Salaried Employees

When adding a salaried employee through the New Employee wizard you will have the option to select 'Salary' as the Payment Basis for the employee and enter the Annual Salary figure on the How is the employee paid? question.

On the How does the employee work? screen you can then enter the total Hours the employee works each week, and how many Days they work each week.

On the Maintain Employee screen you should enter the Annual Salary and Hours per Day for the employee under the Employment Details tab. This will automatically calculate an hourly rate for the employee. Deselect the Derive Pay by Timesheet check box. Save the employee record.

This will add the SAL - Salary pay code to the employee's Default Pay Codes tab. With this pay code the salary amount for the employee will be automatically calculated each pay based on the pay period. If you aren't using timesheets you will need to manually reduce the quantity of hours for the SAL pay code by the leave hours. E.g. If the employees SAL hours are 80 but they took 8 hours sick leave you need to reduce the SAL hours to 72.

Note that even though they are self-employed, you shouldn't select the Self Employed checkbox under the Personal Details tab unless you want to exclude them from IRD reporting. Normally Self Employed is only selected if the person is a provisional tax payer.

Note that if the Days are set to 5, FlexiTime will assume that the employee works Monday-Friday. If they work set hours on set days that aren't Monday-Friday, then that can be altered after the employee is added - on their Employment tab simply click Show Days and enter the hours against each day.

Selecting these options on the New Employee wizard will add the Salary (SAL) pay code to the employee's Default Pay Codes tab. With this pay code, the salary amount for the employee will be automatically calculated each pay based on the pay period.

If you enter leave for an employee directly in their pay (without using a Leave Request or Timesheet entry) you will need to manually reduce the number of hours for the Salary pay code by the number of leave hours. For example, if the employee's Salary hours are 80 but they took 8 hours sick leave you need to reduce the Salary hours to 72.

The employee can request leave using the Time Portal. The leave request will be included in their pay and their Salary will be automatically adjusted.

The other method to record leave taken is to use the Timesheets. This way the salary hours will be automatically reduced by any leave hours that have been entered in the pay period. FlexiTime recommends that you use Leave Requests or Timesheet entries for recording leave taken as this then provides a record of leave for the employee as required by the Holidays Act.

Other hourly amounts from the time sheet will not be included in the pay. If you do have an hourly payment that is to be on top of the salary amount you can create a special work category for this by checking the Special Salaried Payment box on the work category screen.

With Salary employees the calculation of pay is based on the full pay period. If a salaried employee starts or finishes part way through a period it is necessary to manually alter the hours and days worked in the employee's pay screen.

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