is used to store the name of the person who can be contacted for any queries regarding a Revenue return e Any employer who is registered for PAYE purposes has an Employer s Registration No This can be found on any employer documentatio
32. basis this number of hours is calculated at the basic rate e Ifthe Calculate Overtime control is set to By Week overtime is calculated on a weekly basis i e the Basic Week must be worked before overtime is payable If this control is set to By Day overtime is calculated on a daily basis i e overtime is paid after the basic hours for each day have been worked E G Basic Week 40 Hours Actual Hours Worked 8 7 9 10 8 42 hours Overtime calculated by week 40 Hrs Basic Rate 2 Hrs O T Rate Overtime calculated by day 39 Hrs Basic Rate 3 Hrs O T Rate 2003 2007 Aquila Technology 34 HRPay Time amp Attendance Payroll The Overtime amp Callout Multipliers panel shows the factor by which the basic rate is multiplied for each overtime category The Shift Premium panel shows the shift premium as a percentage of basic pay The fields inthe Basic Rate column show the basic hours after which overtime may be payable in each working day Overtime is payable at Rate 1 after the employee has worked the number of hours in the From field in the O T Rate 1 column It remains payable at this rate until the employee has worked the number of hours in the To field Overtime is payable at Rate 2 after the employee has worked the number of hours in the From field in the O T Rate 2column It remains payable at this rate until the employee has worked the number of hours in the To field Overtime is payable at
33. be generated The selection criteria screen which differs from one report to another is used to enter the report parameters Attendance Report A Ea Selg From Date 01 2005 To Dale 05200 From Employee on al To Employee EE Es Drop Down Lists Whenever a value for an entry can be looked up a lookup button like this al or this will be displayed next to the entry field This can be used to select an entry from a drop down list as shown below The F2 key can also be used if the cursor in the relevant field Double clicking any entry causes it to be selected Dropdown Calendar All date fields can be completed by selecting a date from a dropdown calendar as shown below EI January 2003 Mon Tue Wed Thu Fn ap 2 E 7 3 13 14 15 1 Ww 2 a2 e Clicking on the left arrow button causes the calendar to change to the previous month e Clicking on the right arrow button causes the calendar to change to the next month e Clicking on the name of the month causes a list of months to be displayed from which a month can be picked 2003 2007 Aquila Technology User Interface Design 9 e Clicking on the year reveals a spin button which can be used to change the year e Clicking on a date in the calendar causes the date to be selected Clicking on the red circle at the bottom of the calendar causes the date to be set to today s date Note also that date fields are made
34. be printed as shown below Late fverage Early Average al Emp No Hanie Stats Lateness Finishes Early Finishes O0 William Morgan N 00 45 0 00 00 Total Late Starts amp Early Finishes Eri Early Finish Rate 13 O02 Charles Mancini 0 00 00 00 00 Late Start Total Late Starts amp Early Finishes Early Finish Rate 0 O03 Angelina dCourcy 0 00 00 0 00 00 Fe Late Stan SE NT ET CN PNR NN TT oni Sins Time keeping Report 01 01 2005 to 29 05 2003 Late Start 2003 2007 Aquila Technology 126 HRPay Time amp Attendance Payroll e The Late Starts and Early Finishes columns show the number of times in the specified period that the employee arrived late and left early respectively e The Average Lateness column shows in hours and minutes how late the employee was averaged over the number of late starts e The Average of Early Finishes column shows in hours and minutes how early the employee left averaged over the number of early finishes e The summary for each employee shows the combined total and the percentage of days on which the employee started late or finished early 3 5 6 4 Working Hours Report The maximum number of hours that an employee can work in any day or week is subject to legal restrictions There are exemptions and variations for specific categories of work and you should check what limits apply to your business The organisation of Working Time Act is po
35. calendar year Calendars for subsequent years are provided as part of your maintenance contract Overtime amp Shift Parameters In order to automatically calculate gross pay for hourly paid employees HRPay needs to know how the basic pay should be adjusted when the employee works overtime or shifts The Overtime amp Shift Parameters allow some basic rules to be entered which control the calculation process To view edit the Overtime amp Shift Parameters select the Overtime amp Shift function from the Rules amp Rates sub menu in the Company menu This will cause the following screen to be displayed Overtime amp Shilt Parameters SIA i Overtime amp Callout Multipliers o Shit Premeum J i EX Basic Week Hours Overtime 1 15 Overtime 2 Shit1 Shift 2 Shift 3 Calculate Overtime C By Week By Day Overtime 3 2 Callout 05 ae 25 33 O T Rate 1 O T Rate 2 O T Rate 3 From To From To After Sunday Hrs Hrs 24 3 Hrs Monday i Hiz 24 Hrs 24 FY i Hie Tuesday His 4 Hrs 24 Hrs 34 Hrs Hrs Wednesday 3 His 3 Hs 24 Hrs 24 Hrs 24 Hrs Thursday Hr E Hrs 4 Hra 24 Hire Hrs Friday Hrs 4 4H t 4 Hrs 24 Hrg Saturday O H 4H od 24 Hee 24 Hie Public Holiday z Hrs Hirs H Hi Hrs Business Hrs i 5 Hrs Holiday e The Basic Week Hours field is used to specify the number of hours in the basic working week If overtime is calculated on a weekly
36. cannot be changed The employer s PRSI contribution for this payslip is shown in the Employers PRSI field This field cannot be changed The payslip that is currently displayed can be processed by clicking the Pay It button This is not reversible To see a preview of the printed payslip at any time click the Payslip button Before making any changes to a payslip verify that you are viewing the payslip for the correct employee and week l If the required employee is not selected use the lookup button or the navigation buttons to select the employee A payslip will then be displayed for the week specified in the Payroll Week field To change to a different week use the spinbutton in the Payroll Week field to scroll backwards or forwards in time Note that if you select a week for which no timecard has been entered for an hourly paid employee the payslip will only show deductions IMPORTANT NOTE Changes made to a payslip are processed from left to right and top to bottom i e changes to any field in the left hand column will recalculate the center and right hand column and changes to any field in the center column will recalculate the Gross Pay and the PAYE PRSI and Net Pay fields The only exception to this is when a payslip is recalculated as part of the net to gross process Entering or changing the hours worked Hourly paid employees only l 2 If the employee has worked a shift enter the appropriate shift nu
37. cause the following screen to be displayed Bs Time Card Entry Employee No oo el Name Michael Gerard O Grady FF Pad Week No 32 BasicEamings 46218 Pension e2311 Shit No 0 Holiday Pay 00 PASA 625 00 Basic Hs 39 Sick Pag 0 00 Vol Healthins 47 95 Overtime Hrs 1 16 75 Bonus Union Dues 13 87 Overtime He 2 13 Commission Undefined 0 00 Overtime Hs 3 Gratuities Undefined 0 00 Callout He Other Taxable Undefined 0 00 Shutdown Hrs Reimbursed Exp Undetined 0 00 Holiday His Other Non Taxable Undefined 0 00 Sickness Hrs Gross Pay 45218 Undefined 0 00 Final Pay Cheque 7 Dis Ben Days PAYE 8 37 insurable y PASI p Employers PASI 613 76 hote das EE Net Pay C2 e The Shift No field is initially set to 0 to signify that there is no shift premium Changing this field to 1 2 or 3 will cause the shift premium for shift 1 2 or 3 to be added to the basic earnings e The remaining fields in the left hand column show the hours from which the payslip is calculated For hourly paid employees the hours worked are automatically taken from the timecard if this feature is being used These hours may be modified on this screen For employees who are not paid on an hourly basis these fields are disabled e lf the employee is leaving and this is the final payslip setting the checkmark in the Final Pay Cheque box will calculat
38. ces hceadeesceatces eee Trakea iee badaire seen leet bceileesnceatcethces 18 Backup Data Files atta a 19 Restore Data RES nana 21 PROCUISUGE PAE AV pets E E A EER 23 else FOE e 05 CREER a E 25 Link to Card Reader ten dhedenn den fennedhed en cest een dues tance Stan dass tete c ess ten das state ces tene dass tete c ess ene lens tenue 25 2 COMPANY MON ee nn 27 ONE LE A E E RE 27 COMPANY Detalls ss esse esse sas R 27 System CAIRN ew ne tai saa es Me ses en 31 Overtime amp Shift Parameters ss sinnsrsearserestesarescemens ess tesaresceme ere cime er encens amsn etes en estemeeres cine 33 Holiday amp Absence Parameters ss ssssssseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeennes 35 PAVE RAS a 38 PROS WAC a ae te ea a nn 39 Pension a PRSA Pabalme ters nsc ans seen canne ass se manettes en 40 PENSION amp Insurance PIO VICES anne Reed ces Ds sedec needs 42 3 People MER ne 45 OV GR VICW MR RE E E 45 Employee RECOTOS te Ve de de dette de ecient densi ects tU de ter den ee 45 CO Te eee ne A oe ee eee re ee eee ese eee 46 POV MUL tate atest attr ca anata eo carat eae ea eat atte de ot oi 47 DEOU ONS aeea E E seca sens seca sus esate esas cases casas casas aes as cass eas cas eas case ee 49 PY SS csc E oes cee esa deae dee deensaoeboee ese ieee 51 Importing a Tax Credits Certificate 53 Taxable Benetits BIK Seat chier bre tien ane bande 54 PASSION a ne nee ne ne E ce E 58 2003 2007 Aquila Technology HRPay Time
39. changes in the Budget are announced This means that any downloads prior to Budget day will require an update to reflect any PAYE and PRSI changes announced in the Budget To allow for this and make the process of updating the software easier HRPay now has a facility to check for updates on our web site and apply those changes to the customer s installation The updating facility can be initiated by the user by using the Check for Updates function in the File menu If an update is available the user will be given the opportunity to cancel the process Note This function executes an external application which attempts to connect to the internet and your firewall may prevent this from happening You must configure your firewall settings to allow HRPay Update exe to access a DNS Server to use this feature The filename will depend on which version of HRPay you are using Link to Card Reader HRPay can be linked to an optional hardware based time and attendance system which captures employees entry and exit times using proximity cards and a card reader as shown below These times are stored in a separate database and read by HRPay when an employee s timecard is viewed This eliminates manual entry of timecard information and increases the accuracy of the information on which the payroll is calculated Card Reader 7 Software Card Reader Fray R 2003 2007 Aquila Technology 26 HRPay Time amp Atte
40. date range for all or selected employees It also shows the amount of holidays that the employee s have remaining to take This only includes those holidays accrued to date i e further holidays will be earned as the year progresses To view this report select the Holiday Report entry in the Time amp Attendance Reports sub menu of the Reports Menu This will cause the following selection panel to be displayed Holidays Report From Date 01 2003 To Date 29 05 2003 From Employee 0 4 To Employes ss al e A daterange may be specified for the report using the From Date and To Date fields e Printing can be limited to one or more employees by entering the Employee IDs in the From Employee and To Employee fields 2003 2007 Aquila Technology 124 HRPay Time amp Attendance Payroll To print preview the report L 7 Enter the date at which you want the report to commence in the From Date field or select a date from the dropdown calendar and press lt Tab gt Enter the date at which you want the report to end in the To Date field or select a date from the dropdown calendar and press lt Tab gt Enter the Employee ID from which to start in the From Employee field or use the lookup button to select an employee and press lt Tab gt Enter the Employee ID at which to end in the To Employee field or use the lookup button to select an employee Click the Print button The
41. field is used to enter the percentage of employee s contribution or pensionable pay that the employer contributes to a pension AVC fund e The top pair of radiobuttons specify whether the employer s contribution is calculated as a percentage of the employee s pensionable pay or as a percentage of the employee s contribution 2003 2007 Aquila Technology 42 HRPay Time amp Attendance Payroll 3 2 9 e The bottom Regular Contribution field is used to enter the percentage of employee s contribution or pensionable pay that the employer contributes to a standard PRSA scheme e The bottom AVC field is used to enter the percentage of employee s contribution or pensionable pay that the employer contributes to a PRSA AVC fund e The bottom pair of radiobuttons specify whether the employer s contribution to the PRSA scheme is calculated as a percentage of the employee s pensionable pay or as a percentage of the employee s contribution To enter employer s contributions 1 Click the Edit button to put the fields into edit mode or simply change a value setting and the table will automatically go into edit mode 2 To specify a percentage contribution in any of the four categories enter the desired percentage as a whole number without the symbol e g to specify 15 enter 15 to specify 12 5 enter 12 5 etc 3 Click the appropriate radiobutton to indicate whether the contribution is to be a percentage of Pensionab
42. first From To From To After 0 0 24 24 24 24 All hrs at O T 1 Basic Rate O T Rate 1 O T Rate 2 O T Rate 3 For the first From To From To After 0 0 0 0 0 0 All hrs at O T 3 Holiday amp Absence Parameters HRPay automatically handles the accrual and usage of holidays the eligibility for sick pay and compassionate leave and the manner in which employees are compensated for working public holidays and business holidays The basic rules which are used to manage these factors are entered in the Holiday amp Absence Parameters screen below to be To view edit the Holiday amp Absence Parameters select the Holiday amp Absence entry from the Rules amp Rates sub menu in the Company menu This will cause the screen shown displayed 1x Holiday amp Absence Parameters x it CCE Sane S Holidays Sickness __ gt _ Bereavements Annual Entitlement F Max Uncertified Paid F Pay while Absent 20 Days 12 Days per Year F Max Days Allowed Accrual Basic 2 Da per Week n j 10 s G Fred Per Year C of Batic Hou 2 Per Week anes F Max Certified Paid is 3 Daye ee ee Per 90 Days per Year Bank Holidays 6 week Pay when worked C Month 7 Mar Total Paid C Do mot pap if worked C Quester 30 Days per Year C Credit when worked 2003 2007 Aquila Technology 36 HRPay Time amp Attendance Payroll The Holidays pa
43. fixed days which are entered as Business Holidays or Public Holidays in the System Calendar Ifthe Accrual Basis is Fixed the system will then calculate and display the accrual rate in the Days field based on the Accrual Period that is currently set If the Accrual Basis is of Basic Hours the percentage should be entered in the Days field as a whole number i e for 8 enter 8 and the Accrual Period settings are disabled The accrual rate can be changed if you wish but this may result in employees not accruing their full entitlement by the end of the year if decreased or it can result in employees accruing holidays before they have actually been earned if increased In the case of percentage based holiday accrual the statutory entitlement in most industry sectors is 8 If necessary click the appropriate radiobutton in the Accrual Period panel to set the basis on which holidays are accrued This will automatically adjust the Accrual Rate For hourly paid employees the Bank Holidays panel is used to determine how the system handles payment when a Public Holiday or a Business Holiday is worked The choices are Pay when worked The system adds holiday pay to the employee s earnings and any hours worked are paid in accordance with the overtime rules For example if a bank holiday merits triple pay the overtime rules would specify double pay for working a bank holiday and the holiday rules would specify that holiday pay be given resultin
44. have a computer stationery version of the P60 form before printing these details on the pre printed form the positioning of the fields should be verified and adjusted if necessary and the background image MUST be turned off to prevent it from being printed on the form 2003 2007 Aquila Technology Reports Menu 103 3 5 3 3 5 3 1 L Preview the output at 100 resolution to get an accurate representation of the positioning of the entries in the fields To adjust the printout close the preview and make changes to the settings before previewing again 2 To adjust the vertical positioning of the printed information on the page used the Top Mgn field to adjust up or down The printed information can be moved in 1mm increments A negative value shifts the printout upwards and a positive value shifts the printout downwards 3 To adjust the horizontal positioning of the printed information on the page used the Left Mgn field to adjust left or right Again the printed information can be moved in 1mm increments A negative value shifts the printout to the left and a positive value shifts the printout to the right 4 To turn off the background representation of the P60 form uncheck the checkmark in the Preview box before clicking the Print button The preview will then show the report without any formatting ready to print on the pre printed form 5 To avoid the possibility of mis alignments when printing the Rev
45. in the For the month of field e When printing for internal record purposes all schemes can be grouped together When sending reports to the scheme providers a separate page should be started for each scheme by setting the checkmark in the Separate Page per Scheme checkbox To create an upload file 1 In the Scheme Type field e Select Pension or Pension AVC to create the upload file for the basic pension scheme or e Select PRSA or PRSA AVC to create the upload file for the PRSA scheme 2 Select the Weekly or Monthly option in the Report Type panel to control the selection of records for the return 3 If you have chosen the Weekly option enter the first week to be included in the From Wk field and enter the last week to be included in the To Wk field 4 If you have chosen the Monthly option choose the month for which the file is to be generated in the For the month of field 5 If necessary change the folder and filename in the Save File As field Check the provider s requirements for the filename before changing it 6 Click the Save button to create and save the file A confirmation message will then be displayed as shown below lnformaltpon es The upload file has been successfully created az Bf OAPs Pension Files WUplosed bet You may nov trance the file to DeectLife Assurance Co wang the file transmission procedure agreed vh them 2003 2007 Aquila Technology 122 HRPay Time amp Atten
46. information for the selected quarter You can click on the title bar of any section to expand or collapse the details panel The notes in the bottom section of the screen should be self explanatory but to summarise Before starting ensure that all employees have been assigned a CSO Code and a Status in the Employee Records The categories may not be very meaningful for your business but these are the CSO categories Essentially employees must be classified as managerial professional clerical sales and general workers The job status of every employee must be Full time Part time Probation or Apprentice Trainee in order to be included in the EHECS return As the National Minimum Wage changes during the calendar year you should ensure that the correct rate is specified for the last day of the quarter for which the return is being made Select the quarter for which the return is being made using the spin button in the Quarter field The Start Date and End Date fields may also be used to specify the return period lick the Analyse button to calculate the initial values When the calculation is completed the Print button will be enabled 2003 2007 Aquila Technology Reports Menu 105 5 You can now view the various sections of the return by clicking on any of the section titles This will expand the section as shown in the example below FULL TIME EMPLOYEES Regula wages amp salue mel sick mabenily pa
47. is to be restored The panel below this field is used to specify the folder which contains the archive which is to be restored The panel belowthis shows the archives which are available By selecting an archive the title and contents are displayed in the relevant fields provided that this information has been saved The Archive Title is automatically generated from the company name and the date on which it was backed up The Content field shows summary information about the content of the archive provided file details were saved as part of the backup process This panel below this field shows the files stored in the archive provided file details were saved as part of the backup process The Restore Mode radiobuttons determine what should be restored from the archive see below If the Restore Path is set to Original Path the files are restored to the directory from which they were originally backed up If the Restore Path is set to Other Path the files are restored to a directory chosen by the user using the field and lookup button in the panel If files are being restored to a new directory the Restore Full Path checkbox allows the original directory structure to be replicated within the new directory To restore data files for a company l Select the disk drive which contains the backup archive in the Restore Files From field If necessary choose the folder which contains the required archive in the directory listbox displayed
48. payslips will be marked as paid and the cheques cannot be printed again However if you answer No the payslips will remain in an unpaid status and you may reprint cheques later Bank amp Cash Payments Cash Payments Although the cash pay packet is not as common as it once was it is still a feature in many businesses The Cash Payments function is primarily intended to record the fact that such payslips have actually been paid and not just processed To assist you in making up cash pay packets this function also analyses the coin and note requirements for filling pay packets When the Cash Payments entry is selected from Bank amp Cash Payments sub menu of the Processing menu the following screen is displayed 2003 2007 Aquila Technology 80 HRPay Time amp Attendance Payroll 3 4 5 2 DE pee 1 a Lash Payment Processing From Employee jo a From Pernod fo 5 To Employee fs Gl To Period jn r Cash Analysis 200 100 50 20 10 5 2 l c50 c20 cl0 c5 c2 el mesa 1 21 Fifi jf f CES ED A ES D LE SE e Initially the listing just shows information for the previous week i e all payslips for employees who are paid in cash and whose payslips are not yet marked as paid e The listing can be reduced by specifying a range of employees in the From Employee and To Employee fields This might be necess
49. printing for internal record purposes all schemes can be grouped together When sending reports to the scheme providers a separate page should be started for each scheme by setting the checkmark in the Separate Page per Scheme checkbox 2003 2007 Aquila Technology 120 HRPay Time amp Attendance Payroll To print scheme summaries L Select the scheme for which the report is to be printed from the dropdown list in the Scheme Type field To print all schemes leave this field set to All Schemes 2 If you have selected All Schemes you may print each scheme on a separate page by setting the checkmark in the Separate Page per Scheme box 3 Click the Print button to view the report as shown below Reliable Products ple Scheme Contributions for Year To Date PRSA Reference Park Life Assurance Co Phone Fax Email Emp Employee Employer Ho Name Contribution Contribution Total O01 Wiliam Morgan 225 00 188 25 5413 23 O02 Charles Mancini 100 00 2 00 150 00 Totals 6406 00 6186 29 esos 29 Pension Reference 937859 214 Description Company Pension Scheme i 3 5 5 4 Create Upload Files All of the major assurance companies have adopted a standard for the electronic filing of returns for pension and PRSA schemes This allows you to handle the pension and PRSA reporting in the same way as you do for Revenue CMES returns However because of the number of companies involved there
50. report will be displayed in the preview screen from which it can be printed as shown below Sonar Holidays Report OV01A00S to 2906 2003 Holidays Taken Holidays Emp Ho Nare In This Period Remaining O01 Willian Morgan 26 00 Oo Charles Mancini 15 0 77 O03 Angelina d Courcy 0 00 OU Geraldine Anne OReilly O 0 33 O05 Jill Bloggs 0 39 339 Joe Paxman 0 1 15 Totals 1 5 26 7 Note that because HRPay accrues holidays automatically the Holidays Remaining column will typically contain some unusual fractional amounts 3 5 6 3 Time keeping Report The Time keeping Report provides a summary of the extent to which employees arrive late for work or leave before the designated finishing time This report can be generated for a specified date range for all or selected employees To view this report select the Time keeping Report entry in the Time amp Attendance Reports sub menu of the Reports Menu This will cause the selection panel shown on the following page to be displayed e A daterange may be specified for the report using the From Date and To Date fields e Printing can be limited to one or more employees by entering the Employee IDs in the From Employee and To Employee fields e The Start Time field is used to specify the official daily starting time of the business All starts after this time will be reported as late Note Ifyou want to give some tolerance or leeway increase the starting time by
51. the amounts that qualify for tax relief some additional information is required The Pension amp PRSA Parameters screen allows this additional information to be entered and also allows you to decide what elements of total pay should be defined as pensionable To view the Pension amp PRSA Parameters select the PRSA Rules entry from the Rules amp Rates sub menu in the Company menu This will cause the following screen to be displayed All Employees Standard PASA PRSA amp Limits Contribution Aged Under 30 Aged 30 to 35 Aged 40 to 49 Aged 50 to 54 Aged 55 to 59 Aged 60 amp Over 2003 2007 Aquila Technology Company Menu 41 This is a three page dialog The other two pages are detailed in the following pages The first page as shown above outlines the Revenue Commissioners limits on PRSA contributions This is provided for information purposes only and there should be no need to change this table The fields which define the PRSA contribution limits are e The Standard Ceiling field shows the annual PRSA contribution which is tax exempt regardless of earnings e This Single Earnings Cap field shows the maximum amount of earnings in the year that qualifies for tax exemption on pension and PRSA contributions e The Standard PRSA Contribution fields show the maximum percentage of salary that an employee can contribute to a standard PRSA sc
52. the year and the normal working days for the business This calendar is also used to create individual calendars for every employee To open the System Calendar select the System Calendar function from the Company menu This will cause the screen shown on the next page to be displayed Note If you have chosen Monday as the first day of the week the calendar layout will be slightly different from that shown System Calendar e The setting of the No of Weeks in Year control determines the number of tax weeks in the current year e When the column title for any day is right clicked a context menu allows the selected day to be set to working or non working for the whole year e When any single day in the body of the calendar is right clicked a context menu allows the selected day to be set to working or non working If the Week number is right clicked the changes are applied to all days in that week e Using drag and drop with the coloured triangles allows the status of any day to be changed If the symbol is dropped on the column title the change applies to that day for every week in the year 2003 2007 Aquila Technology 32 HRPay Time amp Attendance Payroll e The Synchronise button copies any changes in the System Calendar to the personal calendar of each employee Initially the calendar shows the public holidays for the year and it shows Saturdays and Sundays as non workin
53. to resize so that the Setup Assistant window can be viewed at the same time as shown below To setup HAP ay for the first time various parameters must be defined and delais of entered By following the inks ghen below the relevent dialogs can be launched in HRPay hich will take you through the setup process from beginning to end These sieps In summary the steps which required to set up a company are as follows 1 Set the first day of the Working Week Sunday or Monday 2 Setup the various System Parameters e Configure the System Calendar e Define the Overtime amp Shift Rules Define the Holiday amp Absence Rules 2003 2007 Aquila Technology Setting up your company 15 3 4 5 6 7 Define the Pension amp PRSA Rules Set up your Company Details Name address bank miscellaneous rules Set up the Pension PRSA amp Health Insurance provider details Set up the Employee Details or import from Revenue disk Setup the Employee Calendars holidays etc Define User Access rights The first setup step and the import from a Revenue file can only be completed using the Setup Assistant All remaining steps can be completed using their associated functions 2003 2007 Aquila Technology Using HRPay 17 Once you have set up HRPay and entered the details of your employees the ongoing use of the system is very simple In essence there are tasks
54. up of three elements which can be individually selected by using the left and right arrow keys and then changed by using the up and down arrow keys Sidebar Menu All of the items that can be selected from the menus can also be selected from a Microsoft Outlook style vertical menu as shown below 3 HRPay Time amp Attendance Payroll l Fie Company People Busse Reports window Aun Payroll Fee a Pont Fapalips aime EE Print Cheques em Cath Pagments Prim Bank Girat Clicking on any of the graphic images in this menu launches the associated transaction inquiry or report Clicking on the title bars expands and collapses the individual sections The menu can be hidden by clearing the Show Sidebar Menu entry in the Options menu 2003 2007 Aquila Technology 10 HRPay Time amp Attendance Payroll 1 4 1 5 To Xp or not to Xp On systems running Microsoft Windows XP the visual appearance of many older applications is degraded by the use of the desktop themes feature However HRPay will automatically adapt to the themes used by Windows XP and adjust its settings and colours to the look and feel of the selected desktop theme If you would prefer to have HRPay display itself in the more conservative colours and settings of Classic Windows as used on previous implementations of Microsoft Windows proceed as follows 1 Right click the HRPay icon in the Start menu or in the
55. who receives any form of Benefit in Kind BIK has a Gross Salary which includes the notional value of the BIK This is included in the totals column of the report if the Include Taxable BIK in Total checkmark is set Typically you would leave this checkbox unticked 6 Click the Print button The report will then be displayed in the preview screen from which it can be printed as shown on the next page 2003 2007 Aquila Technology 112 HRPay Time amp Attendance Payroll Summary Report Payroll Distributions Summary 01012003 to 24 2005 For All Payslips Eripe Employee Cher Employer Employer Total PAYE PRSI Employee PRSI Pension PRSA Payroll Period ibet Pay Deduction Contribution Deductions Contribution Contritumions Cost 1 325 64 0 74 0 30 110 65 S47 O47 16 5417 2 5 30 11 24 54 55 250 55 M2513 642 38 H Abe 81 3 2552 97 19 76 alte BE 451 46 22 5291 4 es 5 58 3 54 1435 16 09 40 52 1 341 Fa 5 74 5 46 74 34 0330 52 7 94 45 95 6 8 27 41264 40 56 1133 04 59 5 80 265 74 7 5 59 30 50 6 60 HiST 21 BH 645045 8 173 87 4111 16 74 14 69 msa 092 mess a MA a ttt Pr EE ps Detail Report Payroll Distributions Detail 01012003 to 7082003 For All Payslips Employee ibe Giver Employer Ernpd comer PAVE PASI Employ s PRSI ParccionP RSA Dachactior Coadri bition Dduon Cer ribulion Ceardribadiernd Tii 74 SDS g5 iA 16 io T4 ei eh 45 47 e716 ga maT 33 3 5 4 5 Bank
56. you prefer you can just enter the total hours worked for each day in the Total Hours column This must be entered as a decimal value 1 e for 9 hours and 15 minutes the entry would be 9 25 6 To indicate that this employee has been absent for a day or part of a day click on the coloured circle half circle that represents the absence type and keeping the mouse button pressed drag the shape to the day you want to change Then release the mouse button to drop the shape on the selected day Alternatively you can right click on any part of the day in the grid and this will cause the context menu to be displayed as shown below Absent Full Day Aboent H Day Excused Full Day Excused H Da Uncerhed Sackness Full Day Urcerthed Sickness Day Family Bereavement Ful Dap Fami Bereavement H Day Leshhed Sekret Fill Day Certified Sickness H Day Hobday Full Day Hobday H Day e Homa Working The context menu indicates the current status of the day with a bullet symbol To change the status of the day simply click the desired entry in the menu The change will be shown in the timecard by changing the colour of the entry fields for the selected day If you want to change the status of any day back to a normal working day the Normal Working entry in this menu reverses the change 7 When the timecard has been updated click the Save button If the employee is hourly paid the system will ask if the payslip
57. 5 3 return in the Emp No field or select an employee using the lookup button and press lt Tab gt If necessary change the folder and filename in the Save ROS File As field Do not change the file extension as the offline ROS viewer will only open the file if the extension is known to it Enter the PAYE Registered Number of the previous employer in the Previous PAYE Registered No field and press lt Tab gt Enter the date on which the previous employment terminated in the Leaving Date field or select a date from the dropdown calendar and press lt Tab gt If the date on which the previous employment commenced is known enter this date in the Starting Date field or select a date from the dropdown calendar and press lt Tab gt If the date is not known leave this field set to the current date If the total pay since 1st Jan is known enter the amount in the Total Pay Year to Date field and press lt Tab gt Otherwise leave this field blank If Gross Pay from a P45 has already been entered in the employee record it will be shown in this field If the total pay since Ist Jan has been entered in the previous field enter the total PAYE deducted since Jan 1st in the Total Tax Year to Date field and press lt Tab gt Otherwise leave this field blank If PAYE from a P45 has already been entered in the employee record it will be shown in this field If the total pay in the previous employment is known enter the amount in the Total
58. All Programs menu This will display a popup menu 2 Click the Properties entry in the popup menu to display the HRPay Properties dialog 3 Click the Compatibility tab to view the current settings for HRPay 4 In the Display Settings panel set the checkmark in the Disable visual themes checkbox 5 Click the OK button You will see the effect of the changes the next time you run HRPay Note that the Help file for HRPay is managed by Microsoft Winhelp which does not make use of the desktop themes Terms amp Conditions of Use Agreement Your use of this software indicates your understanding and acceptance of the following terms and conditions This license shall supersede any verbal or written statement or agreement to the contrary If you do not understand or accept these terms you must cease using this product immediately Copyright HRPay is copyright 2003 2007 by Aquila Technology and as such is protected by European Union copyright law and various international treaties This software product and documentation may not be copied photocopied translated or reduced to any electronic medium or machine readable form in whole or in part without prior consent in writing from Aquila Technology Disclaimer This product is provided as is without any representation or warranty of any kind either express or implied including without limitation any representations or endorsements regarding the use of the results of or perf
59. Day Far Beeavemerdt Full Day Fami Bereavement H Dap Cesthed Sickness Ful Day Certified Sickness H Day Holiday Full Day Hobday 1 Day Homa Woking Week End Hon ts okrg Pubic Hoida Business Hobday The context menu indicates the current status of the day with a bullet symbol To change the status of the day simply click the desired entry in the menu 2003 2007 Aquila Technology 62 HRPay Time amp Attendance Payroll 3 3 2 9 Changing the Status of Calendar Weeks 1 2 Follow the same procedure as for individual days but drop the shape or right click on the number of the week in the Week column Note that any days that are marked as Week End days will not be changed To change these use the procedure for individual days Changing the Status of a Day for the Full Year Note This can only be used to change the day to a Working Day Week End Day Public Holiday or a Business Holiday L To change a day to a working day right click on the name of the day to be changed This will cause the context menu to be displayed 2 Click Clear to Working Day This will cause that day to be set for a working day for all weeks a To set a day as a Week end day Public Holiday or Business Holiday you can use the same procedure or you can drag and drop the required coloured triangle on the name of the day to be changed All weeks in the calendar will now show that day as the type yo
60. E FACE MEL Because these two reports are very similar only the P35L is shown here The P35L T form has only two employees per page and more detail Before printing the details on the pre printed Revenue form the positioning of the fields should be verified and adjusted if necessary and the background image MUST be turned off to prevent it from being printed on the form 2003 2007 Aquila Technology 92 HRPay Time amp Attendance Payroll L Preview the report at 100 resolution to get an accurate representation of the positioning of the entries in the fields To adjust the printout close the preview and make changes to the settings before previewing again 2 To adjust the vertical positioning of the printed information on the page used the Top Mgn field to adjust up or down The printed information can be moved in 1mm increments A negative value shifts the printout upwards and a positive value shifts the printout downwards 3 To adjust the horizontal positioning of the printed information on the page used the Left Mgn field to adjust left or right Again the printed information can be moved in 1mm increments negative value shifts the printout to the left and a positive value shifts the printout to the right 4 To turn off the background representation of the Revenue forms uncheck the checkmark in the Preview Form box before clicking the Print button The preview will then show the report w
61. Each employee s contribution details will then be displayed as shown on the following page These may be printed from the preview screen for record retention purposes If an employee has no recorded contributions the page for that employee will be printed with a brief message 2003 2007 Aquila Technology Reports Menu 119 Reliable Products ple Voluntary Schemes Personal Status 78 05 2003 Scheme Contributions for William Morgan PRSA Reference 6749973 Park Life Assurance Co Phone Fax Email Employee Employer Total Deductions amp Contributions fear to Date Contribution Contribution Total 25 00 1865 6413 29 Scheme Type Pension Reference ae ae 3 5 5 3 YTD Summary Report The YTD Summary Report provides a summary of all contributions to each of the six pre defined schemes for the year to date This report does not imply that the deductions and contributions have been paid over to the scheme provider they simply list what was deducted for each scheme for the year to date To use this function select the YTD Summary Report entry in the Pension amp PRSA Reports sub menu of the Reports Menu This will cause the following selection panel to be displayed YTO Scheme Coninbuisons E Ea Scheme Type TETE Separate Page per Scheme D e A dropdown list inthe Scheme Type field is used to select whether a report is printed for all schemes or a selected scheme e When
62. Employee Detals a eee eT Emp Ho 003 al Hame Angelina d Courcy Tithe Dr Gender C Male Female te Fomud Fost Namels Angeina Mantal Status Single Last Name Courcy Mother s Maiden Name Address Baballey Lare Emergency Contact General Notez Springville Horne Tarbert Phone pear Job Title Medical Dicer Status Fute CSOCode 1 q SlatDate 2 0 200 E Finish Date 0270A Director Active F The Employee ID as entered in the Emp No field can consist of any six alphanumeric characters and is used to link all of the employee s records The Title field and Gender radiobuttons are used for informational purposes only The Date of Birth field must be completed as calculation of the tax exemption on PRSA contributions will be incorrect if this field is not correctly completed The dropdown list attached to the Marital Status field gives some typical entries This field is not essential but could be needed in the future If the employee has not provided a PPS number the Mother s Maiden Name is a required field Otherwise it may be left blank The Emergency Contact General Notes memo can be used to record the next of kin details etc Any additional information can be also entered in this memo The employee s first name and surname must be entered in the First Name and Last Name fields The employee s address should be entered in the Address fields as it should appear on Revenue re
63. Levy i e medical card holder etc the Health Levy Exempt checkbox must be checked so that the PRSI Sub class can be correctly calculated e Thesummary YTD information reflects payments made up to the date shown as Up to amp Including e The fields inthe From P45 section can only be edited when adding a new employee and are used to enter details from the employee s P45 If the employee does not have a P45 these field must not be altered e The remaining fields show the year to date summary for gross pay deductions and net pay When transferring data from an existing manual or software payroll system after the beginning of the tax year the YTD payroll information can be entered in these fields When an employee is being added all of the Year To Date Totals fields at the bottom of the screen are enabled and can be edited These fields are also enabled when an employee record is being edited until such time as a payslip is created for the employee This allows you to transfer year to date details from a manual payroll system if you have started using HRPay after the beginning of a tax year However if it is feasible you will become much more familiar with the operation of HRPay if you can take the time to re enter each period s data and build up the HRPay database to the current payroll period To enter edit an Employee s PAYE amp PRSI Details 1 Click the Edit button to put the record into edit mode or simply change any of the fields
64. OK X Cancel When the payroll date is confirmed the following screen will be displayed W Payroll Processing Pile ES Paproll Date 2170572003 ee E me ID Name aid U G au Micha l Gerard O Grady i l dill Bloggs e The Payroll Date is used in the Tax Deduction Card and in the EFT file which is sent to the bank e All eligible payslips from the start of the year up to the period specified in the Period to Process field are listed in the grid A payslip is eligible for inclusion in the listing if it has not been processed is paid by bank transfer and hasn t yet been paid or has been processed but has not been printed e The text lines of the grid show the summary details of the payslip including employee name pay period gross pay and net pay e Setting the checkmark inthe Process Payment checkbox includes the payslip in the processing run If the box is greyed the payslip has already been processed e Setting the checkmark in the Include in Bank File checkbox will include this payment in the EFT file when the Bank button is clicked e Ifthe Print Payslip checkbox is empty the payslip has already been printed but it may be checked to enable reprinting of the payslip Note that a payslip should not be regarded as valid until it has been processed 2003 2007 Aquila Technology 74 HRPay Time amp Attendance Payroll e Clickingthe Process button starts the processi
65. Parameters 2 Salary Payment is a fixed amount per period No overtime is paid and the actual hours worked have no effect 3 Salary O T The basic payment is a fixed amount per period Overtime is paid if the employee works more than the basic hours defined in the Basic Hours panel otherwise the actual hours worked have no effect 2003 2007 Aquila Technology HRPay Time amp Attendance Payroll 4 Commission HRPay does not calculate the gross payment Instead it is manually entered as part of the Payslip Entry function 5 Salary Comm The basic payment is a fixed amount per period A manual adjustment is made to the payslip using the Payslip Entry function to add any commission that has been earned e HRPay automatically manages the payroll for all employees regardless of how often they are paid Rather than having separate companies for different pay frequencies it is specified as part of the employee record by choosing a frequency in the Pay Frequency panel e The Basic Hours values are initially taken from the Overtime amp Shift parameters but can be modified for specific employees in the Employee Record E G 1 Part Time Employee working 20 Hrs per Week e Pay Frequency Weekly e Hrs Week 20 e Days Week 2 5 2 Work Sharing Week On Week Off e Pay Frequency Fortnightly e Hrs Period 39 e Days Period 5 e The Pay Rate panel allows an employee s rate of pay to be entered as
66. Print Cheques entry is selected from the Processing menu the following selection panel is displayed This is almost identical to the Print Payslips function with one very important exception The Layout button at the top of the panel allows you to define the cheque layout When this button is clicked the following screen is displayed 2003 2007 Aquila Technology 78 HRPay Time amp Attendance Payroll Cheque Fields Layout Cheque Field Top Left Width Papee Name Date 100 000 Column 10 000 Column 1 000 Column 100 Column 10 Column Units Column Cents Column Monetary Amount 1 0 150 170 190 AQ hre nions ne i mm 28 88 28 S 8 8 8 a egesesssssy Hopefully we have designed this screen in such a manner that you will find it simple to use Using a blank cheque as a model and a ruler with divisions in millimeters measure the distance from the top edge of the cheque to the top of each cheque field listed above and enter the results in the Top column Repeat this process for each field measuring from the left edge of the cheque to the left of each cheque field and enter the results in the Left column Finally measure the horizontal space taken up by each cheque field and enter the results in the Width column When you have finished close this screen to return to the Cheque Print selection panel Selecting the Cheques to Print l 2 Use the spinbutton in the Fr
67. Rate 3 after the employee has worked the number of hours in the After field in the O T Rate 3column If this field is set to 24 this overtime rate is never paid To Enter or Modify the Overtime amp Shift Parameters I 10 11 Click the Edit button to enable editing of the parameters file Enter the standard working hours per week in the Basic Week field Specify the basis on which overtime should be calculated by clicking the By Week or By Day radiobutton As the week is entered in a timecard overtime is calculated on a daily basis by default If you specify that overtime is to be calculated by week the system will adjust the results if the employee worked less than the basic hours in one or more days and where the shortfall was not covered by sick pay or holiday pay See example Enter the multipliers for each of the three overtime rates in the Overtime amp Callout Multipliers fields If employees are paid a portion or multiple of the basic pay for being available outside or working hours enter the fraction multiplier in the Callout field This is used in the Payslip Entry function If shift work is in operation enter the percentage of basic pay that is paid as a shift premium in the three Shift fields When the shift number is entered in the Payslip Entry screen these percentages will be automatically applied For each of the days in the Basic Rate panel enter the number of hours that must be worked before an employee chang
68. Tab gt If you are transferring year to date payroll data from a manual system or another software application after the beginning of the tax year the next step should be completed 11 Enter the cumulative year to date amounts for Gross Pay voluntary deductions Tax Credits 2003 2007 Aquila Technology People Menu 53 PAYE Employee s PRSI Employee s PRSI and Net Pay in the 16 fields at the bottom of the screen The only fields which do not require an entry are any unused deduction categories The only remaining YTD information that needs to be entered is the PRSI Code Summary This is added on the Tax Deduction Card page 12 You may now save this record by clicking the Save button However remember that if you are in the process of adding a new employee the record will not be complete until any Taxable benefits have been entered In addition if you have been transferring cumulative figures from a manual system after the start of the tax year remember to enter the PRSI Code Summary on the Tax Deduction Card page In this case you will also need to enter the accrued holidays on the Attendance Record page so that holidays are correctly managed by the system 3 3 2 4 1 Importing a Tax Credits Certificate Tax Credits Certificates many be entered manually or imported from the Revenue P2C file by clicking the Import P2C button which is displayed whenever an employee record is being added or edited This causes t
69. a Technology 100 HRPay Time amp Attendance Payroll FORM P46 Maidiestion ie Ravenue of particuian of a re employees fer wham Tax Credit Cartticate PIC or Tax Ceducibon kard Le required Tht Oro Gad not be Gomme where tha epics Gree jo Porn FE Pert to rom d pere eye Sa gie reed cranial Employer Emails Empik a Hea oee ad aia ada Ergi nie rE pe Fieskiered No Tre ass H Eeri Access 5 Spengiown Gusness Park les h Co Cline Telephcma hic Olelol7 e 7 1 Empia Faro LL DONC oder Employee s Details Empires Hama re Breda Srinrin wig cf Birth 4 0 1181 L s IN r pe j If you wish to print the P46 details on a pre printed Revenue form the positioning of the fields should be verified and adjusted if necessary and the background image MUST be turned off to prevent it from being printed on the form L Preview the report at 100 resolution to get an accurate representation of the positioning of the entries in the fields To adjust the printout close the preview and make changes to the settings before previewing again 2 To adjust the vertical positioning of the printed information on the page used the Top Mgn field to adjust up or down The printed information can be moved in 1mm increments A negative value shifts the printout upwards and a positive value shifts the printout downwards 3 To adjust the horizontal positioning of the printed informat
70. ader 25 Cash analysis 79 Cash payments 79 Changing from a manual system 51 Cheque layouts 77 Cheque printing 77 Coin amp note analysis 79 Common Tasks 17 Company Car 54 Company details 27 Company s bank details 27 Compassionate Leave 35 Confirming EFT uploads 82 Context sensitive help 134 Cost reports 107 108 111 CSO Rteurns 103 D Disability Benefit parameters 27 DSFA Returns 106 E EHECS return 103 Emergency tax tables 38 Employee calendars 60 Employee Details Attendance Record 60 Employee Details Benefit in Kind 54 Employee Details Deductions 49 Employee Details General 46 Employee Details Pay 47 Employee Details PAYE PRSI Details 51 Employee Details Payment History 58 Employee Details Tax Deduction Card 58 Employee Details Timecards 62 Employee functions 45 Employee Reports 118 122 123 124 126 Employer s contributions 40 G Generating EFT files 72 H Health Insurance providers 42 Health Levy Exemption 51 2003 2007 Aquila Technology 140 HRPay Time amp Attendance Payroll Holiday Accrual 35 Pensionable Pay 40 Holiday planning 60 Permanent Health Ins payments 85 Holiday status 123 Personal use of company van 54 How to get help 133 Popup help 134 PRC1 Form 106 Printing payslips 72 Processing payslips 72 Insurance Reports 116 118 119 Proximity cards 25 L PRSA Limits 40 PRSA payments 85 PRSA providers 42
71. agreed with them before use To Enter Edit Banking Details L As you edit any field the record will automatically enter edit mode Enter the name of your bank as it should appear on reports in the Bank Name field and press lt Tab gt Enter the bank branch address in the Address fields using lt Tab gt to move from field to field Enter the sort code for this bank branch in the Sort Code field and press lt Tab gt The hyphens are automatically entered as you type You will find the sort code on account statements and on your cheque and lodgement books Enter the account number from which payroll payments will be made in the Account field and press lt Tab gt Enter the name of the bank account in the A c Name field and press lt Tab gt Note that this should be the name that appears on statements cheques etc If you are using electronic banking the codes to be entered in the User ID Owner ID and 2003 2007 Aquila Technology HRPay Time amp Attendance Payroll Volume ID fields will be supplied by your bank These must be entered before you can create EFT files for electronic payments 8 Click the Save button to save the banking details or click Cancel to cancel the entry The third page of the Company Details screen contains some general system parameters as shown below 2 Company Details ABAR General Bank Miscellaneous ajxi Apply Tax Exemption Limits to Pension a
72. ailable free of charge from the Revenue Commissioners The application may be ordered on the ROS website at www ros ie P45 1 Leaver Processing When an employee leaves your employment at any point during the year you must make a P45 return to the Revenue Commissioners and issue the employee with a P45 certificate showing their earnings and deductions while in your employment Before HRPay will allow you to do this you must either process or delete any unprocessed payslips for the employee You will then have a choice of two methods of making the P45 return 1 Hard copy 2 ROS File Upload HRPay provides a facsimile of the P45 certificate which can be used to complete the P45 form and generates a ROS P45 file to allow you to use these two methods of making a return The P45 function accessed by selecting the P45 Processing entry in the Revenue Reports sub menu of the Reports Menu The P45 Processing screen will then be displayed as shown below 2003 2007 Aquila Technology Reports Menu 95 AZ E F Preview a Mont H Employees wih 4 Foush Date proor to Emp ID Name Finish Date 003 Angelina d Councy 02 10 2000 O05 Jil Bloggs 1010 2006 Report Type Screen Printer C ROS File Save File As Edi e The Form P45 is designed to be printed on a pre printed Revenue form When the Preview checkbox is checked a representation of this form is displayed in the preview Unchec
73. ameters 6 types of voluntary schemes Full history employee records with drag n drop editing Individual personal calendar for every employee Timecard recording with automatic calculation of overtime etc Full integration from calendar to timecard to payslip Full history of timecards and payslips Automatically generated payslip with user over ride Instantaneous and simple net to gross calculation Automatic accrual and consumption of flexible holidays Up to 10 voluntary deductions per employee On the fly payslip processing Choice of fully formatted plain paper or preprinted payslips Full password controlled access on a per function basis Batch processing of payslips for all employees Automatic selection of EFT payments to bank WYSIWYG Payslip previews Cheque printing with customisable layout Bank giro printing with customisable layout Coin amp note analysis for cash payments Records payments to Revenue and pension schemes Prints directly to P35 P60 etc Fully compatible with ROS P30 P35 P45 1 P45 3 amp P46 Comprehensive report set including CSO EHECS return User defined reporting periods Reports to screen disk file or printer Full lookup facility on employees codes etc Validation of all user inputs Help prompt on all inputs 2003 2007 Aquila Technology Product Features 7 1 3 Popup help for all entry fields Context sensitive help for all function
74. and the record will automatically go into edit mode 2 Enter the employee s PPS number in the PPS PRSI No field and press lt Tab gt If the employee has not provided a PPS number enter NONE in this field 3 Select the employee s tax status from the dropdown list in the Tax Status field and press lt Tab gt 4 Select the employee s initial PRSI code from the dropdown list in the PRSI Code field and press lt Tab gt 5 Ifyou have been instructed to use the initial PRSI code for all subsequent periods regardless of earnings set the checkmark in the Locked checkbox and press lt Tab gt 6 Enter the tax credit amount in the Tax Credit field and press lt Tab gt If the employee is being paid by month or by quarter this must be the monthly tax credit For all other pay frequencies this must be the weekly tax credit 7 Enter the Standard Rate Cut off Point in the Std Rate Cut Off field and press lt Tab gt If the employee is being paid by month or by quarter this must be the monthly cut off point For all other pay frequencies this must be the weekly cut off point 8 Ifthe employee is exempt from the Health Levy set the checkmark in the Health Levy Exempt checkbox If the employee has supplied a P45 the next two steps should be completed 9 Enter the gross pay amount from the P45 in the Gross Pay Prev Emp field in the P45 panel and press lt Tab gt 10 Enter PAYE amount from the P45 in the PAYE Prev Emp field and press lt
75. and conditions of this agreement You must advise Aquila Technology of any licence transfer and the purchaser must apply for a new registration code If you transfer the program you must at the same time transfer any documentation and the back up copy or transfer any documentation and destroy the back up copy You may not retain any portion of the program in any form under any circumstance Terms This license is granted in perpetuity and is effective until terminated You may terminate it by destroying the software the documentation and copies thereof This license will also terminate if you fail to comply with any terms or conditions of this agreement You agree upon such termination to destroy all copies of the program and of the documentation or return them to Aquila Technology Other Rights All other rights not specifically granted in this licence are reserved by Aquila Technology 2003 2007 Aquila Technology Getting Started Running HRPay for the first time 13 2 1 Running HRPay for the first time When you first run HRPay you are given the choice of opening a sample company or starting anew company The sample company allows you to experiment with settings and try out the various features of the product It can also be used as a training tool and a test system If you are unsure of the operation of any function you can experiment with that function in the sample company rather than running the risk
76. and some information must be entered manually Information provided by HAP ay is shown with a light green background e g Fields that must be completed manually are chown with a white background e g __ 5 You should review the information generated by HAP ay and comect it ii necessary 6 When pou are ready to make pour return pou can pont it to the CSO form by clicking the PRINT button or transcribe the information from the 10 sections li pow choose to pont directly to the CSO foo remember to tum off the background image frst You may with to pnnt a test copy on plam paper to check that the felds are propery aligned before you pont to the CSO form National Minimum Wrage 8 65 Before running the analysis all employees must be assigned a CSO Code and the National Minimum Wage entry should be verified The EHECS return can be printed on a pre printed CSO form When the Preview Form checkbox is checked a representation of this form is displayed in the preview Uncheck this box to print to the pre printed form The Quarter spin button is used to specify which quarter is to be analysed The Start Date and End Date will be set automatically when a quarter is selected An analysis can be done for any period by specify a starting and ending date The Top Mgn and Left Mgn fields are used to shift the printed results up and down and left and right for alignment on the CSO form Click the Analyse button to gather and classify the
77. and the preview screen is closed the following query will be displayed Did all gros port comecth e If you answer Yes to this question the payslips will be marked as paid and the giros cannot be printed again However if you answer No the payslips will remain in an unpaid status and you may reprint the giros later 3 4 5 3 Bank EFT Payments The Bank EFT file is created in the Run Payroll screen but the payments cannot be regarded as complete until this file is actually transmitted to the bank The purpose of this function is to confirm that this file was actually transmitted and to mark the payslips as paid 2003 2007 Aquila Technology Processing Menu 83 To view the contents of an EFT file and confirm the transmission select the Bank EFT Payments item in the Bank amp Cash Payments sub menu of the People menu This will cause the following screen to be displayed BANE FILES Fie Crested 23 05 2003 1007 30 Contains amp payments Total value 1 781 16 Ke 6325 64 Michael Gawd O Grady 2 6301 6 Angelina dCourcy Who 323 92 Ji Blogg Wee 6274 59 Joe Paxman e The field and folder listing at the top of the screen are used to select the disk drive and folder which contains the EFT file e Allavailable EFT files in the selected folder are shown in the listing on the right This can include files which were previously confirmed as sent e The panel at the bottom of the scre
78. ary if an employee was being paid early for some reason e The number of periods covered by the listing can be increased using the From Period and To Period fields A possible reason for this could be if an employee was on paid absence e Setting the Paypacketissued checkmark for any payslip indicates that it has been paid e The This Payslip fields show the coin and note requirements for the selected payslip Highlighted in yellow e The Allpayslips fields show the total coin and note requirements for all the payslips listed To mark a payslip as paid 1 Select the desired line using the mouse or the lt Tab gt key When a line is selected it changes to a darker shade of yellow and has a light grey frame around it 2 The This Payslip fields at the bottom of the screen will show the notes and coins needed to make up the cash payment 3 Click the Paypacket Issued checkbox to set the checkmark This will automatically put the screen into edit mode 4 When you have marked all selected payslips as paid click the Save button All paid payslips will then be cleared from the listing Bank Giro Payments If any employees have opted for payment by credit transfer and you are not an electronic banking customer you may print Bank Giros directly from HRPay as long as you have suitable giro stationery Giro stationery is supplied by your bank and has a fixed layout When the Print Giros entry is selected from the Processing menu the followi
79. at are regularly used as reflected in the main menu shown below a HAP ay Time amp Attendance Payroll File Company People Processing Reports Window Help The File menu is used for opening backing up and restoring a company etc The Company Menu is used to set up system parameters company details yearly calendar etc The People menu is used to maintain employee records record time amp attendance and enter payslips etc The Processing menu is used to process the payroll and make payments etc The Reports menu is used to generate reports make monthly and annual returns etc 2003 2007 Aquila Technology HRPay Time amp Attendance Payroll e The Help menu provides access to this help file and the various Task Assistants The general features of the functions contained in these major groupings are Setup Assistant to for step by step help in setting up One click backup and restore of all HRPay data Single company for all employees Encrypted database for maximum security Automatic handling of Disability Benefit Automatic taxation of taxable benefits BIK System validation of tax free deductions Customisable fiscal calendar Versatile net pay rounding Automatic processing of fixed and flexible holidays User defined Overtime amp Shift rules User defined Holiday amp Absence rules Built in editable PAYE amp PRSI Tables User defined Pension amp PRSA par
80. ble You can create a bank file as many times as you like For example if you create a bank file and then realise that you forgot to include an employee in the file you can re create the file again However once you transmit a file to the bank you should mark those payslips as fully paid using the Bank EFT Payments function in order to prevent them from being included in a subsequent transmission Printing Payslips When payslips have been processed the payslips should be printed for the employees This can be done in a number of functions in HRPay and the process for doing it in this function is as follows 1 Set the checkmark in the Print Payslip box for the payslips you wish to print Click the Payslips button This will cause the selected payslips to be shown in a preview window as shown below from which they can be printed Raliahde Products plo aaa ZIP AL Grau em LEIDIS 2003 2007 Aquila Technology 76 HRPay Time amp Attendance Payroll 3 4 3 Print Payslips Payslips may be printed at the time that a payslip is processed in the Payslip Entry function or in the Run Payroll function They may also be printed at any other time using the Print Payslips function This function also allows payslips to be re printed for any number of periods and employees When the Print Payslips entry is selected from the Processing menu the following selection panel is displayed s
81. button to clear all the fields 2 Select the Scheme Type from the dropdown list in the first field Note that if the selected scheme type already exists you will not be allowed to add a second scheme of the same type 2 Enter the provider s reference number in the Reference field and press lt Tab gt 4 Enter your own description of the scheme in the Description field and press lt Tab gt sf Enter the name of the assurance insurance company in the Provider Name field and press lt Tab gt 6 Enter the address of the assurance insurance company in the Address fields using lt Tab gt to move from field to field 2003 2007 Aquila Technology 44 HRPay Time amp Attendance Payroll 10 11 12 Enter the phone number of the assurance insurance company in the Phone field and press lt Tab gt Enter the fax number of the assurance insurance company in the Fax field and press lt Tab gt Enter the email address of the assurance insurance company in the Email field and press lt Tab gt Note that this field can hold 60 characters but you may need to scroll it to display the full address If you wish to create upload files which can be sent electronically to the scheme provider set the checkmark in the Electronic Filing checkbox Select the filing frequency weekly or monthly by clicking the appropriate radiobutton in the Filing Frequency panel Click the Save button to add the new record or click Ca
82. ce scheme These descriptions must not be altered if the system is to 2003 2007 Aquila Technology HRPay Time amp Attendance Payroll process these deductions correctly If the deduction is not one of the six assurance insurance types any description can be entered e Clicking on the description of a deduction allows the description to be edited A maximum of 15 characters is allowed e The Percentage radiobutton and field allow you to specify that the deduction is a percentage of pensionable pay To enter a deduction of 5 simply enter 5 in the field e The Fixed Amount radiobutton and field allow you to specify that the deduction is a fixed amount e The Tax Exemptand PRSI Exempt checkboxes are used to specify whether the deduction is exempt from PAYE and PRSI e The six deductions at the bottom of the screen are specified as a fixed amount and are not exempt from PAYE or PRSI As can be seen from this screen four of the 10 possible deductions can be for a fixed amount or based on a percentage of pensionable pay These four deductions can also be marked as exempt from PAYE and or PRSI if required Preset descriptions can be selected to link these deductions to the pension PRSA and insurance schemes which are managed through the payroll process The remaining six deductions can only be for a fixed amount and are not tax deductible Any 15 character text can be used as a description of these deductions T
83. ckup provides adequate protection and daily activity is small The size of the HRPay database is relatively small and the major changes to the data tend to happen at weekly intervals For this reason we recommend a full backup after each weekly payroll is processed 3 1 4 Restore Data Files Fact All computer based systems fail at some point It may be as a result of human error power interruptions natural disaster or simply because they have reached the end of their useful life Whatever the reason it will be necessary to restore data to a functional system If backups have been carried out regularly recovering business data is a relatively simple task The Restore function in HRPay is designed to recover the necessary data files when required To access this function select the Restore Data Files option from the File menu This will cause the following screen to be displayed Restore Data Files Archive ttle Fesable Products ple 1770572003 Content P compare db iram 16 05 2005 4055 byte ct payraffical db from 08 03 2003 4096 bytes d paprolfvededuct px from 14 05 2006 4066 bytes d payrollemaster db from 14 05 2003 8192 bytes F Original path overwrite original Hes C Other path E Restore foil path 2003 2007 Aquila Technology 22 HRPay Time amp Attendance Payroll The Restore Files From field is used to specify the disk drive which contains the archive which
84. consuming and convenient to backup to a server This can be done by specifying the path to the server in the Destination edit box Some features of the backup can be customised 1 2 File compression can be turned off or if compression is used it can be set to normal fast or maximum compression The difference is not significant in many cases File details can be stored in the backup archive and this is recommended as it is useful information to have when doing a restore The Archive flag can be set on all files which are being backed up This marks the file as backed up and if incremental backups are being performed it will not be included in future backups unless it has been modified 2003 2007 Aquila Technology File Menu 21 4 Incremental backups can be chosen which only back up files which have been modified since the last backup This saves time and space but it can be a real pain recovering a database which has been backed up in this manner Typically users of incremental backups perform a full backup once a week and perform incremental backups daily Note that to restore a database the last full backup would have to be restored and then each incremental backup since then would have to be restored on top of the recovered files There are basically two situations where incremental backups make sense e The large size of the database makes daily full backups too time consuming e A weekly full ba
85. cord Note that the record is automatically saved if you move to another month If you wish to cancel the entry click the Cancel button before you leave the record 2003 2007 Aquila Technology Processing Menu 85 3 4 7 January Bae 29 07 02 2006 R23 JGWist 14 02 2003 February C7 41 OF 02000 C2677 March F 454 95 Apl Lou Et o bl aay j 00 F une i pig July LA 0 00 August 00 AL 0 00 Sepiember i i 0 00 October i 0 00 N ovember 0 LEEDI December A OD AI 0 00 e The grid on this screen shows the amounts due for each month the amounts paid for each month and any balance that may be due The PAYE PRSI and Total columns are not editable e The panel at the bottom of the screen shows a year to date summary of the amounts due amounts paid and the balance due When you receive an acknowledgement of your payment you can enter the receipt number and the date of the acknowledgement for record purposes 1 Enter the receipt number in the Receipt column and press lt Tab gt Enter the date on which the receipt was issued in the format shown in the Receipt Date column for the relevant month A date can be selected from a dropdown calendar when this column is selected a Click the Save button to update the record Note that the record is automatically saved if you move to another month If you wish to cancel the entry click the Cancel button before you leave the record En
86. ctions has been completed click any of the value entry fields This will hide the edit and dropdown fields and make the screen less cluttered 4 To enter the actual deductions click the Percentage or Fixed Amount radiobutton and enter the required percentage of pensionable pay or the amount in Euros in the associated entry field 5 If the deduction is PAYE and or PRSI exempt set the checkmark in the Tax Exempt and or PRSI Exempt checkboxes 6 The six deduction entry fields at the bottom of the screen should only be used for fixed amounts which are deducted after PAYE and PRSI has been calculated q When all deductions have been entered you may save this record by clicking the Save button However remember that if you are in the process of adding an employee record the record will not be complete until the PAYE PRSI details have been entered PAYE PRSI Details The PAYE PRSI Details page of the Employee Record Maintenance function has two purposes Initially it is used to enter an employee s tax details and as earnings are processed it keeps a running total of the employee s gross pay deductions tax credits and the PAYE and PRSI paid to date ad Employee Record Maintenance Emp No mc Name Ai PAYE amp PRSI Paame PPS PASI No 3518157 Tax Status Nomai m PASI Code 1 Locked Tax Credits E7365 Std Rate Cut Oit 711 35 Health Levy Exempt I Pes Week Per Week Year to Date Tata to b
87. d To Create the Bank EFT File 1 Select the payments that are to be included in the EFT file by setting the checkmark in the Include in Bank File box This can not be done until the payslip has been processed and can only be done for employees who are paid by bank transfers 2 Click the Bank button This will cause the following entry panel to be displayed Bank File Details File Ho fi Reference g File Nome D a Bank DutBow 23052003 EFT Al e The Payment Date is the same as that entered on the previous screen and may be changed This is the effective payment date that the bank will use for the transfer to the employee accounts e The File No is specified by your bank e The 18 character text in the Reference field will be shown on the bank statements 2003 2007 Aquila Technology Processing Menu 75 e The filename is generated from today s date This can be changed but the EFT file extension must not be changed e If you wish to save the file in an alternative folder this can be done by typing the folder name in the File Name field or by choosing a folder using the button next to this field 3 When you have entered the Bank File Details click the Save button to proceed The file will then be created and a message will be displayed showing the number of payment records in the file and the total value of the payments This function is very flexi
88. d returned The PRC1 Report provides a listing of all employees who have had more than two PRSI classes during the year including all of the details that must be returned This report can be viewed by selecting the PRC1 Report entry in the CSO and DSFA Reports sub menu of the Reports Menu This report a sample of which is shown below has no selection criteria PRC1 Report for Tax Year 2007 Reliable Products plc PAYE Registered No 1234567 X Changed Contribution Class Category PRS Contributions Class EE z PPS Humber Employee Name Code Weeks Eamings Employee Total 1234567T Joseph Kenny 307 69 0 00 26 15 14633 61 740 83 2313 91 1739 42 49 36 736 25 2234567E Angelina d Courcy AD 2 607 69 0 00 51 65 Ai 26 13668 25 700 00 2190 82 AL 1 476 92 14 00 65 27 3234567 Breda Brennan AD 4 875 39 0 00 74 41 FA PT E E as mme E a NA 190 04 584 16 2003 2007 Aquila Technology Reports Menu 3 9 4 3 5 4 1 Payroll Reports Payroll Cost Summary The Payroll Cost Summary is a simple report that displays the gross cost of wages and salaries and employer contributions by week for any date range 107 To view the cost summary select the Payroll Cost Summary entry in the Payroll Reports sub menu of the Reports Menu This will cause the following selection panel to be displayed From Date To Date mam E Include Unprocessed Papships e A daterange may be specified
89. d will then show a list of the proximity cards from the card reader database and the name of the person to whom each card has been assigned 6 To complete the link to HRPay enter the Employee ID from HRPay in the third column Emp ID and press lt Enter gt or lt Tab gt The name of the person from the HRPay Employee Records will then be displayed in the final column of the grid 7 Finally click the Save button to save your changes Note It is not necessary to have a name assigned to all proximity cards as you may have more cards than employees If any employee is not linked to a proximity card their time and attendance details must be entered manually Company Menu Overview The Company Menu contains functions which are used as part of the initial system setup and also provides the ability to review and change the rules and parameters which HRPay uses in calculating gross pay PAYE PRSI and pension contributions The entries contained in the Company Menu are shown on the next page and detailed in the following sections Company Details System Calendar Overtime amp Shift Pension Providers Holiday amp Absence Rules amp Rates Tax T ables PAS Tables PASSA Rules Company Details Your company details are a central part of the payroll process The details entered in this screen are used in returns to the Revenue Commissioners reporting to pension amp PRSA providers making EFT payments to the
90. dance Payroll 3 5 6 3 5 6 1 Time amp Attendance Reports When the time recording features of HRPay are being used on a consistent basis the Time amp Attendance reports can provide information that is useful in evaluating performance and ensuring compliance with working time regulations There are four reports in this group as follows Attendance Report summarises absences by employee under five headings Holiday Report shows the flexible holidays taken and due by employee Time keeping Report summarises time keeping performance by employee Working Hours Report identifies the degree to which employees are working excessive hours by day and by week Attendance Report All of the time and attendance information entered in the Timecard Entry function of HRPay is available to provide statistical information which can be used as part of the assessment of an employee s performance The Attendance Report provides a summary of non holiday absences for a specified date range for all or selected employees To view this report select the Attendance Report entry in the Time amp Attendance Reports sub menu of the Reports Menu This will cause the following selection panel to be displayed From Date moz To Date 2406 2005 From Employee on To Employee EE Fe e A daterange may be specified for the report using the From Date and To Date fields e Printing can be limited to one or more employ
91. date of birth in the Date of Birth field or use the dropdown calendar to select a date and press lt Tab gt This is a required field Enter the employee s first name s in the First Name s field and press lt Tab gt Select the employee s marital status from the dropdown list in the Marital Status field and press lt Tab gt Enter the employee s surname in the Last Name field and press lt Tab gt Enter the employee s mother s maiden name in the Mother s Maiden Name field and press lt Tab gt This field is required if the employee has not provided a PPS number Enter the employee s home address in the Address fields using the lt Tab gt key to move from field to field Enter the phone number at which the employee may be contacted outside of working hours in the Phone field and press lt Tab gt Emergency contact details next of kin or general notes may be entered in the Emergency Contact General Notes memo Press lt Tab gt after entry to move to the next field If desired enter the employee s job title in the Job Title field and press lt Tab gt Select an employment status from the dropdown list in the Status field and press lt Tab gt If the employee has died the status must be set to Deceased Otherwise the status should be set to Full time Part Time Probation Apprentices Trainee or Other to allow the EHECS analysis to classify the employee correctly Select one of the CSO types from the dropdown list in th
92. downwards 3 To adjust the horizontal positioning of the printed information on the page used the Left Mgn field to adjust left or right Again the printed information can be moved in 1mm increments A negative value shifts the printout to the left and a positive value shifts the printout to the right 4 To turn off the background representation of the P45 form uncheck the checkmark in the Preview box before clicking the Print button The preview will then show the report without any formatting ready to print on the pre printed form gt To avoid the possibility of mis alignments when printing the Revenue forms we strongly recommend that you print initial samples to a light weight copier paper or lighter plain paper and check the alignment using a strong light WARNING The P45 must be completed on an original Revenue form This is a statutory certificate and the facsimile provided with HRPay is intended for alignment and presentation purposes only Under no circumstances should the facsimile form be used as a substitute for the original Revenue document as this may result in a significant fine Generating a ROS P45 File 1 Select the employee s for whom P45s are to be returned by setting the checkmark in the Process P45 box This can only be done for employees who do not have unprocessed payslips A warning will be displayed if you attempt to generate a P45 for an employee who has an unprocessed payslip and you will be prevented f
93. dropdown calendar attached to this field 6 Ifthe loan was repaid before the end of this tax year enter the date of repayment in the To Date field Otherwise enter 31st Dec as the ending date The date can also be selected from the dropdown calendar attached to this field 7 The annual average monthly and average weekly taxable values of all benefits may be checked in the last three fields of this screen by scrolling the display 8 Click the Save button to save the details or the Cancel button to discard the changes Other Annual Benefits This panel should only be used to record benefits which are provided and paid for throughout the year For example if an employer pays VHI or BUPA subscriptions for employees in a single lump sum the regulations state that this must be treated as a taxable benefit in the pay period that the premium Is paid All four benefits in this panel are treated as annual amounts and are averaged over the full year for tax purposes To add a benefit 1 Set the checkmark in the checkbox to the left of the selected benefit in the Other Annual Benefits panel Up to four general benefits can be recorded per employee 2 Enter a short description of the benefit in the Description field and press lt Tab gt 3 Enter the fair market value of the benefit in the FMV field Typically this will be the cost to the employer of providing the benefit 4 The annual average monthly and average weekly taxable values
94. e such as a disk crash the information is then available to be restored to the repaired computer or to a replacement system Prudent management of business data suggests that a backup should be carried out at least once per week or once per day if a large amount of transactions are processed on a daily basis 2003 2007 Aquila Technology 20 HRPay Time amp Attendance Payroll To backup the data files for the company that is currently open select the Backup Data Files option from the File menu This will cause the following screen to be displayed Backup Data Files Eg D Destination and Options for Backup Compression Level F Save File Details fe rie is F Set Archive Flags MEET Backup Mode C Fastest i Full i Maximum Incremental Status File in progress i meU 56 Saved Ready to backup data files ce Reliable Producte ple The panel on the left shows the files which have been selected for backup for the currently open company File path information is stored in the backup file in order to allow a subsequent restore to be automatically made to the same directory The Destination field is used to specify a disk drive directory and backup file name If the backup is being done to a floppy disk the blank disk MUST be inserted b
95. e CSO Code field and press lt Tab gt This is also used by the EHECS Report Enter the date that the employee commenced employment in the Start Date field or select a date from the dropdown calendar and press lt Tab gt Enter any date beyond the end of this year in the Finish Date field or select a date from the dropdown calendar and press lt Tab gt If a date is entered which falls before the end of the year HRPay will disable entry of payslip information as of that date If the employee is a director set the checkmark in the Director checkbox and press lt Tab gt To make this employee visible to other functions in HRPay set the checkmark in the Active checkbox Ideally you should not do this until all four pages have been completed You may now save this record by clicking the Save button but the record will not be complete until the Pay Details Deductions and PAYE PRSI details have been entered 3 3 2 2 Pay Details This page of the Employee Record Maintenance function is used to store the employee s pay details and banking details On the top half of the screen four panels are used to provide the payment rules for the system and allow payslips to be generated automatically as follows e Pay Basis determines how the employee s pay is calculated 1 Hourly Rate Payment is based on the hours entered in the timecard or the payslip Overtime is paid in accordance with the parameters entered in the Overtime amp Shift
96. e banking details of your business including the details necessary to create EFT files for electronic payments i ae i hd Company Details Bank Mame Ukte Bark I Address mo Sot Code 580825 Account 51888273 7 Afc Name F alabie Products 7 User ID 10254 Owner ID 220854 Volume ID MOL The Bank Name field is used to store the name of the bank that will be used to make payroll payments to employees The address of the bank branch should be entered in the Address fields This is used on some reports The sort code for this bank branch must be entered in the Sort Code field in order to make electronic or giro payments This can be found on cheques lodgement books and statements The account number for the payroll bank account must be entered in the Account field in order to make electronic or giro payments The name of the bank account as it appears on cheques statements etc must be entered in the A c Name field Itis not necessarily the name that you might use to describe the account i e what you describe as the Payroll Account would probably be known to the bank as XYZ Co A C 2 The User ID is assigned by the bank when you sign up for electronic banking The Owner ID is assigned by the bank when you sign up for electronic banking If this has not been specified the code given for the User ID should be entered in this field The Volume ID is used by your bank as an identifier and must be
97. e date can also be selected from the dropdown calendar attached to this field 7 The annual average monthly and average weekly taxable values of all benefits may be checked in the last three fields of this screen 8 Click the Save button to save the details or the Cancel button to discard the changes Note that certain categories of employment are exempt from taxation on accomodation 2003 2007 Aquila Technology People Menu 57 Preferential Loans If the employee is given a loan from the business either interest free or at a preferential interest rate the following steps should be used to record the benefit 1 Set the checkmark in the appropriate checkbox on the left of the Preferential Loans panel Up to three loans can be recorded per employee 2 Select the loan type by setting the checkmark in the General or Mortgage checkboxes 3 Enter the amount of the loan or the balance at the start of the tax year if the loan was advanced before the start of the year in the Loan Amount field and press lt Tab gt 4 Enter the effective annual interest rate in the Interest Rate field and press lt Tab gt Do not convert this to a decimal value 1 e for an interest rate of 10 enter 10 5 If the loan was advanced after the start of this tax year enter the date on which the employee received the loan in the From Date field Otherwise enter 1st Jan as the starting date The date can also be selected from the
98. e holiday pay for all remaining accrued holidays and add this to the gross pay e These fields inthe centre column show the elements of gross pay Additional payments can be added and existing amounts can be modified Reimbursement of non taxable expenses is handled by entering the amount in the Reimbursed Exps field e Tohave the system automatically handle the taxation of state disability benefit enter the amount of disability benefit received in the period and the number of days for which it was paid in the two fields labelled Dis Ben Days e The first 10 fields in the right hand column show the various voluntary deductions that are to be deducted These fields cannot be changed on this screen any changes must be entered in the Employee Record Maintenance function e The PAYE and PRSI fields show the PAYE and PRSI that has been calculated for this payslip These cannot be changed 2003 2007 Aquila Technology People Menu 67 The net pay after all deductions is shown in the b field This can be changed When this field is changed the system calculates a gross pay amount that will result in the specified net pay The number of Insurable Weeks willtypically be 1 for weekly paid employees unless the payslip includes payment for holiday periods For monthly paid employees this number will be 4 or 5 This field cannot be changed The PRSI Sub class that applies for this period is shown in the PRSI Class field This field
99. ecord that you set up should be for system management purposes and should provide access to all screens Take a note of the User ID and the Password that you enter in this dialog and keep it in a safe place as you will need them to get back into HRPay in the future Adding a User Access Record l Click the Add button The cursor will then be positioned in the User ID field and the lookup button will be enabled to allow you to select from a list of existing employees 2 Select an Employee ID from the dropdown list that is displayed using the lookup button or enter any code of your choice in the User ID field and press lt Tab gt The code can be up to 6 characters in length 3 Enter your chosen password in the Password field and press lt Tab gt Again this can be up to 6 characters long 4 If you have selected an existing employee the Name field will be automatically completed Otherwise you can enter up to 40 characters in this field sf Uncheck any functions which should be hidden from this user using the Spacebar to check uncheck and the lt Tab gt key to move from function to function Alternatively use the mouse to uncheck the functions you want to disable Note that 1f this is the first record to be added or 1f you are editing the access record for the current user of HRPay the Access Control function cannot be disabled This is an intentional restriction to prevent you from accidentally disabling the Access Control functi
100. ees by entering the Employee IDs in the From Employee and To Employee fields To print preview the report 1 Enter the date at which you want the report to commence in the From Date field or select a date from the dropdown calendar and press lt Tab gt 2 Enter the date at which you want the report to end in the To Date field or select a date from the dropdown calendar and press lt Tab gt 3 Enter the Employee ID from which to start in the From Employee field or use the lookup button to select an employee and press lt Tab gt 4 Enter the Employee ID at which to end in the To Employee field or use the lookup button to select an employee 2003 2007 Aquila Technology Reports Menu 123 5 Click the Print button The report will be displayed in the preview screen from which it can be printed as shown below Attendance Report OO to 08 2005 Certified Uncertitied Compassionate Excused Unadwised Emp No Hame Sickness Sickness Leave Absence Absence 001 William Morgan 0 0 g 4 5 0 Total Absence Days 45 Absenteeism Rate 4 LER Chades Mancini 0 5 0 O a Total Absence Days 0 5 Absentecism Rate 0 Angelina d Courcy Note that the Absenteeism Rate which is shown on this report includes all absence days regardless of type 3 5 6 2 Holiday Report While the Attendance Report shows unplanned absences the Holiday Report provides a summary of holiday taken for a specified
101. efore starting the backup operation The Compression Level radiobuttons are used to choose the type of file compression to use if any Using compression results in a smaller backup file size and requires less disks Compression is recommended because of this If the Save File Details checkbox is checked the backup file stores details of all the files in the backup This is used by the restore function to allow a preview of the archive before deciding to proceed with a restore If the Set Archive Flags checkbox is checked the file is marked as having been backed up This is used with incremental backups to ensure that only those files which have changed since the last backup are included ina subsequent backup This has no effect if the backup mode is Full When Full Backup Mode is selected all files are included in the backup whereas when Incremental mode is chosen only those files which have changed since the last backup are saved The pie chart shows the degree of compression achieved The light blue section shows the percentage by which the files have been compressed and the dark blue section shows the final backup file size as a percentage of the original size If no compression has been selected this diagram is meaningless To backup data files simply insert a blank disk in the A floppy drive and click the Backup button If more than one disk is required the system will prompt for additional disks On networked systems it is less time
102. eg TEE ane Te Contribution a To Eur Accomodation Description FMV Contibution From Date To Date Apartment 57 Woodleigh 3 000 00 1 000 00 oor 2003 32 2003 8 Preferential Loans Loan Type Loan Amount Interest Fate From Date To Date General v Mortgage 0 00 x 23127400 2372 2002 Other Annual Benefits Description Description Fey E Heath resumen maT 000 00 8 fT E000 Taxable Value of Benefits 5 012 33 Year 417 69 7 Month General Pay Detale Deductions PAYE PRSI Detale Taxoble Feneis Company Car or Van If an employee has a company supplied car or the use of a company van for personal travel the benefit should be added as follows Set the checkmark in the first checkbox on the left of the Company Car Van panel Type the vehicle registration number in the Reg No field and press lt Tab gt Select the vehicle type from the two choices in the Type field i e car or van and press lt Tab gt Enter the original market value of the vehicle in the OMV field and press lt Tab gt This will typically be the list price less a discount of not more than 10 5 Select the mileage band that represents the annual business mileage of the employee and press lt Tab gt Note that the annual mileage must be used even if the car is only available to the employee for part of the year This field is not used where the vehicle is a van 6 Ifthe emp
103. en shows a summary of the content of the selected file If no file is selected the content of the most recently selected file is shown e Whenthe Sent Ok button is clicked the payslips which were used to generate the selected EFT file are marked as paid When you have transmitted the EFT file to the bank using the software application supplied by your bank the following procedure should be followed to inform HRPay of a successful transmission L Navigate to the folder containing the EFT file using the field and panel on the left of this screen 2 Select the file that has been transmitted in the panel on the right of the screen summary of the contents of the file will then be displayed in the File Summary panel a Verify that the file contents show the correct periods employees and payments This panel may be scrolled if it contains more than four payments 4 Click the Sent Ok button to confirm that the file was sent 5 A confirmation message will then be displayed as shown on the next page asking you 1f you want to mark the contents of the file as fully paid 2003 2007 Aquila Technology 84 HRPay Time amp Attendance Payroll 3 4 6 Conf Q Mak the contents of CA PayroMBANE FILE ST FO10W EFT as fully poid If you answer No to this question the update process is cancelled If you answer Yes the relevant payslips are marked as fully paid and you will then be given the opportunity to del
104. en the file types and should only be changed by an experienced user The button next to this field allows you to choose a folder and filename 2003 2007 Aquila Technology 94 HRPay Time amp Attendance Payroll 3 5 2 3 e The contents of the ROS file will be displayed in XML format when the View button is clicked 1 Click the ROS File option in the Report Type group The Save button will then be displayed 2 Ifnecessary change the folder and filename in the Save File As field Do not change the file extension as the offline ROS viewer will only open the file 1f the extension is known to it 3 Click the Save button A message will then be displayed as shown on the next page to confirm that the file was created lnformalon x The P35 file has been successfully created as Ld DAP ayo Revenue Qutbox 6564275w P35 This fie may now be uploaded to pow ROS account The conterts of the fle may be viewed by chcking the View buton of by using you web boowse IF pou also view this file as a ROS P35 document When a ROS file is created the View button is enabled to allow you to view the contents of the file in the built in XML viewer Your internet browser also allows you to view edit the file and expand collapse the nodes while the ROS Offline Application displays the file as a fully editable form If you plan to make ROS returns we recommend that you install the ROS Offline Application which is av
105. enabled to allow you to view the contents of the file in the built in XML viewer Your internet browser also allows you to view edit the file 2003 2007 Aquila Technology 90 HRPay Time amp Attendance Payroll 3 9 2 2 and expand collapse the nodes while the ROS Offline Application displays the file as a fully editable form If you plan to make ROS returns we recommend that you install the ROS Offline Application which is available free of charge from the Revenue Commissioners The application may be ordered on the ROS website at www ros ie P35 Reports At the end of each year employers must complete a P35 return for the Revenue Commissioners This summarises the amounts deducted in PAYE and PRSI the employer s PRSI contributions and any taxable benefits and pension contributions for the tax year If there are any outstanding amounts due these must be remitted at this time As with the P30 Report HRPay provides two methods of making a P35 return 1 Hard copy 4 Form Types 2 ROS File Upload HRPay provides an internal summary report which can be used to complete the P35 forms prints P35 data to pre printed Revenue forms and generates a ROS P35 file to allow you to use any of these two methods of making a return The P35 Reports are accessed by selecting the P35 Reports entry in the Revenue Reports sub menu of the Reports Menu This will cause a report selection panel to be displayed as sho
106. enu This will cause the following selection panel to be displayed Employee Records Report A E 1 From Employes wm 4 To Employee ps a e Printing can be limited to one or more employees by entering the Employee IDs in the From Employee and To Employee fields To print Employee Record Cards 1 Enter the Employee ID from which to start in the From Employee field or use the lookup button to select an employee px Enter the Employee ID at which to end in the To Employee field or use the lookup button to select an employee 3 Click the Print button A single page summary of the each employee s record details will then be displayed as shown on the following page These may be printed from the preview screen for record retention purposes 2003 2007 Aquila Technology 114 HRPay Time amp Attendance Payroll Employee Record Faraone Deils Employee No on PPSN No 18191611 Name Michael Gerard O Grady Address 249 Tut Use D fis Merlin Park Garry Job Tithe Technical Diraca Status Wark Penance Start Date UT Fay Ceia a Pay Basis Hairi Pai Basic Hors 7 Groas Pay YTE ETES ET Faki Up Tor DAKA Bank Ceila Bank Bank of raami Sort Cocke THH Adisa Main SL Cranmore Apini Mi TIMAH Thee Cantal a Par Yaar Par con Tax Basis Haal Tax Credits 1500 id Standard Rate Cut Off Point ETOK crana Tax Dedueted YTD f m vionr Giai TatDeducted YTO ponnaes
107. enue forms we strongly recommend that you print initial samples to a light weight copier paper or lighter plain paper and check the alignment using a strong light WARNING The P60 must be completed on an original Revenue form This is a statutory certificate and the facsimile provided with HRPay is intended for alignment and presentation purposes only Under no circumstances should the facsimile form be used as a substitute for the original Revenue document as this may result in a significant fine CSO and DSFA Reports EHECS Return The Central Statistics Office conducts a range of surveys during the year which businesses are legally obliged to complete and return The Earnings Hours amp Employment Costs Survey EHECS is one such survey and is carried out quarterly This survey requires you to complete a form which can contain up to 135 discrete pieces of information about the earnings working hours holidays and time off and PRSI contributions of your employees In addition it requires that you provide some information about some of the overhead costs associated with the employment of workers You may not be asked to complete the EHECS but if you receive a form it must be returned HRPay can provide answers to over 100 of the required entries on the form substantially reducing the amount of effort required to make the return The EHECS Return function is accessed by selecting the EHECS Return entry in the CSO and DSFA Reports sub
108. er Unpaid Wages amp Salaries Go Emplerer PensioniPRSA Emp Ho Mame Period Pay PRS Contributions 1 Michael Gerard O Grady 10 2470 51 40 26 Eq 06 oo Angelina d Courcy 13 499 99 22539 00 0 00 oo4 Geraldine Anne O Reilly 10 1 000 00 107 50 0 00 Michael Gerard O Grady 13 2357 43 26 74 235 74 ss Sam 71 50 Tm we I We D rire eg Paie a eee E5 or 1 wil Sub Totals 0 22525 749 06 496 36 Payments Due to Revenue Commissioners PAYE amp PRSI on Wages amp Salades Paid to Date Payments Due to Pension PRSA Heath Ins Providers PRSA Park Life Assurance Co 646 78 Pension Direct lite Assurance Co 156 68 Total Outstanding Scheme Contnbutions 703 46 Empl e s Accrued Holiday Entitlement ploye ay Accrued Equivalent Emp Ho Mame Holidays Value 1 Michael Gerard O Grady 76 00 El 040 18 T Lu Jin Bl yys O38 19 02 ggg Joe Paxman 1 15 47 0G 1 195 28 NOTE Ezra ones laser itka ii care des ba ee oi Urgal Cakran i pains Cie doi Eiai Fair Ek a et b bfai par bi prial Ufana mitha ii di t donnes ra Par met a rest parpi a Para Pat all Cana prieina Total Current amp Future Payroll Liabilities 12 040 13 2003 2007 Aquila Technology Reports Menu 111 3 5 4 4 Payroll Distributions The Payroll Distributions reports are similar to the Payroll Cost Summary and Payroll Cost Detail reports However the Distributions reports are intended to assist in tra
109. es to an overtime rate Note that this can be different for each day e g in the sample data Friday is a 7 hour day so overtime begins after 7 hours Also in the sample data Saturday is a week end non working day so overtime begins immediately 1 e after 0 hours The hours entered in Step 7 are automatically copied into the From field in the O T Rate 1 panel so it is only necessary to enter the cumulative number of hours to which this rate applies in the To field of the O T Rate 1 panel Again the hours entered in Step 8 are automatically copied into the From field in the O T Rate 2 panel so it is only necessary to enter the cumulative number of hours to which this rate applies in the To field of the O T Rate 2 panel Once again the hours entered in Step 9 are automatically copied into the After field in the O T Rate 3 panel so no entry is required in this panel Click the Save button to save the changes or click the Cancel button to reverse any changes that you have made 2003 2007 Aquila Technology Company Menu 35 3 2 5 Examples Basic Rate O T Rate 1 O T Rate 2 O T Rate 3 For the first From To From To After 8 8 10 10 12 12 First 8 hrs at basic next 2 hrs at O T 1 next 2 hrs at O T 2 remaining hrs at O T 3 Basic Rate O T Rate 1 O T Rate 2 O T Rate 3 For the first From To From To After 4 4 24 24 First 4 hrs at O T 1 remaining hrs at O T 2 Basic Rate O T Rate 1 O T Rate 2 O T Rate 3 For the
110. essseseeeeeeeeseseeeeeeeeseeseeeeseeseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 103 RCE hoenc tae neencse tes acta E E esate caesar Soenenedsenesesdoese 106 Payrol 5 9 10 CPR eee eee 107 OI Gost SUNMA y ssssrrri eRe RR RERE EREEREER EERE TEn EREEREER 107 PVC 9 EIB gt IP enn eee enn eee 108 Payroll UUM Stetina tiated tient cheated died ahead diag clea head ecient dieateeddiaetdedieatendideaeendeaates 110 Py OWS ADO a na tant a an 111 Book raner SR tension tne antet EN 112 Employ e RECOS ierra nina ee eee 113 TR Dee ne ao no nn eo eo ne 115 Pension amp PRSA Reports aoe sa ana esse anna ea 116 Scheme Contributions REPOT ecusi a a a k aa aaa kaa aaki 116 Employee Status Report 118 D SO DO ee a de er a cocks 119 reae Dpoad NES D a eme ee 120 Times Anendante Repons SR seen 122 Aero O R PO ae E ee te de con 122 EEan EE g AEE E a E EE EEEE de EE EEE E EEE 123 Time keeping COON e nnrEEEEEEEEEEEEenerar nEn E EEEE nenene 124 2003 2007 Aquila Technology Contents II Working Hours Ropo sssri anc daute nad e T 126 gO 3 4 0 MENUS PET aAa 129 Window METU ssrssnesssccssnnersiremessassnanren essences ne sente n ben arret ss ste Ea 129 OPDIONS MONS ee ee aan ne ee ee 129 A ENS 1 PRESSE eee PER nre 129 Part IV Getting Assistance 133 SU MON TO OO TCI ennuis caen nn 133 OI TOOLS e E 134 3 ROOISTCFINA HRPAY siccicscwcsavcvinwssinwevinwnisosniiuus views aa aaa aaa aaa NN 136 Index 139
111. ete the EFT file C D you want lo delete the EFT he cm e If you decide not to delete the EFT file the next time you view the file summary for this file it will contain an additional line to inform you that the file was previously updated Fully Processed amp Transmitted Note HRPay does not transmit the EFT file to the bank Your bank will supply a program to do this Enter P30 Payments Every time a payslip is processed the PAYE and PRSI deductions are accumulated and used to create the monthly P30 return Typically the amount due is remitted with the P30 paid online or debited from a bank account if direct debits are being used Any unpaid P30 amounts are carried forward and reported in the P35 return at the end of the year The Enter P30 Payments function is used to record ongoing payments to the Revenue Commissioners so that the correct balance is available when generating a P35 When the Enter P30 Payments entry is selected from the Processing menu the screen shown on the following page is displayed To enter or edit P30 Payments 1 Enter the date on which the payment was made in the format shown in the Date Paid column for the relevant month and press lt Tab gt A date can be selected from a dropdown calendar when this column is selected 2 Enter the amount paid in the Amount Paid column and press lt Tab gt The is added by the system 3 Click the Save button to update the re
112. for the report using the From Date and To Date fields e Whenthe Include Unprocessed Payslips checkbox is checked the report includes payslips which have not yet To Preview or Print the Report l h been processed Enter the date at which you want the report to commence in the From Date field and press lt Tab gt Enter the date at which you want the report to end in the To Date field and press lt Tab gt To exclude unprocessed payslips i e pending payments clear the checkmark in the Include Unprocessed Payslips field Click the Print button The report will then be displayed as shown below in the preview screen from which it can be printed Perioal Bee tenner Gross Pay ri 4 1314 70 M6218 195 13 75 49 RETES 10 26 0919 73287 Payroll Cost Summary 0101 2003 to 26 06 2005 For All Payslips Employer PRSI Contribution 45 47 125 13 44 51 116 09 25 52 04 95 271 5 10 7447 Employer Pension Contribution ess TH 49 3 11 Ex 5 97 6 40 0 51 20 46 TH 51 Employer AVC Cont ibution 20 00 0 00 0 00 0 00 0 00 0 00 00 00 Enploser Employer PRSA PRSA AVC Contribution Contribution en 0 00 TH 44 20 00 3 11 0 00 0 25 0 00 5 97 0 00 6 40 0 00 20 51 0 00 0 46 0 00 En 51 0 00 Totm Pay oll Cost 54 17 H dogi 5751 1 4 35596 20574 90 49 S571 35035 2003 2007 Aquila Technology 108 HRPay Time amp Attendance
113. for this week should be updated as shown in the dialog on the next page 2003 2007 Aquila Technology People Menu 65 3 3 5 Contam In this case the payslip is generated from the hours entered in the timecard If all hours for the week have been entered you should answer Yes to this question so that the payslip is based on up to date information However if you are updating the timecard on a daily basis it doesn t really matter whether you update the payslip every day as long as you do so at the end of the week Note If you make manual adjustments to the hours on the payslip using the Payslip Entry function these changes are over written if you update the payslip from the timecard at a later time Deleting a Timecard If the Delete button is enabled the timecard may be deleted A timecard may only be deleted if the associated payslip has not been processed Deleting a timecard also deletes the payslip Notes regarding absence days If a half day absence is entered for any day any times in the Time In and Time Out fields will remain unchanged If a full day absence is entered for any day any times in the Time In and Time Out fields will be cleared However times can be re entered in these fields after the day has be changed to a full day absence The totals at the bottom of the screen include hours for holidays and absences only if the parameters specify that payment is given and the employee ha
114. g in triple pay for any hours worked Do not pay if worked The system does not add holiday pay to the employee s earnings Any hours worked are paid in accordance with the overtime rules In this case if a bank holiday merits triple pay the overtime rules would have to specify triple pay for working a bank holiday Credit when worked Rather than adding holiday pay to the employee s earnings the system adds an extra day to the employee s holiday bank Any hours worked are paid in accordance with the overtime rules The Save button must be used to save any changes made to the holiday parameters To cancel the changes click the Cancel button 2003 2007 Aquila Technology Company Menu 37 Absence Parameters l 10 11 12 Note Click the Edit button to enable editing of the parameters file if it is not already in edit mode To limit the number of uncertified sick days that can be paid set the checkmark in the Max Uncertified Paid checkbox This will allow the weekly and yearly maximums to be entered Enter the maximum number of uncertified sick days that will be paid in any year in the Days per Year field Enter the maximum number of uncertified sick days that will be paid in any week in the Days per Week field To limit the number of certified sick days that can be paid in any year set the checkmark in the Max Certified Paid checkbox This will allow a yearly maximum to be entered Enter t
115. g days The process for changing the calendar is as follows Changing the Number of Weeks in the Year 1 Click the appropriate No of Weeks in Year radiobutton When changing from 52 to 53 an extra week will be added to the calendar When changing from 53 to 52 the last week will be removed from the calendar 2 If employees have already been added to the system click the Synchronise button to copy the changes to the personal calendars Changing the Week end Days L Right click on the name of the day to be changed from Week end to Working This will cause the context menu to be displayed as shown below n Cles to Wokng Dar Sel as Wesk E rd Sel os Pubit Hobday Sal as Business Hobday 2 Click Clear to Working Day This will cause that day to be set for a working day for all weeks 3 Click and drag the Red Triangle over the title of the day that you want to set as week end day and release the mouse button to drop the triangle All weeks in the calendar will now show that day as a week end day 4 If employees have already been added to the system click the Synchronise button to copy the changes to the personal calendars Adding amp Removing Public Holidays l To remove a Public Holiday right click the date in the calendar grid and click Clear to Working Day in the context menu 2 To add a Public Holiday click and drag the Green Triangle over the required date in the calendar grid and release the mouse bu
116. ginal vehicle 3 Click the Save button to save the details or the Cancel button to discard the changes Subsidised or Rent free Accomodation If the employee has the use of company provided accomodation and pays no rent or a rent less than the fair market value of the accomodation the benefit should be added as follows 1 Set the checkmark in the checkbox on the left of the Accomodation panel 2 Type a brief description of the accomodation in the Description field and press lt Tab gt 3 Enter the annual fair market value of the accomodation in the FMV field and press lt Tab gt The annual value must be entered even if the employee only has the use of the accomodation for part of the year The fair market value will either be the actual cost of renting the accomodation from a third party or the rent which would reasonably be expected on the open market 4 Ifthe employee makes a contribution as rent enter the total amount contributed in the Contribution field and press lt Tab gt 5 If the accomodation was supplied after the start of this tax year enter the date on which the employee took possession in the From Date field Otherwise enter 1st Jan as the starting date The date can also be selected from the dropdown calendar attached to this field 6 If the accomodation was vacated before the end of this tax year enter the date on which the usage ended in the To Date field Otherwise enter 31st Dec as the ending date Th
117. h ikh Gross Pay E335 a EST J a an Pre Ene Pension CES 78 Uinndelined co Tax Credits esaa PASA 200 00 Undefined 0 00 PAYE 6 Vol Health Ins 383 60 Undefined 0 00 PRSI Emeloyes 6124 26 cwo Undefined 0 00 PRSI Employer E304 Undefined 0 00 Undefined 0 00 Net Pay 62 3579 ay Detads Deductions PAYE PRSI Detal Taxable Benehts Union Dues pang e fa PPS number is not available for the employee enter NONE in the PPS PRSI No field e The Tax Status is advised by the Revenue Commissioners For new employees e With P45 Use Temporary e Without P45 Use Emergency e The initial PRSI Class of the employee should be selected from the list in the PRSI Code field 2003 2007 Aquila Technology 52 HRPay Time amp Attendance Payroll e Whenthe Locked checkbox is checked HRPay will not attempt to calculate a PRSI Sub class for this employee The class specified in the PRSI Code field will be used regardless of earnings e The Tax Credits field shows the amount by which gross tax is reduced The label under this field indicates whether this is a weekly or monthly amount e The Std Rate Cut Off field shows the level at which the higher rate of tax becomes applicable The label under this field indicates whether this is a weekly or monthly amount e lfthe employee is exempt from the Health
118. he following screen to be displayed Initially this screen only shows the current settings for the selected employee in the Current Values panel Import Tax Certificate F 5j x f Inport toon de ae F Enter i File to Impost C ROS 1234567 TFA al Curent Values TTS Yeal Monthly Weekly Standard Rate Cut off Port 16 506 1 406 65 345 12 Tax Credits E2487 e207 26 CAT EE Week 1 Month 1 Basis Exemption Warginal Rela Case Total Pag irom P45 0 00 Total Tec fron PaE COL ON New Values from Tax Certificate file Yeaily Monthy Weekly Standard Rate Out off Pont 4000 CRE 6653 55 T ace Credits Er 6233 37 B67 70 Week 1Month 1 Bass Exemption lM anginal Rebel Case Total Pag YTD 60 00 Total Tac TO 0 0 XM Cancel e The radiobuttons at the top of the screen are used to specify whether Tax Credits details are to be input manually or imported from a P2C file e The Filetolmport field must contain the full path and filename for the P2C file The default file extension is TFA The buttons to the right of the field can be used to locate and display the P2C file e The Current Values panel shows the current settings in the employee file Read only e The values and settings shown inthe New Values from Tax Certificate file are what will be applied to the employee record They may be imported or entered manually e Clicking the OK button applies the new values and setting
119. he maximum number of certified sick days that will be paid in any year in the Days per Year field To limit the number of total sick days certified and uncertified that can be paid set the checkmark in the Max Total Paid checkbox This will allow an overall yearly maximum to be entered If employees are paid compassionate leave for family bereavements set the Pay while Absent checkmark in the Bereavements panel This will enable the Max Days Allowed checkbox To limit the number of compassionate leave days that can be paid set the checkmark in the Max Days Allowed checkbox This will allow the weekly and yearly maximums to be entered Enter the maximum number of compassionate leave days that will be paid in any year in the Per Year field Enter the maximum number of compassionate leave days that will be paid in any week in the Per Week field Click the Save button to save your settings or click the Cancel button to leave the settings unchanged These settings only apply to hourly paid employees The system will not pay for holidays where the employee has exhausted his her holiday bank nor will it pay for absences where the employee has exceeded the limits set on this screen However this can be over ridden during the Payslip Entry process if desired 2003 2007 Aquila Technology 38 HRPay Time amp Attendance Payroll 3 2 6 PAYE Rates Most of the tax details are entered in individual employee reco
120. he running costs of each vehicle should be entered in the Contribution field 2003 2007 Aquila Technology People Menu 55 e Accommodation 1 The accommodation description is used as a reference 2 An annual market rent must be entered in the FMV field even if the accommodation is only available for part of the year 3 Thetotal amount that the employee contributes as rent should be entered in the Contribution field e Preferential Loans 1 The allowable interest rate is lower for home loans and the loan type must be specified 2 The capital amount of the loan must be entered in the Loan Amount field If the loan was advanced prior to the start of this tax year enter the balance as of 1st Jan 3 The annual effective interest rate must be entered as a full number i e for 8 5 enter 8 5 e Other Annual Benefits 1 A description must be entered for each benefit Only benefits which are provided throughout the year should be entered 2 The annual fair market value of the benefit must be entered in the FMV field e Thethree fields at the bottom of the screen show the total notional pay that results from the selected benefits The monthly and weekly figures are averages and will be understated if some benefits are only available for part of the year Employee Record Maintenance T Attendance ecord Timec d Payment Histo Tax Deduction Caid Eso Ha al Hame William Morgan R
121. heme free of tax The percentage varies based on the age of the employee e The PRSA AVC fields show the maximum percentage of salary that an employee can contribute toa PRSA AVC scheme free of tax The percentage varies based on the age of the employee In the unlikely event that it is necessary to change the limits the process is very simple 1 Click the Edit button to put the table into edit mode 2 Enter the new figures in the relevant fields 3 Click the Save button to save the changes or click Cancel to reverse any changes Caution Because this table can be changed very easily we recommend that access to this function be very restricted See the User Access Control topic for information on limiting access to HRPay The PRSA Limits table is only visible for the current tax year Tables for subsequent years are provided as part of your maintenance contract The second page of this dialog shown below is used to enter any employer contributions to pension and PRSA schemes a i Employee Contibitions Employer Contibution Pensionable Pay Definition Penzion Scheme Per I Percentage 5 M Based on Pensionable Pay C Employer Contribution Percentage i l Based on Pensionable Pay C Employee Contribution e The top Regular Contribution field is used to enter the percentage of employee s contribution or pensionable pay that the employer contributes to a standard pension scheme e The top AVC
122. his 30 day period a unique unlock code must be entered This code is supplied to registered users on receipt of the registration details To register your copy of HRPay return the completed Registration Form and your registration fee to Aquila Technology or to the dealer who supplied the software Please check that you have supplied the correct installation serial number when returning your registration This can be found on the initial warning screen on the About screen or on the product registration screen as shown below Wee Will then send you support information and password which vou can use to register this program _ our serial number iz AGEUA40S4F 4 7 35002565 Li a Once you have received your unlock code you can proceed to the Registration Details screen as detailed in Section 3 1 5 and complete the registration 2003 2007 Aquila Technology Registering HRPay 137 2003 2007 Aquila Technology Index 139 Index 4 445 vs 544 week pattern 27 A Absence reporting 122 Absence summaries 60 Accounts data 111 Adjusting accrued holidays 60 Adjusting payments 65 Amounts outstanding 110 Audit trail bank 112 Automatic data entry 25 Automatic Updates 25 AVC payments 85 B Bank Giro layouts 80 Bank Giro printing 80 Bank Holidays 31 Bank transmissions 82 Before you callus 133 BUPA VHI payments 85 Button amp Field Hints 134 C Card re
123. i 0 00 20 00 50 00 Totals 16000 E78 E735 34 Printing Weekly Reports This report is provided so that you can see a breakdown by week of the contributions It can also be used to make weekly remittances if a scheme has a weekly or fortnightly reporting cycle 1 Follow the same procedure as for the monthly report and set the Report Type to Weekly 2 Enter the starting week for which the report is to be generated in the From Wk field 3 Enter the last week for which the report is to be generated in the To Wk field 4 Click the Print button to view the report as shown below Note that this is the same scheme and period as that selected in the monthly example above Reliable Products ple Scheme Contributions for Weeks 5 to 8 Scheme Type PRSA Reference 67499323 Description Provider Park Life Assurance Co Week Emp Employee Employer Month No Name Contribution Contribution Total 001 Williarn Morgan 25 00 18 97 643 47 6 001 William Morgan 25 00 185 40 243 40 6 O02 Charles Mancini a0 00 0 00 501 00 7 001 William Morgan 2500 220 51 645 51 a 001 Williarn Morgan 2500 220 46 245 46 Totals 6160 00 Era gd 235 34 2003 2007 Aquila Technology 118 HRPay Time amp Attendance Payroll 3 5 5 2 Employee Status Report Since the introduction of PRSAs it has become more important that you be ina position to inform employees of their contributions and any matching emplo
124. ion on the page used the Left Mgn field to adjust left or right Again the printed information can be moved in 1mm increments A negative value shifts the printout to the left and a positive value shifts the printout to the right 4 To turn off the background representation of the form uncheck the checkmark in the Preview Form box before clicking the Print button The preview will then show the report without any formatting ready to print on the pre printed form gt To avoid the possibility of mis alignments when printing on pre printed Revenue forms we strongly recommend that you print initial samples to a light weight copier paper or lighter plain paper and check the alignment using a strong light 2003 2007 Aquila Technology Reports Menu 101 3 5 2 6 To create a ROS P46 Return 1 Click the ROS File option in the Report Destination group The Save button will then be displayed and an entry field will be displayed to allow you to specify the folder and filename for the ROS file 2 If necessary change the folder and filename in the Save File As field 3 Click the Save button The following message will then be displayed to confirm that the file was created E3 11 Re a a DFe Revenue Outbox b564 27S lf you ate a member of the Computes Media E Scheme Ihis ile may now be sent on deckethe bo the Revenue Connencsoners Note that the ony needs to be done once lnformalron When
125. is is what will be listed in the Open Company dialog and should be a distinct name that will allow you to identify which company it refers to This field is required 2 Select the year for which the company is being created in the Tax Year field It is not possible to create a company for a future year this can only be done when the update for that year is installed 3 If you wish to open the newly created company when you exit this screen tick the Open company when created checkbox 4 Click the Create button A message will then be displayed to confirm that the company has been created When a new company is created and opened the Setup Assistant is automatically launched to take you through the setup sequence Note that each company uses just under 400Kb of disk space initially However this increases significantly as employees timecards and payslips are added A conservative rule of thumb would be to allow the following disk space for each fully populated company HRPay 5 HRPay 20 HRPay 100 3Mb 11Mb 50Mb Backup Data Files It is extremely important that payroll information be protected from loss Apart from the difficulty of trying to recreate lost records there are legal and compliance requirements which dictate that you maintain accurate and complete records When this information is maintained on a computer it is essential that the information is backed up or archived in a secure location In the event of a system failur
126. ithout any formatting ready to print on the pre printed form 5 To avoid the possibility of mis alignments when printing the Revenue forms we strongly recommend that you print initial samples to a light weight copier paper or lighter plain paper and check the alignment using a strong light P35LF Report P35LF EEEE o 7 Hia af Able Pictet ple Empiren PLEASE MATE REGS THAT ROH RUSEN ELOY IN ALL CORRE SPOMDEMCE TAXABLE BENEFITS Fed iether D s bc libres Tobie ere dr eo cae ere pr in grep on eo PATI PR are PE Cees Fal be Cod by dre Hi rot oe Lee ee Of eis bere Tite ahaa Rah orbs pre Lr ey Cr Dr Oi Ud eT Mur To PENSION PRODUCTS Pitino compii i decid bakr nag bb piai eir Retirement Benefit Scheme Pe esa tise te oki enone Li at eae ILE Boa mire OF hee BA Dire hurry De veal 7 Tre bola area COEUR by pour anpha b pbi Cod rats TT lie SCT by van A Croce Pricer paroii etek i pitt ior Lae tt LOILL JS ei RS r E alee ee Pek mi This section of the P35 return summarises benefit in kind and pension contributions As with the P35L and P35L T before printing these details on the pre printed Revenue form the positioning of the fields should be verified and adjusted if necessary and the background image MUST be turned off to prevent it from being printed on the form 2003 2007 Aquila Technology Reports Menu 93 P35 Declaration Pa TL Dre 17H ARY NC ee Cv a PO LT
127. k this box to print to the pre printed form e The Top Mgn and Left Mgn fields are used to shift the printed results up and down and left and right for alignment on the Revenue form e The date field at the top of the screen is used to determine the cut off date in selecting employees to list in the grid below e The grid shows all employees who have left before the specified date e lf the Final Pay Processed checkmark is set the employee is fully paid and a P45 may be issued e Settingthe Process P45 checkmark marks the employee for inclusion in the P45 report When this screen is first displayed the date field is set to the last day of the current week and all employees whose Employee Records have a Finish Date prior to this are listed Generating a Hard copy P45 Report 1 Select the employee s for whom a P45 is to be generated by setting the checkmark in the Process P45 box This can only be done for employees who do not have unprocessed payslips A warning will be displayed if you attempt to generate a P45 for an employee who has an unprocessed payslip and you will be prevented from proceeding 2 Click the Screen Printer option in the Report Type group The Print button will then be displayed 3 Click the Print button to preview the report as shown on the next page lf you have a computer stationery version of the P45 form before printing these details on the pre printed form the positioning of the fields should be verified a
128. l Gorard O Grady ELA sne Noma E37 000 00 E3800 a513 ETTE on O o EME Earnings This Period Deductions Thin Period Yes to Date Regular Pay 46218 Pension Total Taxable Pay 5218 PRSA Vol Health ing Union Dues PAYE PRSI te ar FESI Erclouer Perici Haired uA FRESI DIEE Homo re EE EC LA _ 44 5 A1 Nar Pay k To clear the preview press any key or right click the preview Erdos oo a o YIU Tax Summary Note that unlike some other payroll systems this is not a representation of what you might get if you buy custom stationery Itis the actual fully formatted payslip that will be printed on plain paper Processing a Payslip 1 If a payslip 1s eligible for processing 1 e there are no unprocessed payslips for the employee prior to this period the Pay It button will be enabled When this button is clicked the Payroll Calendar is displayed Set Pagrall Date Ea fa March 2003 Sun Mon Tue Wed Thu Fn Sal 11 d 13 14 15 18 19 20 gt i 2 5 2 21 B 14 9 Ji I F ci 4 a F Today do X Concel 2003 2007 Aquila Technology 70 HRPay Time amp Attendance Payroll 3 3 6 This calendar allows you to set the payment date which will be used in the Tax Deduction Card and in any EFT files which are sent to the bank 2 Select a date and click OK to proceed If the date is too early the system will warn you and give you the choice of cancelling or
129. la Technology to recover your access information from the encrypted database Processing Menu Overview The Processing Menu contains all of the functions that one would associate with the payroll run including processing and printing of payslips generating bank files printing cheques and giros and analysing the coin and note requirements for cash pay packets This menu also contains functions to record payments to the Revenue Commissioners and to pension and health insurance providers The Processing Menu contains the following entries Run Payroll Print Pavslips Print Cheques Cash Payments Bank Giro Payments Enter P30 Payments Bank EFT Payments Enter Scheme Payments Run Payroll Although payslips can be processed and printed using the Payslip Entry function this can only be done for one payslip at a time The Run Payroll function allows multiple payslips to be processed in batch mode and also generates the EFT file for electronic banking if any employees are to be paid in this manner 2003 2007 Aquila Technology Processing Menu 13 To begin payroll processing select the Run Payroll item in the Processing menu The Payroll Calendar will then be displayed as shown below to allow you to specify the effective date for payments Get Paprall Date Ea fx March 2003 Wk Sum Mon Tue Wed Thu Fn Sal 24 3 10 11 i 13 14 15 17 18 20 D 24 a af B 1 2 3 4 5 S
130. le Pay or a percentage of the Employee Contribution E G to make a matching contribution you would specify 100 of the Employee Contribution 4 Click the Save button to save the changes or click Cancel to reverse any changes The third page of the dialog is used to specify the elements of total pay that are treated as pensionable in calculating both the employee s contribution if based on a percentage and the employer s contribution as shown below ajx Pension amp PRSA Parameters Employer Contibutions Pensionable Pay Definition Pensionable Pay Includes F Basic Pay Fe Overtime Pay M Call out Premium Fe Shilt Premium Bonus Pay F Holiday Fay M Commission FF Sick Pay i Benefit in Kind k This is a very simple screen If a pay element is checked it is treated as pensionable When any changes are made on this screen the Save button is enabled to allow the changes to be saved Pension amp Insurance Providers Up to six providers can be entered for pension PRSA and health insurance schemes This allows you to have different providers for pension AVC PRSA PRSA AVC permanent health insurance and voluntary health insurance schemes All of these are integrated to the payroll and deductions are handled automatically 2003 2007 Aquila Technology Company Menu 43 To view the Pension PRSA amp Health Insurance Provider records select the Pension Providers ent
131. liced by Working Time Inspectors who may ask to see your records to verify that the regulations are being adhered to Failure to keep adequate records is a breach of the regulations and as with other breaches may result in a fine of 1 900 An additional fine can also be imposed for every day that a business remains non compliant Over the last two years over 900 000 has been imposed in fines for breaches of the regulations The Working Hours Report is intended to highlight excessive daily or weekly hours While this ts an after the fact report it can be used as a trigger to prevent excesses from recurring in the future To view this report select the Working Hours Report entry in the Time amp Attendance Reports sub menu of the Reports Menu This will cause the following selection panel to be displayed Working Hours Report From Date mn To Date 23 05 2003 E From Employer on is To Employee s al Daily Threshold fig Weekly THreshold fas e A date range may be specified for the report using the From Date and To Date fields e Printing can be limited to one or more employees by entering the Employee IDs in the From Employee and To Employee fields e The Daily Threshold field is used to specify the maximum number of hours to be worked in any 24 hour period e The Weekly Threshold field is used to specify the maximum number of hours to be worked in any calendar week 2003 2007 Aquila Techno
132. logy Reports Menu 127 To print preview the report l Enter the date at which you want the report to commence in the From Date field or select a date from the dropdown calendar and press lt Tab gt 2 Enter the date at which you want the report to end in the To Date field or select a date from the dropdown calendar and press lt Tab gt 3 Enter the Employee ID from which to start in the From Employee field or use the lookup button to select an employee and press lt Tab gt A Enter the Employee ID at which to end in the To Employee field or use the lookup button to select an employee 5 Enter the maximum number of hours that can be worked in any day in the Daily Threshold field Any fraction of an hour must be entered as a decimal 1 e 10 hours and 30 minutes should be entered as 10 5 6 Enter the maximum number of hours that can be worked in any week in the Weekly Threshold field Any fraction of an hour must be entered as a decimal i e 37 hours and 45 minutes should be entered as 37 75 7 Click the Print button The report will be displayed in the preview screen from which it can be printed as shown below Working Hours Report OVOVZ003 to 2A052003 Days Over Average Hours Weeks Over Average Hours Emp Ho Hane Limi Over per Day Limiit Over per Week oo William Morgan O OB MS 002 Charles Mancini 0 0 00 0 0 00 LE Angelina d Courcy 0 0 00 0 0 00 004 Geraldine Anne O Reilly 0 0 00 T
133. loyee details including personal details PAYE PRSI taxable benefits timekeeping attendance holidays and payments The People Menu also allows you to control access to HRPay on a person by person function by function basis The People Menu contains the following entries ime amp Attert rol W People Processing Reports Employee Records Employee Calendars Timecard Entry Payslip Entry Access Control Employee Records The Employee Record Maintenance function is used to store and maintain all personal details pay details voluntary deductions PAYE PRSI details and benefit in kind BIK In addition it displays the payment history for each employee holds the Tax Deduction Card and provides a record of attendance To view or edit the employee records select the Employee Records entry in the People menu This will cause the Employee Record Maintenance screen to be displayed This screen has 5 major pages one of which Employee Details is further divided into 5 pages giving 9 pages in all Rather than attempting to describe these as one topic they are detailed separately in the following sections 2003 2007 Aquila Technology 46 HRPay Time amp Attendance Payroll 3 3 2 1 General As the title implies the General page of the Employee Record Maintenance function is used to store and maintain general personal details M Employee Record Maintenance SIP 33 ee
134. loyee makes a contribution to the running costs of the vehicle enter the amount contributed in respect of this vehicle only in the Contribution field and press lt Tab gt UD 2003 2007 Aquila Technology HRPay Time amp Attendance Payroll 7 If the vehicle was supplied after the start of this tax year enter the date on which the employee took possession in the From Date field Otherwise enter 1st Jan as the starting date The date can also be selected from the dropdown calendar attached to this field 8 Ifthe vehicle was returned or changed before the end of this tax year enter the date on which the usage ended in the To Date field Otherwise enter 31st Dec as the ending date The date can also be selected from the dropdown calendar attached to this field 9 The annual average monthly and average weekly taxable values of all benefits may be checked in the last three fields of this screen by scrolling the display 10 Click the Save button to save the details or the Cancel button to discard the changes Change of Vehicle during Tax Year lf an employee changes vehicles during the tax year the following procedure is used to handle the change over 1 Enter the surrender date of the first vehicle in the To Date field Add the new vehicle in the second line of the panel using the procedure outlined above The starting date in the From Date field should be the day after the To Date for the ori
135. mber in the Shift No field and press lt Tab gt Enter or modify the actual hours worked in the Basic Hrs Overtime Hrs 1 Overtime Hrs 2 and Overtime Hrs 3 fields using the lt Tab gt key to move from one field to the next As you enter values the Basic Earnings field in the centre column will show the amount earned and the payslip will be recalculated If the employee has been on standby and is entitled to payment for this enter the number of hours in the Callout field and press lt Tab gt The Basic Earnings field in the centre column will show the additional amount earned and the payslip will be recalculated If Shutdown Business Holiday Holiday or Sickness hours need to be entered or modified enter the appropriate values in these fields using the lt Tab gt key to move from one field to the next As you enter values the Basic Earnings Holiday Pay and Sick Pay fields in the centre column will show the amounts payable and the payslip will be recalculated If this is a final payslip for an employee who is leaving set the checkmark in the Final Pay Cheque box A message will then be displayed to inform you that the holidays are being adjusted The additional holiday pay will then be added to the Holiday Pay field and the payslip will be recalculated The payslip may now be saved by clicking the Save button If the Cancel button is clicked all changes will be discarded 2003 2007 Aquila Technology 68 HRPay
136. menu of the Reports Menu This will cause the following screen to be displayed 2003 2007 Aquila Technology 104 HRPay Time amp Attendance Payroll CS0 Earnings Hours amp Employment Costs Survey Report Close Anaye Pet Hek F Preview Form Quarter 1 Start Date 01 01 2007 End Date 51 03 2007 Top Mgn 0 l Lett Mgn 0 Pat 1 Number of Persons Employed E Pat 2 Total Wages Salares B Pat 3 Total Hours Paid boih worked and unworked paid hours Part 4 Total Number of Paid Hours Not Worked CECI 5 Employer s 3 Pension Contributions amp Part 6 Employer sL iability Insurance p Part 7 Total Employes Social Secunty L ontibulions f for All Emplopecs Pati Pat amp Total Cost to the Employer ol Benetits provided to Emplopees excluding apprentices Mnaineses Pat 9 Total Other Labour Costs for All Employees C Fe Part 10 Total Subsodies and Refunds Recerved for All Emplopees Notes _ 1 Before you start you should ensure that all employees have a CSO Code in the Employee Records and that the National Minimum Wage shown below 1 correct 2 To generate the EHECS analysis select the quarter or the starting and ending dates and click the ANALYSE button 3 Review the 10 sections of the report by clicking on the tection titles above 4 HAP ay does not have all of the information needed to complete the retum
137. mp PASA Deeds Het Fay Rounding C None C Cash All Round to 4 multiple of 100 cents F Use Rounding Loans to cover negative Net Pay Weeks per Month Pattern G 4 4 5 fr 5 4 4 Disability Benet C Basic Top Up amp Rectore e If the top checkbox is checked the Revenue Commissioner s limits are used to decide whether pension and PRSA deductions are fully tax exempt when processing payments If the deductions exceed the allowable limits tax is applied to the excess amount e When Net Pay Rounding is set to Cash or All the net pay amounts are adjusted upwards until the total amount is a multiple of the amount specified in the entry field This additional amount is termed a Rounding Loan and is deducted from the net pay amount of the subsequent payslip before rounding on those payslips is calculated When rounding is set to Cash only those employees who are paid in cash will be affected e In certain circumstances where an employee is given a non cash taxable benefit there may not be sufficient cash earnings to cover the PAYE and PRSI This can result in a negative Net Pay figure The recommended method of handling this situation is to use a Rounding Loan to round up the net pay to zero Setting the Use Rounding Loans to cover negative Net Pay checkbox ensures that the system does this automatically and eliminates warning messages when saving payslips with negative net pay e With the exception of 53 week years all quarters have
138. mployees who are being taxed on an Emergency basis or a Week 1 Month 1 basis some columns are meaningless and are greyed out 2003 2007 Aquila Technology People Menu 59 re a S Record Maintenance PAS PASI Week Date Employee Total Inseurable PRSI Ho Faid Share Contrib Weeks Class E000 21 02 1 ER 1 Viewing amp entering the PRSI Summary As indicated in the PAYE PRSI Details topic when transferring payroll information from another system after the start of the tax year each employee s PRSI history must be entered This can only be done if no payslips have been created in HRPay for the employee The steps involved are as follows 1 Click the PRSI Summary button to display the entry panel as shown below PASI Godel insurable wks 2 Enter the employee s initial PRSI Class first This can be selected from a dropdown list when the cursor is positioned in the PRSI Code column 3 Enter the number of weeks that the employee has paid deductions at this class in the Insurable Wks column 4 Use the Down Arrow or the lt Tab gt key to move to a new blank line and continue to enter PRSI codes and weeks until the PRSI history is complete If you make a mistake the line can be deleted by pressing the Delete button 5 When you are finished click the Close button The entries are automatically saved 2003 2007 Aquila Technology 60 HRPay Time amp Atte
139. mployer has to gross up the net pay to allow for PAYE and PRSI The process for doing this is simple l If the payslip does not have any pay elements enter any value in the Basic Earnings field but preferably a value which is close to the net amount that you want to pay and press lt Tab gt 2 Move to the Net Pay field using repeated lt Tab gt s or simply by clicking in the field 3 Change the calculated value in the Net Pay field to the amount you want to pay and press lt Tab gt The following dialog will then be displayed CC Calculate Gross from Het Pay Yes Ho 4 Confirm by clicking Yes After a short delay the Basic Earnings field will be updated to show a new gross amount The delay will depend on the difference between the original net amount and the desired net amount This is why it is best to start with a basic earnings figure that is close to the desired net pay 5 Click the Save button to save the modified payslip Note that this process can be applied to any payslip even those which were originally generated from the hours on the timecard 2003 2007 Aquila Technology People Menu 69 Previewing a Payslip HRPay allows you to see a preview of the payslip at any time by pressing the Payslip button at the top of the screen An example of the preview is shown below D Reliable Products ple _ 24 01 2003 Period E Pay Advice CCE o CEA Michae
140. n that you receive from the Revenue Commissioners e When you register as an employer you will be assigned to a General Case District and informed of the GCD Unit No This can be found on any employer documentation that you receive from the Revenue Commissioners This is a three page screen Details of the other two pages are provided later in this topic To Enter Edit Company Details l As you edit any field the record will automatically enter edit mode Enter your company or business name as it should appear on reports payslips etc in the Company field and press lt Tab gt 3 Enter your full business address in the Address fields using lt Tab gt to move from field to field 4 Enter your business phone number in the Phone field and press lt Tab gt 5 Enter your fax number in the Fax field and press lt Tab gt 6 Enter the name of the contact person to be included in Revenue returns in the Contact field and press lt Tab gt 7 Enter your Employer PAYE Registration Number as provided by the Revenue Commissioners in the Employer Reg No field and press lt Tab gt 8 Enter your General Case District GCD PA YE Unit Number as provided by the Revenue 2003 2007 Aquila Technology Company Menu 29 9 Commissioners in the Tax Division Unit No field Click the Save button to save the company details or click Cancel to cancel the entry The second page of this screen is used to record th
141. ncel to cancel the entry To Edit a Scheme Provider I Select the Scheme Type from the dropdown list in the first field Click the Edit button to put the record into edit mode or simply edit any field and the record will automatically enter edit mode Make any desired changes to the record and then click the Save button to save the record or click Cancel to cancel the changes To Delete a Scheme Provider l 2 Select the Scheme Type from the dropdown list in the first field Click the Delete button The second page of this screen shows the transaction history for the selected scheme as shown below M Pension PRSA amp Health Insurance Providers CI E3 Balance due for this scheme e This grid shows the amounts deducted through the payroll and the amounts that have been paid to this provider 2003 2007 Aquila Technology Company Menu 45 3 3 3 3 1 3 3 2 e lfthe Filing Frequency for the scheme is weekly the Period column shows week numbers If the Filing Frequency is monthly the Period column shows month numbers e The Total Amount Due column is the sum of all employee and employer deductions for this scheme in the given week month e The Amount Paid column shows the amounts entered as paid in the Scheme Payments function People Menu Overview Employees are the heart of HRPay and the People Menu provides the functions required to maintain all of the emp
142. nction is accessed by selecting the P46 Starter without P45 entry in the Revenue Reports sub menu of the Reports Menu This will cause the following screen to be displayed Pap Return Starter with mo P45 El F Prenian Fom Report Destination Scen Pimter Output E Screen Printer Left Mgn fo C ROS File Top Mon 0 t e The P46 can be printed on a pre printed Revenue form When the Preview Form checkbox is checked a representation of this form is displayed in the preview Uncheck this box to print to the pre printed form e The Report Destination radiobuttons allow you to select whether to generate a hard copy P46 or a ROS file e The Top Mgn and Left Mgn fields are used to shift the printed results up and down and left and right for alignment on the Revenue form If a ROS file is selected these fields will be replaced by a single field to indicate the location of the file Generating a Hard copy P46 Report 1 Enter the Employee ID of the employee for whom you want to generate a P46 return in the Emp No field or select an employee using the lookup button 2 Click the Screen Printer option in the Report Type group The Print button will then be displayed 3 Click the Print button to preview the report as shown below 4 Complete any fields that have not been automatically completed by HRPay before posting the form to Revenue 2003 2007 Aquil
143. nd adjusted if necessary and the background image MUST be turned off to prevent it from being printed on the form 2003 2007 Aquila Technology HRPay Time amp Attendance Payroll Epa LE PT A TOM EEE CE Te CEBTITRORTE Q EEE Particulars of Employee Leaving Bros of Eerie ae Lisa erg Fired Eto a Ta la le bw a F F ii Fire HE Dur Cie fu i x cit f biri kox E mip eus pad m ee eee E Hi E f ay be parri Beets Ci ome east hie mort rire Fe Se Pot l 7 6 7 2 8 5 5 3 18 Op Tote Pep A ler Bee Poe ery ee ee T Cure Toii Far Vox lin Cale NB eT oe Ll a a a6 Fa 7 ES 5 2 5 re m D meas i r LA Le Ur hf 44 B Breme 2 a Fp Fieger See aoe Sry Lee ee eee fo cbr es ee ot ep ye oy Pay ihr encre Tie Caen Die Creme Fera mot bec d Fa Bus Barr 1 itl elelsim 4 g E T co hare T Apu of e UP H ET or erin ue ee pe DRE Ces T apo l Preview the report at 100 resolution to get an accurate representation of the positioning of the entries in the fields To adjust the printout close the preview and make changes to the settings before previewing again 2 To adjust the vertical positioning of the printed information on the page used the Top Mgn field to adjust up or down The printed information can be moved in 1mm increments A negative value shifts the printout upwards and a positive value shifts the printout
144. ndance Payroll After the first payslip has been created for an employee the PRSI history cannot be edited Clicking the PRSI Summary button will cause the history to be displayed as shown below but no editing is allowed PASI Code Summary 3 3 2 8 Attendance Record The Attendance Record page of the Employee Record Maintenance function contains a copy of the System Calendar for each employee These personal calendars are updated automatically as timecards are entered for each employee to show any absences or holidays that have been recorded in the week Absences and holidays can also be entered directly on this screen and when planned holidays are entered in the calendar these are automatically included in the relevant payroll run This means that payment for holidays is added in the relevant payroll week without the need for any user intervention kor YTD Ursdrised bsence 08 0 d O UrcetifiedSickness 00 dc Faby HaiDa e The triangles circles and half circles may be dragged and dropped onto the calendar to change the status of any day or week e The year to date total for each category of absence is dynamically calculated when the calendar is displayed 2003 2007 Aquila Technology People Menu 61 e This panel shows the number of holidays that this employee has available This numbe
145. ndance Payroll To enable HRPay to automatically update employee timecards it must know which card has been assigned to each employee and where the database for the card reader is located This is done using the Link to Card Reader function which can be accessed from the File menu io ja 5 Link bo Card Reader Overnight shilta C Yes No Location of PGAecess E gram Fienpongena Dy amp C Automatic import from Card Reader Manual Import from Card Reade Cand Reader Time Clock Model e Two models of proximity card reader are supported Each has its own software The correct model must be selected to ensure proper operation with HRPay e f overnight shifts are selected and an employee in clocked in at midnight the next time record will be assumed a clocking out record If overnight shifts are not selected and an employee in still clocked in at midnight the timecard will have to be manually edited to specify a finishing time e The folder where the software for the proximity card reader has been installed must be specified in the Location of Application field e there are two modes of operation Automatic Data is imported from the reader as timecards are viewed in HRPay Manual Data is imported from the reader only when requested by the user e The employee record in HRPay must be associated with a proximity card in the card reader database by specifying the Employee ID in the grid
146. nel shows is used to enter the total number of flexible holidays that employees can accrue in a 12 month period the rate at which holidays are accrued and added to the holiday bank and the period to which the accrual rate applies The three checkboxes in the Sickness panel indicate if there is a maximum number of uncertified certified and overall sick days that will be paid in any year as specified by the Days per Year entry fields A limit can also be put on the maximum number of uncertified sick days that will be paid in any week Indicates if employees are paid for compassionate leave The two checkboxes in the Bereavements panel indicate if employees are paid for compassionate leave and if there is a limit on the number of compassionate leave days that are paid as specified in the Per Year and Per Week fields The setting in the Bank Holidays panel determines how business amp public holidays are treated when worked Pay when worked System pays standard holiday pay Do not pay if worked System ignores the holiday Credit when worked System accrues an extra day s holidays In all three cases the system uses the Overtime rules to calculate pay for the actual hours worked To Enter or Modify the Holiday amp Absence Parameters Holiday Parameters l Click the Edit button to enable editing of the parameters file Enter the number of flexible days holidays per annum in the Annual Entitlement field This should not include any
147. ng of all payslips that have a checkmark in the Process Payments checkbox e Clickingthe Bank buiton starts the process of generating a bank EFT file for all payslips that have a checkmark inthe Include in Bank File checkbox e Clicking the Payslips button causes all payslips that have a checkmark in the Print Payslip checkbox to be displayed in a preview from which they can be printed When this screen is initially displayed it lists all employees who have unprocessed payslips unbanked payments or unprinted payslips prior to this period Note Payslips should be processed before printing as the processing activity verifies the calculations that generated the payslip and may result in changes to the final payslip To Process Payslips l Select the payslips which are to be processed by setting the checkmark in the Process Payment box for each payslip 2 Click the Process button The system will then cycle through the selected payslips and the listing will be refreshed as each payment is processed giving a flickering effect Although we could have frozen the display during processing we decided that it is a simple way of letting you know that something is happening 3 When the processing is finished a message will be displayed showing the number of payments processed the total gross value of the payments and the total net value of the payments 4 The Process Payment box for the payslips that have been processed will now be greye
148. ng selection panel is displayed 2003 2007 Aquila Technology Processing Menu 81 This is identical to the Print Cheques function However the Layout button at the top of the panel is only used to enable you to adjust for any possible differences in giro layout between the main banks i e the layout is constrained by the banks When this button is clickeqathedolloviiibg See displayed Bank Gao Fields Layout Width Transaction Date D Amount Originating Bank Branch Account Name Bank Sot Code Destination Bank Branch Address Account Name Account Ho SSS 8B S88 as ER Hopefully we have designed this screen in such a manner that you will find it simple to use Using a blank giro as a model and a ruler with divisions in millimeters measure the distance from the top edge of the giro to the top of each giro field listed above and enter the results in the Top column Repeat this process for each field measuring from the left edge of the giro to the left of each giro field and enter the results in the Left column Finally measure the horizontal space taken up by each giro field and enter the results in the Width column When you have finished close this screen to return to the Giro Print selection panel Selecting the Giros to Print l Use the spinbutton in the From Period field to indicate the starting payroll peri
149. nhancements and act as a means of problem sharing and problem resolution for our customers Any queries posted to this forum are answered within 24 hours and the problem along with the suggested solution remain on the forum as an information resource You can access the Forum directly by selecting the Web User Forum entry in the Help menu 2003 2007 Aquila Technology 136 HRPay Time amp Attendance Payroll yy aquilatechnology cam Index Bm E Ble Edt Wew Favo es Tools Heip e F m T Fe re 3 3l gt 0 BE 48 918 am ln HECK HONTE D Stop Felresh Home Search Favortes Hilcey Misa Print Edi The time now ds Thu May 29 2003 8 47 pm aquilatechnology com Forum Index System Announcements This forum is informational only Please post problems or bug reports in Tue May 13 2 the relevant forum i miki Problems amp Solutions First port of call for answers to problems mon Poe General General catch all discussions Future Product Enhancements Vote on what you regard as the priorities in our development schedule 4 3 Registering HRPay When you first run HRPay a screen will be displayed indicating that the product has not been registered HRPay is initially provided as a 30 day evaluation version even if you have purchased your copy directly from Aquila Technology or from an approved dealer In order to extend the usage of the product beyond t
150. nsferring weekly payroll data to third party accounting systems and show the Net Salaries PAYE deductions PRSI and Pension PRSA contributions for employer and employee and other employee payroll deductions The reports display these details by week for any date range To view the payroll distributions select the Payroll Distributions entry in the Payroll Reports sub menu of the Reports Menu This will cause the following selection panel to be displayed Further information about the various buttons and fields on this screen can be obtained by clicking on the relevant portion of this image Payroll Distributions d ajx Chose i amp From Date AMS F To Date 2570572003 FF Summary Detail Include Unprocessed Payslips 7 Include Taxable BIE in Total To Preview or Print the Report 1 Enter the date at which you want the report to commence in the From Date field or select a date from the dropdown calendar and press lt Tab gt 2 Enter the date at which you want the report to end in the To Date field or select a date from the dropdown calendar and press lt Tab gt 3 To print a summary report see below leave the Summary radiobutton checked The detail report which is printed if the Detail radiobutton is checked shows the information for each employee see below 4 To exclude unprocessed payslips i e pending payments clear the checkmark in the Include Unprocessed Payslips field 5 An employee
151. ntegrated system that manages employee time and attendance and handles all of the payroll tasks for small to medium size businesses The version covered by this manual is designed for the Irish market and includes all of the PAYE and PRSI parameters and rules needed to process payroll automatically under the Irish tax system HRPay is designed and marketed by Aquila Technology the developers of Artemis Accounts II As such it can be used as a Standalone application or linked to Artemis Accounts II to provide a completely integrated financial solution Special thanks to Michael Rogers and Marc Norman at Docs n Demand Contents I Table of Contents Part Introduction 9 ADO RP AN ee ee es 5 2 PFOOUCE FCS aan anna A eau 5 3 User Interface Design 222 ed een Dane te Rance ane nn en nos 7 TO XD Or NOUTO AD Beene ea ene ane ues See ee een eee eee cu 10 5 Terms amp Conditions Of Use ccceceeeeeeeeeeeeeeceneeeeseeeeseeeeseseesesoseseeesennesennesonees 10 Part Il Getting Started 13 1 Running HRPay for the first ME nes 13 2 Setting UP your COMPANY mmrmmrrmmermnenmnnnnnnnnnnnennnennnnnnnnnnenennnenenenennnnenenenennnnnne 14 Part Ill Using HRPay 17 i Fee E MEU Eee een ene ene en nt Men EN iT Se ment MCly er RENE vent ste 18 ODGH COMPANY a cevecsssccscesnecesccsheccnctansceneestaccuceeussavecavasahseensceseesnecanceenscaneesseccececneaaueamnsesseasenancs 18 Create COMPANY cesteessccstecs ces teesscest
152. nts of gross pay e Thepanel at the bottom centre shows the voluntary deductions for the specified week e Thepanel at the centre right shows the PAYE and employee s PRSI contribution for this week and the actual net pay inclusive of any rounding adjustment e The Week No field shows the week to which this payment record applies To view another week use the scrollbar on the right of the screen e f the Paid box is checked the payment has been processed Otherwise it is still pending e lf the payment has been processed the Date Paid field shows the payroll date 3 3 2 7 Tax Deduction Card This page of the Employee Record Maintenance function is largely informational showing the details that would normally be entered in a manual Tax Deduction Card as shown on the following page However if payroll information is being transferred from another system after the start of the tax year this page is where the PRSI Summary for each employee is entered e When adding anew employee the PRSI Summary button allows the number of weeks at each PRSI Sub class to be entered For existing employees the PRSI Sub class history is displayed e The Tax Deduction Card many be scrolled horizontally to view any columns which are not displayed Ifthe Date Paid column shows the word Pending this means that the payment has not yet been processed and the tax deductions may change e Aregular Tax Deduction Card is displayed in light yellow In the case of e
153. o edit enter Employee Deductions l Click the Edit button to put the record into edit mode or simply change any of the settings or fields and the record will automatically go into edit mode 2 Click the description of any deduction to enter select a new description The label will then change to an edit field or a dropdown field as shown below Pension Percentage PRSA AVC Percentage Savings C Percentage Unused C Percentage Unused The dropdown fields which are shown for the first four deductions provide a choice of six descriptions Pension Pension AVC e PRSA PRSA AVC Perm Health Ins Vol Health Ins These descriptions are identical to those used as scheme descriptions in the Pension PRSA amp Health Insurance Providers screen and should not be altered in any way if you want the deduction to be linked to the specified scheme However if the deduction is not for any of the pre defined schemes any 15 character description can be entered 2003 2007 Aquila Technology People Menu 51 3 3 2 4 In the case of the remaining six deductions any 15 character description can be entered or the description field can be cleared to leave it blank if no deduction is being entered Note that descriptions are unique to each employee i e the same deduction field can be used differently for each employee 3 When any changes to the descriptions of the dedu
154. o employees such as the personal use of a company car or van subsidised accomodation and loans and payment of club membership fees insurance premiums etc Once the details are entered HRPay automatically calculates the taxable value of the benefit and includes this notional pay in the relevant pay period so that the correct PAYE and PRSI can be deducted e Three of the four panels on this screen are shown collapsed and expand automatically to allow additional benefits to be entered when the panel is selected The panels may also be expanded and collapsed by clicking on the title of each panel e When the checkbox next to any benefit is ticked the benefit is included in payroll calculations e The first date in this tax year from which a benefit was available to the employee must be entered in the relevant From Date field e The last date in this tax year at which a benefit was available to the employee must be entered in the relevant To Date field e Company Car or Van 1 The vehicle registration number is used for reference 2 The tax rates for cars and vans are different and the type of vehicle must be specified 3 The original market value of the vehicle according to the Revenue rules must be entered in the OMV field 4 An annual business mileage range must be selected from the Annual Mileage list even if the vehicle is only available for part of the year 5 lfapplicable the total amount that the employee contributes to t
155. o to the Setting up your company topic for details on how to do this 2003 2007 Aquila Technology 14 HRPay Time amp Attendance Payroll 2 2 Setting up your company When you are ready to set up your own company use the Open Company entry in the File menu This will open an empty set of data files In fact not all of the files will be empty because the System Calendar and PAYE amp PRSI Tables are set up for the current year and the parameter tables have default values but there will be no employee or company specific information until you add these details Before you can begin to use HRPay for your own business some essential information such as rules amp parameters company details employee details etc needs to be provided This section details the general steps required to set up and configure the system If this is your first time opening this company or the setup procedure has not been completed the Setup Assistant will be activated to guide you through the setup process This will automatically launch the functions which need to be completed to set up your company These are presented in a step by step sequence to walk you through the process As you complete each step the next step in the sequence is presented until all tasks have been completed The Setup Assistant can also be called up at any time by selecting the Setup Assistant from the Help menu This causes the main HRPay window
156. od for which giros are to be printed 2 Use the spinbutton in the To Period field to indicate the final payroll period to be included in the selection 3 Enter the Employee ID from which to start in the From Employee field or use the lookup button to select an employee Only those employees who have opted for credit transfer payment will be displayed 2003 2007 Aquila Technology 82 HRPay Time amp Attendance Payroll 4 Enter the Employee ID at which to end in the To Employee field or use the lookup button to select an employee Again only those employees who have opted for credit transfer payment will be displayed 5 Click the Print button If there are processed payslips that are eligible to be paid by credit transfer the giros will be displayed in the preview screen as shown below However if there are no processed payslips for employees who are paid by credit transfer the system will display a message stating that there is nothing to be printed Fe Preview Pil ES fr EDS AR x Wister Bank Makai Squat 22 ese maiie pa ns 10 Hational Bark of helard JA M Pamaen Connell SE hoe ET Enak Reliable Product pho A a E 6 Click the printer button at the top of the preview to print Itis advisable to print one page to plain paper and check that the fields are positioned properly before printing a batch of giros on your giro stationery 7 When the giros are printed
157. of all benefits may be checked in the last three fields of this screen by scrolling the display 5 Click the Save button to save the details or the Cancel button to discard the changes Benefits that are granted in a single pay period once off payments are handled as part of the Payslip Entry function Warning Any changes to fields containing monetary values after the associated benefit has been included in payroll processing will result in incorrect cumulative deductions and will require manual adjustment at year end 2003 2007 Aquila Technology 58 HRPay Time amp Attendance Payroll 3 3 2 6 Payment History This page of the Employee Record Maintenance function is purely informational It shows the details of every payslip that has been created for the employee in the current year including any that have yet to be processed and paid and shows the hours that the employee worked in the specified week Employee Record Maintenance Vol Health Ins Union Chut Undead Week No 1 Undefined Dither Tacoble Undefined are Feinbursed Expe Undefined Paid F Other Horr Tae LUrdeimet el Date Paid 241 n 00 Gross Far aA Undeired e The 10 fields atthe top of the screen show the hours worked in the selected week A more detailed view is available on the Timecard page These hours provide the basis for the payment if the employee is hourly paid e Thepanel at the bottom left shows all of the eleme
158. of corrupting your live data Starting HRPay To start HRPay click the HRPay item in the Programs section of the Start menu The initial registration screen will then be displayed If you have already received your personalised unlock code you can click the Register button to proceed to the Registration Details screen and complete the registration Otherwise you should click the OK button to clear this screen The system can be used for a maximum of 30 days as an unregistered product The Open Company screen is then displayed Open Company E 2 amp Year Company Date Created Reliable Products pk 1 05 2003 17 3952 31 05 2003 10 36 42 e Each company except the sample company is associated with a tax year This is shown in the Year column e Double click on the company name to open a company e Clickingthe Open button also opens the selected company in the list Opening a Company Initially you have the choice of working with a sample company for practice and familiarization or you can start immediately with the setup of your own company L Select the company that you want to open in the listing 2 Click the Open button or double click the selected company If you wish to experiment with the sample company data you should read the Using HRPay topic for further information on the various functions and reports If you would prefer to start setting up your own company data immediately g
159. om Period field to indicate the starting payroll period for which cheques are to be printed Use the spinbutton in the To Period field to indicate the final payroll period to be included in the selection Enter the Employee ID from which to start in the From Employee field or use the lookup button to select an employee Only those employees who have opted for cheque payment will be displayed Enter the Employee ID at which to end in the To Employee field or use the lookup button to select an employee Again only those employees who have opted for cheque payment will be displayed Click the Print button If there are processed payslips that are eligible to be paid by cheque the cheques will be displayed in the preview screen as shown below However 1f there are no processed payslips for employees who are paid by cheque the system will display a message stating that there is nothing to be printed 2003 2007 Aquila Technology Processing Menu 79 3 4 5 3 4 5 1 Tra COS x ZTE Feur Doo eee Click the printer button at the top of the preview to print Itis advisable to print one page to plain paper and check that the fields are positioned properly before printing a batch of cheques on your cheque stationery When the cheques are printed and the preview screen is closed the following query will be displayed C Did all cheques part comecthy No If you answer Yes to this question the
160. on completely 6 To add the new record click the Save button If this is the first access record to be added a message will be displayed to confirm that access is now restricted The restrictions will apply when HRPay is next started Deleting User Access Records There are some built in safeguards when deleting user records to prevent you from accidentally locking yourself out by disabling the User Access function k If there is more than one access record you cannot delete the record for the current user of HRPay This is because this may be the only user who can run the User Access function Other records can be deleted without restriction 2 If there is only one access record deleting it will completely remove access restrictions from HRPay 2003 2007 Aquila Technology 72 HRPay Time amp Attendance Payroll 3 4 3 4 1 3 4 2 3 If the displayed record can be deleted clicking the Delete button will immediately delete the record If this was the only access record a message will be displayed to warn that access restrictions have been removed Warning Keep a record of the User ID and Password that provide access to the User Access Control function in a safe place All of the database files in HRPay are encrypted for security and you will not be able to recover the User ID and Password if you lose this information In the event that you lock yourself out of HRPay you will have to contact Aqui
161. on the centre left hand side of the screen A list of available backup archives is then displayed in the list box below this Click the relevant archive to verify the contents If file details were saved with the backup the Archive Title field and Content field and list box will show these details If required choose the restore mode by clicking the relevant radiobutton in the Restore Mode panel The choices available are All Restore all files in the archive No Overwrite Only restore files which don t exist in the target directory Newer Only restore files which are newer than those in the target directory Existing Only restore files which already exist in the target directory Existing Newer Only restore files which already exist and are newer than those in the target directory In most cases there will be no need to alter this setting and all files will be restored The most common restore operation will be to restore the files to the directory from which they were originally backed up In such cases the Restore Path should be left as is i e the Original Path radiobutton should be set Setting the Other Path radiobutton enables the field lookup button and checkbox below this allowing an alternative path to be specified If the Restore full path checkbox is checked the original directory structure saved with the backup will be reconstructed within the newly specified directory This feature can be used to verify the integrit
162. ormance of the product its appropriateness accuracy reliability or correctness The entire risk as to the use of this product is assumed by the user and or licensee Aquila Technology does not assume liability for the use of this product beyond the original purchase price of the software In no event will 2003 2007 Aquila Technology Terms amp Conditions of Use 11 Aquila Technology be liable for additional direct or indirect damages including any loss of profits or other incidental or consequential damages arising from any defects or the use or inability to use the software even if Aquila Technology has been advised of the possibility of such damages Restrictions You may not use copy modify translate or transfer the software documentation or any copy except as expressly defined in this agreement You may not attempt to unlock or bypass any licensing algorithm utilized by the program You may not remove or modify any copyright notices The evaluation version of this product may be freely distributed subject to the above restriction provided that the complete set of unmodified evaluation files are included in such distributions Back Up Copies You may make one copy of the software solely for back up purposes The backup copy must include any copyright notices contained in the original Licence Transfer You may transfer the product to another party only if the other party agrees to all the terms
163. proceeding 3 If you continue to process the payslip it is then displayed in a preview screen from which it can be printed 4 Note that this process can only be reversed by restoring from a backup You did make a backup didn t you User Access Control When HRPay is started for the first time all of the functions and reports can be accessed by any user As you add employee details to the system we recommend that you restrict access to the system by using the User Access Control feature This feature allows you to restrict access on a screen by screen basis If a user does not have access rights for a specific function that function will not be displayed in the menu If for example you want all employees to be able to enter their start and finish times and plan holidays you can give them access to just the Timecard and Employee Calendar functions To view add or edit the access records select the Access Control entry in the People menu This will cause the following screen to be displayed gt Access Control gt Payroll Processing F Print Payslips F Print Cheques F Bank amp Cash Papments F Enter P30 Papments F Enter Pension Payments ete System Calendar Overtime amp Shilt Rules Holiday amp Absence Rules Tax Tables PASI Tables Pention PRSA Rules 7 Pension PRSA Ins Providers F Revenue Reporting Ene ieee F CSO amp DSFA Reporting E mplopee Calendars T Payroll Reporti gt Timecard Entry AIS
164. question 2003 2007 Aquila Technology Help Tools 135 Context Sensitive Help The help system may be accessed at any time through the Help menu on the main menu Accessing help in this manner allows you to start with the Help Contents and navigate through various topics You may also initiate a topic search by selecting the Search for Help On menu item and look for help by typing a keyword However the help system can also be activated by clicking the Help button on any transaction or inquiry screen This will cause the help for that specific transaction or inquiry to be displayed This context sensitive help is more likely to answer your query than a general wander through the help system Task Assistants To help you with the setting up of HRPay and the sequence of tasks that must be carried out on a weekly monthly and quarterly basis a number of Task Assistants can be launched which guide you through the steps involved in these activities At ihe end of each week a short sequence of aclivilies are followed lo process pay tor f al emploress whose payday falls in this period By folowing the links green bek the relevent disiogs can be launcher in HP which will take you through the weedy process from beginning to end Th se steps should be completed in the User Forum The HRPay User Forum on our web site is used to announce new releases of the product gather requests for future e
165. r each employee If the employee is hourly paid or eligible for overtime payments this information forms the basis of his her payslip Even if the employee s payment is not based on hours worked this function can be used to comply with Working Time regulations and as a basis for absenteeism and holiday management To view or edit the employee timecards select the Timecard Entry item in the People menu This will cause the following screen to be displayed ed Time Card Entry Payroll Week From 23 02 7003 To 01 03 2003 Employee No 005 Name Jill Bloggs b z Overtime Hours 1 d UnsdvitedAbence FamdBeteavement Dvestime Hours 2 D Uncertfied Sickness 0 d Certified Sickness Overtime Hours 3 d ExcusedAbsence d Hobdy Shutdown Sickness Hours Holiday Hours Filby Hai Da Total Hours Note If you have chosen any day other than Sunday as the first day of the week the grid will be slightly different from that shown in this image e Use the lookup button to select an employee and view enter timecards The navigation buttons at the top of the screen can also be used to move from one employee to another e The Payroll Week field shows the number of the week that is currently being displayed Use the Up Down spinbutton to scroll through the weeks e The starting and ending dates of the selected week are shown above the time grid 2003 2007 Aquila Technology 64 HRPay Time
166. r is updated automatically as payroll periods are processed To edit the holiday bank double click this panel Entering Changing the Employee s Accrued Holidays One of the tasks to be completed when transferring information from an existing payroll system is the entry of the employees accrued holidays This function can also be used if you want to modify the number of holidays for an employee e g adding extra holidays as a bonus etc 1 To modify the existing holiday bank double click the Accrued Holidays Remaining panel This will cause an entry panel to be displayed in the corner of the page as shown below Sehup Change Holiday Bank Set Days to 2462 X col 2 Enter the new accrued holidays total in the Set Days to field and click OK 3 The entry panel will then close and the updated holidays will be displayed in the Accrued Holidays Remaining panel Changing the Status of Calendar Days l The simplest way to change the status of any day is to use Drag amp Drop Simply click on any of the coloured shapes and keeping the mouse button pressed drag the shape to the day you want to change Then release the mouse button to drop the shape on the selected day 2 Alternatively you can right click on any day in the calendar and this will cause the context menu to be displayed as shown below Absent Full Day Abrant it Day Excused Full Day Excused K Day Uncertied Sickness Full Day Uncertified Sickness H
167. ransferred to the P30 form This report may be printed from the preview screen January 17 42 184 67 202 25 OF 022003 202 29 0 00 February 246 31 239 40 207 71 LOTO 267 7 0 00 March 203 21 222 34 526 55 0 00 525 55 Month PAYE PRSI Total Date Paid AmountPaid Balance Due Reliable Products ple P30 Re p ort 2505 2005 Generating a ROS P30 File L 24 Click the ROS File option in the Report Type group The Save button will then be displayed Select the time period for which the return is being made a month or a quarter in the Period panel Select the month or quarter for which the return is being made from the dropdown list in the Month Quarter field Click the type of P30 return Original or Supplementary in the P30 Type panel If necessary change the folder and filename in the Save File As field Do not change the file extension as the offline ROS viewer will only open the file 1f the extension is known to it Click the Save button The following message will then be displayed to confirm that the file was created lnformmaltbon Eg A The P30 file has been successiully created as DAF amoMA evene Dubon a750 Pao This ile may now be uploaded lo yow ROS account The contents of the fle may be viewed by chcking the View Button of by ung you web beaver IF pou have iretaled the H0S Offine Appbcaton you car oso view this file at a ROS F30 document When a ROS file is created the View button is
168. rd is unique to the computer on which the software is installed If the software is moved to another computer you must apply for a new registration password 2 The serial number of the installation was not correctly specified when the registration details were supplied to Aquila Technology Exceeded Maximum Registration Attempts If more than five attempts are made to register HRPay using an invalid password the software is automatically disabled The only solution to this problem is to re install the application Evaluation Period Expired lf the product has not been registered after 30 days have elapsed from the date of initial use of HRPay access to the application will be denied The product may still be registered and on registering full access will be restored Bad System Date If the product has not yet been registered re setting the system date or time to an earlier date time will prevent the application from starting Reversing the changes to the system clock will enable the system once more Corrupted Program Any attempt to overcome the registration features of HRPay by editing the source code of the program will result in the corruption of the program This may also happen if the program has been damaged due to a system disk failure or virus infection 2003 2007 Aquila Technology File Menu 25 3 1 6 3 1 7 Check for Updates As of October 2006 new releases of HRPay were available before the
169. rds The only additional tax information required to process payroll concerns the actual tax rates and the rules that apply if an employee has no tax documents While the information on the PAYE Rates screen can be modified this should not be necessary and this function is intended to be for informational purposes only To view the PAYE Rates screen select the Tax Tables entry from the Rules amp Rates sub menu in the Company menu This will cause the following screen to be displayed DCE Tax Rates Standard Rate 20 High Fate J2 Z Exempton Maginal Relief Aate 40 Emergency Bazis Rules Standard Rate Mo PPS PRSI No Cut off Pont NTax Credit Standard Rate Tax Credit ds Ses Cut off Point K per Week Week 1 to 4 Week 5 to 8 00 Week 9 onwards 0 00 00 Erga Month 1 Ai Month 2 Month 3 onwards e The fields in the Tax Rates panel show the Standard Rate and Higher Rate of tax as percentages e Employees who have Exemption Marginal Relief status are taxed at the marginal rate for all earnings above the Standard Rate Cut off Point This typically applies to employees ages 65 and over e The Emergency Basis Rules panel shows the Standard Rate Cut off Point and Tax credit that are applied 1 When an employee has no tax documents and has not provided a PPS PRSI number 2 Whenthe employee has no tax documents but has a PPS PRSI number and is weekly paid 3
170. review Pils HE S L F over From Employee 0 al To Employer fon al Tax Year 2003 Top Margin jo Left Margin f O The P60 must be issued on a pre printed Revenue form When the Preview checkbox is checked a representation of this form is displayed in the preview Uncheck this box to print to the pre printed form Printing can be limited to one or more employees by entering the Employee IDs in the From Employee and To Employee fields The tax year for which the P60 is being produced is shown in the Tax Year field The Top Mgn and Left Mgn fields are used to shift the printed results up and down and left and right for alignment on the Revenue form Printing P60s l eS Enter the Employee ID of the employee at which you want to start generating P60s in the From Employee field or select an employee using the lookup button and press lt Tab gt Enter the Employee ID of the employee at which you want to stop generating P60s in the To Employee field or select an employee using the lookup button and press lt Tab gt Select the year to which the P60s apply from the dropdown list in the Tax Year field Click the Print button to preview the results as shown below P60 z PAYE PRSI ara er Parity Tan Loir E 1 ioe nes piiki 1 ET wF iima J AN FAT 1 b n apih 5 i a d E pu in raps L om fn ee ne TEL bal una r m Sas aaa 2 rarm LE PE L art CET BS i k Bi If you
171. rinted for a week range the starting week and ending week are selected in the From Wk and To Wk fields e f a monthly report is selected the month can be chosen from a dropdown list in the For the month of field e When printing for internal record purposes all schemes can be grouped together When sending reports to the scheme providers a separate page should be started for each scheme by setting the checkmark in the Separate Page per Scheme checkbox Printing Monthly Reports This will be the most common type of report as most schemes are on a monthly returns basis L Select the scheme for which the report is to be printed from the dropdown list in the Scheme Type field To print all schemes leave this field set to All Schemes 2 Ifthe Report Type is not already set to Monthly click this radiobutton to set it 3 Choose the month for which the report is to be generated in the For the month of field 4 If you have selected All Schemes you may print each scheme on a separate page by setting the checkmark in the Separate Page per Scheme box J Click the Print button to view the report as shown on the next page 2003 2007 Aquila Technology Reports Menu 117 Reliable Products ple Scheme Contributions for February Reference 6743923 Phone Fax Email Emp Employ e Employer No Name Contribution Contribution Total 001 William Morgan 100 00 7 6 34 178 34 O02 Charles Mancin
172. roll Distributions Bank Transfer Summary Employee Records Tax Deduction Cards Scheme Contributions Report Employee Status Report YTO Summary Report Create Upload Files Attendance Report Holiday Report Time keeping Report Working Hours Report en li 1 2003 2007 Aquila Technology 88 HRPay Time amp Attendance Payroll 3 5 2 3 5 2 1 Revenue Reports P30 Report Each month the amounts deducted in PAYE and PRSI and the employer s PRSI contribution must be reported to the Revenue Commissioners and the amount due must be remitted The P30 is the monthly quarterly return and this can be completed in two ways 1 Hard copy single page form 2 ROS File Upload HRPay provides a short report which can be used to complete the P30 form and generates a ROS P30 file to allow you to use either method of making a return The P30 Report is accessed by selecting the P30 Report entry in the Revenue Reports sub menu of the Reports Menu This will cause a selection panel to be displayed Initially the panel will only show a radiobutton group as shown in the top half of the image below However when the ROS File options is selected the additional options and fields will be displayed as shown here C Sereen Pimter f ROS File Peiod lt j le Monthly Quarterly Month PSO Type Original C Supplementay Save File Ax nosen El
173. rom proceeding 2003 2007 Aquila Technology Reports Menu 97 3 5 2 4 2 Click the ROS File option in the Report Type group The Save button will then be displayed 3 Ifnecessary change the folder and filename in the Save File As field Do not change the file extension as the offline ROS viewer will only open the file if the extension is known to it 4 Click the Save button The following message will then be displayed to confirm that the file was created lnformalbon Eg e5 The P45 fle has been successful created as i D PayrolRevenue Quibox G564275W P45 This He may now be uploaded lo pour ROS account When a ROS file is created the View button is enabled to allow you to view the contents of the file in the built in XML viewer Your internet browser also allows you to view edit the file and expand collapse the nodes while the ROS Offline Application displays the file as a fully editable form P45 3 Starter with P45 If an employee enters your employment at any point during the year and presents a P45 you must make a P45 3 return to the Revenue Commissioners This can be done by returning Part 3 of the P45 document or by making a ROS P45 3 return This report is used to generate the ROS return The P45 3 function is accessed by selecting the P45 3 Starter with P45 entry in the Revenue Reports sub menu of the Reports Menu The following screen will then be displayed Past Return wh with
174. ry in the Company menu This will cause the following screen to be displayed This screen contains two pages The second page is described on the next page E e Pension PRASA amp Health Le Providers Reference rasna Description ComparyFension Scheme Provider Name DiectlieAsswanceCo Acres Fostes House Faz Email Electronic Filing FF Filing Frequency e The Scheme Type field contains a dropdown list which is used to select the scheme to be viewed edited or added e Most schemes are assigned a reference number which must be quoted in returns and file transmissions This is entered in the Reference field e A brief description of the scheme can be entered in the Description field for internal reference e Enter the name of the scheme provider must be entered in the Provider Name field e The full address of the scheme provider is needed to create upload files and must be entered in the Address fields e The provider s phone and fax numbers may be entered in the Phone and Fax fields e The provider s email address should be entered in the Email field If entered this is included in upload files e Setthe checkmark in the Electronic Filing checkbox to have the system generate upload files for electronic transmission of weekly monthly returns e The Filing Frequency radiobuttons indicate whether scheme returns are filed weekly or monthly To Add a Scheme Provider l Click the Add
175. s amp reports Link to Card Reader for automatic data entry Task Assistants for weekly monthly and year end tasks User Interface Design All of the inquiries transactions and reports in HRPay use a common set of tools for navigation editing etc This consistency in the presentation of the user interface is intended to reduce the amount of time taken to become familiar with the operation of the system The system wide button bars and navigation aids are shown below To learn more about the function of any of these screen elements click on the relevant portion of the graphic Transaction amp Inquiry Buttons All transaction and inquiry screens have a button bar at the top of the screen The number of buttons on each screen varies but the majority of screens will have a selection of the buttons shown below The Close button close the window if the record is not in edit mode The First button displays the first user or employee record The Prior button displays the previous user or employee record The Next button displays the next user or employee record The Last button displays the last user or employee record The Add button adds a new employee user or provider record The Delete button delete the displayed record if deletion is allowed The Edit button puts the displayed record into edit mode This happens automatically in the majority of screens The Cancel button cancels any changes which have been made to the di
176. s not exceeded any limits All absences added to a timecard are automatically reflected in the employee s calendar Attendance Record Payslip Entry The Payslip Entry function is used to review and if necessary modify the payment details that are automatically generated by HRPay Payslips can also be processed and printed individually using this function It can be used in a number of ways as follows 1 For employees paid on an hourly basis e If the Timecard Entry function is being used it is only necessary to enter the shift number callout hours and any payments that are not related to hours worked such as bonuses gratuities etc e If the Timecard Entry function is not being used the shift number and hours worked in each category must be entered in addition to any payments for bonuses gratuities etc 2003 2007 Aquila Technology 66 HRPay Time amp Attendance Payroll 2 For employees paid on a salary basis e The basic salary is entered automatically However additional payments may be entered for bonuses commissions expenses etc 3 For all employees e If in receipt of disability benefit the amount received and the eligible days must be entered At first this may seem complex However in the majority of cases the automatically generated payslips will not need any modification To view or edit the employee payslips select the Payslip Entry item in the People menu This will
177. s to the employee record 2003 2007 Aquila Technology 54 HRPay Time amp Attendance Payroll 3 3 2 5 To manually input the Tax Credits Certificate or details from a P45 1 Click the Enter Manually radiobutton This will cause the details in the Current Value panel if any to be copied to the bottom panel 2 Enter the details from the Tax Credits Certificate in the fields in the bottom panel and click OK To import a Tax Credits Certificate 1 Enter the full path and file name for the P2C file in the File to Import field and click the H button or use the Hi button to locate the file If a valid P2C file is specified and it contains a Tax Credits Certificate for the selected employee the following confirmation will be displayed Confirnn E x Confirm import of Tax Certificate For Tax Tear 2007 Company Relable Products Limited Reg Mo 124567 Employee Joseph Kenny ae 1 Click Yes to view the details of the Tax Credits Certificate These will be shown in the bottom panel 2 Ifthe employee has already presented a P45 verify that the Total Pay YTD and Total Tax YTD are equal to the P45 values If not you should contact Revenue for guidance 3 Finally click the OK button to apply the imported details to the employee record Taxable Benefits BIK The Taxable Benefits page of the Employee Record Maintenance function is used to enter details of non cash payments t
178. scheme will then be displayed in the Provider panel 2 Enter the amount paid in the Amount Paid column and press lt Tab gt The is added by the system 3 Enter the date on which the payment was made in the format shown in the Date Paid column for the relevant month or week A date can be selected from a dropdown calendar when this column is selected 4 Click the Save button to update the record Note that the record is automatically saved if you move to another week or month If you wish to cancel the entry click the Cancel button before you leave the record 2003 2007 Aquila Technology Reports Menu 87 3 5 Reports Menu 3 5 1 Overview All of the reports for HRPay are contained in four major groups in the Reports Menu Many reports can be generated in electronic form for upload to the Revenue Online System and to Life Assurance amp Insurance companies Whenever an electronic version of a report can be generated the report function will give you the choice of generating a printed report or an electronic file The Reports Menu contains the following entries ht ma Pe n ble F30 Report eports Window Help P35 Reports P4514 Leaver Processing P453 Starter with P45 P46 Starter without P45 PU Processing Revenue Reports d CS0 and DSFA Reports ER Payroll Reports Pension amp PRSA Reports Time amp Attendance Reports Payroll Cost Detail Payroll Liabilities Pau
179. splayed record The Save button saves any changes that have been made to the displayed details The Pay It button is used on the Payslip Entry screen to process an individual payslip The Payslip button is used on the Payslip Entry screen to view the current payslip The Print button is used to preview report which can then be printed The Layout button is used to change the layout for cheques and giros The Help button displays the context sensitive help topic for the screen or dialog The Explain button puts the screen into popup help mode so that popup help can be shown for items on the screen On screens where the Explain button is not displayed the button in the title bar of the window is used Report Buttons All report screens have the following tool bar tri cae AM x The T Square button reduces or magnifies the report preview The Open Folder button opens a saved report 2003 2007 Aquila Technology HRPay Time amp Attendance Payroll The Floppy Disk button saves the displayed report to disk The Printer button sends the report to the printer The Binoculars button allows you to search the report for a word phrase or value The Help Pointer button shows a help topic for those reports that do not have a report dialog The X button closes the preview screen Report Selection Criteria Screens All but the most basic of reports need to have parameters specified before the report can
180. ss has signed up for electronic banking the Giro Transfer option will be handled in the same was as EFT payments Otherwise this option allows you to print Bank Giros for any employee who has elected to be paid in this manner 12 You may now save this record by clicking the Save button However remember that if you are in the process of adding an employee record the record will not be complete until the Deductions and PAYE PRSI details have been entered Deductions Every employee can have up to 10 voluntary deductions which are handled through the payroll process These are entered on the Deductions page of the Employee Record Maintenance function a Employee Record Maintenance S 62 8 P 2 el FL Employee Detal Payment History Tax Deduction Card Anendance Recor Tanecar L Emp No HE a Name Angelina d Courcy F Tax Exempt Pension Percentage 5 Fised Amount F hiph Exempt e i Tax Exempt PRSA AVC F Percentage g Fixed Amount 100 00 F PRSI Exempt l Tax Exempt Savings Percentage Fixed Amount or PAS Exempt F Taz Exempt Unused Percentage Fixed Amount F PASI Exempt A p Unused Unused po General Pay Details Deductions PAYE PRSI Detale T asbie Benehis Unused Unused iii Unused e The descriptions of the four major deductions must be selected from dropdown lists if the deduction is for one of the six types of assurance insuran
181. supplied by Aquila Technology to unlock the software This code must be entered exactly as supplied e Whenthe Register button is clicked the system will validate the unlock code and enable the software if the correct code is entered To complete the registration process Enter your name in the Name field and press lt Tab gt Enter your company or trading name in the Company field and press lt Tab gt Enter the unlock code exactly as supplied in the Password field Click the Register button ES Eu A confirmation screen will then be displayed indicating that your registration has been successful 2003 2007 Aquila Technology 24 HRPay Time amp Attendance Payroll Registration Errors There are a number of conditions under which an attempt to register or use HRPay will fail If you do not receive a confirmation that the registration has been successful it could be for one of the following reasons Wrong Password An attempt to register HRPay may result in a message stating that the registration process failed because the password was not valid This simply means that you have entered the password incorrectly or you have received the wrong password for your system If you are sure that you are entering the password exactly as supplied the probable cause of the problem is that the password in not valid for your installation This may happen for two reasons 1 The registration passwo
182. t have complete information on tables rates exemption limits and ceilings All of the necessary information is contained in the PRSI Tables which are presented in the same format as on the Revenue Commissioners publications While the information in the PRSI Tables can be modified this should not be necessary and this function is intended to be for informational purposes only To view the PRSI Tables select the PRSI Tables entry from the Rules amp Rates sub menu in the Company menu This will cause the following screen to be displayed PRSI T ables Cumulative E aiming Ceiling Cumulative Weekly Eammgs Band i e The entry in the PRSI Class field is selected from a dropdown list to select the PRSI code that is to be displayed e The Non Cumulative Earnings Band field shows the weekly monthly earnings band which puts the employee in the associated sub class shown in the PRSI Sub class field e The portion of the weekly monthly earnings that is exempt from the Health Levy as indicated in the rates fields is shown in the third column The Balance of weekly monthly earnings is subject to the full rate as shown on the nextline 2003 2007 Aquila Technology 40 HRPay Time amp Attendance Payroll 3 2 8 e The first three columns in the grid show the employee s contribution EE the employer s contribution ER and the total contribution EE ER for all earnings below the Cumulative Earnings
183. ter Scheme Payments Every time a payslip is processed voluntary deductions and employer contributions to the pre defined pension PRSA and health insurance schemes are accumulated and used to create a monthly or weekly report for each scheme Typically the amount due is remitted to each scheme provider with the report or debited from a bank account if direct debits are being used Any unpaid amounts are included in the Payroll Liabilities Report which can be printed at any time The Enter Scheme Payments function is used to record ongoing payments to the scheme providers so that the correct balance Is available when generating the Payroll Liabilities Report 2003 2007 Aquila Technology 86 HRPay Time amp Attendance Payroll To enter or view payments to the various scheme providers select Enter Scheme Payments from the Processing menu and the following screen will be displayed a Pension PRSA Health Insurance Payments e The grid on this screen shows the amounts due for each month week the amounts paid for each month week and any balance that may be due The Amount Due columncannotbe changed e The panel at the bottom of the screen shows a year to date summary of contributions payable amounts paid and any balance due to this scheme To Record Payments to a Scheme Provider l Select the scheme to be updated in the Scheme Type dropdown list The name of company that administers this
184. that you might complete every day tasks that you should complete every week and tasks that you must complete every month When you reach the end of the year there are annual returns to be made and you need to install the files necessary to start another year Daily Tasks Although not absolutely necessary if you get into a routine of entering start and finish times for each employee on a daily basis the information is likely to be more accurate and the weekly workload will be greatly reduced This is done using the Timecard Entry function Weekly Tasks If you have employees who are paid on a weekly or fortnightly basis payslips need to be reviewed processed and paid The process can be visualised as follows Enter Timecards gt gt Review Amend Payslips gt gt Process Payslips gt gt Pay Employees To help you with this activity the Weekly Task Assistant can be called up from the Help menu and you will be taken step by step through the tasks Monthly Tasks Despite what you might think payslips for monthly paid employees are processed as part of the weekly tasks Of course they are only processed once every 4 5 weeks This means that the weekly tasks must be run at least once each month and this must be done before completing the monthly tasks The monthly tasks are more concerned with reporting i e P30 Return gt gt P30 Payments gt gt Scheme Returns gt gt Scheme Payments To help you with this activity the Mon
185. the ROS file is created the View button is enabled to allow you to view the contents of the file The built in XML viewer allows you to view the file and expand collapse the nodes as you would in your internet browser while the ROS Offline Application displays the file as a fully editable form If you plan to make ROS returns we recommend that you install the ROS Offline Application which is available free of charge from the Revenue Commissioners The application may be downloaded from the ROS website at www ros ie P60 Processing Every employee who is in your employment at the end of each tax year must be issued with a P60 This details the gross pay amounts deducted in PAYE and PRSI the employer s PRSI contribution PRSI classes and the number of insurable weeks that the employee has worked It is needed to reclaim any over payments to the Revenue Commissioners and is frequently needed when applying for loans and mortgages Unlike the other Revenue reports this is issued as a printed document only The P60 function is accessed by selecting the P60 Processing entry in the Revenue Reports sub menu of the Reports Menu This will cause a report selection panel to be displayed as shown below If you are attempting to print P60s before all payslips for the year have been processed a warning will be displayed before proceeding 2003 2007 Aquila Technology 102 HRPay Time amp Attendance Payroll Prini P
186. the printout close the preview and make changes to the settings before previewing again 2 To adjust the vertical positioning of the printed information on the page used the Top Mgn field to adjust up or down The printed information can be moved in 1mm increments A negative value shifts the printout upwards and a positive value shifts the printout downwards 3 To adjust the horizontal positioning of the printed information on the page used the Left Mgn field to adjust left or right Again the printed information can be moved in 1mm increments A negative value shifts the printout to the left and a positive value shifts the printout to the right 4 To turn off the background representation of the CSO form uncheck the checkmark in the Preview Form box before clicking the Print button The preview will then show the report without any formatting ready to print on the pre printed form 5 To avoid the possibility of mis alignments when printing the CSO form we strongly recommend that you print initial samples to a light weight copier paper or lighter plain paper and check the alignment using a strong light Note The EHECS return must be completed on original CSO forms Do not be tempted to use the formatted document from HRPay as a substitute PRC1 Report The P35 form only allows for the entry of two PRSI classes per employee If any employees have had more than two PRSI classes during the year a PRC1 form must be completed an
187. this amount e g if the official starting time is 9 00am but a person starting at 9 05am would be regarded as on time this field should be set to 09 05 00 2003 2007 Aquila Technology Reports Menu 125 e The Finish Time field is used to specify the official closing time of the business All finishes before this time will be reported as early finish Time keeping Repoit Fixi alalg From Employer fa To Employes 533 al Staal Time osoo Finish Time 173200 To print preview the report l 2 Enter the date at which you want the report to commence in the From Date field or select a date from the dropdown calendar and press lt Tab gt Enter the date at which you want the report to end in the To Date field or select a date from the dropdown calendar and press lt Tab gt Enter the Employee ID from which to start in the From Employee field or use the lookup button to select an employee and press lt Tab gt Enter the Employee ID at which to end in the To Employee field or use the lookup button to select an employee Enter the official starting time in the Start Time field or use the spinbutton to adjust the hours and minutes values up or down Enter the official finishing time in the Finish Time field or use the spinbutton to adjust the hours and minutes values up or down Click the Print button The report will be displayed in the preview screen from which it can
188. thly Task Assistant can be called up from the Help menu and you will be taken step by step through the tasks Yearly Tasks At the end of the year you will have to make Revenue returns issue P60s and get your system ready for the beginning of the next tax year As the end of the year is also the end of the month the monthly tasks must be completed before tackling the yearly tasks P35 Returns gt gt P60 Printing gt gt Install Updates gt gt Setup New Year To help you with this activity the Year end Task Assistant can be called up from the Help menu and you will be taken step by step through the tasks 2003 2007 Aquila Technology 18 HRPay Time amp Attendance Payroll 3 1 3 1 1 3 1 2 File Menu Open Company If you are working with the multi company version of HRPay you may have a number of active companies and this function is used to switch between companies In the single company version of HRPay this function Is used to switch between the sample company and the active company In either case as you add annual updates the company data for the previous year s can be retained and you can view an employee s historical details using this function To open a company select the Open Company item in the File menu This will cause the following screen to be displayed Open Company a ES Year Company Date Created sare ER roducts pk 105 2003173952 D H 05 2003 10 36 42
189. tion in the Report Type group The Print button will then be displayed 2 Select which of the five report types you want to print in the Report Format panel 3 Click the Print button to preview the selected report as shown in the samples below and on the next page Standard Report loti Erg cyar Reg He ERSTA Ergleser Umit Hs Employee Details Pay Tax Details FRE Details Emp No C1 Grows Fay Hi i6 Employes FRSE wt 20 FPS Mo TABIIUY FATE 5 41 Total FRE First ame bihm Gerard Tax Busis horral hrame ur Last Maree Grady Tax Credit 240 00 initial Class Rires 49 Tur Lies Start Date EATS r Chess ba Finish Ds AO Grd Class berlin Park Gakeay Dale of Birth Han ih Class Emp No fit Gross Pay e078 This report is intended as an internal record of the P35 data The information on this report may be transferred to the forms supplied by the Revenue Commissioners However the next four report types are intended to eliminate the extra work and potential for errors in completing forms manually P35L amp P35L T Reports P 3AL ust or EMPLOYEES WITH PPS NUMBERS IN YEAR ENDED HST DECEMBER pu F 3 Emer S Mame O Relais Produr s pic Registragian Linii Empia Emni SEE OVERLEM BAY Sto ET TAX EMPLOYE Pts FOR SLDELIMES OM pre Dec om OF Fab cu WERTLA COMPLETION OF FORM am FEFSOHAL PUBL iC Svc ML Ed E Dhi CH LLL E BEREERELE BERL AFS OF EEPL NEE FFT Ham FERHAAL PUBLIC S
190. ttendance Payroll 2003 2007 Aquila Technology All rights reserved No parts of this work may be reproduced in any form or by any means graphic electronic or mechanical including photocopying recording taping or information storage and retrieval systems without the written permission of the publisher Products that are referred to in this document may be either trademarks and or registered trademarks of the respective owners The publisher and the author make no claim to these trademarks While every precaution has been taken in the preparation of this document the publisher and the author assume no responsibility for errors or omissions or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it In no event shall the publisher and the author be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document Printed November 2007 Publisher Aquila Technology Editor Mike O Grady Production Image capture by TNT from EC Software Image editing by Impict from EC Software Document generation by Help amp Manual from EC Software Printed by Docs n Demand Aquila Technology 49 Tur Uisce Merlin Park Galway Ireland Ph 353 0 91 769971 Fax 353 0 91 786107 Email info aquilatechnology com Web www aquilatechnology com HRPay is an i
191. tton to drop the triangle 3 If employees have already been added to the system click the Synchronise button to copy the changes to the personal calendars Adding amp Removing Business Holidays Business Holidays can be single days such as a fixed holiday which is used to create a long week end or they can be for an extended shut down of one or more weeks as is typical of the construction industry The process used to add remove Business Holidays is similar in both cases 1 To remove Business Holidays right click the date or week number and click Clear to Working Day in the context menu Note that if you are removing holidays from a complete week the week end days are not affected 2003 2007 Aquila Technology Company Menu 33 3 2 4 2 To add a Business Holiday click and drag the Blue Triangle over the required date in the calendar grid and release the mouse button to drop the triangle If the triangle is dropped on the week number all the working days in that week are changed to Business Holidays 3 If employees have already been added to the system click the Synchronise button to copy the changes to the personal calendars Note If you are making multiple changes to the System Calendar it is not necessary to synchronise the personal employee calendars after each change You can synchronise all changes together before closing the calendar The System Calendar is only visible for the current
192. turns The Phone field should be completed when the employee needs to be contacted outside of work hours The Job Title field are not essential and is provided for information purposes only The Status and CSO Code fields are used in the generation of the CSO EHECS return Some Revenue returns require an entry specifying whether the employee is a director This is indicated by the Director checkbox If the Start Date falls within the current year all time amp attendance data entry and payroll data entry for this employee is disabled prior to that date This field is used in Revenue reporting If the Finish Date falls within the current year all time amp attendance data entry and payroll data entry for this employee is disabled once that date is reached Clearing the Active checkbox makes the employee invisible to the Timecard Entry and Payslip Entry functions To add or edit an Employee Record L To add an employee record click the Add button and enter a unique code to identify the employee in the Emp No field To edit an existing record select the employee s code using 2003 2007 Aquila Technology People Menu 47 10 11 12 13 14 15 16 17 18 19 the lookup button and click the Edit button Select a title from the dropdown list in the Title field and press lt Tab gt Use the Spacebar or left click to indicate the Gender and press lt Tab gt Enter the employee s
193. tware since the last time you successfully ran HRPay If so you should remove the hardware or software and see if this fixes the problem de Have you used the search facility in the help system to see if there are any topics related to the problem you are having If not try it You might find something that helps 6 Have you read this User Guide If after carrying out these checks you have not managed to resolve the problem you are ready to callus You can do so by Internet The User Forum at www aquilatechnology com is intended as a first port of call for support issues Email support aquilatechnology com Phone Use the support number provided as part of your support contract Post Aquila Technology 49 Tur Uisce Merlin Park Galway Ireland 2003 2007 Aquila Technology 134 HRPay Time amp Attendance Payroll 4 2 Help Tools There are a number of sources of help available to the user of HRPay The most obvious of these is the User Manual However mindful of the fact that most people don t like reading manuals we have tried to build as much assistance as possible into the system We have also tried to make this help quick and easy to access The major help features built into HRPay are Cursor Hints Like most modern Windows software HRPay provides a facility to show or hide context sensitive help labels similar to that shown below when the mouse cursor is moved over a b
194. u selected Timecard The Timecard page of the Employee Record Maintenance function is purely informational It shows the details of every timecard that has been created for the employee in the current year This is a read only screen and none of the information displayed can be edited For further information about this screen see the detailed description in the Timecard Entry function Employee Record Maintenance L Sunday 23 02 2003 Monday 24 02 2003 08 00 17 55 9 92 b Tuesday 25 02 2003 07 43 1000 10 30 13 00 13 40 17 55 9 03 Wednesday 26 02 2003 O7 54 O855 10 25 12 53 1340 17 55 4 73 b Thursday 27 02 2003 012 0959 10 20 1300 1330 17 55 8 87 Friday 28 02 2008 08 13 1000 10 40 13 00 13 45 17 55 4 28 kiSaturday 01 03 2003 10 30 13 30 37 Kep Basic Hours 33 0 Overtime Hours 1 4 83 Unsdvsed bsence Fanmi Berearement Overtime Hours 2 0 0 Uncertiied Sickness Cestiied Sickness Overtime Hours 0 0 Excuned Abrente Holida hubdowen Sickness Hours 0 0 Holiday Hours 0 0 Total Hours 2003 2007 Aquila Technology People Menu 63 3 3 3 3 3 4 Employee Calendars This function is used to view the Attendance Record page of the Employee Record Maintenance function without showing any of the other details in the employee record See Section 3 3 2 8 for further details Timecard Entry The Timecard Entry function is used to record time and attendance data fo
195. ul Ovestirre Inega bonuses and PART TIME EMPLOYEES mel sick amp malerily paul Ovestine negula bones and akman 6 HRPay will complete 105 of the 135 possible fields and these will be shown with a light green background If a field is empty it means that nothing was found for that field For example if you don t have part time workers these fields will be left blank 7 The 30 fields which are not completed by HRPay are shown with a white background You should now complete any of these that are relevant before clicking the Print button The completed form will then be displayed as shown in the example section below a Part Heal Seeger re Seley aaar m fee ALL CMP DES rounded to meas Eure Coe ENTIAL D Fe Hame of Cam parry r F RCE LE Phere enquires be i Lopa 1m0 213414 ADi Ces AD A riada UF i P Doai POST aE A RIRE ees Foe Ho O01 ASE E miai ere Bad ah mes h Before printing these details on the pre printed CSO form the positioning of the fields should be verified and adjusted if necessary and the background image MUST be turned off to prevent it from being printed on the form 2003 2007 Aquila Technology 106 HRPay Time amp Attendance Payroll 3 5 3 2 L Preview the report at 100 resolution to get an accurate representation of the positioning of the entries in the fields To adjust
196. utton or field This feature can be switched on and off using a menu choice in the Options menu Prompts Whenever bution or field hint labels are capable of being displayed a prompt is shown in the status panel at the bottom of the screen as shown below Maintain codes 25711703 This prompt may simply be the same as that displayed in the button field hint labels or it may include additional text Popup Help Panels In most Windows applications help is provided in a separate window which must be closed or minimised before you can continue with the current task HRPay provides an instant help facility which can be accessed by pressing F1 or by clicking the right mouse button in any entry field Pressing F1 in any field will cause a help panel to pop up as shown below whereas clicking the right mouse button will display a What s This menu next to the field which can be used to display the popup help 11 12 13 wm 15 16 i i inge day in the colenda is right clicked a context When ony 3 4 en als the selected day to be sel bo working or A man eaka TT ie Vk aier He rahi cickm us changes F are apphed to al days in that week Popup help can also be displayed by pressing Shift and F1 together This will cause the cursor to change to a question mark Clicking on any screen element with this help cursor will cause popup help to be displayed provided that help is available for the item in
197. wn below If you are attempting to run the P35 reports before all payslips for the year have been processed a warning will be displayed before proceeding Note that the shape and size of the panel will change when a ROS report is selected lt lt Preview Form Faas NN Report Format Standard Report C P3SL Aelium Raport Typa P35L T Retum G Screen Printer P35LF Return f P35 Declaration C ROS File adm ps Left Mon mal gt z aj j e The Print button has a dual purpose When generating a standard report it is used to preview print the report When generating a ROS file it is used to save the file e The P35L P35L T P35LF and P35 Declaration are designed to be printed on a pre printed Revenue form When the Preview Form checkbox is checked a representation of this form is displayed in the preview Uncheck this box to print to the pre printed form The Report Type radiobuttons allow you to select which method of reporting you want to use The Report Format radiobuttons are used to select one of five types of printed report The tax year for which the P35 is being produced is shown in the Tax Year field The Top Mgn and Left Mgn fields are used to shift the printed results up and down and left and right for alignment on the Revenue form 2003 2007 Aquila Technology Reports Menu 91 Generating Hard copy P35 Reports 1 Click the Screen Printer op
198. y of a backup archive Click the Restore button to start the restore process The status panel at the bottom will then show the progress of the restore operation 2003 2007 Aquila Technology File Menu 23 3 1 5 Register HRPay After HRPay is initially installed it runs in evaluation mode and must be registered When you receive your unlock code for HRPay you can register your copy of the software by entering your registration details The entry screen for this procedure may be accessed by clicking the Register button on the initial warning screen or by selecting the Register HRPay entry in the File menu This will cause the following screen to be displayed Product Regittration EI Ea To register send a cheque or money onder for 6S 75 eth you name company name address and senal no to Aguila Technology 45 Tur Uieoe We vall then send you support mfcematson ond the password which pou need bo register ther peocuct our senal nember 15 HRP01006 77028855 Hame Put sword yf Flegeter X Ent e Thename entered inthe Name field will be displayed as the registered user in the About panel when the program is registered e Thename entered inthe Company field will be displayed in the About panel when the program is successfully registered e The Password field is used to enter the unlock code which is
199. yer contributions to pension and PRSA schemes The Employee Status Report provides a summary of all contributions to each of the six pre defined schemes by employee This report does not imply that the deductions and contributions have been paid over to the scheme provider they simply list what was deducted for each scheme for the year to date To use this function select the Employee Status Report eniry in the Pension amp PRSA Reports sub menu of the Reports Menu This will cause the following selection panel to be displayed Employee Contnbutions Summaiy To Employer sas al Separate Page per Employee M e Printing can be limited to one or more employees by entering the Employee IDs in the From Employee and To Employee fields e When printing for internal record purposes all employees can be grouped together When issuing reports to employees a separate page should be started for each employee by setting the checkmark in the Separate Page per Employee checkbox To print Employee Status Reports 1 Enter the Employee ID from which to start in the From Employee field or use the lookup button to select an employee 2 Enter the Employee ID at which to end in the To Employee field or use the lookup button to select an employee 3 If the report is being distributes to employees the Separate Page per Employee box should be checked to ensure that different employees don t appear on the same page 4 Click the Print button

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