While completing a pay run, you can view each team member's payslip on the Payslips tab.  The name at the top left of the screen advises which pay calendar these payslips relate to. 

 

This article will explain the fields in each component of the payslip in more detail:

• Payslip snapshot 
• Payslip header 
• Payslip actions
  • Final
  • Reprocess
  • Add leave
  • Actions
• Payment details 
  • Payments 
  • Location 
  • Class
  • STP
  • Rate
  • Hours
  • Multiplier
  • Earnings
• Super, Tax, Leave and Hours summary 
• Expenses
• Deductions
• Tax calculation and Net Earnings

Payslip snapshot

The left hand section of this screen shows a snapshot summary of the payslips in this pay run. 

At the very top you will see the date range of the pay run that the payslips relate to.

Next, you will see the payment date. This is the date the funds are to be paid to team members and should be the same date as the payment date you will enter on the bank file. This date is crucial as it will be the date referred to for all of your reporting and finance obligations as the "date paid". 

You can change this date by clicking on the pencil to the left of the payment date and entering the date that meets your business requirements. Either manually enter the date in the field provided using DD/MM/YYYY format or filter through the calendar and select the appropriate date. 

Below the Payment Date you will see advice of the total number of payslip in this pay run and the dollar value of all Total Payments in the pay run 

If you only want to view certain employees' timesheets, you can use the drop-down to search and select individual team members by name. 

You can also filter the payslips using the filter icon. You can filter your staff list by Location, Group (pay calendar), Employment Type and Timezone.

You can hide this snapshot summary by using the arrow tab so you have a better view of the payslips to review them. 

Payslip header

At the top left of the payslip, the team member's name is displayed.

The name is a clickable link that will take you directly to the employee profile on the People tab. It will open in a new tab on your browser so you can check or update the employee profile without losing your place in the pay run.

Click on or hover over the (i) icon next to the payslip header to see some quick information about the team member.

• Employment type - Full time, Part time, Casual or Sub-Contractor
• Salary - (T- True if they are set up as a salaried employee. F- False if they are not set up as a salaried employee)
• Rate - This value is just a system default value and is not the current pay rate value for the employee - please check the pay rate assigned in their employee profile

Payslip actions

In the top right of the payslip, there are several action buttons that act only on the payslip of the individual employee who is selected.

Final

Clicking Final will indicate that this pay run is the team member's last one. Now you can complete the settings specific to an employee's final termination pay for the pay run. The Final button on the payslip will set the employee as Terminated, and set the Termination Date and Cessation Type, making them Final for their STP submission.

Note: for the Rate field, this value is just a default value and is not the correct pay rate value for the employee. Please check the pay rate assigned in their employee profile and adjust the value in this Rate field accordingly.

You should review all fields and data entered into this window as it is your responsibility to ensure that you are correctly classifying and reporting payment types through Single Touch Payroll. It is also your responsibility as an employer to ensure that you are paying your employees correctly and so it is important that you carefully review (and if necessary, make any adjustments to) the payslips generated for each of your team members before completing the pay run.

Reprocess

Click Reprocess to 'refresh' only this team member's payslip information after making any changes to:

• information in the employee's profile, or
• the employee's timesheet falling within this pay run, or
• payroll settings

You will receive a confirmation warning to check that you want to reprocess the payslip.

Note: Any changes you manually made to the payslip prior to the reprocess will be lost but any additional payments you added to the payslip will stay.

Add leave

Click Add Leave to add a leave payment to the payslip

Add the number of hours for the leave in the Hours field, and click Add payment

Note: for the Rate field, this value is just a system default value and is not the correct pay rate value for the employee - please check the pay rate assigned in their employee profile and adjust the value in this Rate field accordingly.

Note: in most cases it will be unnecessary to add a leave payment here as leave requests and leave approvals and timesheets will be managed in Deputy and flow through to payroll when you process a pay run.

Actions

Recalc Leave

Click Actions and select Recalc leave if you change the year-to-date amounts for leave in an employee's profile after the payrun has begun. 'Recalc Leave' will then take the new year-to-date amount from the employee's profile into account when filling in the leave balance. 

Add super

To add a one-off super payment, click Actions and select Add Super .

Choose from:

• SG - Super Guarantee
• RESC - Reportable Employer Super Contributions

Enter the amount of the payment and click Insert.

This function will add in three additional lines in the payslip:

1. An additional line entry is created for the amount the SG calculation would relate to
2. An additional line entry in negative, to reverse the above amount
3. A new line of the added super amount (or added to the existing Super Exclusive line)

In the example below, we're using the Add Super function to add an extra $100 super to Danni's payslip:

Before Add Super:

Adding $100 in super:

After Adding Super, Danni's Super Exclusive line has increased by $100. Two extra lines have been added to the payslip:

1. The $909.09 represents what would need to be earned in order to calculate the $100 super amount, and 
2. The negative amount is included to offset the $909.09

Payment Details

In this section we will explain each of the columns on the payslip.
 

• Payments
• Location
• Class
• STP
• Rate
• Hours
• Multiplier
• Earnings

Payments

The payments section will display the employee's pay items as automatically transferred from approved timesheets when the pay run was processed. The pay rate names will reflect what is set under pay details in the employee profile. This could be something like Weekday $30 representing a simple $30 per hour payment on a weekday, or it could be something like GRIA - CAS - 1-July-2024- M-F Ordinary indicating which pay condition was calculated under the award set in the employees profile.

Any recurring extra earnings such as allowances and bonuses that you have set up will also appear in this column. 

There is also a line for the Super Guarantee Rate and the calculated amount of superannuation (if the employee is eligible)

Location

The Location column reflects the Location and Area where the time was worked. If the team member has worked across multiple locations or areas during this pay period, the payslip will populate a pay line for each pay item, in each area.

In the example above, Bobbi has worked in the Thrive Cafeteria location in both the Supervisor area and the Register area. Even though the base pay rate is the same for both areas, the payslip has separated the "GRIA - CAS - 1-July-2024 - M-F Ordinary" pay lines across the two areas.  Note that for leave based payments, only the Location is used and no area set.

Class

The Class column indicates the category of this pay item and how it functions for STP purposes, Leave accrual, Superannuation Guarantee application and Pay As You Go withholding application (see chart below). Any pay items that are not considered Ordinary Time will be indicated with the Class type as chosen for that pay element.

Here is an overview of each Class and how it operates in Deputy Payroll:

Note: This chart advises the treatment of the Extra Rule type you select. For example,
When the class selected is Normal, payment of this rule will be treated as ordinary hours and not overtime hours, will accrue leave, will have superannuation applied to any payments of the rule, and will have PAYG withholding considered in the payment of the rule. 

In comparison, when you select Bonus, the rule will be treated as a bonus; not ordinary hours, not overtime hours, and will not accrue leave, but will have superannuation applied to any payments of the rule and will have PAYG withholding considered in the payment of the rule. 

Note: By default, Overtime payments will not earn superannuation, but you can change this in the employee's profile in the Payroll section.

To change the Class of a pay item, click the pencil icon to the right of the pay line, choose from the Class drop-down, and click Update Payment.

STP

If you have set up recurring extra earnings, these pay items will populate the Class and STP category based on the extra earnings rule. You can change the STP category by clicking the pencil icon to the right of the pay line and selecting an STP category from the drop-down menu. 

This table provides an explanation of each STP category listed.

Important Note: Deputy does not provide advice on employment law or taxation matters, including payroll specifics. Please seek professional advice from your legal/tax adviser if you are unsure what to select in these fields. 

It is your responsibility to ensure that you are correctly classifying and reporting payment types through Single Touch Payroll. It is also your responsibility as an employer to ensure that you are paying your employees correctly in line with applicable award/s and industrial instrument/s and so it is important that you carefully review (and if necessary, make any adjustments to) the payslips generated for each of your team members before "completing" the pay run.

Additionally you may want to visit the ATO website for assistance with selecting the correct class and STP category. 

Rate

This column shows the award condition rate calculated using the base rate the employer has set for the employee in their profile.

Hours

This column shows the number of hours worked under the condition being paid or the number of items for the element being paid, e.g. 1 lot of Laundry allowance.

Multiplier

In this column you will see the factor the Rate is multiplied by to determine the final amount being paid for this earnings line.

Earnings

In this column it shows the total payment once the [Rate x Hours x Multiplier] is calculated.

Making adjustments

You can click the pencil on the far right side of each pay line and edit the payment. However, if you find you need to edit some detail that is derived from the timesheet, it is recommended to instead make the amendments in the employee's timesheet, re-approve it and then reprocess the payslip.

Adding a payment

If you need to add an additional ad-hoc payment not reflected in the timesheet hours, such as perhaps a bonus, click on the + button on the far upper right of the payments section.

Complete the payment details and click Add Payment to add to the payslip.

Super, Tax, Leave and Hours summary

The summary section of the payslip displays:

• The employee's nominated superannuation fund
• Annual net earnings YTD
• Annual Tax YTD

The leave summary section of the payslip displays:

• Accrued leave amounts being applied in this pay run
• Leave balances after this pay run has been locked

for each leave type.

The hours summary section of the payslip displays:

• Ordinary hours worked
• Additional hours worked
• Total hours worked

Expenses

The expenses section in the payslip displays all expenses. These could be recurring expenses or ad hoc one-off expenses.

Expenses will be calculated from the employee's pre-tax wages and are considered in tax calculations.

To add a one-off expense payment, click on the + button on the far upper right of the expense section. Fill in the details and click Add Expense.

Deductions

The Deductions section of the payslip displays all deductions. These could be recurring deductions or ad hoc one-off deductions.

Deductions will be calculated from the employee's post-tax wages and are not considered in tax calculations.

To add a one-off deduction payment, click on the + button in the top right of the Deductions section. Fill in the details and click Add Deduction. 

Tax calculation and Net Earnings

Tax calculation

The final section of the Payslip displays the tax calculation. 

There is a warning to let you know how many weeks this calculation is based on. This number will default to the number of weeks in the pay calendar, or pay cycle, this team member is associated with.

If you want to change the number of weeks used in the tax calculation, click on the pencil icon and change the number of weeks, then click the Save icon.

A reason you might use this is if you are completing say, a weekly pay run, but paying an employee for 2 weeks' annual leave upfront before they go on leave. In this instance, you would change the number to 2 weeks so that tax is calculated over 2 weeks.

Note: If this is not done within the payslip, then the employee may pay more tax in this payslip than required.

If you need to change the tax calculated, for example, you have applied a different method to a marginal tax calculation, it is possible to do that directly in the payslip using the pencil button on the far right-hand side to edit.

Net Earnings

The last line of the payslip displays net earnings for the team member from this payslip.

It is a calculation of Total Payments less Expenses less Deductions less Tax.

Once you have reviewed your payslip, you are ready to complete your pay run.