|
In this chapter Entering company details Setting up a payroll
code Setting up jobs and
posts Entering pension details Pay elements Working patterns Company absence schemes |
Setting up company details
Before you begin to use the BMS Payroll system,
you need to set up your company details. In this chapter, you will learn how to
set up a company, create jobs and posts for this company, and create details
for these jobs and posts, such as pay elements and working patterns. You can
also learn how to enter pension details, and set up company absence schemes.
Index
If you need to find information on a particular
subject, you can look in the index pages at the back of this manual.
Entering company details
With BMS HR & Payroll, you can use the System Parameters option to set up your company defaults, and record company tax, pension and retirement policy details.
To set up company details
1. From the main menu, select System Setup ® System Parameters.
The Working With System Parameters screen appears, displaying existing
company records.
2. Click on 
.
The System Parameters screen appears, displaying company details fields.
3. Use the Visual
Assist to find and select your company, (to use Visual Assist, left click on
the box you want to see a drop-down menu for), and enter your company’s tax office details below.
4. Click on 
.
Enter your company’s retirement age details here. By
default the retirement age is set to 60 for women and 65 for men. However, you
can change this if your company has a different retirement policy.
5. Click on 
.
Enter the following company details:
|
Backup purge period |
This field defines how many pay periods are to be retained when a pay cycle is run. A data backup is performed automatically by the system immediately before a payroll cycle is run for a pay period. When a payroll cycle is run, the system automatically purges previous periods according to this setting. Enter the number of pay periods to be retained, i.e. 3 for a weekly payroll = 3 weeks 3 for a monthly payroll = 3 months |
|
Employer’s Contracting Out Number |
Does your company have an occupational pension scheme that is contracted out of SERPS? If so, enter your company’s ECON here (as determined by the IR NIC office or the Occupational Pensions Board). The ECON is a 9 character serial number. |
|
Occupational Pension Maximum Allowable Percentage |
Enter a value in this field if your company pension scheme allows a percentage of contributions to be paid by the employee. |
|
Default Business Unit for Employees |
If no business unit is specified for an employee then they will be attached by default to the business unit you specify here. |
|
Online Payslip Application |
Use the Visual Assist to choose the online payslip application for your company. |
|
JDE HR Integration |
Click on the Visual Assist to select desired option of integration |
|
Bacs File Type |
Click on the Visual Assist and select an option |
|
Small Company SMP Direct Link to Address Book |
Check this field if you qualify as a small employer. |
6. Click on 
.
Here you can set up types of date, for example date of marriage or original company
start date, which will then be applied to employee records on your company.
7. Click on 
. Use
the Visual Assist to select payment terms for your company and also enter the
path name for the BACS file.
8. Click on 
.
Your company details have now been saved.
Setting up a payroll code
With BMS HR & Payroll, any number of payrolls can be created, so
that you can have multiple companies and multiple payrolls for each company.
To set up a payroll code
1. From the main menu, select System Setup ® Payroll Setup ® Payroll Code Setup ® Payroll Maintenance
The Working With Payrolls screen appears, displaying existing payroll
codes.
2. Click on 
.
The Payroll screen appears, displaying payroll code fields.
3. Enter the following payroll details:
|
Payroll code |
You can enter an alpha-numeric code up to four characters long. |
|
Description |
Enter a description of the payroll code. |
|
Payroll State |
There are two payroll states: locked and unlocked. A payroll becomes locked if one or more employees has been processed for a pay period. This means that the user is unable to make any changes until the pay cycle has been completed for all employees, and the pay period advanced to begin a new pay period. |
|
Company |
Click on the Visual Assist to select the company you are assigning the payroll code to. |
|
Pay Frequency |
This defaults to Weekly, but you can change the frequency by clicking on the Visual Assist. |
|
Bank Account Key Number |
Find the key of the bank account for the payroll by using the Visual Assist. |
|
Tax Office Address number |
Tax details will be automatically displayed if the information has been entered in company details. Otherwise, you will need to enter it here. |
|
Tax Office Number |
Enter your company’s tax office number here. |
|
Tax Office Reference |
Enter your company’s tax office reference here. |
|
Process Date |
Entering the correct payroll processing date is essential as it determines the tax and NI contributions deducted from your employees. |
|
Period Start Date |
Enter the start date here. This date refers to what the payroll period relates to for accounts purposes – you have to enter the date at this stage, but it will be derived automatically for the remainder of the tax year. |
|
Period End Date |
Enter the end date here. |
|
Current Tax Year |
This is derived from the process date. |
|
Current Pay Period |
This is derived from the process date. |
|
Tax Year End |
Tick if Payroll is at Payroll Week 52/53 or Month 12 |
4. Click on 
.
Enter the following default employment details:
|
Default Payment Method |
Use the Visual Assist to select the default payment method for employees on this payroll. |
|
Tax Code |
Specify the default tax code for employees on this payroll. |
|
Tax Code Basis |
Use the Visual Assist to select the default tax code basis for employees on this payroll. |
|
NI Code |
Use the Visual Assist to select the default NI Letter Code for employees on this payroll. |
5. Click on 
. The new payroll code is now set up.
Setting up jobs and posts
With BMS HR &
Payroll, the organisational structure of the company (or companies) you set up
is represented by a series of jobs and posts. This means that once you have set
up a job within a company, you can create any number of posts which relate to
that job.
To set up a job
1. From
the main menu, select System Setup ® HR Setup ® Job Setup ® Job Maintenance
The Working With Jobs
screen appears, displaying existing job records.
2. Click
on 
.
The Job screen appears, with the “Pay Details” tab selected.
3. Enter
the following pay details:
|
Pay Basis |
Click on the Visual Assist to select an hourly, daily, weekly, monthly or yearly pay basis. |
|
Standard |
Specify the standard pay rate for the job. |
|
Minimum |
Specify the minimum pay rate for the job. |
|
Maximum |
Specify the maximum pay rate for the job. |
4. Click on the 
tab. This displays the default working
pattern, which you can change if necessary by clicking on the Visual Assist to
select a new code. You can also specify whether the job is permanent or
temporary, and full-time or part-time.
5. Click
on the 
tab if you want to assign different category
codes to the job. Category codes are used to generate selective reporting based on values which you have
assigned. You can enter up to six codes for the job.
6. Click on the 
tab if you wish to add an attachment or enter
any comments.
7. Click on 
. The
new job record is now saved.
You are now ready to create a new post to be linked to the job you have just set up. To learn how to do this, turn to the next page.
To set up a post
1. From
the main menu, select System Setup ® HR Setup ® Post Setup ® Post Maintenance
The Working With Posts
screen appears, displaying existing post records.
2. Click
on 
.
The Post screen appears, with the “Job Details” tab selected.
3. At
the top of the screen, the fields in the “Appointments” section are set to
“Active” and “Permanent” by default. You can change either of these values if
they do not match the specifications for the post you are creating.
4. You
can specify the maximum number of appointments which the post can have by
entering a value in the “Maximum No” field.
5. To
create a post, you have to specify which job it relates to. In the “Job
Details” section, select the Job Code field and click on the Visual Assist to
find the job which you want the post to be assigned to.
Note: When you select a job, the system will automatically generate details for the remaining sections (pay details, working pattern, business unit details), based on original information supplied when the job was set up. However, you can create details specific to the post if necessary. The new information you provide will override the previous data.
6. Click
on the tab. Default values based on the job code are displayed. You can change
any value if does not match the specification for the post.
|
Pay Basis |
Click on the Visual Assist to select an hourly, daily, weekly, monthly or yearly pay basis. |
|
Payroll Code |
Enter the payroll code for the post. |
|
Standard |
Specify the standard pay rate for the post. |
|
Minimum |
Specify the minimum pay rate for the post. |
|
Maximum |
Specify the maximum pay rate for the post. |
7. Click
on the 
tab. This displays the default working
pattern, which you can change if necessary by clicking on the Visual Assist to
select a new code. You can also specify whether the job is permanent or
temporary, and full-time or part-time.
8. A
post is a job attached to a business unit. Click on the 
tab,
then select the “Code” field and find the business unit where the post will be
located by using the Visual Assist.
9. Click
on the 
tab. Here, you need to specify where the post
is located in the company hierarchy. If the post is a root post (i.e. it has no
parent), check the “Root” field. If it is a child post, you will need to
specify its parent by entering a value in the “Number” field. Use the Visual
Assist to find the parent post.
10. Click on 
. The
new post is now set up.
Entering pension details
In this section you
will learn how to set up company pension scheme details and then assign pension
details to each employee.
To enter new pension details
1. From the main menu, select System Setup ® Pensions Setup ® Pension Schemes
The Working With Pension Schemes screen appears, displaying existing
pension scheme records.
2. Click
on 
.
The Pension Scheme screen appears, with the “Policy Details” tab selected.
3. Enter the following details:
|
Code |
Enter a unique code for the pension scheme. |
|
Description |
Enter a description of the pension scheme. |
|
Type |
Use the Visual Assist to select an option: Defined Benefits (Salary-Related scheme) Defined Contributions (Money Purchase scheme) Stakeholder Private Private Stakeholder Defined Contributions |
|
Provider |
The pension provider to whom the payments are made. Use the Visual Assist to select an entry from the address book. |
|
Payment Method |
Specify what method is used for sending the pension payments to the pension provider. |
|
Policy Reference |
This is the pension scheme reference. |