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Frequently Asked Questions

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Category   Billing   Employee   Employee Settings   EOFY   Fingerprint Scanners   General   Groups   HR   Jobs   Leave   Mobile App   Notification Config   Payroll   Payroll Rules   Reports   Roster   Security   Settings   Skills Matrix   STP   Superannuation   Timesheet   VEVO   Xero

What is the maximum number of bank accounts added to an employees profile?

Author Dylan Wong@Microkeeper
Category Payroll
Last Modified 22/05/2024

An employee can have up to 3 bank accounts. Additional bank accounts can only be added by a Payroll Admin.

Navigate to Menu > Settings > Employees > click Edit for the employee> in the Employee Profile, under Banking.

When multiple bank accounts are setup, the primary account (Bank Account 1) will receive the remainder of the payment after other splits are allocated.

Additional bank accounts (Bank Account 2 and 3) can be configured for split payments. These splits can be set as either a Fixed amount or a Percentage of the total pay.

an image of the Banking area in the employee profile with a split payment bank account setup

How much does access to the Microkeeper system cost?

Author Joel Davis@Microkeeper
Category Billing
Last Modified 28/03/2024

Microkeeper is free for 2 users (one admin and employee). After your account is billed on the Active users in the account. Please note that paid plans do have a minimum charge. Find more details on Pricing page here. 

You can find your active user number on the Billing page. Navigate to Menu > Settings > Billing > under Invoices, "There are XX active employees"

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Can individual employees have different levels of access?

Author @Microkeeper
Category General
Last Modified 20/08/2017

Yes, each employee can be customised to have individual secure access levels using the Access Control configuration in each employees profile.

Navigate to Menu > Settings > Employees > click Edit for the applicable employee > within the Employee Profile, under Access Control, configure the level of access by toggling different options.

Does Microkeeper calculate payroll tax?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017
Yes, the payroll tax threshold and rate are editable inside the business profile. The reports pages will generate payroll tax calculations.

How can I track an employees clock times without it processing through to payroll?

Author @Microkeeper
Category Timesheet
Last Modified 20/08/2017
In the employee profile set basic rate to $0. With a zero figure on the payslip, no payroll data will generate.

Does Microkeeper have a super clearing house?

Author Dylan Wong@Microkeeper
Category Superannuation
Last Modified 09/05/2024

Yes, Microkeeper is partnered with Beam Super for processing super contributions.


How much are the fingerprint scanners?

Author @Microkeeper
Category Fingerprint Scanners
Last Modified 20/08/2017

Click more info for pricing on our Hardware options. 

What hardware is needed to run the fingerprint scanner?

Author @Microkeeper
Category Fingerprint Scanners
Last Modified 20/08/2017
Any Windows PC with a spare USB port, connected to the internet. A dedicated PC is recommended

How does leave accrue?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017

Leave accrues pro rata depending on how many normal hours an employee works. Only hours classed as normal hours will accrue.

The pro rate accrual amount will be calculated on values set in Employee Profile - Entitlements.


What backup procedure does Microkeeper have in place?

Author @Microkeeper
Category Security
Last Modified 20/08/2017
Data is backed up in real time, followed by a daily backup off site, weekly backup to the Microkeeper head office and annual backup that is kept indefinitely.

Is data encrypted during transmission?

Author @Microkeeper
Category Security
Last Modified 20/08/2017
Yes, data is encrypted during transmission using a 256-bit SSL connection

Where are the Microkeeper servers and who hosts them?

Author @Microkeeper
Category Security
Last Modified 20/08/2017
Microkeeper use Equinix Data Centre for hosting our web-servers, and are located in Melbourne, Sydney and Brisbane.

How much data does clocking hours on the employee console use?

Author @Microkeeper
Category Employee
Last Modified 20/08/2017
Loading the mobile home page, clocking on and logging out used about 160kb of data. Twice a day, 5 times a week, for 1 month would equal about 6.4mb. That's less than 2% of a 500mb mobile plan.

How to recover a forgotten password?

Author Dylan Wong@Microkeeper
Category Employee
Last Modified 09/05/2024

Passwords can be reset using the User Password Recovery Tool.

On the User Password Recovery page, enter your Microkeeper username you use to login.

Confirm the reCaptcha and click the Continue button.


an image of the user password recovery


You will receive a 4 digit code to your email address. Enter this code and also enter your date of birth and click the Continue button.

an image of entering the email code and date of birth for resetting password

If you get the error "A value below does not match", please review the email code or your date of birth.

an image of error if value doesnt match


When you have confirmed your email code, you will be prompted to change your password.

Your new password must:

  1. Be 8 or more characters long
  2. Must contain both upper and lower case
  3. Contain a number
  4. Contain a special character

If your new password is valid, all the green lights will match. Click the Update button to confirm.

an image of password validation tool


You will receive a "Password Changed successfully" message.

an image of password changed successfully


Where is the fingerprint stored?

Author @Microkeeper
Category Fingerprint Scanners
Last Modified 20/08/2017
An image of the fingerprint is not stored. The fingerprint is converted to a binary string, below is a fingerprint and how it looks as a binary string.
123C2A062123C2A062E123C2A062E296B29123C123C2 A062E296B2123C2A062E296B299123C2A062E296 B292A062E296B292123C2A062E296B2996B29123C2A062E 2123C2A062E296B2996B29E2123C123C2A062E296B292A123C2A062 E296B29123C2A062E296123C2A062E296B29B29062E296B2996B29. This string can not be converted back into a fingerprint.

What is stopping someone from stealing my fingerprints and using them?

Author @Microkeeper
Category Employee
Last Modified 20/08/2017
Microkeeper does not store an actual fingerprint so there is nothing to steal. If someone were to get their hands on the information stored a binary string would be useless to them.

I need to run payroll for a terminated employee or employee that was added after payroll was processed?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017
Navigate to the Payslip page.
If required Unlock the Payrun.
Click Add Employee, select the employee then click Update.
This action will produce a payslip for the employee.

How does leave data calculate?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017
Closing balances from the previous year or existing data, plus weekly accruals.

How do basic hours work?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017

Basic hours are what we expect the employee to work in a typical week. If an employee is set to salary, the basic hours is used to calculate their salary and also their leave accrual.

What if the employees leave request exceed basic hours?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017
If leave totals exceed basic hours the system will not add the leave. The system thinks that basic hours have already been worked. A manual entry must be made.

What does FPS stand for?

Author @Microkeeper
Category Fingerprint Scanners
Last Modified 20/08/2017
FPS stands for Fingerprint Scanner

How to notify staff of their roster?

Author @Microkeeper
Category Roster
Last Modified 20/08/2017

Once a Roster Calendar Week has been locked, the rostered week will now be visible to staff on their Employee Console.

Within the Roster Calendar page push notifications can be sent out to Employees by clicking the Push button

What is the difference between roster calendar and roster template?

Author @Microkeeper
Category Roster
Last Modified 20/08/2017
A Roster Calender is the Live Roster for the Fiscal Week. A Roster Template is precreated by the organisation and is a reusuable roster that can be used to quickly roster employees to a Roster Calender by using the Clone Roster tool.

I can not see the roster on the roster calendar?

Author @Microkeeper
Category Roster
Last Modified 20/08/2017
Confirm that:
  • A Roster Template has been cloned to the Roster Calendar week
  • The correct live fiscal year and week has been selected
  • A Location has been ticked to display

How do I edit a locked week inside the roster calendar?

Author @Microkeeper
Category Roster
Last Modified 20/08/2017
Unlock the week, make your changes and relock the calendar.

How do I hide the budget or costs on the roster?

Author @Microkeeper
Category Roster
Last Modified 20/08/2017
To hide costs go to the employee page, click edit next to the user, and untick manager settings 'display costs'.

How do I print a roster?

Author @Microkeeper
Category Roster
Last Modified 20/08/2017

Weekly rosters can be printed within the Roster Calendar page.

On the top of the Roster Calender page there is the option to download an Excel file, a PDF file or generate a HTML page. The HTML page allows for further customization of displayed information fields.

I can not download my roster when I click the excel button?

Author @Microkeeper
Category Roster
Last Modified 20/08/2017
Google Chrome is recommended for the optimal experience when downloading Excel files from Microkeeper. If the download is still failing refer to this troubleshooting guide for Google Chrome

When does the first week of the year begin in Microkeeper?

Author @Microkeeper
Category General
Last Modified 20/08/2017
The weeks begin from the start of the financial year. Week 1 will be from your first payroll week at the beginning of the financial year. Weeks are not from the beginning of the calendar year.

Can I send my staff an SMS of their roster?

Author @Microkeeper
Category Roster
Last Modified 20/08/2017
Any roster that has been saved to a week can be sent via SMS to an employee.Go to Payroll, rosters, SMS rosters. You can select the roster that you want to send by selecting it from the drop down list.

How much does it cost to send an SMS roster to my staff?

Author @Microkeeper
Category Roster
Last Modified 20/08/2017
SMS will cost you per text message sent. Please refer to the pricing page for more information

Can I roster my staff on to different sites or locations?

Author @Microkeeper
Category Roster
Last Modified 20/08/2017
Yes, you can roster staff on to many departments or locations. To add new location go to settings, general, locations. Adding a new location will give you different departments inside your business you can roster staff on to.

How do I get my staff to only clock on via GPS within a certain range of the business?

Author @Microkeeper
Category General
Last Modified 20/08/2017
First, create a location. Add longitude and latitude degrees to pinpoint the location of the log in area. As a default the geo-fence is set to 70m from the pinpoint you choose. To edit the geo-fence distance go to tab: Settings, general, global and adjust the range. Staff will be only able to clock hours inside this area.

How does my employer know where I logged on from using GPS?

Author @Microkeeper
Category Employee
Last Modified 20/08/2017
Inside the timesheet, a symbol of a map will appear next to your timesheet entry. By clicking this symbol, a map will appear with the location of where you clocked on or off.

How do I let employees know their username and password login details or resend welcome letter?

Author Dylan Wong@Microkeeper
Category General
Last Modified 27/05/2024

The Welcome Letter can be sent out to employees to inform them of their login details.

Navigate to > Menu > Settings > Employees.

You have the option to either send the Welcome Letter via Email to everyone or send to selected employees.


To send the Welcome Letter to everyone

  1. Click the Welcome Letter button.
  2. select 'Send Email to Everyone'.

image of sending welcome letter with ''send email to everyone' selected


To send the Welcome Letter to selected employees

  1. Select the tick box next to an employees username
  2. Click the "Welcome Letter" button
  3. Select either SMS or Email

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Where can I view my payslip?

Author @Microkeeper
Category Employee
Last Modified 20/08/2017
Your payslip is on the Microkeeper app or the Microkeeper website. The current week is displayed as a default. If you want to view other payslips, click the Run drop down box and select the payrun you would like to view.

How can I search for timesheet entries that do not have jobs attached?

Author @Microkeeper
Category Timesheet
Last Modified 20/08/2017
Organise the timesheet by searching no job and sort by created. This will give you a list of created timesheet entries that do not have jobs attached.

How do I get started using Microkeeper for Superannuation?

Author Dylan Wong@Microkeeper
Category Superannuation
Last Modified 09/05/2024

Signing up to Beam can be done through Microkeeper.

Navigate to Menu > Payroll > Super

Click the Setup Beam button to begin the sign up process.

How do I add a self managed super fund?

Author @Microkeeper
Category Superannuation
Last Modified 20/08/2017

Navigate to Menu > Settings > General > Super Settings > On the Super Settings option page enter the Self Managed Super Fund details in the "Add a Self Managed Super Fund" section and click the Add SMSF button to confirm the fund.

What information does Microkeeper need from my employees?

Author @Microkeeper
Category Employee
Last Modified 20/08/2017
Basic contact information plus bank details, superannuation details, the rate of pay, tax settings and pre-accumulated data.

What employee information do I need to get started?

Author @Microkeeper
Category General
Last Modified 20/08/2017
The most basic information you will need is employee name, mobile and email. If you are currently using an accounting package, example, Xero or MYOB. Microkeeper can upload all your staff information in one go. Please follow the more info link to see how.

How do I enter pre accumulated data?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017
Pre-accumulated data can be entered into each employees profile. Go to settings, employee and edit next to an employee's name. Pre accumulated data is annual leave, personal leave, long service, net earnings and so on.

How does pre accumulated data work?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017
Pre-accumulated data is calculated by a balance from either, the previous year (closing balance) or opening balance when you begin a new account. The opening/closing balance works as a starting point and every time you run payroll the amounts add on top of the balance. Example: Opening Balance + Payrun 1 + Payrun 2 + Payrun 3 = Total. Totals can be annual leave, personal leave, long service, net earnings and so on

Do I have to enter super earning that are pre accumulated?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017
The only super entered into pre accumulated is any super above the 10%. This will then record onto the group certificate.

How do I print a payslip for just 1 or 2 employees instead of all?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017
Go to settings, employees click edit next to the employees name and under the heading Employee Security settings, tick the box employee wants a printed payslip. Do this for all relevant staff and only those will print from the payroll page.

Can an employee add split bank account?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017
Yes, go to settings, employees click edit next to the employees name and under the heading Banking, add another bank account the amount can either be fixed or a percentage of the employees wage.

What happens if an employee sets their availability and I roster them on?

Author @Microkeeper
Category Roster
Last Modified 20/08/2017
The rostered shift affected by the availability will change colour to red. This will alert you that there is something that needs your attention.

When I roster somebody onto a particular shift the hours change to red?

Author @Microkeeper
Category Roster
Last Modified 20/08/2017
This could be caused by a few reasons first the staff member may have set availability to unavailable inside their employee profile or the employee has requested leave for that day/week.
Hover over the red shift to see a system explanation.

How do I add a location?

Author @Microkeeper
Category General
Last Modified 20/08/2017
Go to settings, general, locations. This will then prompt you to add a location. By adding longitude and latitude to the location staff will be able to clock into the location via GPS.

How do I set a manager so they can only view a certain locations or groups on the roster and timesheet?

Author @Microkeeper
Category General
Last Modified 20/08/2017
The manager of a location is used for the Microkeeper security settings. Each location's manager will be able to view only the roster, leave requests and timesheets for their specified location's.

Jobs will not delete?

Author @Microkeeper
Category Jobs
Last Modified 20/08/2017
Jobs are organised by status, this will show the deleted jobs as well as active. When organised by active the deleted jobs are removed.

I can't find CBUS in the Superannuation list?

Author @Microkeeper
Category Superannuation
Last Modified 20/08/2017
CBUS is located under Construction & Building Unions Superannuation Fund (CBUS)

How do I add a driving allowance?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017
Go to Settings > Payroll rules > Extra rules. Read through the info dots and enter the driving allowance amount

How do I add a mobile phone allowance?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017
Go to Settings > Payroll Rules > Extra Rules - Click the more info button to see how to add a mobile phone allowance

Can you do payruns in advance?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017
Yes, you can do payruns at anytime. Forward dating the ABA file is done when you start a new payrun. Change the date on the ABA file itself is possible too. Keep in mind once the payrun is started timesheet editing for managers is locked.

Can a staff member work with 2 separate hourly wages?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017
Yes, we call this a step up rule. Staff can step up wage for either hours, days or weeks.

How do I add a before tax salary sacrifice super contribution?

Author @Microkeeper
Category Superannuation
Last Modified 20/08/2017

An automated Before Tax Salary Sacrifice can be setup using an Expense Rule.

Navigate to Menu > Settings > Payroll Rules > Deductions Rules > click the "Create New Rule" button. 

Example:

Pam has a before tax Salary Sacrifice of $135 per week.
This is paid into her super fund automatically.
The payment should go through a clearing house as a Salary Sacrifice

The configuration for the example above:

  • Deduction or Expense: Select Expense.
  • Title: This will be the Payslip Title that appears on the employee's payslip. For example "Sal Sac Pam.B".
  • Group/Employee: Select the Employee affected. For example "Pam Beesly".
  • Fixed or Percentage: Select "Fixed".
  • Value: Change this value to the desired amount. In this example "135"
  • Classification: Select "Super".

click the "Add New Rule" button. 

configuration for pre tax salary sacrifice deduction rule

How do I clone the week 52 roster to week 1 of the next year?

Author @Microkeeper
Category Roster
Last Modified 20/08/2017
Make sure you have the correct year selected when you clone the roster to week 1

Do I need to include Child Support on the Group Certificate or Payment Summary?

Author @Microkeeper
Category General
Last Modified 20/08/2017
Child support is an after tax payment and is not required on the Group Certificate or Payment Summary.

Where can I view my roster?

Author @Microkeeper
Category Employee
Last Modified 20/08/2017
Your roster is on the Microkeeper app or the Microkeeper website. By default, the current week is displayed. If you want to view more rosters click next week or last week.

I forgot to clock off what should I do?

Author @Microkeeper
Category Employee
Last Modified 20/08/2017
Depending on your company's policy this may differ. The first point of call should be your manager that has Microkeeper timesheet access. They will be able to make alterations to your timesheet.

Where can I view my timesheet?

Author @Microkeeper
Category Employee
Last Modified 20/08/2017
Your timesheet is on the Microkeeper app or the Microkeeper website. By default, the current week is displayed. It will populate as you work your shifts.

How does payroll data appear in Xero?

Author @Microkeeper
Category Xero
Last Modified 20/08/2017
As an approved invoice ready to be reconciled from the bank feed once the ABA file is paid

How do I reconcile a payroll invoice in Xero?

Author @Microkeeper
Category Xero
Last Modified 20/08/2017
The Xero bank feed will pick up the net payroll amount and will automatically match that to the payroll invoice that was sent from Microkeeper.

When and how does payroll data sync with a third party Accounting Software?

Author @Microkeeper
Category Xero
Last Modified 20/08/2017
Payroll data needs to be pushed manually to a third party Accounting Software (i.e. Xero) by an administrator.
Navigate to Menu > Payroll > Reports > and run the Payroll Invoice report.

How do I connect to Xero?

Author @Microkeeper
Category Xero
Last Modified 20/08/2017
Go to Settings > General > Global - Select the option to connect to Xero.

What does the Xero integration do?

Author @Microkeeper
Category Xero
Last Modified 20/08/2017
Sends your payroll information from your Microkeeper account into your Xero account

How do I disconnect from Xero?

Author @Microkeeper
Category Xero
Last Modified 20/08/2017
Once connected to Xero a disconnect button will appear at the same place the connect button appears.

I forgot my username how can I recover it?

Author @Microkeeper
Category Employee
Last Modified 20/08/2017
You can recover your username with the username recovery tool

How can I remove cancel or delete my Microkeeper account?

Author @Microkeeper
Category General
Last Modified 20/08/2017

A Microkeeper account can be cancelled at any time on our Billing page. 

Navigate to Menu > Settings > Billing > Cancel my Microkeeper account (at on the bottom of the page)

Note: Export all necessary reports before cancellation, as access to reports will be lost unless billing is restarted.

What can I clean the Fingerprint scanner with?

Author Michael Taing@Microkeeper
Category Fingerprint Scanners
Last Modified 16/05/2024
Cleaning: Only clean using a damp cloth (warm water only).
Using anything other will void the warranty If you are unsure consult a Microkeeper team member before cleaning.
Find out more on how to maintain your scanner.

How can I delete or remove an employee?

Author @Microkeeper
Category Employee
Last Modified 20/08/2017

For record keeping reasons, an employee can not be deleted, instead terminate the employee in the Employee Profile.

Navigate to Menu > Settings > Employees > click the Edit button for the applicable employee> within the Employee's profile, under Active Status window, tick the Employee Terminated checkbox.

How do I provide link access for an accountant or bookeeper to a Microkeeper account?

Author @Microkeeper
Category General
Last Modified 20/08/2017

In order to link an accountant to your business account, they first must have a Microkeeper account of their own.


If your accountant has not already done so, request that they register with Microkeeper and provide you with their username that they use to login with. Register Microkeeper Account Link.


In your business account, go to Manage > Linked Users > Click Add User, enter your accountants username.


When your accountant logs in to their account, they will go to Manage > Linked Users and select to login to your business. Note: Your accountant will have full access to your account.

How do I submit a Final STP submission for End Of Financial Year EOFY?

Author Dylan Wong@Microkeeper
Category EOFY
Last Modified 27/05/2024

Finalising STP Reporting in Microkeeper

  1. Finalise your data for the year and ensure the following:
    1. All pay runs with payment dates that fall on and before the 30th of June for the current financial year, have been entered into the system.
    2. All payment data within the payruns (total tax and total values) match your accounting suite. 
  2. Enter the STP (Single Touch Payroll) ATO Lodgment page of the last pay run of the financial year.
    1. Navigate to Menu > Payroll > Payruns> Payslip > click the STP Lodge button on the locked pay run. 
    2. Configure the "Prepare to Lodge" setting with the following:
      1. Select Final Payrun as Lodgement Type.
      2. Select Submit as the Event Type.  image of prepare to lodge for final STP with submit event selected
        Remember you must ensure total tax and total values match your accounting suite as the data submitted will be used by employees to complete their tax returns.
  3. Once you are satisfied, confirm the lodgement

You can find the STP lodgement status under the STP log. The STP log should state that your submission is a Final Type. 

RFBA: How are Reportable Fringe Benefit Amount reported under STP?

Author Dylan Wong@Microkeeper
Category EOFY
Last Modified 28/03/2024

Two lines need to be added to the payslip, one will be a Payment, the second will an Expense that deducts that payment from the Gross and classifies it as the RFBA, this guide explains the process:

What is the EOFY process for closing off the year before processing the first payrun of the next financial year?

Author Dylan Wong@Microkeeper
Category EOFY
Last Modified 28/03/2024

The first payrun of next financial year can be processed without closing off anything from the previous finacial year

EOFY gross balances do not match other reports?

Author Michael Taing@Microkeeper
Category EOFY
Last Modified 16/05/2024

Make these checks in this order:

  • Tax values match
  • Payment Dates of all Payruns fall within Fiscal year
  • Date Range match
  • STP Report - Foreign Resident, Working Holiday Maker, etc are correct
  • Sub-Contractors are not included in STP

How should reimbursements be added?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017

A reimbursement for an expense can be added to the Payslip as a negative Deduction

An image of the Add Deduction window with a negative value with the Title "Reimbursement"

This will increase the Net but not affect Gross

1693208638869-7d52b.png

How do I Delete a Payrun?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017

Unlocked payruns can be deleted on the Payrun page.

Navigate to Menu > Payroll > Payruns > click the Reset button > within the Reset Payrun page, select the payrun you wish to delete in the drop down box > Enter your password > click the I Agree button and confirm the deletion. 

How do I change a Group name?

Author @Microkeeper
Category Employee
Last Modified 20/08/2017
Group names are changed in the Group Configuration page.
Navigate to Menu > Manage > Groups > within the Group Configuration page you can click the Edit button on the right of a Group and change the name.
Confirm the changes by clicking the save button.

Can I change the Name Address ABN Phone Number on the payslip?

Author Dylan Wong@Microkeeper
Category General
Last Modified 02/04/2024

The business information from Global Settings is displayed on the payslip. To change this:

Navigate to Menu > Settings > General > Global > Business Contact

The Business Contact Information details is what will display on the payslip

I cannot log into my account?

Author @Microkeeper
Category General
Last Modified 20/08/2017
If you have forgotten your password you can use our password recovery tool. If you have forgotten your username you can use the username recovery tool

How do I rehire an employee who was previously terminated?

Author @Microkeeper
Category Employee
Last Modified 20/08/2017

Terminated employees can be set back to an Active status to be quickly rehired.

Navigate to Menu > Settings > Employees > on the Employees Page > untick the Active tick box to view terminated employee > click the Edit button on the employee you wish to reactivate > on the Employee's Profile scroll down to the Active Status window and tick the Currently Employed checkbox.

Can I generate a report for an individual employee?

Author @Microkeeper
Category Reports
Last Modified 20/08/2017
Reports can be refined to the Financial Year, Period of Time and Groups or Individual Employees

The mobile application is requesting a 4 digit pin I have not set a four digit pin on the app?

Author @Microkeeper
Category Mobile App
Last Modified 20/08/2017

If you have forgotten or do not have a pin you will need to reset the data cache or reinstall the mobile app on your device.

My fingerprint scanner isnt working I keep getting a Fingerprint not found in Database error?

Author @Microkeeper
Category Fingerprint Scanners
Last Modified 20/08/2017
  • Place the finger high on the glass and press down firmly
  • Make sure that the Fingerprint scanner is clean and dry. Find out more on how to maintain the Fingerprint scanner.
  • Make sure fingers are dry if they are wet or use a moisturiser if they are too dry.
  • Check the condition of fingerprints. Scar tissue and wrinkles can change the fingerprint. A fingerprint may have to be removed and then registered again.

Why is my tax rate calculating higher then my tax bracket?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017
Microkeeper calculates tax withheld by averaging a weekly pay over an annualised salary.
Microkeeper's automated tax calculation will always be in the ATO's favour. The higher tax rate may be due to a high estimated yearly wage for the employee's payslip.

Where can you retrieve historical invoices?

Author Joel Davis@Microkeeper
Category Billing
Last Modified 16/05/2024

A list of previous invoices can be found under the Billing page of your Microkeeper Account.


Navigate to Menu > Settings > Billing > down the bottom of the page you will see a list of all historical invoices.

How to adjust an employees leave or entitlement balance?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017

Employees leave can be adjusted through the Previously Accumulated Field on an Employee Profile.

Calculate how many extra leave hours the employee has accrued, for example: 24 hours of Annual Leave

Navigate to Menu > Settings > Employees > click the Edit button for the effect employee

In the Employee Profile go to the Previously Accumulated area:

  • Adjust Year of Pre-Accumulated Data to current fiscal year. 
  • Adjust Pre Annual Leave to the value 24.

A negative adjustment can also be entered, for example: -36


Navigate to a recent unlocked payslip for the adjusted employee.

Click Recalc Leave located on the top of the employee's payslip.

This will now update the employee's balance with the adjusted leave.

How to add a message or note to a Payslip?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017
A note can be added to a payslip by clicking the Notes button located on the top of an unlocked payslip

How to export Employee details?

Author @Microkeeper
Category Reports
Last Modified 20/08/2017
Navigate to Menu > Settings > Employees > click the Export employee button

How to remove Multi Factor Authentication or MFA on an Account?

Author @Microkeeper
Category Employee
Last Modified 20/08/2017

You can reset your MFA if you have lost access to your authenticator app or need to reset your MFA for any reason.

On the MFA Login page, click the "Reset MFA" link under Lost Authenticator Access.

Follow the instructions on the MFA Reset page. Click the "Send SMS" button and enter the 6 digit code that was sent to your mobile.

After your MFA has been reset, you can restart the MFA setup process.

How to fix Xero error Invoice not of valid status for modification?

Author @Microkeeper
Category Xero
Last Modified 20/08/2017
In Xero, go to your Bills To Pay, and search them for Microkeeper's Invoice. If the invoice is of Voided Status you will need to Copy the voided invoice, to allow Microkeeper to modify it.

How do I add a meal allowance?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017
Go to Settings > Payroll rules > Extra rules. Read through the info dots and enter the meal allowance amount

How can I send payslips?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017

Payslips are viewed on the Employee Console through the Microkeeper website or Microkeeper mobile app.


Payslips can also be downloaded in PDF format to be forwarded. Click the Backup or Print button on the Payslip page to download the PDF format of the payslip

Can payment dates be changed on an existing payrun?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017

Payment dates can be changed within the Payslip Page. 

Navigate to Menu > Payroll > Payruns > click the "Payslip" button for the applicable payslip > Select the date under the Payment Date field located at the top of the page to select a new payment date for the Payrun.

1688964897341-d6ad4.png

How to link Microkeeper to the ATO for STP reporting?

Author @Microkeeper
Category General
Last Modified 20/08/2017

To report to the ATO for STP, the Microkeeper Software ID must be connected to the ATO's Access Manager.
The Software ID to be added can be found on the upper left in the Global Settings page (Menu > Settings > General > Global).

What is the status of STP Phase 2?

Author Joel Davis@Microkeeper
Category STP
Last Modified 28/03/2024
STP Phase 2 is now live on all versions of Microkeeper.

Can staff be rostered for split shifts?

Author @Microkeeper
Category Roster
Last Modified 20/08/2017

Split shifts are rostered using 2 seperate shift lines on the same day.

How to terminate an employee?

Author Dylan Wong@Microkeeper
Category Payroll
Last Modified 16/04/2024

To terminate an Employee, you must first process their last payslip.

Click the Final button on the employee Payslip. 

1666676687927-560c1.png

The One Tap Terminate window will open. 

1666676779704-ca965.png

Configure the options as required and click Terminate. An employee can be paid out AL, TIL/RDO and LSL is required.

The employee will be marked as terminated on Microkeeper and STP.

How to delete a file or document uploaded to skills?

Author @Microkeeper
Category Employee
Last Modified 20/08/2017

You can remove the file by deleting the uploaded file on the File Manager page

Navigate to Menu > Settings > File Manager. 

To delete a file click Delete Files button on the left of the screen, then click the trash can icon that appears next to the file you want to remove.

1678148471927-fc05d.png

How to resolve super processing issue Error 4030 Employer ABN not found?

Author @Microkeeper
Category Superannuation
Last Modified 20/08/2017
This can happen for 3 reasons:

1 - The ABN is not registered with SuperChoice, this can be done with the link below.

2 - The ATO ABR system is down, to solve this try processing again periodically eg every few hours.

3 - The Business Name in Microkeeper does not match SuperChoice Employer Name

Super processing Error 4018 Duplicate request?

Author @Microkeeper
Category Superannuation
Last Modified 20/08/2017
This prevents accidently processing the same super contribution twice, to bypass this error, change the date range by one day and make sure the amount being processed is still the same.

How do I process Group Certificates in Microkeeper?

Author Joel Davis@Microkeeper
Category STP
Last Modified 28/03/2024
Group Certificates are no longer required to be provided to staff. Single Touch Payroll has officially replaced this. Employees instead will recieve their Payment Summary in their MyGov Portal

How to roster for next financial year?

Author @Microkeeper
Category Roster
Last Modified 20/08/2017
When cloning a roster to a roster calendar week, you can select the specific financial year to clone to using the drop down boxes.

Will Microkeeper increase the minimum super guarantee rate at the start of the next financial year?

Author Dylan Wong@Microkeeper
Category Superannuation
Last Modified 27/05/2024

Microkeeper will automatically increase the minimum super guarantee rate to 11.5% from 1 July 2024.

How to generate payroll reports?

Author @Microkeeper
Category Reports
Last Modified 20/08/2017
A variety of different reports can be generated by navigating to Menu > Payroll > Reports

How to change an employee from Casual status to Full or Part time?

Author @Microkeeper
Category Employee
Last Modified 20/08/2017
An employee's status can be changed under their the Payment and Employment settings within their Employee Profile. The Entitlement values of an employee should also be reviewed when changing the employment status as this can have an effect of their entitled leave.

How to send or find payment summaries for employees?

Author Joel Davis@Microkeeper
Category STP
Last Modified 28/03/2024
With the introduction of Single Touch Payroll, you no longer need to provide your employees with payment summaries for information you report and finalise through STP.
Employees can start their tax return lodgement through their myGov account as soon as the STP finalisation declaration has been submitted.

How to process an ETP payment?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017
Payment lines can be called as an ETP payment under the STP class within a payment line setting.
Review the different ETP types here.

It is recommended to review the ETP tax reporting limitation within the STP guide.

Manager has unsubscribed from manager emails?

Author Joel Davis@Microkeeper
Category HR
Last Modified 28/03/2024

Navigate to Menu > Manage > Notification Config > on this page, under Email Test Facility, select the Manager and click the Test button. A prompt to resubscribe the manager will appear if applicable.
Managers can also resubscribe to the mailing list by accessing a previous management email and clicking "unsubscribe"

How to pay extra or offset the tax amount?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017

The tax amount can be offset within the individual employee profile.
Navigate to Menu > Settings > Employee Profile > edit the applicable Employee > within Employee Tax, set the offset amount under the Tax Offset Amount field.

How to check the status of a STP Lodgement?

Author Joel Davis@Microkeeper
Category STP
Last Modified 28/03/2024

The STP Log can be found on the STP STO Lodgement page.
Navigate to Menu > Payroll > click the Payslip button of the applicable Payrun > click the STP Lodge button > the STP Log can be viewed here.

STP with a STP submission and details, the column headings are: Message ID, Final, Event, Timestamp, Reference ID, Status, Amended, ATO message.

How to nominate a new Super Admin?

Author @Microkeeper
Category General
Last Modified 20/08/2017

The existing Super Admin account can nominate a new Super Admin. 

Navigate to Menu > Settings > General > Global  > within Business Contact Information. adjust the Super Admin settings to another user

How are Public Holiday dates added?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017

Microkeeper automates a full list of public holidays for all states in Australia.

Review this list by visiting the List of Australian public holidays page.

Public Holidays that are paid out do not deduct from an annual or personal leave balance.

Public Holiday days can be customized within the Public Holiday Rules. Review this guide to skip or add dates to the Public Holiday system.

How to change the company logo on payslips?

Author @Microkeeper
Category General
Last Modified 20/08/2017

Company logos can be set in the general settings.

Navigate to Menu > Settings > General > Logo Upload.

How do I change the automatic tax calculation?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017

The automated tax value can be changed by clicking the edit button next to the tax amount at the bottom of a payslip

Change the value and click Update

How to add the Public Holiday for the National Day of Mourning?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017

Microkeeper has added the National Day of Mourning (24th of September 2022) to be treated as a public holiday for all users. 



How to add a payment to apply Tax but not Super?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017

Class the payment as Extra to have the payment item to generate Tax but not Super


How do I setup a Manager?

Author Joel Davis@Microkeeper
Category HR
Last Modified 28/03/2024

To setup your Manager in Microkeeper:

1. Designating an employee as a manager. 

  • Go to Settings > Employees. 
  • Click the Edit button next to the Managers name to enter their Employee Profile.
  • Scroll down to "Access Control" module and select the features they'll need access to. (Hover over the blue i if you're unsure of any settings) 

2. Designating the staff/area that the Manager is in charge of, this designates who they'll be able to see in the Rosters/Timesheet/Leave Requests area etc.

  • Go to Settings > Locations 
  • Click the grey Edit button on the left, to change the location
  • Tick the Managers of that location (Managers can look after multiple locations) 
  • Select the group of staff who work there too. (To see how to configure groups go here: (https://microkeeper.com.au/guides.php?guide=group-configuration)

3. Designating who receives email notifications for particular staff

  • Manage > Notification Config
  • Use the plus button to designate which Manager receives emails for which event along the top of the table. 
  • Use the Primary column for the "Primary" or Fall back manager when either another column isn't set, or the email bounces.

How do I process an Ad hoc payrun or ad hoc payslip?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017

A payrun can be processed outside of the regular payroll cycle by running an Ad hoc Payrun

This allows you to create a Missed Payslip from a previous pay cycle, or create an blank payslip

Navigate to Menu > Payroll > Payruns

  1. Click the New Payrun button
  2. Configure the Ad hoc setting to either Ad hoc -Full Payrun or Ad hoc - Blank Payslips .
    Ad hoc - Full Payrun will include all Payrun calculation data the same as a Normal Payrun
    Ad hoc - Blank Payslips will skip calculations creating blank Payslips ready for manual amendment
  3. Configure the rest of the New Payrun settings as required.

Why am I receiving an error saying Oops The payroll process has already started contact payroll to make changes?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017

Timesheets will be locked if an active payrun exists for that pay period. 

Only management with Access Control > Payroll/Admin > Payroll - Full Access settings will be able to make changes to the Timesheets for that period. 

An Ad Hoc payrun can be generated instead to bypass this protection.

How to access the Microkeeper Store?

Author @Microkeeper
Category Fingerprint Scanners
Last Modified 20/08/2017

To purchase our Fingerprint Scanners, NFC Scanners, and iPad Mounts you can navigate to our store.

  1. Click on the "More" button located at the bottom right corner of the page.
  2. Scroll down to find the "Store" option and click on it.

Add New Public Holiday?

Author @Microkeeper
Category Payroll Rules
Last Modified 20/08/2017

To add in a new public holiday date, you can navigate to Settings > Payroll Rules > Public Holiday Rules.

Then on the right click "Add Date" and type in the date you wish to add to the system. 

Then when payroll is processed for that period of time the date will be treated as a public holiday. 


How can I pay Super to a single employee?

Author Dylan Wong@Microkeeper
Category Superannuation
Last Modified 02/04/2024

A super contribution can be made for a single employee by changing the Filter.

  1. Menu > Payroll > Super-Process > click the + button to begin a new super contribution
  2. Select the same Period
  3. Select the Employee affected
  4. Click the Prepare Super Report button.
  5. Confirm the amount matches the amount in question

If a contribution needs to be made for multiple employees, a Group can be used to generate a super contribution for.

Super Report filter configured for one employee

How to Process Parental or Maternity Leave?

Author @Microkeeper
Category Payroll Rules
Last Modified 20/08/2017

To process parental or Maternity leave, it's best to use our Extra Rules feature.

Navigate to Menu > Settings > Payroll Rules > Extra Rules, Click the Create Extra Rule button. 

  • Title: "Parental Leave". This title will help you to easily identify the rule when managing your payroll.
  • Employee: Select the employee from the drop-down list. It is important to ensure that the correct employee is selected so that the payment is made to the right person.
  • Type: Fixed. This type of rule ensures that a specific amount is paid for each instance of parental leave, regardless of the employee's regular pay.
  • Value: Enter the amount to be paid. This can be adjusted according to your company's policy or the relevant employment laws.
  • Multiplier: Ensure this is set to 1. This ensures that the full amount is paid for each instance of parental leave.
  • Classification: Select Extra to eliminate any Super and Leave Entitlements.
  • STP Category: Select Paid Parental. This category ensures that the payment is correctly reported via STP
  • Job Recording: Select the cost center if applicable.


Why is Working Holiday Maker Tax calculating strangely?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017

Microkeeper's PAYG calculation,  for Working Holiday Makers will use the annualized wage to deduct the PAYG. 

This  is a custom calculation that ensures if are expected to earn over $45000 annually they are not undertaxed, and then owe a large tax bill at the end of the Financial Year. 

However, it is possible to manually update the tax percentage if the employee prefers the 15% calculation.

This is done in the Tax Details of the Employee Profile, under the Tax Rate Fix Percent area.

Can I add a custom field to an employees profile?

Author @Microkeeper
Category Employee
Last Modified 20/08/2017

Custom Fields can be added to store and collect unique data. 

Navigate to Menu > Settings > Custom Fields

Click the "Add New Field" button and configure the custom field as required

ID: A unique string to identify the field programmatically

Name:  A description of the field to explain what is expected. This will be displayed to employees.

Onboarding:  Configure if the custom field will display during Employees Self-Onboarding

Validation: Configure the validation of incoming data to help filter out unwanted answers.

Click the "Add Field" button to confirm your new Custom Field.


How do I add leave to a payslip?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017

Paid leave will automatically populate on a Payslip if an approved Leave Application exists for the pay period.

If you want to manually cash out an employees leave balance, you can use the "Add Leave" button on the top of an employees payslip.

Navigate to Menu > Payroll > click the "Payslip" button (of applicable Payrun).

  1. On the top of the applicable employee's payslip, click the "Add Leave" button.
     An image of the highlighted "Add Leave" button on the top of an employee's payslip
  2. Select the type of Leave to payout.
  3. On the Add Payment window, enter the amount of Hours to be paid out. The Rate and Multiplier of the payment can also be manually amended if needed. 
  4. Click the Add Payment button to confirm.
     Image of an Add Payment window of cashing out leave configured to pay out 7 hours of Sick/Personal Leave



How can I pay Super excluding one or more staff?

Author Dylan Wong@Microkeeper
Category Superannuation
Last Modified 09/05/2024

When you need to pay Super but you are missing details for one or more staff members, you can exclude those staff from your Super payment by first creating a group.

Now on the Super page, when configuring the Super Payment Process, select the Group you have created.

1715228920505-91d1f.png


The staff excluded from the group will not be included in the Super Contribution report, therefore Super can be lodged successfully without their details.


Where do I find bank account details in Superchoice?

Author @Microkeeper
Category Superannuation
Last Modified 20/08/2017

SuperChoice will use the bank account details in your Microkeeper account to pay Super. To check the bank account details for Superannuation payments, go to Settings > General > Bank Details.

How can an employee upload a doctors certificate to their Personal leave request?

Author @Microkeeper
Category Leave
Last Modified 20/08/2017

A doctors certificate can be added to Personal Leave requests only after the request has been submitted.

The employee can upload the doctors certificate from the Leave Request section of their Employee Console. 

Click the drop down arrow to expand the request:

List of Leave Requests

Then click on the button next to Upload a file:

Personal Leave Request


Family and Domestic Violence Leave?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017

From the 1st of February 2023, all employees of non-small business employers can take 10 days of paid family and domestic violence leave each year.

Based on the ATO's Payslip Facts, you cannot mention this form of Leave directly on the employees Payslip. They say it's best practice to show this on the Payslip in a way that appear that the employee hasn't taken leave.

Achieving this on the Microkeeper Payslips will require a manual adjustment, by editing the Payslip, using either the Add Payment button on the Payslip, or any of the edit buttons on the left of any Payment line.

Microkeeper recommends using the same Title for all instances of family and domestic violence leave so this can be tracked in reporting.

The Payslip may record the time as another type of leave, for example, Compassionate Leave at the employees request, do not use, for example, Annual Leave as this will affect the Annual Leave balance.

How can RESC Reportable Employer Super Contributions be reported for STP?

Author @Microkeeper
Category Superannuation
Last Modified 20/08/2017

On the employees Payslip use the Add Super button, then select RESC and enter the Amount.

Add RESC


This will be reported as Super type R for STP reporting.

The RESC amount will be added to the Super Via Fund report ready to be processed to the Super Clearing House.

If you only wish to report the RESC amount and not pay the amount through Microkeeper, then:
Do this in an Adhoc Payrun so it can be isolated by Payment Date when reporting.

Can staff add a VEVO Check during employee onboarding?

Author Joel Davis@Microkeeper
Category VEVO
Last Modified 28/03/2024

Staff can complete a VEVO check during their onboarding process.

To trigger a VEVO check one of the following must happen:

  • Answers No to 'Are you an Australian Citizen?'
  • TFND set to Working Holiday Maker
  • TFND set to Foreign Residence
  • Overseas country set to outside Australia


The employee will then be presented with a VEVO Check form:

Vevo Check Form


The VEVO Check is performed in real time and a response provided.

VEVO Check Response


If a record is found the employee can close the form, if not they can try again.

Can I see expired Visas or VEVOs?

Author Joel Davis@Microkeeper
Category VEVO
Last Modified 28/03/2024

Yes, expired Visas can be managed in the VEVO module.

Navigate to Menu > HR > VEVO Checks > toggle the filter to "Expired"

Any Visa's that have been flagged as expired will be shown here.


Can I manually rerun a VEVO Check?

Author Joel Davis@Microkeeper
Category VEVO
Last Modified 28/03/2024

Yes, VEVO check can be manually rerun through the VEVO Checks module

Navigate to Menu > HR > VEVO Checks > filter for the applicable VEVO Check and click the dropdown box to see more details

In the details area of the VEVO check, a grey Run button can be clicked to rerun the VEVO Check.

how are VEVO and Visa checks maintained?

Author Joel Davis@Microkeeper
Category VEVO
Last Modified 28/03/2024

Some staff are eligible to work indefinitely, others are only eligible for 3 months or until the visa expiration date, after which another VEVO check must be completed.

Microkeeper will automatically make these future checks and if a change is detected this will be flagged for review.

Microkeeper will perform these additional automated checks at the start of each financial quarter.

Daily checks are made for visas that have recently expired.

What are the costs associated with the VEVO checks?

Author Joel Davis@Microkeeper
Category VEVO
Last Modified 28/03/2024

VEVO Check costs are based on a per-check basis at $2 per check.

An employee requiring a 3-monthly check will only cost $8 per annum, plus $2 for the initial check during onboarding.

Can I manually add a VEVO Check?

Author Joel Davis@Microkeeper
Category VEVO
Last Modified 28/03/2024

A manual VEVO check can be run through the VEVO Checks module page

Navigate to Menu > HR > VEVO Checks

Click the Add VEVO Check button.

In the configuration window, select the employee and enter either a Passport or ImmiCard number. 

Why cant I submit an STP Event after the Payment Date?

Author Joel Davis@Microkeeper
Category STP
Last Modified 28/03/2024

Because the lodgement being made is after the Payroll Payment Date , you won't be able to submit a "Normal" event anymore.

The only option will be to do an "Update" event. This is something decided by the ATO in their STP Reporting guidelines. Additionally, in Microkeeper we do still continue to send through the Year to Date totals for the financial year, the ATO just will not display the Gross or PAYG totals to pre-fill your BAS when you submit an Update event. 

Best practice for STP Lodgment  is to ensure that you always report STP on the day payroll is processed as your final step. 

That all said, this restriction won't  have any affect on the totals to be reported for EOFY, as the Payment Summary amounts are only based upon the Submission that you mark as "Final", which is done when finalizing your final payment for the financial year.

How do I process Child Support?

Author @Microkeeper
Category Payroll Rules
Last Modified 20/08/2017

It's recommended to use a Deduction Rule to setup automated Child Support deduction payments.

Example: John Smiths child care payment is $482 a week

Navigate to Menu > Settings > Payroll Rules > Deduction Rules

Click "Create New Rule" to setup a new automatic deduction for Child Support

  • Deduction or Expense: Select Deduction.
  • Title: This will be the Payslip Title that appears on the employee's payslip. For example "Child Support J.Smith"
  • Group/Employee: Select the Employee affected. For example "John Smith".
  • Fixed or Percentage: Select "Fixed".
  • Value: Change this value to the desired amount. In this example "482"
  • Bank Account: If you wish for the deduction to included in the ABA file, the deduction can be automatically paid to the account selected. 
  • Classification: Select either PEA or 72A.
    Child Support PEA = Protected Earnings Amount. An amount that is protected from a Child Support Deduction. This amount is updated on the first day of each year and is maintained by Microkeeper
    Child Support 72A = Clause 72A means PEA does not apply, the DHS (department of Human Services) will let the employer know if this clause applies.

image of configured deduction rule for child support


Why does Gross Taxable Include Reimbursements in the Payroll Breakdown?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017

This is a limitation with the functionality with the "Reimbursement" Class.

This will not affect the PAYG calculations on the Payslips, but will affect the Payroll Summary.

How do I change an STP Lodgement?

Author @Microkeeper
Category STP
Last Modified 20/08/2017

You cannot change an STP lodgment once it's been sent to the ATO.

 
Instead you will just go to Payroll > Payruns > Payslip > STP Lodge, and under "Prepare to Lodge", Submit another lodgment with the corrected Settings. 

What does Unreachable mean on my STP Lodgement?

Author Joel Davis@Microkeeper
Category STP
Last Modified 28/03/2024

"Un-reachable" means the ATO's Servers were unreachable and did not send us any response to your lodgment to whether they received it.

You have two options: 

  1. Check the ATO's Business Portal, and see if they received it, but did not send us a message backs. 
  2. Lodge another STP event with the same settings as last time.

How do I setup an after tax payment plan?

Author @Microkeeper
Category Payroll Rules
Last Modified 20/08/2017

An automated after tax deduction from an employees payslip can be setup using a Deduction Rule.

Example:

A deduction of $50 per week to recover payments for an employee training. 

Navigate to Menu > Settings > Payroll Rules > Deduction Rules

Click the Create New Rule button to configure a new Deduction Rule. 

  • Deduction or Expense: Select "Deduction". This will be applied After Tax.
  • Title: This will be the the Payslip Title that appears on the employees payslip.
  • Group/Employee: Select the Employee affected.
  • Fixed or Percentage: Select "Fixed" for deduct a fixed amount each payrun
  • Value: Enter the weekly amount to be deduced from the employees payslip
  • Bank Account: The deduction can be setup to automatically paid to a specific bank account
  • Classification: Select N/A. 

Click the "Add New Rule" to confirm your new Deduction rule. 

A picture of the configured rule

The Deduction Rule setup in the image above will automatically deduct $50 from the employee "James Adam" payslip titled as "Repayment Deduction". 

Payslip view of the Repayment Deduction Deduction Rule

Error message from Xero An authorisation error has occurred please check your access permissions?

Author @Microkeeper
Category Xero
Last Modified 20/08/2017

If you get the error message:

An authorisation error has occurred, please check your access permissions.

This is because Xero requires a Business Plan to use Invoicing with Xero or the employer has reached their invoice limit of 20 invoices per month.

Xero API response:

AuthorisationException xero errornumber 23


ErrorNumber 23

Type AuthorisationException

Error from Xero 2 You have reached the limit of invoices you can approve?

Author @Microkeeper
Category Xero
Last Modified 20/08/2017

The entry level plan only allows 20 invoices per month. Upgrade your plan to a Business Plan to increase your invoice limit.

Error from Xero 3 403 Detail AutheticationUnsuccesful?

Author @Microkeeper
Category Xero
Last Modified 20/08/2017

The Xero authentication process was unsuccessful. Reconnect your Xero account to fix. 

Navigate to Menu > Settings > General > Global > under System Settings >

Click the Disconnect Xero button

image of the disconnect xero connection

Then click the Connect to Xero button and follow the prompts on the Xero page.

Image of selecting Xero for Integrating Accounting Suite.

Login to Xero with your credentials to authorise the Microkeeper connection.

Image of logging into Xero to allow Microkeeper connection

Error from Xero 2 Invoice not of valid status for modification?

Author @Microkeeper
Category Xero
Last Modified 20/08/2017

The invoice that was sent to Xero from Microkeeper was voided. 

Use the Version change when submitting the invoice to try again. 

Click the drop down box under the "Send to Xero" and change from "v1" to another version

1692773611623-bd7f2.png

How does Microkeeper calculate PAYG Tax?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017

Microkeeper uses the Australian Tax Office's Tax Tables to calculate the PAYG Tax amounts being deducted from an employee's Pay. 

The tax table used will match the Pay Period (eg Weekly, Fortnightly, Monthly). 

The main exception are the Working Holiday Maker tax rates

An additional factor is when Allowances are categorized as "Tax Free Allowances", which means they do not contribute towards the total Gross Taxable. 

How do i create a broken shift allowance?

Author Dylan Wong@Microkeeper
Category Payroll Rules
Last Modified 15/05/2024

A Broken Shift Allowance can be created with a "Extra Rule". Note these steps are not to be confused with a "Broken Shift"

Navigate to Menu > Settings > Payroll Rules > Extra Rules > Click the "Create New Rule" button.

The key values to setup:

  1. Title: This will be the the Payslip Title that appears on the employees payslip. For example "Broken Shift Allowance".
  2. Group/Employee: Select the Employee affected.
  3. Fixed or Percentage: Change this option to the desired condition.
    Example
    The allowance is half an hour of an employee's ordinary pay - Set as Percentage.
    The allowance is $19 per broken shift - Set as Fixed.
  4. Value: Change this value to the desired payment amount.
    Example
    The allowance is half an hour of an employee's ordinary pay - Set as 0.5.
    The allowance is $19 per broken shift - Set as 19.
  5. Classification: See the Payments Classification Chart for appropriate classification.
  6. STP Category: See the STP Guide for appropriate category 
  7. Timesheet Lookup: Select Split Shift

My stapled super fund request cannot confirm an employment relationship?

Author @Microkeeper
Category Superannuation
Last Modified 20/08/2017

If you are receiving the error 'We cannot confirm an employment relationship', we recommend that you use the employees username for the Payee Payroll ID

In the below image example, the employee SMITH,JOHN with the employee username john_smith -

1694410721782-82cff.png

How do I add a new group?

Author @Microkeeper
Category Groups
Last Modified 20/08/2017

Navigate to Manage > Groups.

Click the blue plus icon "+" to add a new group.

Enter a name for the group then click the blue "Add Group" button.

Can we adjust the system to pay Super for employees under 18 years old who work a large number of hours?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017

Yes, you can force the system to always pay Super for under 18-year-old employees by setting their status as FT (Full-Time). This ensures that they always receive superannuation irrespective of their hours worked.

How is the superannuation for under 18 year old employees calculated?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017

If the employee is under the age of 18 and works less than 30 hours in a week, they are not eligible for superannuation. Microkeeper calculates hours based on the pay cycle itself. For example, if the pay period is fortnightly, it would consider 60 hours (30 hours per week in the fortnight).

How do I verify my business bank account?

Author @Microkeeper
Category General
Last Modified 20/08/2017

After adding your bank account into Microkeeper, the bank account can be verified to fully access all features of the software. 

Navigate to Menu > Settings > General > Bank Details.

A Verify button will display on Bank Accounts that have not yet been verified. 

an image of the Verify button that appears once a bank account has been added to the system

Then click Send Codes, this will deposit two payments into you bank account.


Which will appear in your bank account, this is typically instant:

Verification Codes


The two payments make up a two codes, from the example above this will be 48 and 60, which must be entered back into Microkeeper.

Once the bank account has been verified, the Verify button will be replaced with a blue tick.

an image of a bank account that has been verified as indicated by the blue tick icon under the Verified column

can i setup flexible roster end times?

Author @Microkeeper
Category Employee
Last Modified 20/08/2017

You can configure an employee profile to display their rostered shifts end time to display "Until Required" through their employee profile. 

Navigate to Menu > Settings > Employees > click "edit" for the applicable employee

Under Employee Display, untick "Show end time"

"Employee Display" option of "Roster End Time" with "Show end time" unticked

This will change the roster end time to "Until Required"

Image of roster shift with "Until Required" instead of an end time


what should i do if the timesheet is showing an end time before the start time?

Author @Microkeeper
Category Timesheet
Last Modified 20/08/2017

This issue can occur with the interaction of "Roll Start Time Forwards" setting and two clock events that are close together. 

Example Scenario:

Roll Start Time Forwards: Roster - 15mins
Roster Start: 4:30AM
Clock In: 4:25AM
Adjusted Clock In: 4:30AM
Clock Out 4:26AM

In the above example, the system will have rolled the start time of shift to 4:30AM but create a clock off event at 4:26AM which will cause the issue of showing an end time before the start time. 


how does leave work during workers compensation?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017

There are different workers compensation laws for each state and territory.

Payment items with the Class "Workers Comp Entitlement" will vary the Leave entitlement based on the state of the employee.


WCES - Workers Comp Entitlements by State table


Annual LeavePersonal LeaveLong Service Leave
VIC

+

x

+

NSW

+

x

+

ACT

+

x

+

QLD

+

+

+

NT

x

x

x

WA

+

x

+

SA

+ (1)

+

+

TAS

+

x

+


(1) Only for 52 weeks, manual intervention required after that

Employees State is determined by the Timezone set in their Employee Profile.

how do i create an automated workers compensation payment?

Author Dylan Wong@Microkeeper
Category Payroll
Last Modified 15/05/2024

Workcover payments can be automated using an Extra Rule.

Example:

John Smith's workcover payment is 38 hours at their default rate of $25


The key configuration for the example above:

  1. Title This will be the Payslip Title that appears on the employee's payslip. For example "Workcover J.Smith"
  2. Group/Employee Select the Employee affected. In this example "John Smith"
  3. Fixed or Percentage Select "Fixed"
  4. Value Change this value to hourly rate. In this example "25"
  5. Multiplier/Shift count Set this value to the paycycle hours. In this example "38"
  6. Classification Select "Workers Comp Entitlement"
  7. STP Category Select "Gross" or "Workers Compensation".


an image of an extra earnings rule configured to pay workers comp entitlement


The configured rule will now apply 38 hours at $25 classed as Workers Comp Entitlement.


image of a payslip with Workcover payment


need to add leave for employee?

Author @Microkeeper
Category Leave
Last Modified 20/08/2017

You can add leave on behalf of an employee on the Leave Review page.

Navigate to Menu > HR > Leave Review > under "Leave Request on behalf", select the type of leave form and the employee to apply leave for.image of leave request on behalf of section in leave review

can i simplify or customise my employees payslips display?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017

Employee displayed payslips can be customised in the Global Settings.

Navigate to Menu > Settings > General > Global > under Payroll Settings, configure Payslip Display

There is 6 breakdown options for the payslip. Check or uncheck the boxes next to each option based on your preference and the clarity you want to provide to your employees.

For a simplified payslip: Check fewer boxes, focusing on the most important details.

For a detailed breakdown: Check more or all boxes to provide complete information.

  • Title: This represents the title of the payment. It's recommended to keep this selected as it will produce one line for each Shift Rule, Extra Rule, Leave, and Public Holiday that triggers.
  • Date: This shows the date the shift was worked. It might make the payslip lengthy as it will produce a line for each day worked. It's generally not recommended unless necessary.
  • Location: This indicates where the employee worked. If employees have different pay rates depending on their location, consider selecting this. Otherwise, it might be better left unchecked.
  • Role: This displays the role the employee worked in. Select this if pay rates differ by role.
  • Job: This option shows the specific job/task the employee worked on. Useful if there are different pay rates based on the job.
  • Class: Refers to various pay categories like Overtime, Bonus, Superannuation, etc. It's recommended, especially if 'Title' is unchecked.

image of payslip with different customization options


How do I import timesheets via CSV?

Author Joel Davis@Microkeeper
Category Timesheet
Last Modified 28/03/2024

Timesheets can be import via a CSV file. Follow these fields in the exact order mentioned (for any optional fields, leave as blank):

  1. Employee (Required): This field can be populated using the employee's Username, Payroll ID, Employee ID, or Employee Name. Microkeeper will attempt to match the record using any of these identifiers.
  2. Date (Required) : The date for the timesheet entry.
  3. Start Time (Required) : The beginning time of the work period.
  4. End Time (Required) : The concluding time of the work period.
  5. Location (Optional): The workplace location.
  6. Role (Optional) : The specific role of the employee for that timesheet entry.
  7. Job (Optional) : This can be identified by the JobID, Third Party ID, or Job Title. Microkeeper will attempt to match the record using any of these identifiers.
  8. Break (Optional) : This field requires the break duration in minutes. Microkeeper will search for a selectable break rule with the same duration and apply it.
  9. Note (Optional) : Any additional information or context you want to provide for that particular timesheet entry.

To upload formatted csv file navigate to Menu > Rosters > Timesheets > click the Import CSV button and select your CSV file.

If you're re-uploading data within the same date range that was previously imported via CSV, please be aware that any existing data within that range will be destroyed and replaced with the new CSV data.

how can i apply super on leave loading?

Author @Microkeeper
Category Superannuation
Last Modified 20/08/2017

Super on Leave Loading can be enabled via the Employee Profile - Entitlement settings. 

Navigate to Menu > Settings > Employees > click Edit for the applicable employee > within the Employee Profile, under Entitlements, select Apply Super.


can I pay my bills with direct debit?

Author Joel Davis@Microkeeper
Category Billing
Last Modified 28/03/2024

Microkeeper Bills/Invoices can be paid via Credit Card or Paypal. 

Paypal does offer a direct debit payment option which can be used to pay via direct debit.

How do i find the JID or unique Job ID?

Author @Microkeeper
Category Jobs
Last Modified 20/08/2017

To find the JID/unique Job ID, Navigate to Menu > Manage > Jobs. 

Then in the list of jobs, hover the mouse over the ID number of the job you wish to track, and a small box containing the Job ID will appear. EG The below Job ID is 1234.


Job ID


What are personal files in the employee profile?

Author @Microkeeper
Category Employee
Last Modified 20/08/2017

Personal Files allows admins to store and manage individual employee-related documents such as contracts, performance reviews and certifications. 

Navigate to Menu > Settings > Employees > edit the applicable Employee > within the Employee Profile, Personal Files

Adding a New File

Click on the "Add File" button to upload a new document

  1. Title Enter a descriptive title for the file. This will be displayed to the employee
  2. Type Select the type of file from the dropdown menu. Options include awards, certificates, disciplinary actions, contracts, etc
  3. Upload Attach a required document
  4. Status Select the status of the document
    1. Draft The file is not yet finalized and visible to the employee.
    2. Sight and Sign The employee can view and sign the document to acknowledge receipt and understanding.
    3. Critical The document must be signed before the employee can proceed with other tasks, like clocking in.
    4. Hide The document is only accessible by admin staff and not visible to the employee.
    5. Archive To store the document away from the active list without deleting it.

Employees can sign a document electronically through their Employee Console. Once signed, the document's status updates and it no longer be edited to ensure compliance.

If the document pertains to employee qualifications or skills, consider using the Skills Matrix instead, as employees cannot upload documents to the Personal Files. 

how can i setup leave loading?

Author @Microkeeper
Category Leave
Last Modified 20/08/2017

Leave Loading can be configured in the employee's profile. 

Navigate to Menu > Settings > Employees > click Edit for the applicable employee > within the Employee Profile, under Entitlements - 

Set the Annual Leave Loading to the desired value. 

highlighted leave loading config in employees profile

how do i apply for unpaid parental leave?

Author @Microkeeper
Category Leave
Last Modified 20/08/2017

A Time Off Request leave application can be used to apply for unpaid leave.

Time Off Request is unpaid leave not attributed to any leave balance. 

What is the Access Control?

Author Dylan Wong@Microkeeper
Category Employee
Last Modified 02/04/2024

Access Control ensures users have appropriate access to the different modules in the organization. Each user can have their own individual Access Control configuration allowing a dynamic setup of managers with different roles and responsibilities.

Navigate to Menu > Settings > Employees > click Edit to enter the Employee Profile > Access Control

The Access control divided into two main Categories: 

  • Manager Options
  • Payroll/Admin Options

Each category contains a list of permissions that can be toggled on or off for individual employees or roles.

Manager Options

  • All Locations: Grants a manager access to all Locations in the organization

  • Rosters
    • Full Access Allows complete control over rosters module
    • Read Only Limits to viewing HTML Roster page only
    • No Access Restricts any interaction

  • Display Costs Displays the costs associated with rosters, such as pay rates and shift rules of employees

  • Timesheet Access
    • Full Access Allows complete control over timesheets
    • Read Only Limits to viewing only
    • No Access Restricts any interaction

  • Leave Requests Allows full access to the Leave Modules

  • Employees
    • Add/Edit Allows adding and editing employee details. Areas of Employee Profile is restricted by what Access Control you have
    • Edit Allows for editing of employee details. Areas of Employee Profile is restricted by what Access Control you have
    • Add Allows for adding a new employee
    • No Access Prevents any modifications

  • NFC tags, Fingerprints, Facial Enables manager to assign NFC tags and enroll fingerprints or facial recognition details

  • HR - Skills and Qualifications
    • HR - Config Allows the creation of skill sets and qualifications within the system
    • HR - Full Managers can review both pending and approved skills and qualifications
    • HR - Review Limited to reviewing pending submissions. Once approved, the manager cannot view them again
    • HR - No Access Managers cannot see or manage employee skills and qualifications

Payroll/Admin Options

  • Payroll Access
    • Full Access Enables full payroll processing capabilities
    • Medium Access Provides read-only insight
    • No Access To payroll information

  • Jobs and Clients Allows the tracking and management of Jobs and Client-related information

  • Invoicing Enables the creation and editing of invoices

  • Activity Feed Provides visibility into the activity feed for organisation events and actions

  • Group Config Manages configurations for different groups within the organization

  • Reports Grants access to Reports and Analysis modules. Reports shown will display based on other Access Control Settings

  • Settings Provides access to all settings within Microkeeper

  • Files Allows access to file management without the ability to delete files


an image of the access control module located in an employee profile.


How do I set a manager so they can only view a certain locations or groups on the roster and timesheet?

Author @Microkeeper
Category Employee
Last Modified 20/08/2017

Manager access is determined by which Location/s the manager is assigned to

image-of-manager-associated-to-location

Each Locations manager will only be able to action their Access Control level tasks for the location they are managing.

Managers with All Locations configured in the Access Control will automatically have manager access to all setup Locations in the system.

what is a rest step up in shift rule conditions?

Author @Microkeeper
Category Payroll Rules
Last Modified 20/08/2017

Rest Step Up is an advanced shift rule condition used to handle scenarios when employees do not get a sufficient rest period between shifts and requires an adjusted payment multiplier due to this. 

The Rest Step Up must be configured with an upper and lower limit hour threshold.
For example if you set a minimum 4 hours and a maximum 10 hours, the Rest Step Up shift rule would apply if the employee to any situation where an employee's time between shift is greater then 4 hours but less then 10 hours.
The lower limit is to handle any legitimate split shifts that an employee may work. 

Rest Step Up rules will override all other Shift Rules.

Below is a shift rule configured to pay 200% of the default rate classed as Overtime when an employees time between two shifts is greater then 4 hours but less then 10 hours.

an image of a shift rule configuration for advanced Rest Step Up condition

can you setup annualised salaries?

Author @Microkeeper
Category Payroll Rules
Last Modified 20/08/2017

The Shadows Payrun feature is an advanced extra module availiable for employees who are set as Salary in the system.

A section on the payslip will appear with any Timesheet calculations. This can used to compare the Timesheet hours to the Salary hours in the Reports area.
Navigate to Menu > Settings > General > Global > under Payroll Settings, select Shadow Payrun - Annualised Salary

image of shadow payrun feature option in global settings

An Employee can now be configured with a Rate Rule that will be used to compare against their salary hourly rate.
Navigate to Menu > Settings > Employees > edit the Employee > on the Employee Profile, under Payment and Employment - Salary

There is now an option to select a Rate Rule. Any Payroll Rules that affect the employee will use the selected Rate Rule rate. 

salary payment option with Shadow Rate Rule


A configured Shadow Salary employees payrun will now display two separate sections:

  • The greyed out section at the top calculates the Timesheet payrun with all Payroll rules applied.
  • The white section underneath is the standard Salary payrun.

an image of the payslip with shadow payrun enabled


The Shadow Payrun is designed to be used with the Shadow Comparison report.
Navigate to Menu > Payroll > Reports > open the Shadow Comparison report.

This report will break down each employee by each payrun with a comparison between the Normal salary calculation and the Shadow Timesheet calculation. 

an image of a Shadow Comparison report


will terminated staff still have access to their microkeeper account?

Author @Microkeeper
Category Employee
Last Modified 20/08/2017

Yes, terminated staff will still be able to login to their Microkeeper account but under a limited access.

Their Employee Console will be restricted to their Personal Details and Payslips.

How can I add a commission or bonus to an employees payslip?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017

A once off commission or bonus payment can be added as a payment line to an employees payslip.

Click the + button to add a payslip item to any area of the payslip.

An Add Payment window will appear. Configure the payment accordingly.

Below is an example of a common payment item for a commission.

John Smith to be paid $5000 Commission

  • Title: This will the Title that appears on the employee's payslip "Commission"
  • Class: Bonus
  • STP: Gross
  • Rate: The flat sum of the payment. "$5000"
  • Hours: N/A
  • Multiplier: 1

an example of a bonus or commission payment


How do I upload bulk payments via CSV?

Author Joel Davis@Microkeeper
Category Payroll
Last Modified 28/03/2024

Payments can be bulk uploaded via CSV through the Add Amendments area of a Payrun.

Prepare your CSV file formatted with columns for Employee Identifier, Job, Rate, Hours, Multiplier, Classification, and STP Category.

Employee Identifier
Job
Rate
Hours
Multiplier
Classification
STP Category
john_smith123425.0081NormalGross
jane_doeJob A30.0061.5OvertimeOvertime Meal

To add the bulk payment csv file, navigate to the top left of an unlocked Payrun, under Add Amendments, click Payment.

Click the Upload CSV file button and select your CSV file.


Can I email payslips?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017

Payslips cannot be directly emailed. Instead payslips are viewed on the Employee Console through the Microkeeper website or Microkeeper mobile app.

Payslips can also be downloaded in PDF format to be forwarded. Click the Backup or Print button on the Payslip page to download the PDF format of the payslip.

Can I add an international mobile number to my profile?

Author @Microkeeper
Category Employee
Last Modified 20/08/2017

No we do not recommend using an international mobile number for your profile registration. An Australia mobile number (+61) is required for many verification processes such as removing MFA authenticator access. 

Do I need to select an ESA when setting up my SMSF?

Author @Microkeeper
Category Superannuation
Last Modified 20/08/2017

Yes, selecting an ESA is required in Microkeeper for a SMSF setup if you're processing superannuation contributions through a clearing house.

If you're exempt from Superstream (eg., only receiving contributions from related entities), you must still select an ESA during the setup but the selected ESA will not impact how you currently process direct contributions to your SMSF.

I cant request a leave type on my employee console?

Author @Microkeeper
Category Leave
Last Modified 20/08/2017

If any employee does not have the ability to select a particular leave type when applying for leave, confirm they are entitled to that leave type.

Navigate to the Menu > Settings > General > Employees > click Edit for the employee > within the Employee Profile, under Entitlement.

If there is no value set within the specific Entitled Leave, the employee will have this leave type disabled as a Leave Request option.

how do i notify staff on a skill that is missing?

Author @Microkeeper
Category Skills Matrix
Last Modified 20/08/2017

A notification email can be sent to staff who have not yet completed a skill.

Navigate to Menu > HR > Skill Review


On the filter bar, set the Status to "Skill Missing" and under Skills, select a the skill you wish to notify staff to complete

an image of the Skills Review filters selecting "Skills Missing" and the skill "COVID-19 Self checkup"

A list of all the employees who have yet to complete the selected skill will be displayed.


Click the "Send Email Notification" button to send an email to all the staff who have yet to submit the selected skill. 


an image of the Send Email Notification button to notify staff about an incomplete skill


An email message like this will be sent to the employee:

Pending Skill to complete

Hi Aaron,

You have a pending Skill to complete:COVID-19 Self Check-up

Please login to Microkeeper to complete this Skill


How do I upload or import timesheets via CSV?

Author @Microkeeper
Category Timesheet
Last Modified 20/08/2017

Timesheet data can be uploaded via CSV through the "Import CSV" button on the Timesheets vs Roster page.

Prepare your CSV file formatted with columns in the exact order mentioned (for any optional fields, leave as blank): 

  1. Employee (Required): This field can be populated using the employee's Username, Payroll ID, Employee ID, or Employee Name. Microkeeper will attempt to match the record using any of these identifiers
  2. Date (Required): The date for the timesheet entry
  3. Start Time (Required): The beginning time of the work period
  4. End Time (Required): The concluding time of the work period
  5. Location (Optional): The workplace location
  6. Role (Optional): The specific role of the employee for that timesheet entry
  7. Job (Optional): This can be identified by the JobID, Third Party ID, or Job Title. Microkeeper will attempt to match the record using any of these identifiers
  8. Break (Optional): This field requires the break duration in minutes. Microkeeper will search for a selectable break rule with the same duration and apply it
  9. Note (Optional): Any additional information or context you want to provide for that particular timesheet entry


Employee IdentifierDateClock On (24 hour)Clock Off (24 Hour)Location IDRole IDJobBreak (Minutes)Note
john_smith01/01/202409:0017:0022335566Melbourne Restaurant30Started Late
jane_doe06/01/202411:0019:00

45650


Uploading the Timesheet Data File

Navigate to Menu > Rosters > Timesheets > click Import CSV and select your csv file.

You are looking for a confirmation message towards the bottom of the page that should say there was a number of CSV Imported like below:

The image shows a notification message with a checkmark indicating a successful CSV import, the number of records added and skipped

If you get an error message in the yellow box that states a name cannot be matched, it means that the name inside the CSV file did not match the names in Microkeeper. The CSV file should be updated to match the name in Microkeeper.

an image of a warning message of a user not being able to be matched to the employees in the system


How do I submit STP on behalf of my client as a registered tax or bas agent?

Author Joel Davis@Microkeeper
Category STP
Last Modified 28/03/2024

Submit STP on behalf as a Registered Tax or BAS agent

Registered Tax agents can submit STP on behalf of their clients through Microkeeper.

Agents will be required to have registered their own Microkeeper account.

As the Tax/BAS Agent you will:

  1. Record your practicing ABN on in the Global Settings of your Tax/BAS Agent Microkeeper account
    Navigate to Menu > Settings > General > Global Settings > under Business Contact Information - ABN, enter the business ABN.

  2. Select if you have either a TAN or RAN number
    Navigate to Menu > Settings > General > Global Settings > under Single Touch Payroll STP Settings, click the button "Are you a Registered Tax Agent submitting for another business?" and select either RAN or TAN number.

  3. Record your TAN/RAN number
    Navigate to Menu > Settings > General > Global Settings > under Single Touch Payroll STP Settings, enter your TAN/RAN number under This business - TAN/RAN

  4. Request your clients SSID number and attach to your Tax Agent Portal.

As the Client you will need to: 

  1. Link the Tax/BAS Agent to the Client/Organisations Microkeeper system.
    Navigate to Menu > Manage > Linked Users > Click Add User, enter your Tax agents Microkeeper username. (Note: This user will have full access to your account)

  2. Select the linked Tax/Bas Agent to report STP on your behalf
    Navigate to Menu > Settings > General > Global Settings > under Single Touch Payroll STP Settings, under External Tax Agent, select your Tax Agents ABN.

  3. Provide your Tax agent with your SSID.
    Navigate to Menu > Settings > General > Global Settings > under ATO/SBR 'Software ID' you can find your SSID number.

Why isnt leave appearing on the Payslip?

Author Dylan Wong@Microkeeper
Category Payroll
Last Modified 15/05/2024

Firstly, make sure that the Roster, Timesheet and Leave Requests configurations applicable to the Payslip are correct.  

  1. Click the Simulate Button on the Payslip. 
    This will cause the simulate area, which displays the Roster, Timesheet and Leave Requests applicable for this payslip, to appear. 
  2. Check Roster
    Check that all the days and hours in the Roster column are the days the Employee was supposed to have a:
    a) Worked shift or
    b) Paid Leave or
    c) Unworked Public Holiday payment.

    If this is not correct the Applicable Roster will need to be updated.
    This will either be the Calendar or Static Roster.
    The Roster type being used will be listed at the top of the Roster Column in the Simulate area. 
  3. Check Timesheet
    Check the Timesheet column and make sure that there is not a Clocked Shift listed for the day the Employee is on Leave.
    If there is, you will need to go to the Timesheet page and delete it. 
  4. Check Leave Requests
    Make sure that the Leave Request is listed, if not you will need to go and approve it in the Leave Review page.
    Next make sure that the date and time of the leave request is correct.
    To check the times of the leave request move the mouse over the grey i, and it will show the times of the request.
     If either of these is incorrect it can be updated by clicking View, and then updating on the Leave Review page. 

Once the incorrect configuration has been identified and resolved, the Pay Run button on the Employee Payslip can be clicked and it will update the Payslip accordingly.

how to delete a payslip item in a payrun?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017

A payslip can be removed/deleted by hovering over the payslip item and clicking the Rubbish button

an image of a payslip item with the rubbish icon highlighted with a red square

My Microkeeper mobile app isnt working?

Author @Microkeeper
Category Mobile App
Last Modified 20/08/2017

Troubleshooting the Microkeeper App for Android and Apple


Location Information is unavailable

Accurate Location cannot be determined

User denied the request for Geolocation

Login details failed. Please try again. You will likely need to login again


Location Information is unavailable - Check your GPS settings are active on your device.

Android
  • Navigate to the settings of your mobile device
  • Enter the Location settings
  • Turn Location to "On"
android-location-settings
For more information refer to the guide here


Apple IOS
  • Navigate to Settings on your iPhone device
  • Enter the Privacy settings
  • Turn Location Services to "On"

ios-location-settings

For more information refer to the guide here




Accurate Location cannot be determined - Check your internet and location settings on your device. 

  • Microkeeper uses Google Location services to detect your location.
  • Your device must be Accurate to under 500 meters and the device must confirm "GPS Location Found"
    image of clock function successfully finding a GPS location within 500 metres

Find and improve your location's accuracy

Android

How Google Services finds your current location

Google Services estimates where you are from sources like:

  • GPS: Maps uses satellites to know your location up to around 20 meters. When you're inside buildings or underground, the GPS is sometimes inaccurate.
  • Wi-Fi: The location of nearby Wi-Fi networks helps Google Services know where you are.
  • Cell tower: Your connection to mobile data can be accurate up to a few thousand meters.

Turn on high accuracy mode

To help Google Services find your location with the most accurate blue dot, use high accuracy mode.

  1. On your Android phone or tablet, open the Settings app Settings.
  2. Tap Location.
  3. At the top, switch location on.
  4. Tap App permissions and then select Microkeeper
  5. Switch Use Precise Location on
    image of enabling use precise location on android settings for microkeeper app

More ways to improve location accuracy

If your location is still wrong, here are some things you can try.

  • Turn on Wi-Fi
  • Restart your phone or tablet



Apple IOS

How Google Services finds your current location

Google Services estimates where you are from sources like:

  • GPS: Maps uses satellites to know your location up to around 20 meters. When you're inside buildings or underground, the GPS is sometimes inaccurate.
  • Wi-Fi: The location of nearby Wi-Fi networks helps Google Services know where you are.
  • Cell tower: Your connection to mobile data can be accurate up to a few thousand meters.

Turn on location services

To help Google Services find your location with the most accurate blue dot, turn on location services.

  1. On your iPhone or iPad, open the Settings app.
  2. Tap Privacy & Security and then Location Services.
  3. Make sure Location Services is turned on.
  4. Scroll and select Microkeeper
  5. Choose While Using the App
  6. Turn Precise Location on
    image from ios of location settings for microkeeper app to allow precise location and allow location access while using the app




User denied the request for Geolocation - Close and re-open the App, Allow Microkeeper to use your Location.

Android
  • Open the Microkeeper app
  • You will be prompted to allow microkeeper to access the device's location - select While using the app

android-allow-location

Apple IOS
  • Open the Microkeeper app
  • You will be prompted to Allow "Microkeeper" to use your location? - click Allow While Using App
  • When prompted "https://microkeeper.com.au" Would Like To Use Your Current Location - click Ok

1639347568723-387bf.png

ios-allow-location-2




Login details failed. Please try again. You will likely need to login again - Clear the Data & Cache of the app and reinstall.

Android
  • Navigate to the settings of your mobile device
  • Enter the Apps settings and select Microkeeper
  • In the App info enter the Storage settings
  • Click the Clear data button
  • Uninstall and reinstall the Microkeeper app

android-delete-data


Apple IOS
  • Reinstall the Microkeeper device on your device

ios-delete-data




Can I add my employees address to their payslip?

Author @Microkeeper
Category Employee
Last Modified 20/08/2017

Employee's addresses can be shown on their payslips when activated in the Global Settings.

Navigate to Menu > Settings > General > Global > under Payroll Settings, select Address on payslip for snail mail - Address in window

image of the "Address on payslip for snail mail" in Global Settings page."

The employees address will be displayed on the top of their payslip. This setting applies to all employees. 

What is the The Brand in notification config?

Author @Microkeeper
Category Notification Config
Last Modified 20/08/2017

The Brand

The Brand (your company eg. Bob's Plumbing) can be selected for users that do not have a Primary Manager.

For example Owners, Directors, CEO etc.

Microkeeper would recommend selecting a Direct Manager if required.

Example, if the CEO requests Annual leave, a Message to Payroll manager might be required.

an image of john smith being set a The Brand

how do i make a meal allowance?

Author @Microkeeper
Category Payroll Rules
Last Modified 20/08/2017

An Automated Meal allowance can be created with an "Extra Rule". 

In this example an employee will receive a $20 meal allowance after 9.5 hours.

Navigate to Menu > Settings > Payroll Rules > Extra Rules, click the Create New Rule button to configure the allowance.

Key values to configure:

  • Title: This will be the the Payslip Title that appears on the employees payslip. For example "Meal Allowance".
  • Group/Employee: Select the Employee affected.
  • Type: Select "Fixed".
  • Value: Enter the weekly amount to be paid. For example "20"
  • Apply after: Enter the total hours worked including breaks . For example "9.5"
  • Multiplier/Shift count: Leave as "1"
  • Classification: Select "Allowance"
  • STP Category: Select "Overtime Meals"
  • Timesheet Lookup: Select "Shifts (=)"

The Extra Earnings Rule setup above will automatically apply a $20 payment for every shift 9.5 hours (including breaks) or longer.

an image of the payslip and timesheet entry with the meal allowance triggering

How do i import jobs via CSV?

Author @Microkeeper
Category Jobs
Last Modified 20/08/2017

How to import Jobs via CSV

Jobs can be imported via CSV on the Jobs page.

Navigate to Menu > Manage > Jobs > click CSV Import

Prepare the CSV file formatted with columns in the exact order mentioned (for any optional fields, leave as blank):

  1. JID (Optional): The unique Job ID number associated with the Job. The system will automatically generate this
  2. 3rd Party ID/JobID (Optional): If you use a third party system for tracking things like invoices, cost centers, job orders, etc this can be entered into this field.
  3. Job Title (Required): The title of the Job
  4. Start Date (Optional): Start date of the Job, used to activate access to the Job. Format YYY-MM-DD. 0000-00-00 if not set.
  5. Client ID/CID (Optional): Unique Client ID in Microkeeper. Set to 0 for no client, known as an In-house job in Microkeeper. 
  6. Status (Required):The status of the Job.
    1. Quoted: The Job is quoted but not yet won. Cannot yet be accessed by employees.
    2. Pending: The Job is won, but not yet ready to be clocked yet. Cannot yet be accessed by employees.
    3. Active: The Job is active and can be clocked by employees.
    4. Finished: The Job is archived and can no longer be clocked onto.
  7. Job Access (Optional):Control the access options of the Job. 
    1. 1 = All employees. All employees can clock onto this job. When adding a new employee they will automatically have access to the job.
    2. 2 = Location. The employee can only clock jobs that are near their location. Requires a GPS device and locations to be set up correctly, usually recommended option.
    3. 0 = Individual. Individual employees can be selected, allowing access to just those employees, can be time-consuming for admin and usually overly restrictive.
JIDJobID
titlestartdateCIDstatusjob_access

ABC123Job A

2018-10-2

4321Pending1


Job B

Active

How do i add a payment item on payslips?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017

Adding a payslip item to a payslip

A payslip item can be added to any payslip by clicking the Plus button in the Payments area of the payslip.

Click the  Plus button located on the right side of the Payments area. An "Add Payment" window will appear. 

Fill in the values as needed.

  • Title: This will be the Title that appears on the employee's payslip.
  • Job: The job allocation of the payslip item.
  • Class: The Microkeeper classification of the payslip item. Refer to this table for more information.
  • STP: The STP code of the payslip item. Refer to this table for more information.
  • Rate: The rate to be paid.
  • Hours: The number of hours to be paid.
  • Multiplier: The multiplier of the rate to be paid.

an image of the "Add Payment" window to add a payslip item.


How do I configure a business bank account?

Author @Microkeeper
Category Settings
Last Modified 20/08/2017

How to setup a business bank account


A Business Bank account can be setup on the Bank Details page.

Navigate to Menu > Settings > General > Bank Details.

Click the "Add Bank Account" button to open up the configuration window.

  • Nickname: Give your bank account a nickname that makes it easily identifiable for you. This could be something like "Business Main Account" or "Payroll".
  • Group:Select the appropriate group for your bank account. 
    • All: Select All if you use the same bank account for superannuation and wages.
    • Wages: Select Wages for your wage bank account.
    • Super: Select Super for your superannuation bank account.
    • Deduction: Select Deduction to assign a Deduction line on the payslip or Deduction rule to a bank account.
    • Group: Select a Group if the wages or superannuation for that group of staff need to come out of a particular bank account.
  • Account Name: Enter the name of the account as it appears on your bank documents.
  • BSB: Input the Bank-State-Branch number, a unique code for your bank's branch.
  • Account Number: Enter the account number.
  • Bank Code: Choose your bank from the dropdown list provided.
  • APCA Code: If required, enter the APCA code provided by your bank.
  • Reference: Set a reference that will appear on statements for easy identification.

Once all required fields have been completed an "Add Bank Account" button will appear. Clicking this confirm and add your configured bank account to the system.

an image of the "Add Bank Account" configuration window will all details filled with examples and displaying the "Add Bank Account" button on the bottom of the window


You can see a list of all configured Business Bank Accounts on the same Bank Details page.

an image of the "Bank Details" page with a bank account in the list.


Super Frequency is missing Global Settings?

Author @Microkeeper
Category Superannuation
Last Modified 20/08/2017


To resolve the error message "Super Frequency is missing Global Settings"

an image of the error message "Super Frequency is missing Global Settings"

Navigate to Menu > Settings > General > Global, under Payroll Settings - Super Frequency

Configure the Super Frequency setting to the appropriate selection. The selection should be the standard frequency the business processes superannuation payments. 

  1. Payrun ($.50 /e/m): Superannuation is processed after every Payrun. This will occur an additional charge of 50 cents per employee per month
  2. Monthly: Superannuation is processed on a monthly basis
  3. Quarterly (Most Common): Superannuation is processed on a quarterly basis. 

an image of the Global Setting , Payroll Settings - Super Frequency configured with the Quarterly option


How do I notify the ATO of my hosted SBR software?

Author Dylan Wong@Microkeeper
Category STP
Last Modified 20/05/2024

On Access Manager for business software users:

  1. Select My hosted SBR software services.
  2. Select Notify the ATO of your hosted service.
  3. Search for ABN: 75909758040
  4. Select the ABN link of "THE TRUSTEE FOR MICROKEEPER UNIT TRUST"
  5. Enter the Software ID and select Next.
    1. To find your Software ID, On Microkeeper, navigate to Menu > Settings > General > Global > STP Settings - ATO/SBR 'BMS ID' 'Software ID'
  6. Read the Notification statement then select Save.

The result should look like this:

 The Software ID connected to the software service provider of Microkeeper in the ATO SBR Software Service

how can I check if my employee is receiving notifications to their mobile app?

Author @Microkeeper
Category Mobile App
Last Modified 20/08/2017

To test if notifications are being received by the employee, use the Push button located on the Employees page.

Navigate to Menu > Settings > Employees.

Locate the employee to test and click the Apple or Android logo under Push

Push buttons highlighted on the employee John Smith on the Employees Page. Showcases both the Android and Apple button


How do I apply an extra rule using a timesheet code?

Author Dylan Wong@Microkeeper
Category Payroll Rules
Last Modified 15/05/2024

How to apply an Extra Earnings Rule using a Timesheet Code


An Extra Earnings Rule can be triggered with a Timesheet code. This feature is useful when an allowance is applied on an adhoc basis

In this example we are setting up a Living Away from Home allowance of $98 that must be paid when an employee is required to spend a night away from their usual place of residence. A Timesheet Code is used to alert the system that they are eligible for this allowance.

Navigate to Menu > Settings > Payroll Rules > Extra Rules, click the Create New Rule button to configure the allowance.


Key values to configure:

  • Title: The first word of the title will be recorded as the code the system detects to apply the allowance. For example "LAFHA allowance". 
  • Type: Select "Fixed".
  • Value: Enter the amount to be paid. For example "98"
  • Multiplier/Shift count: Set as "0".

a extra rule configured with the kety values explained above.

The above configuration will apply $98 on the employees payslip for each timesheet that has the code "LAFHA" on the timesheet note.


timesheet with a timesheet note of "LAFHA"

payslip with LAFHA payslip item



How do I change the accrual of an employees entitled leave?

Author @Microkeeper
Category Leave
Last Modified 20/08/2017

Leave Entitlements accrual values can be adjusted in the Entitlements section of an Employees Profile. 

Navigate to Menu > Settings > Employees, click Edit for the employee > Employee Profile, under Entitlements.

Leave is generated on a pro rate basis and is calculated based on a financial year.

  • Entitled Annual Leave: How many weeks of annual leave the employee is entitled to.
  • Entitled Personal Leave: How many weeks of personal leave the employee is entitled to. 
  • Entitled Long Service Leave: How many weeks of employment for every 1 week of LSL accrual.

The Employee Profile - Entitlements section with the configuration setup with 4 weeks of Entitled Annual Leave, 4 weeks of Entitled Personal Leave and 1 out of 60 weeks of Entitled Long Service Leave


What are the pay type options in for an employee?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017

An employee can be configured to be paid either as Salary or Timesheet under the Payment and Employment - Salary area of their Employee Profile.

Navigate to Menu > Settings > Employees > click Edit for the employee> in the Employee Profile, under Payment and Employment - Salary:

  • Salary: For employees on a fixed salary. Payslips are calculated from the Basic Hours x Default Rate.
  • Timesheets: Payslips are generated from hours recorded in the timesheets. All Payroll Rules are applied.

1709087521672-74e85.png


How do I withhold HELP HECS loan for an employee?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017

You can withhold extra PAYG for an employee for their HELP-HECS in the Employee Tax section of the Employee Profile.

Navigate to Menu > Settings > Employees > click Edit for the employee> in the Employee Profile, under Employee Tax -

Select the HELP check box under the HELP-HECS Loan option.

the HELP-HECS loan option in the employee profile

Once enabled the HELP-HECS amount will be withheld on the employees payslip.

The Tax area of the payslip will be updated with Tax - with HELP-HECS.

Tax portion of payslip with HELP-HECS


What is the difference between fixed and vary entitlements?

Author @Microkeeper
Category Leave
Last Modified 20/08/2017

The Fixed/Vary Entitlements area will determined how the leave will be generated. 

  • Vary Entitlement: The employee will generate entitled leave based on the amount of Basic hours they have worked in the pay period/payslip.
  • Fixed Entitlement: The employee will generate entitled leave based on the Basic hours set in their Employee Profile.

A reminder that only payslip items that have been classed as normal will generate entitlements on the hours.

To change this setting navigate to Menu > Settings > Employees > click edit for the applicable employee > Employee Profile, under Entitlements - Fixed/Vary Entitlements.


how do i manually add a job to a timesheet?

Author Dylan Wong@Microkeeper
Category Timesheet
Last Modified 28/03/2024

To add a Job to a shift in the timesheet, modify the shift by clicking on the Date, or Time of the shift.

Image of the timesheet entry with details highlighted


Then add a job in the Update Shift form.

image of update shift form and user changing the attached Job


Clicking update will complete assigning the Job to the shift

image of timesheet entry with a job attached


How do I sign up for Beam Super Clearing House?

Author @Microkeeper
Category Superannuation
Last Modified 20/08/2017

How to sign up to Beam Super

Signing up to Beam can be done through Microkeeper.

Before processing super, you must first sign up to Beam Super through Microkeeper.

Navigate to Menu > Payroll > Super

Click the Setup Beam button to begin the sign up process.

an image of the Super - Beam page and the "Setup Beam" button users can click to sign up to Beam Super.

You will be navigated to the Beam sign up page.

Click the Start button to continue.

an image of the first page of the Beam sign up process


Completing the "Your details" section

The Your details section contains the Business information and key contact details.

These settings will already be prefilled with the Business Contact Information from your Microkeeper Global Settings.

Click the Next button on the bottom of the page to move on


Completing the "Payment method" section

The Payment method section is where to setup the method of payment for the superannuation clearing. 

The verified bank account from Microkeeper will already be configured.

Click the Next button on the bottom of the page to move on.


Completing the "Default fund" section

The Default fund section will allow you to select the nominated default super fund for employees who don't have a chosen or stapled super fund.

If you would like to make Australian Retirement Trust your default fund, click the Select Australian Retirement Trust.

If you would like to select your own default fund you can using the search tool. Search by either USI or ABN.

Click the Next button on the bottom of the page to move on.


Completing the "Terms and conditions" section

The Terms and conditions section details all the required Terms and conditions of the Beam Super service.

You must read and accept to:

  • Beam Product Disclosure Statement and Precision's Privacy Policy
  • Direct Debit Request Service Agreement
  • Participating employer of Australian Retirement Trust 

Click the Next button on the bottom of the page to move on.

an image of the beam super setup completed and a button to navigate back to Microkeeper



How do I process a Super Contribution submission?

Author @Microkeeper
Category Superannuation
Last Modified 20/08/2017

How to process a Super Contribution submission

A Super Contribution can be made on the Super-Process page.

Navigate to Menu > Payroll > Super > Process, click the Plus button to start a new Super Payment.


Selecting the period to process super payments for

Select the time period that the super payments need to be processed for.

  • Financial Year
  • Period or Start and End date
  • Group/Employees

The Period option can be used to quickly select a month or quarter.

super report filter with option to select 'Financial Year', 'Period', ''Date from', 'Date to' and 'Group'

After configuring the time period, click the Prepare Super Report button to generate the Super Contribution Report.


Making a Super Payment through Beam clearing house payment gateway

The super payment can be processed within the Beam Clearing House Payment Gateway

Confirm, enter the amount to be processed in the Enter amount to confirm box.

Review the Super Contribution Report, checking that:

  • Figures are correct.
  • Employee Fund Details are correct.
  • The nominated bank account that the funds will be deducted from is correct.

Click the Reviewed button after everything has been confirmed and then click Pay Super to make the super payment.

Beam Clearing House Payment Gateway with the amount confirmed and pay super button available.

The data has now been sent to Beam who will debit the business bank account and send the contributions to the nominated superfunds.


Reviewing Super contributions

Past super contributions can be reviewed on the Super - Process page.

Navigate to Menu > Payroll > Super > Process

A list of previous contributions can be found under the Super Processing History section.

You can filter the contribution log by the financial year and by either Successful, Failed and All.

super proccess history filter options\

The log will detail:

  • Submitted: Who submitted the contribution with the date and time of the contribution.
  • Period: The period of the submission.
  • Group ID: Which group of employees this was submitted for.
  • Total: The payment total of the contribution
  • Status: The status of the contribution
    • Received: Payment data has been received by Beam Clearing House.
    • Waiting: Payment is currently waiting to be cleared.
    • Clearing: Payment is current being cleared.
    • Paid: Payment has been cleared/paid.
    • Processed: All contributions have been processed
    • Partial: Partial contributions has been processed. A refund is expected.


the super processing history section with a list of contributions


How do I process refunded super contributions?

Author @Microkeeper
Category Superannuation
Last Modified 20/08/2017

Processing refunded super contributions

Super contributions that have been refunded can be reprocessed on the Super-Refunds page.

Navigate to Menu > Payroll > Super > Refunds

The Refunds page will list any contributions that have been refunded during the contribution process. This list can be filtered by financial year.

The refund will contain the information of:

  • Message: Further details of the refund reasoning.
  • BatchID: The Batch ID number that this refund was part of.
  • Employee: Name of the affected employee.
  • USI: The USI number of the super contribution
  • Member number: The member number of the superfund for the affected employee
  • Reference: The reference number of the refund
  • Refund Amount: The amount refunded from the contribution

an image of a list of refunded super contributions and the redo button next to each refund ready to be reprocessed

To reprocess the contribution click the Redo button.

my employee does not have a tfn number?

Author @Microkeeper
Category Settings
Last Modified 20/08/2017

Other valid options for the Tax File Number field in the employee profile are:

  • 000000000: The employee chooses not to quote a TFN or fails to provide one within 28 days
  • 111111111: Employee has applyed for a TFN but has not yet received it
  • 333333333: Where the employee is under the age of 18 and: 
    • earns $350 or less weekly,
    • or earns $700 or less fortnightly, 
    • or earns $1517 or less monthly:
  • 444444444: Employee is a pensioner - where the employee is a recipient of a social security or service pension or benefit an exemption from quoting a TFN may be claimed
  • 987654321: Where an employee has quoted a TFN with alpha characters - This code must also be used where the TFN quoted cannot be contained in the TFN field

How to Pay out a Notice Period?

Author @Microkeeper
Category Payroll
Last Modified 20/08/2017

To Pay out an Employee's Notice Period you will need to add a manual payment to their Final Payslip.
Once you've created the Payrun, navigate to the Employee's Payslip. 

  1. Click the Plus button on the right hand side
  2. In the Title Field, enter "Notice Period" or another relevant payment name.
  3. Select the appropriate Payment Class (most frequently this is "Normal" or Ordinary Time Earnings) 
  4. Select the appropriate Single Touch Payroll Classification
  5. Enter then Number of hours to be paid
  6. Click "Add Payment" 


When is Beam super releasing?

Author @Microkeeper
Category Superannuation
Last Modified 20/08/2017

Beam Super will be available starting from March 2024. 

To sign up, navigate to Menu > Payroll > Super

Please Note: SuperChoice will be discontinued by June 30, 2024.
*You can still make the previous year's super payment in SuperChoice.

Are there any additional charges to use Beam Super Clearing House?

Author Dylan Wong@Microkeeper
Category Superannuation
Last Modified 28/03/2024

Beam Super clearing house is included in your Microkeeper subscription at no additional cost if you are processing super contributions either monthly or quarterly.

If you wish to process super after every Payrun(weekly or fortnightly), this will attract an additional charge of 50 cents per employee.

What does access mean in faq data table?

Author Dylan Wong@Microkeeper Pty Ltd
Category
Last Modified 28/03/2024

0 = Entry

5 = Manager

10 = Admin

Can I review the STP data being sent to the ATO?

Author Dylan Wong@Microkeeper
Category Stp
Last Modified 02/04/2024

Yes you can check and export the STP data that is being sent to the ATO through the STP ATO Lodgment page on the latest Payrun. 

Navigate to Menu > Payroll > click Payslip for the latest Normal Payrun of the financial year > click the STP Lodge button.

On the Single Touch Payroll ATP Lodement page, you can view the STP data or export the STP data 

Configure the Prepare to Lodge as standard and either click Review Data to view the STP data on screen or click CSV Export to review the data through a CSV file.

Why am I receiving a pending leave request warning when the leave request is outside of the pay period?

Author Dylan Wong@Microkeeper
Category Payroll
Last Modified 03/04/2024

A leave request that is outside of a Payrun's period may trigger the "These Pending Leave Request fall within this Pay Period:"  error during the creation of a Payrun.  

This is because a timesheet's shift end time may have possibly entered into the next date. 

If the last day of the period did not enter the next day through an overnight shift then the error can either be ignored until next week, or the leave request can be reviewed now.

Managing Down?

Author Dylan Wong@Microkeeper Pty Ltd
Category
Last Modified 09/05/2024

Until a user has access to Settings (I think, or payroll, or both, I can't remember) they are middle.

I guess for the manage down concept there are currently 3 layers and this is not really official:

  1. Entry - Can manager nothing
  2. Middle - Can manager Entry but not Middle or Admin
  3. Admin - Can manage Middle and Admin


how can I recalculate or rerun a payslip?

Author Dylan Wong@Microkeeper
Category Payroll
Last Modified 22/04/2024

An employees payslip can be recalculated using the Payrun button located on the toolbar on the top of a payslip. 

Untitled-1-29670.png

Any changes to the following settings will be reflected on the employees payslip:

  • Timesheet
  • Employee Profile
  • Global Settings
  • Payroll Rules
  • Groups

Any lines on the Payslip that have been modified will be re-calculated.

Any lines manually added to the Payslip will remain. 

How do I complete a skill on behalf of an employee?

Author Dylan Wong@Microkeeper
Category Skills Matrix
Last Modified 17/04/2024

A skill can be submitted on behalf of an employee through the Skills Review page.

Navigate to Menu > HR > Skills Review

On the Skills Review page, first select the skill you wish to submit on behalf of the employee using the filter - Skills

1713318767232-826b5.png

You will also need to select the Employee to submit the skill on behalf of by using the filter - Employee

1713318875863-65ee2.png


Once you have selected both the Skill and Employee you are submitted on behalf of, click the On Behalf button to begin the skill submission. 

My Employee is on Salary How do I set them up?

Author Dylan Wong@Microkeeper
Category Payroll
Last Modified 09/05/2024

When an employee receives a payment every Payrun for the same number of hours, no matter how many hours are worked you want to put them on Salary in Microkeeper. 

To set an Employee as Salaried, you will need to firstly navigate to Settings > Employees - EDIT. 

Then enter their Hourly Rate, the Ordinary hours, and select Salary. 

1715224739998-9c6c5.png


What does the Add Super button do on the top of the payslip?

Author Dylan Wong@Microkeeper
Category Payroll
Last Modified 09/05/2024

The Add Super button can be used to manually input Super Guarantee Contributions (SG) or Reportable Employer Super Contributions (RESC) amounts onto a payslip. 

Note: If you are looking to add Concessional/Before Tax or Non-Concessional/After Tax super, please look at the Expenses and Deduction guide.


Click the Add Super button located on the toolbar of the desired employee. 


531592-27bf1.png

On the Add Super window, configure:

  • Type:
    • SG = Super Guarantee Contributions
    • RESC = Reportable Employer Super Contributions
  • Amount: The amount of super to add or deduct from the payslip.

531595-af647.png



There will be 2 "Fix Super" items added to the payslip to calculate the super added. These payslip items will cancel each other out so they can be safely ignored.


531598-55e08.png


how can I change the clocking options for my employees?

Author Dylan Wong@Microkeeper
Category Employee Settings
Last Modified 29/04/2024

Each employee can clock on/off with a different method of your choice.

These options can be configured in the Employee Clocking settings in the Employee Profile.

Navigate to Menu > Settings > Employee > click the Edit button for the employee you want to configure > Employee Profile - Employee Clocking.

employee clocking configuration on employee profile

how do I change the primary manager?

Author Dylan Wong@Microkeeper
Category Employee Settings
Last Modified 29/04/2024

The Primary Manager can be changed on the Notification Config page.

Navigate to Menu > Manage > Notification Config

Are the Tax Rates automatically updated in Microkeeper?

Author Samantha Haigh@Microkeeper Pty Ltd
Category EOFY
Last Modified 08/05/2024

From the 1st July, Microkeeper will automatically update where relevant:

  • Super guarantee (SG) rate increases.
  • Tax Bracket changes, and relevant Weekly/Fortnight Tax Table updates
  • HECS Repayment Thresholds 

These changes will trigger on the first Payrun where the Payment Date is greater than or equal to 01/07/2024

How do I setup a Novated Lease?

Author Samantha Haigh@Microkeeper
Category Payroll
Last Modified 15/05/2024

A novated lease is a three-way agreement between an employer, employee and a novated lease provider where the employer takes on the obligation for repayments under the lease and a corresponding deduction is made from the employee salary
 
To setup a Novated Lease go to Settings > Payroll Rules > Deduction Rules.
Then Select "Create New Rule". 

Pre Tax Setup

  1. Select "Expense". 
  2. In the Title, title the rule  "Pre-Tax Novated Lease".
  3. Select the Employee this applies to. 
  4. Select Fixed
  5. Enter the weekly amount to be deducted under "Value"
  6. Select the Correct FBT Classification.
  7. Click Add New Rule. 

Post Tax Setup:

  1. Select "Deduction". 
  2. In the Title, title the rule  "Post-Tax Novated Lease".
  3. Select the Employee this applies to. 
  4. Select Fixed.
  5. Enter the weekly amount to be deducted under "Value"
  6. Select "NA" as the Classification. 
  7. Click Add New Rule. 

This will now deduct this amount automatically in the Payrun.

Can I add a Medical Certificate to Microkeeper?

Author Samantha Haigh@Microkeeper
Category
Last Modified 16/05/2024

What should I do if I receive an error message stating that the ABN provided is not known to the message receiver and it mentions an incorrect ESA for an SMSF?

Author Dylan Wong@Microkeeper
Category Superannuation
Last Modified 20/05/2024

When processing superannuation contributions for a Self Managed Super Fund (SMSF), you may encounter an error message similar to this:

"The ABN provided is not known to the message receiver. If the superannuation fund is a self-managed super fund (SMSF), please confirm with the employee that the ESA provided is correct; or please contact the fund for more information. ABN [ABN Number] not known to the Message Receiver. Please check to ensure that the message has been sent to the correct location."

To resolve this issue:

  1. Confirm ESA Details: Contact the employee to confirm that the Electronic Service Address (ESA) provided for their SMSF is correct.
  2. Update SMSF Settings: Once you have the correct ESA details, update the SMSF settings in your system.
    • Navigate to Menu > Settings > General > Super Settings.
    • Ensure that the ESA is correctly entered for the SMSF.
  3. Verify with the Fund: If the issue persists, contact the SMSF directly to verify that all details, including the ABN and ESA, are accurate and up-to-date.
  4. No Refund Associated: Note that this error message does not indicate any financial transaction issues or refunds. It is purely an informational message to correct the details provided.

How do I create a First Aid Allowance?

Author Dylan Wong@Microkeeper
Category Payroll Rules
Last Modified 21/05/2024

A First Aid Allowance can be setup to be paid automatically to an employee every payrun using an Extra Earnings Rule.

In this example, we are setting up a First Aid Allowance that is paid to an employee who is part of the First Aid Allow group. When the employee is assigned to the group, their payslip will automatically have $12.94 added.

Navigate to Menu > Settings > Payroll rules > Extra Rules, click the Create New Rule button to configure the allowance.

Key values to configure:

  • Title: This will be the Payslip title of the allowance. For example "First Aid Allowance".
  • Type: Select "Fixed".
  • Employee/Group: Select who is eligible for this allowance. For example, the group "First Aid Allow".
  • Value: Enter the amount to be paid. For example "12.94".
  • Classification: Select "Allowance".
  • STP Category: Select "Certs".

1716266666463-78063.png


How do I set up a daily pay rate?

Author Dylan Wong@Microkeeper
Category Payroll Rules
Last Modified 24/05/2024

Daily Pay Rates can be calculated using Extra Earnings Rules. 

This method isn't standard and has the following limitations:

  • Does not work with the leave system - If the employee takes leave the Extra Rule will continue to pay


why does the ATO PAYG withholding pre fill not match my payroll data reports?

Author Dylan Wong@Microkeeper
Category STP
Last Modified 27/05/2024

The ATO uses STP reports to pre-fill PAYG withholding labels W1 and W2. However as advised by the ATO, the primary source of data should be the software and payroll records. 


As STP data in Microkeeper is submitted YTD date, we will always provide an up to date total amount to the ATO when submitting STP data. 

You can review the data we are sending to the ATO via STP before processing the submission.


Reasons why the ATO activity statement may not match the STP in Microkeeper:

  1. Update Events - Update STP events will not display with a value on the ATO's activity statement.
  2. Multiple Submit Events - Multiple submit events for the same Payrun will show as duplicate values on the ATO's activity statement.


Will Microkeeper automatically update Individual income tax rates and thresholds?

Author Dylan Wong@Microkeeper
Category Payroll
Last Modified 27/05/2024

From 1 July 2024, the proposed tax cuts will be automatically applied in Microkeeper:

  • reduce the 19 per cent tax rate to 16 per cent

  • reduce the 32.5 per cent tax rate to 30 per cent

  • increase the threshold above which the 37 per cent tax rate applies from $120,000 to $135,000

  • increase the threshold above which the 45 per cent tax rate applies from $180,000 to $190,000.

Can I pay subcontractors super in Microkeeper?

Author Dylan Wong@Microkeeper
Category Superannuation
Last Modified 28/05/2024

Subcontractors can be entitled to super in Microkeeper. 

Navigate to Menu > Settings > Employees > click Edit for the employee> in the Employee Profile, under Payment and Employment - Status

Select the Sub-Contractor with Super option.

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Author Reniel Wackett@Microkeeper
Category
Last Modified 20/08/2017

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Author Reniel Wackett@Microkeeper
Category
Last Modified 20/08/2017

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Author Reniel Wackett@Microkeeper Pty Ltd
Category
Last Modified 20/08/2017

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Author Reniel Wackett@Microkeeper
Category
Last Modified 20/08/2017

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Author Reniel Wackett@Microkeeper Pty Ltd
Category
Last Modified 20/08/2017