Employees File

The POLYGON PAYROLL module reached end of life on 30 June 2021 and this was communicated to all clients licensed with this module.

Historical transactions may be accessed although entry of new payslips is no longer possible.

The Employees File lists employees which have been entered into the Polygon Payroll System. This form allows you to manage employee details and create or view employee payments.

From Polygon Back Office,

Click the Employees button from the toolbar, or,

Select Payroll from the main menu, then select Employees File.

•To Create a New Employee - Click on the New button. This will load the Employee Details File form where you can enter the details of the new Employee;

Handy Hint: To make data entry a more streamlined process you can take advantage of the New From functionality. By selecting an existing Employee and clicking on the New From button, the Employee being created will automatically be loaded with some of the same settings as the selected Employee. This is useful in cases where Employees share similar characteristics (eg. having the same base rate or hours per week).

•To Edit an Existing Employee - Highlight the Employee you wish to change, and then click on the Change button. This will load the Employee Details form where you can edit the Employee's details.

•To Delete an Existing Employee - Highlight the Employee you wish to delete, and then click on the Delete button. Note: You cannot delete an employee if he/she has payroll transactions recorded in Polygon Payroll. At the end of the financial year you can delete employees after you have archived the Polygon Back Office database. You can however tag an employee as ‘inactive’. This means that they will not be displayed on the employees list unless you ask to view All or view Inactive employees.

•To Make a Employee Inactive - Highlight the employee and click on the Change button to access the Employee Details form, un-tick the Active box and click OK to save the change;

•Reload List - This button is used in multi-user installations where multiple users may be entering data at the same time. Clicking this button will refresh the displayed data and show any changes made by other users;

•To Print - Clicking on the Print button generates a PDF report which shows the currently listed Employees. This report can be saved, printed or converted to CSV format.

•Find - To search for a particular Employee, type part of, or all of the Employee's name into the Find box. The system will highlight the first listed item to contain this text in its name. Note: The search only applies to currently listed items. If an item has been filtered out it will not be included in the search. See the Filters section below.

Filters - The list of Employees in the Employees File can be filtered based on their Active/Inactive status and based on their Full Time, Part Time or Casual Status.

•Active/Inactive - From the View list box select Active to view active employees, Inactive to view inactive or select All to view both active and Inactive Employees

•Classification - From the Classification list box select Full Time to view only full time employees, select Part Time to view only part time employees, Casual to view only casual employees or select All to view employees from all classifications.

Note: If you want to view all Employees stored in the system regardless of their configuration, the Activie/Inactive filter and the Classification filter should both be set to All.

Select the Employee for whom you would like to create a payment, then click the New Payslip button. For Salaried Employees this will display the Payslip Details form. For Wage Earners this will display the Timesheet Details form followed by the Payslip Details form.

For step by step instructions explaining how to create Employee Payments, see section Creating Employee Payments.

A number of employee payslips can be processed at once by clicking the Process Payroll Batch button. When this button is clicked, payslips are automatically generated for all employees from the highlighted employee onwards. If you wish to generate payslips for all listed employees, remember to highlight the first employee in the list before clicking the Process Payroll Batch button. If any payslips can't be generated, the affected employee and the reason why the payslip was not generated will be shown on the Batch Payroll Exceptions form.

If you have enabled the Ensure that a full hour work week is worked option, and an employee's timesheet hours are less than the employees configured Normal Hrs/Week setting, an error message saying "Full Hour Weeks are being enforced for this employee". If this message is shown, clicking Yes will save the payslip as it is. If you want to add shifts to the timesheet or record annual leave or sick leave, click the No button. The payslip will not be completed and you will be able to manually edit the payslip later from the Employees File. After clicking No, this payslip will be listed on the Batch Payroll Exceptions Form with a "Payroll transaction error".

For more information about enabling/disabling the Ensure that a full hour work week is worked option, see section Payroll Award Details.

For more information about recording and editing individual payslips, see section Recording Employee Payments.

To view a list of all payments associated with an employee, highlight the desired employee and then click the Employee Transactions button. This will load the Employee Payments File which lists payments associated with this Employee. New payments can also be created from the Employee Payments File.