Getting Started with Polygon Payroll

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

This module is no longer supported.

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

Getting Started

Polygon Payroll is designed to make it easy to record staff shifts, staff payments, taxation, superannuation, public holidays and overtime. Before using Polygon Payroll for the first time, the system will need to be configured so that it can run according to your needs. Polygon Payroll application settings should be reviewed and configured and supporting data related to wages should be entered. Finally the Employee file should be created and an update should be sent to the Front of House (FOH). This section gives a summary of each step which is required when getting started and provides a link to a more detailed information about each step.

Please read the following sections before configuring Polygon Payroll, Introduction, Getting Started with Polygon POS Management and Getting Started with Polygon Back Office,.

Please follow the these steps to prepare Polygon Payroll for initial use:

•Configure Polygon Payroll System Settings - The Polygon Payroll application settings provide a number of options which allow you to customise how Polygon Payroll will run. Please read the Polygon Payroll Application Settings section to gain an understanding of these settings and then configure Polygon Payroll as required.

•Configure Payroll Award Details - The Payroll Award Details form is accessible from the Polygon Payroll System Settings form. This form allows you to customise Breaks and Overtime rules. See section Payroll Award Details Form for more information;

•Super Funds File - Each employee can be assigned a superannuation fund to which you contribute on behalf of your employees. Super funds are created and managed from the Super Funds File. Super funds should be entered into the system before adding employees to the Employees File;

•Superannuation Settings - Polygon Payroll will automatically calculate superannuation requirements and post this to the employee record as well as the appropriate ledger account. Polygon Payroll also provides you with the ability to process both Salary Sacrifice Superannuation and Voluntary Superannuation. These settings are configured from the Polygon Payroll Application Settings > Superannuation section.

•Payroll Rates File - Each Employee is assigned a rate of pay with customisable overtime rules. Payroll Rates should be added from the Polygon Payroll > Payroll Rates File. This file stores the various rates of pay for your employees;

•Work Types - The work types feature gives you the flexibility to record a number of shifts for one employee in a number of different ledger accounts. For example: If a staff member who has a number of roles including staff training, promotional and waiting tables, each different shift type can be assigned to an appropriate ledger account. If you would like to use Work Types, see section Polygon Payroll > Work Types for more information.

•Allowances & Deductions File - Employees can be assigned regular Allowances & Deductions which are automatically applied to each payment. Allowances & Deductions can be created & managed from the Allowances & Deductions File. These deductions can be applied to employees later when employee details are entered into the Employees File.

•Public Holiday Dates File - Polygon Payroll allows a list of public holidays to be recorded so that public holiday rates can be applied when staff work on these days. Public Holiday dates are managed from the Public Holiday Dates File. This list should be updated yearly because some public holiday dates change from year to year.

• Tax Rates - WARNING: Extreme care should be applied when accessing and updating the Tax Coefficients Schedule. If you make a mistake in entering a tax setting, the tax for the affected employees will not be correctly calculated.

The tax scales are based on the Australian Taxation Office Statement of Formulae for Calculating Income Tax Instalments. Polygon Back Office is released with tax scales current at the time of production. Tax scales can also be edited manually from Polygon Payroll > Tax Scales Schedule File Form. Redcat include up to date tax scales with each software release. If changes to the tax rates are required, upgrading the Redcat BOH software to the latest version can be the easiest way to update the tax rates.

•Annual Leave - If you do not wish Polygon Payroll to automatically accrue the annual leave for your employees each week, un-tick the Accrue annual & sick leave setting from Polygon Payroll > Application Settings > Annual & Sick Leave. The Standard Hours per Day and Leave Loading Factor for annual leave can also be entered from this section.

•Bank Accounts File - Polygon Payroll allows users to specify which bank account a staff member should be paid from. Before setting up Employee details, at least one bank account should be recorded in Polygon Back Office. To do this, access the Polygon Back Office > Bank Accounts File, click New and enter the bank account details;

•Departments File (Multi-Department Licenses Only) - For users who have a multi-department license, each employee can be assigned to a default department. Payments for each employee will be recorded to the assigned default department. If you will be assigning employees to default departments, first add these departments to the Polygon Back Office > Department Accounts File;

•Department Sections - Employees can be grouped into different sections such as ‘kitchen’ and ‘ floor’ for payroll reporting purposes. Department Sections can be created and managed from the Polygon Payroll > Payroll Department Sections file.

•Employees File - Once the above information has been recorded the Employees File can be filled. This file lists general information, payroll information and allowances/deductions for each employee. This file is used to calculate employee payments based on shift times or weekly salaries.

•Setup Single Touch Payroll - Single Touch Payroll (STP) is an initiative from the ATO to streamline payroll reporting. This process reports salaries and wages, PAYG withholdings and superannuation details to the ATO each time you pay your employees. You must report on or before the payment date for each payroll run. From 1 July 2019, all Australian small business owners are required to report their payroll information. See section Getting Started with Single Touch Payroll for more information.

•Enabling Bundy Clock - If you will be using the FOH bundy clock to record shift start/finish times at the FOH, and will be using the Polygon Payroll BOH Payroll System, see section Enabling the Bundy Clock Feature for instructions explaining enable these features.

•Enabling Emailing of Payslips - Polygon Payroll allows generated payslips to be automatically emailed to employees. To enable this feature, your email account details need to be entered into Polygon POS Management or Polygon Back Office Application settings. For instructions explaining how to enable emailing of payslips, see section Polygon POS Management > Application Settings > General - Email. Each employee's email address should be recorded in the Employee Details form which is accessible from the Employees File.

•Send Update From Polygon POS Management - Once these steps have been completed, your changes need to be applied to the FOH by sending an update. See section Polygon POS Management > POS Updates for instructions explaining how to send updates.

•Apply Update at FOH - See section FOH > Applying Updates for instructions explaining how to apply updates at FOH.