|
|
| Line 3: |
Line 3: |
| Wageloch Payroll is our newest product; we may be making changes as time progresses and we’ll update information in this guide. | | Wageloch Payroll is our newest product; we may be making changes as time progresses and we’ll update information in this guide. |
|
| |
|
| =Background Configuration= | | [[File:Payroll-setup.png|link=Wageloch Payroll Configuration]] [[File:Payroll-connection.png|link=Wageloch Payroll Connection Settings]] [[File:Payrol-create-items.png|link=Creating Pay Items]] [[File:Payroll-staff-setup.png|link=Create Staff in Wageloch Payroll]] [[File:Payroll-how-toprocess.png|link=Wageloch Payroll: How to Process Pays]] |
| 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
| |
| <br> | | <br> |
| Please let your Wageloch implementation manager know of your needs to ensure this is setup correctly.
| | [[File:Payroll-reports.png|link=Generating Wageloch Payroll Reports]] |
| | |
| <div style="border-left: 4px solid orange; padding: 0.5em;">
| |
| <strong>Note:</strong> If you're using an existing payroll system and would like to complete parallel runs, please let us know!
| |
| </div>
| |
| | |
| =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 <b>[[Users & Security]]</b>
| |
| | |
| ===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.
| |
| <br>
| |
| <div style="border-left: 4px solid orange; padding: 0.5em;">
| |
| <strong>Info:</strong> You can force the user to configure MFA on next login by ticking <b>User Must Use MFA</b>, top right
| |
| </div>
| |
| | |
| | |
| [[File:Screenshot 2025-08-19 184348.png|750px]]
| |
| | |
| ===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.<br>
| |
| You'll need an auth app like Google Authenticator, Microsoft Authenticator or Authy.
| |
| | |
| <div style="border-left: 4px solid orange; padding: 0.5em;">
| |
| <strong>Warning:</strong> 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!
| |
| </div>
| |
| <br>
| |
| * 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"
| |
| <br>
| |
| [[File: QR.png|600px]] | |
| | |
| =Connection Settings=
| |
| | |
| * Click the <b>Settings</b> cog, top right
| |
| * From the menu, select <b>Payroll >> Payroll Connection</b>
| |
| * Here we will see three tabs; <b>ATO STP Settings, Bank Details, Transfer BMS ID.</b>
| |
| <br>
| |
| All information in this area is <b>required</b> and cannot be left blank or skipped.
| |
| | |
| [[File:Screenshot 2025-08-19 174353.png|500px]]
| |
| | |
| ==ATO STP Settings==
| |
| <span style="font-size:18px; font-weight:bold;">ATO Software ID</span>
| |
| [[File:Screenshot 2025-08-19 174353.png|500px|right]]
| |
| * 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
| |
| <br>
| |
| <span style="font-size:18px; font-weight:bold;">Organization Details</span>
| |
| <br>
| |
| * 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.
| |
| | |
| <br>
| |
| <span style="font-size:18px; font-weight:bold;">Business Contact Details for ATO</span>
| |
| | |
| Enter the contact who will be authorizing pays to the ATO; Name, phone number and email address are required.
| |
| <br>
| |
| | |
| ==Bank Details==
| |
| [[File:Screenshot 2025-08-19 175949.png|500px|right]]
| |
| 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.
| |
| <br>
| |
| | |
| ==Transfer BMS ID==
| |
| [[File:Screenshot 2025-08-19 180330.png|500px|right]]
| |
| 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.
| |
| <br>
| |
| Lets look into these a bit further.
| |
| | |
| [[File:Screenshot 2025-08-19 181057.png|600px]]
| |
| | |
| === 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 [[File:Screenshot 2025-08-19 182614.png]] 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).
| |
| <div style="border-left: 4px solid orange; padding: 0.5em;">
| |
| <strong>Tip:</strong> You can tick <b>Manage my own award rates and factors</b> to update and control these yourself, instead of requiring Helpdesk to update these for you!
| |
| </div>
| |
| | |
| ===ATO Category and Types===
| |
| [[File:Screenshot 2025-08-19 183836.png|350px|right]]
| |
| 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.
| |
| <br>
| |
| Don't forget to specify whether these pay items will be needing to <b>Pay Superannuation</b> and are reported on the <b>PAYGW</b> summary.
| |
| <br>
| |
| Your options are:
| |
| | |
| {| class="wikitable" style="margin:left"
| |
| ! 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) || ||
| |
| |}
| |
| | |
| <div style="border-left: 4px solid orange; padding: 0.5em;">
| |
| <strong>Info:</strong> For more information about Fringe Benefits, please visit <b>[https://www.ato.gov.au/businesses-and-organisations/hiring-and-paying-your-workers/fringe-benefits-tax/types-of-fringe-benefits ATO.gov.au - Fringe Benefits]</b>
| |
| </div>
| |
| | |
| =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.
| |
| <br>
| |
| 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.
| |
| <br>
| |
| <div style="border-left: 4px solid orange; padding: 0.5em;">
| |
| <strong>TIP:</strong> To get this information into Wageloch easily, you can use our [[Onboarding for Employers|digital onboarding tool]] to have staff fill out this information and submit it online, or import from your existing payroll system.<br>
| |
| If your payroll system does not support direct integration with Wageloch's API, we can assist you with a file import.
| |
| </div>
| |
| | |
| <br>
| |
| [[File:Screenshot 2025-08-19 190224.png|800px]]
| |
| <br>
| |
| | |
| Please see our Guides for more information on digital onboarding for employers and staff, or importing processes for your current, integrated payroll system.
| |
| <br>
| |
| | |
| [[File:Emp-onboard-new.png|link=Onboarding for Employers]] [[File: Staff-onboard-new.png|link=Onboarding for Employees]] [[File:Payroll & POS Integrations.png|link=System Integrations]]
| |
| <br>
| |
| <br>
| |
| | |
| =Timesheet Submission=
| |
| | |
| =Payroll Process=
| |
| | |
| =Reports=
| |
