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.
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"
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.
Click more info for pricing on our Hardware options.
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If required Unlock the Payrun.
Click Add Employee, select the employee then click Update.
This action will produce a payslip for the employee.
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
- 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
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.
Navigate to > Menu > Settings > Employees.
Click the 'Welcome Letter' button to send the login details for selected employees via SMS or Email.
The welcome letter can also be sent out on a selective basis.
- Select the tick box next to an employees username
- Click the "Welcome Letter" button
- Select either SMS or Email
Navigate to Menu > Payroll > Reports
Within the available reports, generate a HTML format of the Super Via Fund report
Accept the Super Choice Agreement
Click the blue SuperChoice button on the Reports page
Click Register account on the employerpay page and follow the required steps.
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.
Hover over the red shift to see a system explanation.
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.
Navigate to Menu > Payroll > Reports > and run the Payroll Invoice report.
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.
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.
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.
If submitting after the Payrun payment date select Update for the Event.
- 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
A reimbursement for an expense can be added to the Payslip as a negative Deduction
This will increase the Net but not affect Gross
Unlocked payruns can be deleted on the Payrun page.
Navigate to Menu > Payroll > Payruns > click the button > within the Reset Payrun page, select the payrun you wish to delete in the drop down box > Enter your password > click the button and confirm the deletion.
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.
Menu > Settings > General > Global > On the Global Settings page, the Business Contact Information are what details will display on a payslip
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.
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.
- 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.
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.
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
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.
When logging in and prompted for an MFA code, click and follow the Reset MFA process to remove the Multi Factor Authentication.
You will require your mobile number to complete this process.
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
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.
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).
Split shifts are rostered using 2 seperate shift lines on the same day.
To terminate an Employee, you must first process their last payslip.
Click the Final button on the employee Payslip.
The One Tap Terminate window will open.
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.
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.
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
Microkeeper will automatically increase the minimum super guarantee rate to 11% from 1 July 2023
Employees can start their tax return lodgement through their myGov account as soon as the STP finalisation declaration has been submitted.
Review the different ETP types here.
It is recommended to review the ETP tax reporting limitation within the STP guide.
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"
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.
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.
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
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.
Company logos can be set in the general settings.
Navigate to Menu > Settings > General > Logo Upload.
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
Microkeeper has added the National Day of Mourning (24th of September 2022) to be treated as a public holiday for all users.
Class the payment as Extra to have the payment item to generate Tax but not Super
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
- Scroll down to "Access Control" 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 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.
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
- Click the New Payrun button
- 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 - Configure the rest of the New Payrun settings as required.
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.
To purchase our Fingerprint Scanners, NFC Scanners, and iPad Mounts you can navigate to our store.
- Click on the "More" button located at the bottom right corner of the page.
- Scroll down to find the "Store" option and click on it.
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.
A super contribution can be made for a single employee by changing the Report Filter.
- Menu > Payroll > Reports
- Select the same Period
- Select the Employee affected
- Run the Super Via Fund report - HTML
- Confirm the amount matches the amount in question
If a contribution needs to be made for multiple employees, a Group can be used to run the Super Via Fund report for that group of employees.
To process parental or Maternity leave, it's best to use our Extra Rules feature.
Follow these steps to add a new rule:
Navigate to Menu > Settings > Payroll Rules > Extra Rules > Click the Create New Rule button.
- Select Add New Rule and enter the following settings:
- 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.
- Once you have entered all the settings, click Add. This will save the new rule and it will be ready to use the next time you process payroll.
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.
Custom Fields can be added to store and collect unique data.
Navigate to Menu > Settings > Custom Fields > click Add New Field 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.
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).
- On the top of the applicable employee's payslip, click the "Add Leave" button.
- Select the type of Leave to payout.
- 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.
- Click the Add Payment button to confirm.
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.
To create a group, go to Manage > Groups. Add a new group then add all staff to this new group, except for the staff members who should be excluded from your Super payment.
Now on our reports page (Payroll > Reports) before running the Super via Fund report, you will select the group created in the previous step.
The staff excluded from the group will not be included in the Super via Fund report, therefore Super can be lodged successfully without their details.
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.
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:
Then click on the button next to Upload a file:
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.
On the employees Payslip use the Add Super button, then select RESC and enter the Amount.
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.
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:
The VEVO Check is performed in real time and a response provided.
If a record is found the employee can close the form, if not they can try again.
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.
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.
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.
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.
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.
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.
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.
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.
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.
"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:
- Check the ATO's Business Portal, and see if they received it, but did not send us a message backs.
- Lodge another STP event with the same settings as last time.
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.
The Deduction Rule setup in the image above will automatically deduct $50 from the employee "James Adam" payslip titled as "Repayment Deduction".
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:
ErrorNumber 23
Type AuthorisationException
The entry level plan only allows 20 invoices per month. Upgrade your plan to a Business Plan to increase your invoice limit.
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
Then click the Connect to Xero button and follow the prompts on the Xero page.
Login to Xero with your credentials to authorise the Microkeeper connection.
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
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.
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:
- Title: This will be the the Payslip Title that appears on the employees payslip. For example "Broken Shift Allowance".
- Group/Employee: Select the Employee affected.
- 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. - 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. - Classification: See the Payments Classification Chart for appropriate classification.
- STP Category: See the STP Guide for appropriate category
- Timesheet Lookup: Select Split Shift
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 -
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.
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.
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).
After adding your bank account into Microkeeper a Verify button will appear.
Then click Send Codes, this will deposit two payments into you bank account.
Which will appear in your bank account, this is typically instant:
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.
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"
This will change the roster end time to "Until Required"
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.
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 Leave | Personal Leave | Long 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.
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:
- Title: This will be the Payslip Title that appears on the employee's payslip. For example "Workcover J.Smith".
- Group/Employee: Select the Employee affected. In this example "John Smith".
- Fixed or Percentage: Select "Fixed".
- Value: Change this value to hourly rate. In this example "25".
- Multiplier/Shift count: Set this value to the paycycle hours. In this example "38".
- Classification: Select "Workers Comp Entitlement".
- STP Category: Select "Gross".
The configured rule will now apply 38 hours at $25 classed as Workers Comp Entitlement.
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.
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.
Timesheets can be import via a CSV file. Follow these fields in the exact order mentioned (for any optional fields, leave as blank):
- 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.
- Date (Required) : The date for the timesheet entry.
- Start Time (Required) : The beginning time of the work period.
- End Time (Required) : The concluding time of the work period.
- Location (Optional): The workplace location.
- Role (Optional) : The specific role of the employee for that timesheet entry.
- 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.
- 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.
- 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.
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.
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.
To find the 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.
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, under the Personal Files
Adding a New File
- Click on the "Add File" button to upload a new document
- Title: Enter a descriptive title for the file. This will be displayed to the employee.
- Type: Select the type of file from the dropdown menu. Options include awards, certificates, disciplinary actions, contracts, etc.
- Upload: Attach a required document
- Status: Select the status of the document
- Draft: The file is not yet finalized and visible to the employee.
- Sight and Sign: The employee can view and sign the document to acknowledge receipt and understanding.
- Critical: The document must be signed before the employee can proceed with other tasks, like clocking in.
- Hide: The document is only accessible by admin staff and not visible to the employee.
- 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.
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.
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.
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 and 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: Allows access to the Roster Modules.
- 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.
- Add/Edit Employees:
- Full Access: Allows adding and editing employee details. Areas of Employee Profile is restricted by what Access Control you have.
- Add Only: Permits adding new profiles.
- 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: denies entry 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.
Manager access is determined by which Location/s the manager is assigned to
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.
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.
The Shadows Payrun feature is 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
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.
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.
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.
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.
A one 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.
A common payment item for a commission or bonus might be configured like:
- Title: This will be the payslip Title that appears on the employee's payslip. For example "Commission".
- Class: Bonus
- STP: Gross
- Rate: The flat sum of the payment. For example "$5000".
- Hours: N/A.
- Multiplier: 1.
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_smith | 1234 | 25.00 | 8 | 1 | Normal | Gross |
| jane_doe | Job A | 30.00 | 6 | 1.5 | Overtime | Overtime 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.
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.