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 billed based 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.
Yes, Microkeeper is partnered with Beam Super for processing super contributions.
Click more info for pricing on our Hardware options.
Leave accrual is pro rata depending on how many normal hours an employee works. Only hours classed as normal hours will accrue.
The pro rata accrual amount will be calculated on values set in Employees Profile under Entitlements.
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.
You will receive a 6 digit code to your email address. If you have lost access to your email, a code can be sent to your mobile number instead. Click the "Lost access to your email? Try SMS instead" button.
Enter this code and also enter your date of birth and click the Continue button.
If you get the error "A value below does not match", please review the email code or your date of birth.
When you have confirmed your email code, you will be prompted to change your password.
Your new password must:
If your new password is valid, all the green lights will match. Click the Update button to confirm.
You will receive a "Password Changed successfully" message.
An employee can be added to the Payrun by using the Add Amendments - Add Employee
This action will produce a payslip for the employee.
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.
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
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.
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 -
To send the Welcome Letter to selected employees -
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.
Navigate to Menu > Settings > General > Super Settings.
On the Super Settings option page, scroll down to the Add Self Managed Super Fund section.
Then, enter all of the 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.
Once added, go to the Employee Profile and select the SMSF in the Employee's Superannuation Settings too.
Pre-accumulated data such as previously accumulated leave or previously accumulated yearly earnings can be entered into each Employees Profile.
Navigate to Menu > Settings > Employees > click edit for the applicable employee > Employee Profile - Previously Accumulated
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
Go to Settings > Payroll rules > Extra rules. Read through the info dots and enter the driving allowance amount
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:
click the "Add New Rule" button.
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.
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.
The ATO requires businesses to lodge a STP finalisation declaration by the 14th of July*, which when submitted will allow employees to complete their tax return.
*Employees with closely held payees may have different finalisation due dates
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:
The first payrun of next financial year can be processed without closing off anything from the previous finacial year
Make these checks in this order:
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.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
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.
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.
A list of previous Microkeeper bill 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:
A negative adjustment can also be entered, for example: -36
Navigate to a recent unlocked payslip for the adjusted employee.
Click Recalc Leave button located on the top of the employee's payslip.
This will now update the employee's balance with the adjusted leave.
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.
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.
With the introduction of Single Touch Payroll (STP), you no longer need to provide your employees with payment summaries for information you report and finalise through STP. Instead Employees will receive an Income Statement available in ATO online services through myGov.
Employees can start their tax return lodgment through their myGov account as soon as the STP finalization declaration has been submitted.
Microkeeper will automatically increase the minimum super guarantee rate to 11.5% from 1 July 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.
An Employee Termination Payment (ETP) outside of unused leave can be added as a payslip item in the Payments area of the payslip. Unused leave ETP payments can be added by using the Final button on the employee's payslip.
Before adding an ETP payment, its recommended to first identify the ETP type code for STP purposes. Review the different ETP types here. Also see the ETP tax reporting limitation within the STP guide.
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:
Any tax-free ETP payments will need the tax value to be adjusted as Microkeeper currently does not automatically calculate ETP tax-free payments
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.
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.
3. Designating who receives email notifications for particular staff
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
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.
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 Filter.
If a contribution needs to be made for multiple employees, a Group can be used to generate a super contribution for.
Paid Parental / Maternity Leave can be set up to be paid automatically using an Extra Rules feature.
In this example, we are setting up a Parental Leave Rule that ensures an employee on parental leave receives a fixed payment. This rule will automatically apply the specified amount to the employee's payslip.
Navigate to Menu > Settings > Payroll Rules > Extra Rules, click the Create Extra Rule button to configure the allowance.
Key values to configure:
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 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.
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).
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. (Its recommended to add the Inactive staff too)
Now on the Super page, when configuring the Super Payment Process, select the Group you have created.
The staff excluded from the group will not be included in the Super Contribution 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:
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
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:
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.
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:
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.
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.
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).
An under 18 year old who is set to Full Time status will automatically accrue super regardless of hours work.
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.
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.
Once the bank account has been verified, the Verify button will be replaced with a blue tick.
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.
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
Navigate to Menu > Settings > Payroll Rules > Extra Rules, click the Create New Rule button
The key configuration for the example above:
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.
Timesheets can be import via a CSV file. Follow these fields in the exact order mentioned (for any optional fields, leave as blank):
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 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.
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
Click on the "Add File" button to upload a new document
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:
Each category contains a list of permissions that can be toggled on or off for individual employees or roles.
Note: Payroll/Admin Options are system wide.
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 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
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 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 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
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.
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.
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.
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.
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
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 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
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):
Employee Identifier | Date | Clock On (24 hour) | Clock Off (24 Hour) | Location ID | Role ID | Job | Break (Minutes) | Note |
john_smith | 01/01/2024 | 09:00 | 17:00 | 2233 | 5566 | Melbourne Restaurant | 30 | Started Late |
jane_doe | 06/01/2024 | 11:00 | 19:00 | 4565 | 0 |
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:
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.
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:
As the Client you will need to:
Firstly, make sure that the Roster, Timesheet and Leave Requests configurations applicable to the Payslip are correct.
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.
A payslip can be removed/deleted by hovering over the payslip item and clicking the Rubbish button
Location Information is unavailable - Check your GPS settings are active on your device.
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Accurate Location cannot be determined - Check your internet and location settings on your device.
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How Google Services finds your current locationGoogle Services estimates where you are from sources like:
Turn on high accuracy modeTo help Google Services find your location with the most accurate blue dot, use high accuracy mode.
More ways to improve location accuracyIf your location is still wrong, here are some things you can try.
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How Google Services finds your current locationGoogle Services estimates where you are from sources like:
Turn on location servicesTo help Google Services find your location with the most accurate blue dot, turn on location services.
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User denied the request for Geolocation - Close and re-open the App, Allow Microkeeper to use your Location.
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Login details failed. Please try again. You will likely need to login again - Clear the Data & Cache of the app and reinstall.
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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
The employees address will be displayed on the top of their payslip. This setting applies to all employees.
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 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:
The Extra Earnings Rule setup above will automatically apply a $20 payment for every shift 9.5 hours (including breaks) or longer.
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):
JID | JobID | title | startdate | CID | status | job_access |
---|---|---|---|---|---|---|
ABC123 | Job A | 2018-10-2 | 4321 | Pending | 1 | |
Job B | Active |
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.
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.
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.
You can see a list of all configured Business Bank Accounts on the same Bank Details page.
To resolve 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.
On Access Manager for business software users:
The result should look like this:
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
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:
The above configuration will apply $98 on the employees payslip for each timesheet that has the code "LAFHA" on the timesheet note.
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.
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:
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.
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.
The Fixed/Vary Entitlements area will determined how the leave will be generated.
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.
To add a Job to a shift in the timesheet, modify the shift by clicking on the Date, or Time of the shift.
Then add a job in the Update Shift form.
Clicking update will complete assigning the Job to the shift
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.
You will be navigated to the Beam sign up page.
Click the Start button to continue.
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
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.
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.
The Terms and conditions section details all the required Terms and conditions of the Beam Super service.
You must read and accept to:
Click the Next button on the bottom of the page to move on.
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.
Select the time period that the super payments need to be processed for.
The Period option can be used to quickly select a month or quarter.
After configuring the time period, click the Prepare Super Report button to generate the Super Contribution Report.
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:
Click the Reviewed button after everything has been confirmed and then click Pay Super to make the super payment.
The data has now been sent to Beam who will debit the business bank account and send the contributions to the nominated superfunds.
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.
The log will detail:
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:
To reprocess the contribution click the Redo button.
Other valid options for the Tax File Number field in the employee profile are:
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.
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.
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.
0 = Entry
5 = Manager
10 = Admin
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 ATO Lodgement 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.
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.
Manage down concept there are currently 3 layers and this is not really official:
An employees payslip can be recalculated using the Payrun button located on the toolbar on the top of a payslip.
Any changes to the following settings will be reflected on the employees payslip:
Any lines on the Payslip that have been modified will be re-calculated.
Any lines manually added to the Payslip will remain.
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.
You will also need to select the Employee to submit the skill on behalf of by using the filter - Employee
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.
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.
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.
On the Add Super window, configure:
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.
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.
The Primary Manager can be changed on the Notification Config page.
Navigate to Menu > Manage > Notification Config
From the 1st July, Microkeeper will automatically update where relevant:
These changes will trigger on the first Payrun where the Payment Date is greater than or equal to 01/07/2024
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".
This will now deduct this amount automatically in the Payrun.
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:
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:
Daily Pay Rates can be calculated using Extra Earnings Rules.
This method isn't standard and has the following limitations:
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:
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.
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.
Timesheets can be filtered by Group if you have the Access Control setting - All Locations.
The Default Fund can be reconfigured in the Beam config.
Navigate to Menu > Payroll > Super - Beam.
Click Configure Beam and follow the prompts to reconfigure the Default fund.
Employees have the option to attach a Doctor Certificate file when submitting their Personal Leave applications.
If they select they are providing a Dr Certificate, after submitting the initial form they will be prompted to upload a file.
If they do not have the file yet, they can upload the file from their Employee Console at a later date.
The Employee Console will prompt them with a reminder until the doctor certificate is uploaded.
A Salary is a fixed amount payment regularly made by an Employer to an Employee.
In Microkeeper this is most commonly represented by a fixed hourly rate multiplied by a fixed number of hours per Pay Period.
A Timesheet is the record of an Employee's worked hours during a pay period.
In Microkeeper this is represented by a record of an Employee's start and finish time. Microkeeper then automatically calculates the total length of the shift as well.
Employees then can have their earnings calculated off of their Timesheets for a Pay Period allowing for Overtime, Penalty Rates and more.
A Roster is a Timetable showing what dates and times Employees are required to work, provided to Employee's in advance.
In Microkeeper, this is represented by a Start and End time, and also can include what Cost-Centre, Location or Role they are expected to work within in the business.
A Payslip is a document with details of an Employee's pay for each pay period.
Common Items on a Payslip are:
A Payrun is the process of remunerating your Employees for work performed during a pay period.
In Microkeeper this involves the process of Calculating the Payroll from the Payment and Employment Settings configured for your Employees.
If an employee's clock-in time is different from their local time, it is likely that the Timezone setting in their Employee Profile is incorrect. Please verify and update the time zone in their profile to match their current location.
Navigate to Menu > Settings > Employees > click Edit for the employee> Employee Profile > Address-Timezone
The time zone for an employee in Microkeeper is determined by the Timezone setting in their Employee Profile, not by their home address.
Navigate to Menu > Settings > Employees > click Edit for the employee> Employee Profile > Address-Timezone
Changing your ABN in Microkeeper is potentially a time consuming and difficult process.
You have to find a way to make a cut between one ABN's STP Reporting and the new ABN's.
There are a few options on how to execute this change, we've listed them in recommended order below.
This is the Fastest, Cleanest, and Easiest option. When you change at EOFY all the Payroll Data from the historical year is contained to an old ABN, and then the new Financial Year in the New ABN. The change is simple and clean.
However this isn't always possible, if not, there are three other options:
This keeps wage costs in each separate year, allowing the split between each ABN mid-year.
However, you will have to adapt to having the Costs of the Year before the change in a historical year, to enable this split.
This effectively cuts off the Wage Cost to the current ABN back at the start of the Current Fiscal Year. That wage cost is then attributable to the new ABN instead.
This is an entire new account to make the cut between the old and new ABN.
This is our least recommend option, as your have to register a new account, and then enter in all Employee Details, Locations, Jobs etc,This is a large project,with a large amount of Manual Data Entry and can result in Human Error.
For Assistance with changing your ABN, you can always contact our Support Team, on 1800 940 838
To resolve Validation Error from Beam - Error - ERR051 - The SMSF is not an active fund at this time. Please confirm with the employee that the provided ABN is correct. - USI (fund_name)
Check with the Employee to confirm that the provided ABN is correct.
You can also use the ATO's Super Fund Lookup tool to double check if the fund exists.
To resolve Warning - WRN098 - The ESA service provider has advised that the ABN for this self managed super fund is unknown to them. Please obtain the correct ESA from the employee. - USI (FUND NAME)
To resolve this issue:
Note: This Warning message will not inhibit you from processing your Super payment.
The Starting Day of Work can be changed in the Global Settings - System Settings.
Navigate to Menu > Settings > General > Global > System Settings - Starting Day of Work.
Warning: Changing this after you have already started to use the system will:
Your configured Default Super fund can be found in the Global Settings.
Navigate to Menu > Settings > General > Global > Super Settings - Default Super Fund.
This can be changed by navigating to the Beam Configuration.
The Static Roster is an area of the System that allows you to setup an Employees permanent Contracted Hours.
This is used in Microkeeper as one of the options that can be used to Calculating Leave and Public Holiday Hours to be paid out. This documents the expected working times and days for the Employee.
The Static Roster is configured in the Roster Templates area, by selecting the Static Roster for editing when Managing Templates.
Check the Employees rate in their Employee Profile.
Navigate to Menu > Settings > Employees > click Edit for the employee> in the Employee Profile, under Payment and Employment.
Verify the Default Rate or any applicable Rate Rules. If incorrect update the rate.
Recalculate the payslip with the Payrun button on the toolbar at the top of the payslip to apply the changes.
Review the Employee's Leave Entitlement settings in their Employee Profile.
Navigate to Menu > Settings > Employees > click Edit for the employee> in the Employee Profile, under Entitlements.
Ensure that the correct leave entitlements are set and that the accrual method (Fixed or Vary) is appropriate.
Check the Shift rules and Weekly Rules settings in the Payroll Rules. Ensure that the correct overtime thresholds and multipliers are set. Also verify that the employee's timesheet hours accurately reflects their worked hours.
Verify that the Employee's tax settings in their Employee Profile has been set up correctly.
Navigate to Menu > Settings > Employees > click Edit for the employee> in the Employee Profile, under Employee Tax.
Check the employee's tax settings for:
Check Payrun settings for:
If incorrect, update any settings and recalculate the payslip with the Payrun button on the toolbar at the top of the payslip to apply the changes.
Check the Super Rate settings on both the Global Settings and the Employees Profile.
Checking the Global Setting - Super Settings:
Navigate to Menu > Settings > General > Global - Super Settings.
Confirm that the Super Rate is correct.
Checking the Employees Profile - Super Settings:
Navigate to Menu > Settings > Employees > click Edit for the employee> in the Employee Profile, under Advanced Super Details.
Confirm that the settings have been configured correctly.
Verify that you have completed the following:
Check if the leave request has been approved in the Leave Review section.
Ensure the leave dates fall within the current pay period.
Verify that the employee's roster aligns with the leave request dates.
Review the Deduction Rules in Payroll Rules. Ensure the deduction is set up correctly for the specific employee or group.
Recalculate the payslip with the Payrun button on the toolbar at the top of the payslip to apply the changes or check if the deduction rule was manually overridden.
Check the Australia Public Holiday list to see if the public holiday is listed. If not, a Public Holiday date can be added on the Public Holiday Rules page.
Navigate to Menu > Settings > Payroll Rules > Public Holiday Rules
Click Add Date and add the date of the public holiday.
Verify that the employee's roster aligns with the public holiday dates and did not work the public holiday date.
Public Holidays hours are calculated by using the employees Roster, deducting the Timesheet hours then applying the remaining hours as Public holiday hours.
Public Holiday entitlements are applied based on the timezone of the employee. Check the employees profile to ensure they are set to the correct timezone.
Navigate to Menu > Settings > Employees > click Edit for the employee> in the Employee Profile, under Address - Timezone.
Adjust the Timezone to the employees working State.
Verify the Public Holiday Rules are set up and the employee is eligible to the set up conditions.
Also check the Australia Public Holiday list to see if the public holiday is listed. If not, a Public Holiday date can be added on the Public Holiday Rules page.
Navigate to Menu > Settings > Payroll Rules > Public Holiday Rules
Verify all employee bank details are correct in their profiles.
Ensure the company's bank account details are correctly set in the Business Bank Settings.
Navigate to Menu > Settings > General > Bank Details.
Double-check the total amount in the Payrun matches the ABA file amount generated on your business bank account.
It is recommend to adjust overpayments to employees by processing a negative payment item in their next Payrun.
Click the button to add a Payslip Item to any area of the Payslip
Enter the amount to deduct and click Add Payment.
Review the worked hours of an employees timesheet for that pay period. Make any corrections if needed.
Check if there is any minimum timesheet hours setup in the settings for the employee. These configuration settings will pay a minimum amount of hours if set up:
A fringe benefit is a 'payment' to an employee, but in a different form to salary or wages. These need to be reported to the Australian Tax Office through STP.
You can find out guide on processing Fringe Benefit Tax through the ATO here.
Microkeeper includes Week 53 in the current fiscal year to allow for the possibility of paying it on the last day of the fiscal year (e.g., June 30th).
If your Payment Date is in the next fiscal year, your Payrun schedule will be displayed as 53 > 1 > 2 > etc.
The payment date determines which fiscal year a payment belongs to, not the work period. If you pay on July 1st or 2nd for work done in June, it counts towards the new fiscal year for tax purposes.
In most cases, no manual adjustments are necessary. Microkeeper automatically handles 53-week years. However, you can manually change the "Runs in Year" to 53 if needed in your Payrun configuration settings.
From the ATO website:
If you have lodged an update event, it will appear in your STP reporting list. However update events only correct employee year-to-date amounts. An update event will not include W1 and W2 totals, so will not be reflected in your activity statement pre-fill.
In Microkeeper, it's not recommended that you go back to update a previous Payrun.
Instead you can wait until the next Payrun, and either make the additional payment, or deduct the amount that was overpaid as an additional line on the Payslip.
If you did do an underpayment, the other option is to process a single Ad-Hoc Payslip, that only pays the employee the missing amount.
An Expense payslip item can be added to any payslip by clicking the Plus button in the Expense area of the payslip.
Click the Plus button located on the right side of the Expense area. An "Add Expense" window will appear.
Fill in the values as neeeded.
Reportable Fringe Benefit Amounts (RFBA) are required to be reported through STP. This guide will take you through the process on how to record the RFBA in Microkeeper.
Before you begin this process, you will need to have the Grossed-up RFBA for the employee.
RFBA are reported using two lines to the payslip. One will be a Payment, the second will be an Expense that deducts the payment from the Gross and classifies it as the RFBA.
If you have already recorded RFBA throughout the year, you will need to deduct this amount from your calculated Grossed-up RFBA to ensure you do not double report values.
"Grossed-up RFBA" - "Current Reported RFBA" = Adjustment Needed.
You can obtain the Current Report RFBA through an STP data export -
After you have finished your final Payrun of the Financial Year you will download the current list of RFBA declared via STP.
Payroll > Payruns > Payslip > STP Lodge > Final Payrun > CSV Export or Review Data to view on web browser
The reported amounts will be under the column "Fringe".
Type X = Fringe Benefit Exempt
Type T = Fringe Benefit Taxable
After you have calculated the Adjustment Needed, you can report the Amended Grossed-up RFBA.
The Amended/Grossed-up RFBA needs to be entered into the last Payrun of the fiscal year. An Adhoc Payrun can be generated, but ensure it is the latest payrun of the fiscal year.
A payment item is entered to balance out the RFBA expense, ensuring the employee's net pay remains unchanged.
Click the Plus button located on the right side of the Payments area. An "Add Payment" window will appear. Key values to configure:
The Amended/Grossed-up RFBA is added as an Expense item to correctly categorise the RFBA for reporting.
Click the Plus button located on the right side of the Expense area. An "Add Expense" window will appear. Key values to configure:
The last step is to double-check the Payslip and STP data.
There should be no change to super or entitlements.
When you're ready, a Final STP submission can be made,
You will see that the Fringe Benefit Exempt (X) or Fringe Benefit Taxable (T) amount should have changed in the STP report.
In addition you will see this in the Salary Sacrifice Type O Column.
The final Tax amounts should not have changed.
An automated Director's Fee payment can be created using an Extra Earnings Rule.
In this example we are setting up a employee to receive a flat $1000 weekly payment as a Director's Fee
Navigate to Menu > Settings > Payroll rules > Extra Rules, click the Create New Rule button to configure the allowance.
Key values to configure:
Inactive employees are intentionally excluded from entitlement reports.
This is by design because inactive staff don't contribute to the current business entitlement liability.
When you select "All Employees" in entitlement reports, it only includes active employees who should be factored into the current liability calculations.
Click the User button on the bottom left of the mobile app.
The side menu of your log in accounts will open up.
Swipe left on your username and click the Logout button.
A financial year is a 12 month time period that is used for tax purposes.
For Australian Business' and Employees thhis starts on on 1 July and ends on 30 June.
This is also the span of time that all Payments have to fall into to be included in a year.
EG: A Payment made after the 1st of July will be included in the following Financial Year.
The payment date determines which fiscal year a payment belongs to, not the work period. If you pay on July 1st or 2nd for work done in June, it counts towards the new fiscal year for tax purposes.
If your Payment Date is in the next fiscal year, your Payrun schedule will be displayed as 53 > 1 > 2 > etc.
From ATO PAYG payment summaries information page:
If salary and wages are accrued in the current financial year (prior to 30 June) but paid in the following financial year (on or after 1 July), the full amount of the payment will be taxed at the following financial year's tax rates and included in the following financial year's payment summary.
The Tax Tables are available on the ATO website which you can find here.
Shift Rules classed as Normal do not contribute to the Basic Hours used to calculate the Auto OT trigger.
Method Code | Clocking Event Type |
"/600 | Forgot to clock off |
605 | Mobile Clock |
606 | Fingerprint |
607 | Manual Entry |
609 | Quick Clock Page |
610 | Any Internet Device |
611 | NFC |
Did you know if an Employee earns over a certain amount per Quarter, you don't have to pay the Superannuation Guarantee on the earnings above that figure?
This is the Maximum Super Contribution Base.
In Microkeeper, the Maximum Super Contribution Base is calculated based on the number of payments to be made in the Fiscal Quarter. The number of payments may change depending on the quarter as well.
So suppose there's 12 weekly payments to be made in a Quarter.
We then divide the $65.070 by 12, and if an employee earns over this, no super is paid over that earnings threshold.
$65,070 / 12 = $5422.5.
11.5% of $5422.5 is $623.5875.
The maximum Superannuation Guarantee to be paid per week would end up being $623.58
This however, could be less in the second quarter, if there are more payments made.
(A quarter with 13 weeks would be paid out as $575.62 a week instead)
This feature can be configured in the Global - Super Settings.
Navigate to Menu > Settings > General > Global > Super Settings - Maximum Super. Select either:
Leave continues to accumulate when an Employee is on:
To Process a redundancy in Microkeeper a Payrun will need to be
This error occurs when you application has timed out due to a Cloud Flare Network Error.
The best option is to wait a few minutes and the error will resolve itself.
Superannuation payments are remitted from "Precision CH".
This feature is accessed in the Global Settings, from Settings > General > Global and applies to all time clocked, the start and end time.
This rounds that clock time, to the nearest interval bracket selected by you.
For example, If you selected 15 minute rounding and Stephen was meant to start at 9:00
If Stephen clocked in at 09.05 it would be rounded down to 09:00am as that is the nearest 15 minutes interval, and he would be on time.
However if Stephen instead clocked at 09.12 his time would instead be rounded up to 09.15 as that is now the nearest interval.
No, unused Annual Leave, Long Service Leave and Sick Leave payments are not part of an employees ordinary time earnings for which super guarantee is paid on.
If you believe your account has been compromised, take the following steps immediately:
Employee Profile areas are accessible depending on your Access Control settings.
Your configured Access Level can be viewed at the top of the page when reviewing an Employee Profile.
Section | Access Required |
---|---|
Personal Details | HR |
Group Allocation | Controlled in Group config |
Payment and Employment | Payroll |
Entitlements | Payroll |
Employee Tax | Payroll |
Advanced Super Details | Payroll |
Super Fund Details | HR or Payroll or Settings |
Previously Accumulated | Payroll |
Payslip Config | Payroll |
Employee Display | HR or Rosters |
Active Status | Payroll |
Employee Clocking | HR or Payroll or Settings |
Access Control | Payroll and Settings |
Banking | Payroll |
Availability | HR or Rosters |
Custom Fields | HR |
Personal Files | Files |
Notes | Files |
If an employee doesn't choose their own super fund or have a stapled super fund, you can set them up with a Default Fund in their Employee Profile. *Make sure you have configured a Default Fund in the Beam Config.
Navigate to Menu > Settings > Employees > click Edit for the employee> in the Employee Profile, under Super Details.
Select the Default Super fund for the employee but leave their member number blank.
A request will be made when you process super via Beam. A member number will be allocated to the employee.
A death benefit employee termination payment to a dependant can be made in the system by adding the Death Beneficiary in as an employee and then processing an Adhoc Payrun for that newly added Death Beneficiary "Employee".
It's recommended to first calculate the death benefit employment termination payment amount before moving on the next steps.
Here are 3 helpful ATO resources that can help you determine what falls under a death benefit ETP:
It's recommended to first identify the ETP type code for STP purposes. Review the different ETP types here. Also see the ETP tax reporting limitation within the STP guide.
Any tax-free ETP payments will need the tax value to be adjusted as Microkeeper currently does not automatically calculate ETP tax-free payments
Create a new employee and configure the employee with these key settings:
(If the death beneficiary is also an employee on your payroll, you should report their actual commencement date, employment basis and tax treatment code.)
Create an Adhoc payrun for the Death Beneficiary.
When configuring the Adhoc Payrun details, configure these key details:
On the payslip, add the death benefit ETP payment as calculated from the Prerequisite step:
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:
Any tax-free ETP payments will need the tax value to be adjusted as Microkeeper currently does not automatically calculate ETP tax-free payments
Follow the standard STP lodgement steps.
The Death Beneficiary employee can be terminated through their Employee Profile once all payments have been made.
Navigate to Navigate to Menu > Settings > Employees > click Edit for the employee> in the Employee Profile - Active Status, configure:
Not allowing negative leave can be enabled in the Global Settings.
Menu > Settings > General > Global > Entitlement Settings - Negative Leave Balance
Select the "Do not allow negative" option.
Note: This setting will allow Employees to go into a negative balance up to the amount they can accrue in a single pay period.
When a refund of $0.00 for Super is received this will indicate that the Superannuation Fund was able to accept the funds successfully, but there may have been another error they want to bring to attention.
A suspended Microkeeper account can be reactivated via the Billing page.
Menu > Settings > Billing
Click the "Activate my Microkeeper account" to reactive the account.
Monthly billing will commence once the account has been reactivated.
Leave payslip items such as Annual Leave or Personal Leave will use an employees Default Job when costing those payslip items.
An STP Update Event can be lodged through Microkeeper in same area the Original Submission was made.
Go to Payroll > Payruns > Payslip.
Then select STP Lodge.
Scroll past the Submission Log, and in the Prepare to Lodge area, select:
Click Review Data to continue. Review the data that appears and confirm you have reviewed the Lodgment, and then Lodge STP.
There are mutliple ways to stop Leave from Accruing on Payments made to an Employee.
1. If you want only certain payments
A Car allowance as cents per km for business-related travel can be added as a payment item on the payslip.
Click the Plus button located on the right side of the Payments area. An "Add Payment" window will appear.
Below is an example of a common cents per km allowance:
John Smith is paid 88 cents per kilometre traveled for work purposes. He has travelled 10 kilometres.
Timesheet software can be configured so employees across multiple Microkeeper organisations can clock in from the same Fingerprint scanner.
When configuring the User Settings of the Timesheet software, set the Username with organizations separated by an "@" symbol.
Example:
Username: | org1@org2 |
A setup like below will allow employees from both "org1" and "org2" to clock in from the same fingerprint scanner.
When the Timesheet software is configured for multiple organisations, assigning fingerprints to employees will not be available.
Instead you will need to reconfigure the Username under User Settings to a single organisation to assign the fingerprint to that emplo
Microkeeper automatically adjusts rosters for daylight savings time changes. However, timesheets require manual adjustment for shifts that span the time change
Example:
If the clock moved forward by one hour during a 4 hour shift.
- Original Shift: 00:00 to 05:00 (extra hour added)
- Modified Shift: 00:00 to 04:00 (5 hours - 1 hours = 4 hours total)
To calculate the rate of Leave Accrual, there are two formula's needed.
One to find out the total hours of leave per year, and the second to divide that into a weekly accrual.
First Formula:
Weeks of Leave per Year x Hours worked per week = Total Hours Accumulated per year
Second Formula:
Total Hours Accumulated per year / Weeks in a year (52) = Total Hours Accumulated per year
An Example:
Emily has recently been promoted and now works full time, and we need to know that the Annual Leave is accruing correctly.
Emily now works 38 hours a week, and she receives 4 weeks of annual leave a year.
To work out the accrual the calculation is:
4 weeks of Annual Leave x 38 hours per week = 152 Hours per year.
152 hours per year / 52 weeks in a year = 2.923 hours per week.