This help guide will explain how to configure and use autopaid earning templates in Tanda.
What Does This Help Guide Cover?
What Are Autopaid Earnings Templates?
Autopaid Earnings Templates in Tanda mean that whenever a pay run is generated, these earnings lines will be added to the employee's payslip automatically.
To locate and configure Autopaid Earnings Templates, navigate to a user's Staff Profile (via Workforce > Staff), then select Payroll > Payroll Details.
The most common use case for this feature is for salaried employees who are paid the same amount every pay period.
Setting an Employee's Salary
There are two components to configuring a user's salary:
Pay Conditions: where the "Annual Salary" and "Contracted Weekly Hours" for rosters and timesheets are set. See this guide for more details on editing an employee's pay conditions.
Payroll Details: where payroll earnings types, expense accounts, and department allocations are set.
For more details, see our help guides: Salaried Staff and Assign Payroll Classifications to Staff.
Configuring Autopaid Earnings Templates
There are two types of autopaid earnings: Autopaid Earnings and Autopaid Salary Earnings. We will discuss the former in this section, and the latter in the following sections.
Autopaid Earnings automatically apply a set amount to employee payslips. They should only be used for salaried staff. To apply set earnings amounts to non-salaried staff, they should be entered in timesheets.
To set up an Autopaid Earnings Template, follow the steps below:
Navigate to the user's Staff Profile and select Payroll > Payroll Details. Ensure you have set the employee's pay conditions to 'Salaried' and remove any classification levels that might tie salary configurations to hourly award rules.
Locate the Autopaid Earnings section, and select “+ Add”.
Input the relevant details, including the payroll earnings rate and payroll account. If you expand the 'When should these earnings apply?' section, you can configure your template to apply during a certain date range.
Click Create Earnings Template to confirm your changes. For example:
The 'Annual Amount' will be spread evenly across all pay periods for the year. If the Earnings Template above applied to a weekly pay period, for example, each payslip would receive $2.31 of that Earnings Type ($120 / 52 weeks):
Configuring Autopaid Salary Earnings
Option 1: Split Salary By Percentage
In the vast majority of circumstances, we recommend using the 'percentage' method. This method automatically updates the salary template should the employee's pay conditions change.
To configure Autopaid Salary Earnings using this method, navigate to the user's Staff Profile, then select Payroll > Payroll Details > Edit Salary Templates > + Add. Then:
When adding the earnings line, use the '% of salary' field to configure how much of the user's salary should be attributed to the earnings line.
For instance, in the above example, allocating 100% of the user's salary automatically enters the Hours per week and Annual salary values. These details are pulled from the user's pay conditions & will be updated to align with any changes to those pay conditions.
If you need to split the earnings between departments, you can nominate a percentage of the user's salary (in this example, 70%) to one department.
The remaining percentage can be allocated to other departments by adding new earnings lines.
Note: The sum of percentages must total 100%. One of the following warnings will be displayed should they not total 100%. Note also that you cannot use both methods simultaneously. Entering details in the hours field will prevent you from using the percentage method, and vice versa.
Option 2: Split Salary By Hours
Sometimes, in situations where the salary listed in an employee's pay conditions should not match what they are actually paid, we recommend using the hours method.
When using this method, the data found in the employee's pay conditions is ignored, and automatic updates will not occur when changes to these pay conditions are made.
To configure Autopaid Salary Earnings using this method, navigate to the user's Staff Profile, then select Payroll > Payroll Details > Edit Salary Templates > + Add. Then:
When adding an earnings line, leave the % of salary field blank. Instead, use the Hours per week and Annual salary fields to specify the hours and dollars for that earnings type.
For instance, in the above example, the employee works 40 hours per week for $80,000 per year. This is different to the hours and salary configured in their pay conditions.
If you need to split the earnings between different departments, you can nominate hours and salary to various earnings lines. Using the below example, you could allocate 30 hours to “Bar” and 10 hours to “Kitchen.”
Note: When allocating hours for a salary, you will need to manually calculate the salary allocated to each line.
FAQ: What if an employee's weekly contract hours are more than 38, but they only accrue leave based on a 38-hour week?
FAQ: What if an employee's weekly contract hours are more than 38, but they only accrue leave based on a 38-hour week?
If an employee's standard contract exceeds 38 hours, but you want to cap the amount of leave they can accrue, you could split the autopaid templates across two earnings lines as follows:
In this scenario, the earnings rate 'Salaried (+ 38 hours)' has been configured not to accrue leave. Learn more in our help guide: Configuring earnings rates.
Creating Payslips for Staff with Autopaid Templates
Employees with autopaid earnings templates will have payslips automatically created when you finalise their timesheets in Tanda and export them to your pay run. They will also be included anytime an in-cycle payrun is manually created from the pay runs page.
Note: Autopaid earnings lines will stack on top of any normal award rules that are exported from the timesheet. Learn more about configuring payroll for salaried staff.
How Autopaid Templates Work When Employees Take Leave
When employees have approved leave recorded on their timesheet, their autopaid earnings template(s) will be automatically reduced by the number of leave hours being taken.
For example, let's say Sarah is paid an annual salary of $75,000 for 38 hours of work per week. In the last pay period, Sarah took one day (7.6 hours) of annual leave. Accordingly, the autopaid earnings template was automatically adjusted to 30.4 hours so that the employee's working hours plus leave totalled their 38-hour-a-week contract.
FAQs and Troubleshooting
Why are earnings coming through twice on the payslip?
Why are earnings coming through twice on the payslip?
The existence of an autopaid template does not automatically mean the timesheet won't be exported.
Check the timesheet of the salaried employee, and check the award rules that are applying. These rules should be configured to 'Do not export' so they don't come through to payroll:
If the employee has rules in the timesheet that are allowed to export and has an autopaid template, both will be entered in the payslip.
If an employee has multiple earnings lines on their autopaid template, which one will be reduced when leave is taken?
If an employee has multiple earnings lines on their autopaid template, which one will be reduced when leave is taken?
Option 1: Percentage split method - The earnings will be reduced proportionally based on their percentage split.
Option 2: Hours split method - The primary earnings line will be reduced first, followed by the other lines in order, should the primary line be reduced to 0 for the period.