Important Details for Pay

Important Details for Pay

Overview

CareVision provides support for generating payroll with the integration of Payroll Modules.

Terminologies and Key Concepts

  1. Booking  - an instance of service being delivered to a client by a single staff member at a specific time.
  2. Scheduled Time  - The scheduled start/end time of a booking, as defined by the calendar schedule.
  3. Checkin/checkout times - The times that a field care professional checked in and out of a booking.
  4. Contract Hours - A type of work schedule where a  field care professional is contracted to work. The hours within this work scheduled are paid regardless if there are assigned bookings or not.
  5. Leave  - A type of work schedule where the field care professional is on leave and should be paid for. In the case of Public Holidays, should only include public holidays on days the staff member would usually work
  6. Sleep Periods -  The times that a staff member indicated they intended to sleep. You can read Sleepover Billing & Payroll for more details on this.
  7. Sleep Interruptions - Within a Sleep Period, “interruptions” represent times when the staff member was required to work. You can read  Sleepover Billing & Payroll  for more details on this.
  8. Sleepover Rules - Found in OMP’s General Config section. Allows organisations to choose the logic for how sleepovers should be handled. You can read  Sleepover Billing & Payroll  for more details on this.
  9. Work Pattern - Whether a field care professional is casual, part-time, or full-time.
  10. Pay Period - Indicates how often staff members are paid.
  11. Run Shift - A single period of time that a field care professional is scheduled to work/actually worked. A run shift can span multiple Bookings in CareVision. Run Shifts have no relation to the concept of Shifts in CareVision.
  12. Time Slice Override - also called “multi-costings”. A multi-costing allows a single shift to be split between multiple cost centres.
  13. Travel Allowance - the distance  it takes for the field care professional to travel to their next booking. 
  14. Travel with Client  - the distance travelled by field care professional during their assigned booking with the client.


Setting up Staff Profile for Payroll Modules

For organisations that have integrated with Payroll Modules, the CareVision system can automatically create staff records or update a staff record in Payroll Modules. 
When a coordinator (admin) starts the integration to Payroll Modules, CareVision system will run a script to migrate existing staff to Payroll Modules unless for those staff where Do not send to Payroll Modules setting is enabled .

In order for a staff record to be sent to Payroll Modules, we need to setup the following fields from the staff's detailed profile page .
Field
Required
Notes
Salutation
No

First Name
Yes

Middle Name
No

Last Name
Yes

Nickname
No

Birthday
Yes
Date of birth must be over 13 years old
Gender
Yes

Employment Start Date
No

Employment End Date
No

Termination Reason
No

Landline Number
No

Mobile
No

Email Address
Yes
Payroll Modules currently doesn't support Gmail addresses with plus ("+") sign
Unit Number
No

Street Number
No

Street Name
No

Suburb
No

Postcode
No

Country
Yes

State
Yes
Must be a valid state for the selected country
Timezone
Yes

Work Phone
No

Work Mobile
No

Work Fax
No

Work State
No
Must be a valid state for the selected country
Work Email
No


Setting up Pay Distribution and Tax File Declaration

Once the staff's record has been sent to Payroll Modules, they need to login to their user account in CareVision Plus mobile app in order to set up their Pay Distribution Details and Tax File Declaration which are available in their My Profile  screen. These are needed in order for their employee profile in Payroll Modules to be available in payroll.

Pay Distribution 
The following are the fields in saving pay distribution details for staff.
Field
Required
Notes
Pay Method
Yes
value must be set to "EFT"
Distribution Type
Yes
value must be set to "Balance of Net"
BSB
Yes

Account Number
Yes

Account Name
Yes

Reference
No


Tax Declaration
The following are the fields in setting up the tax declaration for staff.
Please take note that once the staff has successfully saved their tax declaration with  Tax File Number,  this section can no longer be edited.
Field
Required
Notes
Tax Code
Yes
Enter as a number from 1 -  10:
  1. 1 - Tax Free Threshold not  claimed
  2. 2 - Tax Free Threshold Claimed
  3. 3 - Foreign Residents
  4. 4 - No TFN Provided - Resident
  5. 5 - FULL Exemption from Medicare Levy
  6. 6 - HALF Exemption from Medicare Levy
  7. 7 - Single Senior
  8. 8 - Illness Separated Senior
  9. 9 - Member of a Couple Senior
  10. 10 - No TFN Provided  Foreign Resident
Tax File Number
Yes

Is Australian Resident?
No

Is Tax Free Threshold Claim?
No

Is Senior Australian Tax Offset Claimed?
No

Is Rebates Claimed?
No

Has SFSS?
No

Has Help?
No

Date Declaration Signed
No

Previous First Name
No

Previous Last Name
No


Setting up Staff Pay Details

The next thing that we will need to setup for the staff is their pay-related information. In this section, we are going to setup the staff's work pattern, pay period, job classification, cost centre and joined date. More of this will be discussed in this article, Staff Pay Details.









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