This help guide will explain how to link HR Forms to Payroll Deductions.
For more context on Forms, see our Forms Explained and Create a Form Template help guides.
For more context on Deductions, see our Deductions help guide.
What Does This Help Guide Cover?
Deduction Requirements
Fair Work Australia mandates several requirements for deductions. Namely, that "the employee agrees in writing and it’s mainly for the employee’s benefit." Linking deductions to Forms helps fulfil this requirement, ensuring you have secure written records (including employee acknowledgement) of deductions.
For a full breakdown of deduction requirements in Australia, please see this resource from Fair Work Australia.
Creating Deduction-Linked Forms
To create a deduction linked HR Form, first, navigate to HR > Forms > Form Templates > + Create New Form Template.
Then name your Form Template, assign a Category, and complete the other necessary steps as outlined in our Create a Form Template help guide.
After clicking 'Create', you will be prompted to add questions to your Form Template. To do so, click + New Question. Then, to link this question to a deduction:
Write your Question in the free-text box.
Set the Answer Type to Currency.
Tick the Link to Payroll box.
Set the Payroll Item Type to Deduction.
Select your Deduction Type from the dropdown menu (to manage your deduction types, navigate to Payroll > Payroll Settings > Deduction Types).
[OPTIONAL] Expand the Reference files & Description menu, and add a description or upload any associated files (up to 15MB).
Click Save Question to confirm your changes.
For example:
For compliance and record-keeping purposes, we recommend making an employee provide a signature to acknowledge this deduction, aligning with Fair Work requirements. To do so:
Add another new question (+ New Question).
Name your question (e.g., 'Signature').
Set the Answer Type to Signature.
Tick Required.
[OPTIONAL] Expand the Reference files & Description menu, and add a description or upload any associated files (up to 15MB).
Click Save Question to confirm your changes.
You can add as many questions as required to your Form Template. Once you are satisfied, click Save Form.
Assign a Deduction-Linked Form
Once you have created your Form Template, the next step is assigning it to an employee.
To do so, simply navigate to HR > Forms > Form Templates and click 'Assign' next to your desired template
Then, select an employee from the dropdown menu and click Assign.
The employee will receive an email notifying them that they have been assigned a new Form to complete.
Completing Deduction-Linked Forms
Once assigned, employees can complete their Forms by navigating to HR > Forms > My Forms > Fill.
From here, employees will be prompted to enter their deduction amount (and answer any other questions you may have configured) and provide a signature. Click Submit to confirm.
Managing Deduction-Linked Forms
Once the employee has completed their form, Managers/Admins can navigate to the All Forms tab to confirm. The form's status will update to Submitted, with the Payroll Payslip column showing as Pending Export.
This will update once you have exported your Pay Run for that cycle.
To confirm this deduction was successfully added, navigate to Payroll > Staff, select the appropriate employee, and scroll down to the 'Deductions' sub-heading. For example:
Alternatively, create a new Pay Run for that cycle, then click on the employee's name (under 'search payslips') and scroll to the deductions sub-heading. This will show that the deduction is linked to an HR Form, with the option to View the form.
