Wageloch Payroll

This guide will cover the general setup of Wageloch Payroll, it’s usage and processes when paying staff.

Wageloch Payroll is our newest product; we may be making changes as time progresses and we’ll update information in this guide.

Background Configuration

Whether you're a new or existing client with Wageloch implementing Payroll for the first time, there's always a little bit of setup required in the back end of our system.

While most of this information will be based on your award setup, we will need to know of any requirements to pay:

• Allowances (car, phone, uniform, travel, etc.)
• Deductions (child support, salary sacrifice, novated lease if not direct debited)
• Bonuses
• Backpay or Redundancy

Please let your Wageloch implementation manager know of your needs to ensure this is setup correctly.

Note: If you're using an existing payroll system and would like to complete parallel runs, please let us know!

Security

To use Wageloch Payroll, there are specific security requirements that must be enabled to grant access.

These permissions can be granted by Wageloch to Super Users, and Super Users to Admin users. Users that have restrictions (i.e. Non-Admin) will not have the ability to use Wageloch Payroll.

To see more on creating new users and setting permissions, please click Users & Security

Enabling Payroll Access

• Click the Settings cog, top right
• Select Security from the menu
• In the User Email field, select the email address to update.
• Tick the box for Payroll
• Click Save to finish; this user will have access to Payroll on next login.

Info: You can force the user to configure MFA on next login by ticking User Must Use MFA, top right

Enabling Multifactor Authentication

All users that intend to use Wageloch for digital onboarding, HR or Payroll are required to use Multifactor Authenticator for an additional layer of security.
You'll need an auth app like Google Authenticator, Microsoft Authenticator or Authy.

Warning: Scanning the QR code with your camera will generate a once off code, but you'll experience issues logging in every time thereafter. Use an authenticator app!

• In your browser navigate to https://app.wageloch.com.au/Login and login using your credentials
• Click on your initial in the top right and select “Manage your Wageloch User account”
• Have your mobile phone ready with your authenticator app open.
• Set the toggle under Security >> Multi Factor Authentication to Y
• You will now be shown a QR Code, please use your authenticator app on your mobile phone to scan the QR code and setup MFA.
• You will need to enter the code listed in your phone to authorise and log in to Wageloch, You can select to “Trust this device for 24 hours"

Connection Settings

• Click the Settings cog, top right
• From the menu, select Payroll >> Payroll Connection
• Here we will see three tabs; ATO STP Settings, Bank Details, Transfer BMS ID.

All information in this area is required and cannot be left blank or skipped.

ATO STP Settings

ATO Software ID

• This is Wageloch's unique ID and will be automatically generated for you.
• Please click NOTIFY ATO
• You'll receive instructions on how to notify the ATO that your STP reporting will be completed through Wageloch Payroll.
• Follow the steps for your preferred notification method.
• Click Done to finish.

• Please select if you are:
  • Someone from the business
  • A tax agent
  • A BAS agent

Organisation Details

• Organisation Name: Enter your business or trading name
• ABN: Enter your Australian Business Number (11 digits)
• Branch Code: Typically enter 1 unless otherwise specified
• Postcode: Enter the postcode for your suburb.

Business Contact Details for ATO

Enter the contact who will be authorizing pays to the ATO; Name, phone number and email address are required.

Bank Details

Inputting your bank details is super easy, and will be the existing or desired account that your wages will be paid from when we generate your ABA bank file.

• Account Name: Enter the name of your bank account as it appears on your statements
• BSB and Account Number: Enter the BSB (Bank-State-Branch). This will always be a 6 digit number that specifies your bank and branch.
• User Preferred Specification: Enter what you would like the transaction to appear as in your account.
• User Identification Number: This should be assigned to you by your bank to identify any transactions approved by you.

Transfer BMS ID

If you've been using another payroll system to report STP reports for the current financial year, you'll need your Business Management Software (BMS) ID.

Your BMS ID can be found in different areas in different payroll systems, but you'll likely locate this on a payroll report or through your business' ATO Portal.

• Log into the ATO's online services.
• Go to Employees >> STP reporting (agents go to Business >> STP reporting).
• Click the dropdown arrow next to one of your STP reports.
• Copy the Business Management software (BMS) ID so you can paste it into the Previous Software BMS ID field in Wageloch.

Pay Item Creation

Your timesheet columns created in back end of Wageloch will determine the availability of the pay items you can create.

• Click the Settings cog, top right
• Select Payroll >> Payroll Mappings
• You'll be presented with a screen that shows you: Timesheet Column, Factor, ATO Category, Type, Payslip Text, Super and PAYGW.

Lets look into these a bit further.

Timesheet Column

Timesheet column is the name that we've given to this item in the award build. This is what will be visible in your reports in Wageloch when running Timesheet, Job Costing or other similar reports in the main Rostering, Time and Attendance system.

To access the setup relating to the other columns in your Payroll Mappings, click the Edit icon on the left side.

Factor

When initially building your award, your implementation manager will request for this information, and how you wish to calculate the pays. This will either be a multiplier of a rate (1.0x, 1.5x, etc.) or a fixed dollar rate ($1.00, $13.45, etc).

Tip: You can tick Manage my own award rates and factors to update and control these yourself, instead of requiring Helpdesk to update these for you!

ATO Category and Types

You will have the ability to set the reporting type that appears for the ATO; it's important to have this set correctly to avoid issues with taxation or superannuation.
Don't forget to specify whether these pay items will be needing to Pay Superannuation and are reported on the PAYGW summary.
Your options are:

Remuneration	Deduction	Fringe Benefit
Regular	Fees
Overtime	Workplace Giving
Bonus or Commission	Child Support Garnishee
Directors Fees	Child Support Deduction
CDEP
Leave
Allowance
Salary Sacrifice
Lump Sum
Employment Termination Payment (ETP)

Info: For more information about Fringe Benefits, please visit ATO.gov.au - Fringe Benefits

Staff Cards

All information relating to the employee's personal details, start date, address, bank, super and tax file information are used for processing pays in Wageloch Payroll.
To ensure staff cards are created efficiently and correctly, you will need the following information:

• First and surname
• Date of Birth
• Phone number and email address
• Home address
• Bank details (Account name, BSB and account number)
• Super Fund Details: Provider, Provider ABN, USI/SPIN and Member Number
• TFN Details: Tax File Number, Employment Basis, Tax Purposes, etc.

TIP: To get this information into Wageloch easily, you can use our digital onboarding tool to have staff fill out this information and submit it online, or import from your existing payroll system.
If your payroll system does not support direct integration with Wageloch's API, we can assist you with a file import.

Please see our Guides for more information on digital onboarding for employers and staff, or importing processes for your current, integrated payroll system.