UPDATE EMPLOYEE DETAILS - Shared services · 2017-09-05 · Shared Services SA - Update Employee...

UPDATE EMPLOYEE DETAILS

Updating an Employee’s Name

Updating an Employee’s Address

Updating an Employee’s Tax Details

CHRIS 21 Training Document

CHRIS 21 Project, Training

5 September 2017

V1.6F

Shared Services SA

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Shared Services SA

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CONTENTS

1. INTRODUCTION........................................................................................................................ 5

1.1 ABOUT THE TRAINING MODULE ..................................................................................................................... 5

1.2 ASSESSMENT TASKS ...................................................................................................................................... 5

1.3 PRE-REQUISITES ............................................................................................................................................. 5

1.4 WHO SHOULD USE IT ...................................................................................................................................... 5

1.5 LEARNING OUTCOME ...................................................................................................................................... 5

2. UPDATE EMPLOYEE DETAILS INFORMATION ...................................................................... 6

2.1 ABOUT UPDATE EMPLOYEE DETAILS ........................................................................................................... 6

2.2 TYPES OF UPDATES TO EMPLOYEE DETAILS ACTIVITIES ......................................................................... 6

2.3 RECEIVING REQUESTS TO UPDATE EMPLOYEE DETAILS ......................................................................... 7

3. DIFFERENCES IN CHRIS 21 .................................................................................................... 8

3.1 EMPLOYEE NUMBER STANDARDISATION .................................................................................................... 8

3.2 AWARD VALIDATION ........................................................................................................................................ 8

4. CHRIS 21 SCREENS ................................................................................................................. 9

4.1 DETAILS (DET) .................................................................................................................................................. 9

4.2 ADDRESS (ADR) ............................................................................................................................................. 10

4.3 BANK (PYD) ..................................................................................................................................................... 11

4.4 DEDUCTION (DED) ......................................................................................................................................... 12

4.5 TAX DETAILS (PYT) ........................................................................................................................................ 13

5. UPDATING EMPLOYEE DETAILS ......................................................................................... 15

5.1 PRE-REQUISITES ........................................................................................................................................... 15

5.2 UPDATE AN EMPLOYEE NAME ..................................................................................................................... 15

5.3 UPDATE AN EMPLOYEE ADDRESS .............................................................................................................. 18

5.4 UPDATE AN EMPLOYEE’S TAX DETAILS ..................................................................................................... 21

Shared Services SA

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TRAINING DOCUMENT LEGEND

Important Information

Scenarios

Required Documents

Learning Activities

Warning

Assessment Activities

Shared Services SA - Introduction

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1. INTRODUCTION

1.1 ABOUT THE TRAINING MODULE

The Key Features of this training program are processing updates to employee details.

Learning can be completed as a facilitated session or as a self-paced learning module.

1.2 ASSESSMENT TASKS

Assessments provide an opportunity to apply your new skills and knowledge to solve workplace tasks.

Assessments for this Training Module are located in the Assessment Guide.

Learning Activities can be found throughout the Training Document and will be used to reinforce understanding of key points.

1.3 PRE-REQUISITES

CHRIS 21 navigation training must be completed prior to the commencement of this unit.

Pre-reading:

FPRO200_PDCMo1 Name, Address and Emergency Contact Changes

FPRO200_PDCM03 Bank Account Changes

FPRO200_PDCM05 Tax Declaration Changes

FPRO200_DEDD01 Processing Deductions

1.4 WHO SHOULD USE IT

This guide is intended for all staff that process updates to employee details.

1.5 LEARNING OUTCOME

The following performance criteria must be met in order for competency to be achieved for this Training Module.

By the end of this Training Module, learners will be able to:

Task/Content Learning Outcomes

Process changes to employee details

Update an employee’s name

Update an employee’s address

Update an employee’s tax details

Shared Services SA - Update Employee Details Information

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2. UPDATE EMPLOYEE DETAILS INFORMATION

2.1 ABOUT UPDATE EMPLOYEE DETAILS

Updates to Employee Details are actioned when an employee has changed their personal details. This isn’t related to their position or salary occupation.

These changes are divided into three (3) categories:

name and address changes

bank account changes

tax details changes

Employees can also establish and modify certain personal details themselves through HR21. This includes address changes, bank details, and non-legislative and non-agency recovery Deductions.

Payroll Services will no longer enter Deductions that employees are able to establish

themselves in HR21.

Payroll Services will be required to return any non-legislative and non-agency recovery Deduction requests to the employee.

For more information, including a list of Deductions that employees are able to add and modify in HR21, please refer to the Deductions Training Module.

In the instances where the employee does not have access to HR21 or the facility to update via HR21 is not available, the employee is required to notify Payroll Services of the required changes.

2.2 TYPES OF UPDATES TO EMPLOYEE DETAILS ACTIVITIES

Type of Update Description

Employee Name change When an employee changes their name and provides supporting official documentation.

Employee Address change Updates to reflect changes in the employee’s home, postal, work and/or emergency contact details.

Updates to Tax Details Changes to an employee’s tax details.

Shared Services SA - Update Employee Details Information

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2.3 RECEIVING REQUESTS TO UPDATE EMPLOYEE DETAILS

Forms received by Payroll Services are varied, and based on Agency HR Policies. What does not change is the requirement to ensure all Forms and Documents are complete prior to processing the updates in CHRIS 21.

Forms not completed or approved by the delegate are returned to the Agency for action.

Update Employee Detail requests can include the following:

Personal Contact Information form

Bank Details form

Tax File Number Declaration form

Educational and Equal Opportunity Information form

an email sent from the employee’s government email address advising of the data changes

Some agencies allow employees to update their own details via HR21.

LEARNING ACTIVITY

What are some of the benefits of employees managing their own details in HR21?

What are the implications for employees who update their details but don’t inform payroll?

What details can an employee update themselves through HR21?

Shared Services SA - Differences in CHRIS 21

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3. DIFFERENCES IN CHRIS 21

3.1 EMPLOYEE NUMBER STANDARDISATION

All employees will be allocated a new Employee Number when they are migrated to CHRIS 21. This Employee Number will stay with that employee for life; even if they move between agencies.

Employees who are migrated to the Health/DCSI database will be allocated an Employee Number that is prefixed by the number 1.

Employees who are migrated to the General Agency database will be allocated an Employee Number that is prefixed by the number 2.

New employees who are added after migration will be allocated an Employee Number that is prefixed by the number 3. Once the available list of numbers prefixed by 3 is exhausted, Employee Numbers will be prefixed by the number 4, and so on.

This coding convention allows users to quickly identify that employees with an Employee

Number prefixed by the numbers 1 or 2 will have historical information in the archive databases.

The new employee number generator works across both databases so Employee Numbers will be unique across the two (2) databases.

The Employee Numbers used in this document are prefixed by the number 9 for training

purposes only.

3.2 AWARD VALIDATION

Validation exists to ensure employees are only paid entitlements and allowances that are authorised under their employing Award.

The Award type is selected when creating or changing a Position in the Position Table (PDT) from the drop down list.

This selection will flow through to other screens, validating only allowances payable for that Award can be selected.

Allowances that are not eligible to be paid under an employing Award will not be visible, and will also not be able to be saved should they be entered in error.

Shared Services SA - CHRIS 21 Screens

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4. CHRIS 21 SCREENS

4.1 DETAILS (DET)

The Details (DET) screen contains the main employee information.

The table below describes the Details fields.

*Denotes a mandatory field

Field Description

* Employee Surname, First Name, and Birth Date

Mandatory information relating to the employee’s legal identity.

* Joined Date employee commenced current contract.

* Govt Start Date Date employee commenced work in the SA Public Service.

Date Permanently Appointed

Date employee permanently appointed.

* Agency Joined Date Records the date employee commenced work with the Agency.

Work Email Government email address as default, but may be private email address if no government address available.

An employee’s name change must be supported by official documentation in order to comply with

legislative requirements and proof of identity laws.


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4.2 ADDRESS (ADR)

The Address (ADR) screen contains the employee’s address details, and must contain the following as a minimum requirement:

home address

postal address

work address

emergency contact address

Employees may elect to have up to two (2) emergency contact names and addresses listed under Address Type 1 or 2.

These details are used to determine where to post payslips, payment summaries and other official documents. They will also be used to determine who to contact in the case of an emergency.

Only use the following valid characters when entering Address details.

Valid Characters Invalid Characters

A - Z Full Stop (.)

a - z Comma (,)

0 - 9 Underscore (_)

Brackets ( ) Enter or Carriage Return

Space

Ampersand (&)

Apostrophe (‘)

Quotation Marks (“ ”)

Hyphen (-)

Pound (#)

Slash (/)


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4.3 BANK (PYD)

The Bank (PYD) screen holds the employee’s primary bank account disbursement details along with pay type and position occupancy details. These details are used to remit the employee’s salary to the bank each fortnight.

The Bank fields contain the following information.


Field Description

* Pay Interval The frequency of the pay cycle.

Autopay Where checkbox (tick) flagged the employee’s salary is generated automatically based on their salary amount, weekly hours and Pay Interval. If checkbox (no tick) un-flagged the employee is paid by timesheet.

* Pay Type The Pay Type differentiates which payrun the employee is paid in.

* Payroll Tax Code Select 5 (South Australia) from the list, unless organisation is exempt from payroll tax then enter 0 (Nil Payroll Tax).

For more information on payroll tax exemptions, refer to RevenueSA > Taxes, Duties & Levies > Payroll Tax and

Exemptions.

* Agency Bank Group The agency payroll bank account the employee’s pay is disbursed from.

* Banking Details The employee’s bank details.

Some agencies allow employees to update their own bank details via HR21.


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4.4 DEDUCTION (DED)

The Deduction (DED) screen is where a secondary bank account is set-up for an employee, with a maximum of four additional secondary bank account deductions; taken from their net salary to subsequent personal bank accounts.

For more information on Deductions, refer to the Deductions Training Document.


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4.5 TAX DETAILS (PYT)

The Tax Details (PYT) screen holds the employee’s taxation details. This screen is linked to the employee’s salary payments and affects the amount of tax withheld from their payments each fortnight.

An employee’s tax details are updated for any of the following reasons:

increase/decrease in the rate or amount withheld from payments made to the employee

cessation or commencement of a Higher Education Loan Program (HELP) debt

cessation or commencement of an Student Financial Supplement Scheme (SFSS) debt

change in residential status

The Australian Tax Office (ATO) may send a Notice of Withholding Variation advising to change an employee’s tax details; ensures a fixed tax rate is applied to the employee’s salary as opposed to the regular tax scale.

The Tax Details fields contain the following information.


Field Description

Tax Exempt When checkbox (tick) flagged the Calculate Pay process does not generate a tax amount.

Tax File Number Employees tax file number.

Scale Determines the employee’s tax calculation.

Declaration Received Type date received.

Repay HELP Indicates employee is repaying a Higher Education Loan Program (HELP) debit.

Repay SFSS Indicates employee is repaying a Student Financial Supplement Scheme (SFSS) debit.


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Field Description

Fixed Tax Rate When a non-zero value is entered, the tax is calculated using this figure, otherwise the normal scale values are used.

LEARNING ACTIVITY

Can updates to bank details be actioned if an employee has requested to change their bank details

over the phone?

What employee details can be updated on the PYD screen?

In which screen would you update an employee’s tax rate?

Shared Services SA - Updating Employee Details

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5. UPDATING EMPLOYEE DETAILS Before updating employee details, consider the following:

5.1 PRE-REQUISITES

Prior to a record being changed, the employee requires the following screens to be set up as part of the New Employee process:

Position (POS)

Salary (SMN)

Details (DET)

Address (ADR)

Tax Details (PYT)

Update Employee Detail requests can include the following:

HR Information form

official name change documentation

an email sent from the employee’s government email address advising of the data changes

5.2 UPDATE AN EMPLOYEE NAME

When a request to change an employee’s name is received, check that it is correctly completed and approved by the employee.

Supporting documentation must accompany the form such as a copy of the official name change

paperwork. For example:

marriage certificate

deed poll documentation

birth certificate

If the details are incomplete, or the form is not signed, contact the employee to obtain the missing information. If the request is sent by the employee through email, ensure that the email was delivered through a secure source, for example Government email.

Do not automatically update an employee’s bank account name when changing their listed Details

(DET) name, unless otherwise notified.


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SCENARIO 1 – UPDATING AN EMPLOYEE NAME

Michael Smith has sent a request to change his surname from Smith to Richards. He has provided

a copy of the deed poll, authorising his name change.

1. Navigate to Details (DET) using F6.

2. Type Employee Number, and then Enter.

Check the employee displayed in the Current Selection Bar matches the information provided.

3. From the table below update the Details fields from the information provided.


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When updating an employee’s details check the Save button is available. If the Save button is

greyed out ; indicates the users access is restricted to make and/or save changes.


Field Action Required

Previous Surname Type previous surname, e.g. SMITH

* Surname Type updated surname, e.g. RICHARDS

Title Type updated title, if required

Preferred Name Type updated preferred name, if required

Email Address Type updated email address, if required

4. Click Save.

Check the Global Email Address list before updating an employee’s email address name. Do not

update this field unless updated in the Global Email Address list.


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5.3 UPDATE AN EMPLOYEE ADDRESS

When an employee changes their address, they must advise the change to ensure the address is correctly displayed on their:

pay slips

payment summaries

electronic transfers to agencies such as

Australian Tax Office (ATO)

Super SA

Employees can update their address in HR21. Payroll does not require notification in these cases.

However if any employee is unable to access HR21, they must provide the address change to

payroll.

When a request to change an employee’s address is received, check notification provided via:

an email sent from the employee’s government email address, or

signed authority to update their details.

SCENARIO 2 – UPDATING AN EMPLOYEE’S HOME ADDRESS

Michael Richards, formerly Michael Smith, has moved house. He has requested an update to his

home address. He has sent an email from his government email address with his new address

details.

1. Navigate to Address (ADR) using F6.

2. Type Employee Number and then Enter.



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3. From the Choose Address tab double click the H (Home) entry to view address details.

4. From the table below update the Address fields displayed in the Detail tab.

When updating an employee’s address check the Save button is available. If the Save button is



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Address Line 1 Type address line 1

Address Line 2 Type address line 2, if required

Suburb Type suburb

State Type code or select from list

Post Code Type post code

Country Type code or select from list

Area Code Type area code

Phone Number Type phone number

Email Address Type email address, if required

Silent Number Tick this field if applicable

Mobile Type mobile using the format: 04xxxxxxxx, if required.

Incorrect entry will impact the employee’s access to critical HR21 functionality; do not enter spaces, dashes or special characters.

Pager Number Type pager number, if required

5. Click Save.

Confirm with employee if their postal address is changing as well, and if so, is it the same as the

home address or different. In both instances update the employee’s postal address, if provided.


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5.4 UPDATE AN EMPLOYEE’S TAX DETAILS

When an employee changes their tax details, they must advise the change on the appropriate forms. Employees may request an adjustment to the amount withheld from their salary, or change the information previously provided in a TFN Declaration form.

Supporting documentation must accompany the request such as:

ATO Withholding Declaration form

ATO Notice of Withholding Variation

An employee may request a change in tax details due to one of the following:

increase/decrease in the rate or amount withheld from payments made to the employee

cessation or commencement of a HELP Debt

cessation or commencement of an Accumulated Financial Supplement Debt

change in residential status

The ATO may also send a Notice of Withholding Variation to the Payroll team to change an employee’s tax details. This is to ensure a fixed tax rate is applied to the employee’s salary as opposed to using the regular tax scale.

Employees may also request to have extra tax taken from their pay as a fixed amount deduction.

If the employee is eligible to have a withholding variation to a fixed percentage, this must be advised

by an official letter from the ATO each financial year. These arrangements are only valid for one

financial year and must be reapplied for, by the employee, each year.

SCENARIO 3 – UPDATING AN EMPLOYEE’S TAX DETAILS

Payroll Services has received a Notice of Withholding Variation from the Australian Tax Office (ATO)

advising to change Michael Richards’ tax details to a fixed rate of 15 percent.

1. Navigate to Tax Details (PYT) using F6.

2. Type Employee Number and then Enter.



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3. Update the Tax Details fields with the information provided.

When updating an employee’s tax details check the Save button is available. If the Save button is




Tax File Number Type provided replacement tax file number

Fixed Tax Rate Type amended fixed tax rate

4. Click Save.


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ASSESSMENT ACTIVITY – UPDATE EMPLOYEE DETAILS

Use the Assessment Guide to complete Assessment Activities to:

Updating an Employee’s Name

Updating an Employee’s Tax Details

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