Departments

 

A Department can be a physical location or a workplace grouping, and it is the base costing level and is part the costing structure of Ready Pay.
In the absence of costing splits, employee costs are allocated to their default home Department, and from there to the Cost Centre which has been associated with that department.

 Adding a Department:

 

You can access Departments in 3 ways.

  1. From the Navigator go to Company Definitions > Maintain Company.
    In the company window, the Departments node is listed in the left panel.




    OR

    From the Navigator expand Company Definitions, you can then double click the Departments node in the navigator.




    OR

    From the Ribbon bar click on Company, you can then double click the Departments node




  2. With Departments highlighted on click on the Add New button to begin creating a department.
    The Departments screen will open with the Details tab showing.
  3. Complete the following information as required:
Field Explanation
Code Enter a unique code for this department. You may enter up to 10 alpha-numeric characters.
Description Enter the description for this department. You may enter up to 35 characters
On Cost (Optional) An On Cost percentage can be applied to a department to account for additional projected costs which are not payroll related, such as workcover premium. Any value entered here will become the default On Cost for each employee in this department unless the value is overridden in the employee file.
Workplace (Optional) Workplaces are used to group departments into a physical location for the calculation of workers compensation premiums. Select the associated workplace from the drop down list, or select <<Add New>> from the drop down to create a new workplace.
Cost Centre Select the Cost Centre you want this department to belong to, or click on the Add New button from the drop down to create a new cost centre as you work.
Workflow Defaults
These fields only apply if you are using Ready Pay's Employee Self-Service Kiosk or hr modules.
Default Approver

The default approver is the person who is responsible for approving items such as leave requests, time sheets and expenses entered in Employee Self-Service Kiosk by employees. The approver name and company will appear when the approver is selected.

 

NOTE: The Default Approver under WorkFlow Details must be added to the Workflow Approvers validation table. Go to Navigator > Company Definitions > Validation tables > Workflow Approvers.to add the Approver if required.

 


If you have not yet defined your General Ledger Structure, click on the Define Structure button to do it now. (See Using the General Ledger for more information.)


  1. Access the Department by one of the 3 options above .
  2. Select the Department nodeon the left panel then click Edit on the right.
  3. Edit the details for the selected department.
  4. Click OK when ready.

 

You can delete a department as long as it has not been used within the system, for example in earnings history, employee files, general ledger codes, and so on. It also checks to see if the item has been attached to a ToDo task. If the department has been used, it will not be available for deletion. To delete an unused department:

  1. Click on Departments in the Company window or Navigator
  2. The right hand pane displays a list of all existing departments.
  3. Select the required department, then click the Delete buttonat the top of the screen.
  4. If the department cannot be deleted, an error message will be displayed.
  5. If the department is available for deletion, click OK to confirm you wish to delete.

 

You can quickly access the files of employees who are linked to a Department.

  1. Click on Departments in the Navigator or Company Window.
  2. Expand the Deparments node
  3. Expand a Department file by double clicking it.
  4. Select the Employees node under the Department to view a list of all linked employees on the right. Select any employee to edit their file.

 

To link an employee with a department, you must edit the employee file.

  1. Search for the relevant employee file by using the F3 shortcut key on your keyboard, clicking on Find Employee on the Ribbon bar or searching the employee in the employee list on the right side.
  2. Select the employee, then click on Conditions of Employment on the right.
  3. Select the employee's 'home' department from the drop down list on the right.
  4. Click Apply to save your changes.


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