1) Internal business procedures and policies
2) Procedures
3) Checklist
4) Error handling
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1) Internal business procedures and policies
The items in this document, and corresponding links and guides on the help centre, can be used to build the internal business procedures and policies for the use of EE (Easy Employer).
Any user of EE should be referring to internal business documentation before contacting EE support as each organisation could have custom workflows and ways of using EE that are not documented here or on the help centre.
2) Procedures
i) Employee/user import
When a new employee is added to Preceda, or existing employee details have been updated, these need to be imported into EE. The frequency as to when this is done depends on the client but as this process is very quick, we would recommend after each new employee or update is done in Preceda:
Employer/user import guide here
ii) Abilities (certifications)
When a new ability (certification) is added to Preceda, or an existing ability has been updated, these need to be imported into EE:
Ability import guide here
iii) User abilities (certifications)
When an employee(s) abilities (certification) are added or update, these need to be imported into EE. is added to Preceda, or an existing ability has been updated, these need to be imported into EE:
User ability import guide here
iv) Leave entitlement balance import
After every pay run, an entitlement balance import should be done to ensure leave entitlements are updated within EE.
Leave entitlement balance import here
v) Enabling online access
Online access can be granted to users to access the EE account. What they can do depends on their permissions (see permission and functions below)
Online access guide here
vi) Permissions and functions
Permissions control what functions a user can access.
Permission guide here
Permission and function guide here
vii) Assigning employees to pay conditions
Employees pay conditions are assigned manually as this cannot be imported from Preceda due to Preceda API limitations (they do not provide enough information to map to pay conditions).
Assigning pay conditions guide here
viii) Non-Export Entity to not export to Preceda
If the employee is not being exported to Preceda, their home payroll entity needs to be changed to the “Non-Export Entity”
Updating payroll entity guide here
3) Checklist
i) New user (employee)
|
Item |
Procedure / Guide |
|
Import employee(s) from Preceda |
Employee import |
|
Import user abilities from Preceda |
User abilities (certifications) |
|
Updates users payroll entity if required |
Non-Export Entity to not export to Preceda |
|
Update the employee(s) roles |
|
|
Update the users pay conditions |
Assigning and changing a users pay group or base hourly rate |
|
Import entitlement balances from Preceda (optional) |
Leave entitlement balance import |
|
Update any abilities stored in EE directly |
ii) Timesheet -> payroll
|
Item |
Procedure / Guide |
|
Address timesheet warnings in EE |
|
|
Finalise the timesheet in EE |
|
|
Finalise the payroll report and export PAY34T file |
|
|
Import PAY34T file into Preceda |
4) Error handling
i) The Payroll Report
The shift assigned to XX, XX has pay records with no cost centre assigned.
This warning is to tell the payroll team that there are pay records with no cost centres assigned.
The guide here explains how to add cost centres to roles. The cost centre report can be used to see what cost centres are assigned to roles.
ii) Timesheet leave shifts
The timesheet leave shifts will create based on the standard hours and days set in the user's award pay group screen.
Timesheet shifts can also be manually adjusted if the standard hours and days change frequently.