Employee Management in the Manager Portal

The Employee Management section of the Manager Portal provides Managers with access to employee information and workforce configuration tools within Inzenius. From this area, Managers can view and maintain Employee Files, manage payroll and availability details, assign entities such as Locations and Positions, review qualifications and documents, and oversee onboarding and employee-related administration. This section is designed to centralise employee management tasks while supporting rostering, payroll processing, compliance, and day-to-day workforce operations.

Navigation and Employee Landing Page

Employee Landing Page

Employees

Employee Files contain all employee information required for Rostering and Pay Run processing in Inzenius.

Details

Employee File Details

Personal Details

The ‘Personal Details’ tab contains personal information on the employee, such as Address, Telephone, Next of Kin, and Visa information.

Address

Employee File ‘Address’ (‘Personal Details’ Tab)

Contact Details

Employee File ‘Contact Details’ (‘Personal Details’ Tab)

Next of Kin

Employee File ‘Next of Kin’ (‘Personal Details’ Tab)

Working Rights

Employee File ‘Working Rights’ (‘Personal Details’ Tab)

Note: More information on how to utilise the Visa functionality is available within ‘1.9.8 Inzenius Visa Employees Manual’ and ‘1.9.8 Inzenius Visa Hours Import Utility Manual’.

Payroll

The ‘Payroll’ tab is where Entities are assigned to the employee, including Default Grade, Employment Type, Secondary Employee File as well as Default and Secondary Positions, Locations, Cost Centres, and Event Logs.

Employee File ‘Payroll’ Tab

Default Entities (Grade, Position, Location, and Cost Centre) are required for all Employee Files. Bolded Entities are “Default” Entities, all other Entities flagged are considered “Secondary”. Employees flagged for multiple Entities will have these Entities available to them in the Roster screen.

Note: Base Rate of Pay can be overridden at the employee level if the employee is paid at a higher rate than that of the assigned Default Grade (Award/EBA), or if the employee is Salaried. Once an override amount for an employee has been entered, a red message on the payroll tab will read to note the Rate of Pay has been altered.

Note: Full functionality of the Secondary Employee File for the BOOT comparison has not yet been implemented. Currently a Secondary Employee File can be assigned, the Secondary Employee File must be assigned a different Grade Type (Salary/Permanent/Casual). Further functionality will be implemented in a future release.

Entity Assignment

The Position, Location and Cost Centre Entities are all assigned to an employee file in the same way:

1. Select the “…” button, to the right of the Entity (Position, Location or Cost Centre) you wish to edit the assignments for.
   A new window will open, listing all the available options for that Entity.
2. To select all Child Branches when a Parent Branch is selected, first tick the “Tick Child Nodes with Parent” tick icon.
3. Select (or deselect as needed) all the options for that Entity that you wish to assign to the Employee File.
4. To make any ONE option the Employees’s “Default” for that Entity, highlight that option and click the “Mark Selected as Default” button.
5. When all required options are selected, Click “OK” and save the Employee File.

Configure Next Grade

The Configure Next Grade Feature provides the ability to specify the next Grade from Level 1 – 5, as well as the dates the Grades will be applied on. Furthermore, the functionality to update future rosters once a Grade change has occurred is automated.

Employee File, Next Grade Details screen

Note: Only Rosters with the Employee’s Default Grade will be altered. If Grade changes have occurred when Rostering (employee paid at a different rate), they will not be updated.

Availability

The ‘Availability’ tab contains all configuration relevant to the employee’s work time. This includes standard days of working, standard days off, public holidays applicable, as well as recurring unavailability days, which are then used in conjunction with the Rostering functionality. These fields will be automatically populated once a Grade is assigned to the employee, however alterations can be made on at any time.

Standard Work Time

Employee Standard Work Times serve a few different purposes. For Salaried employees the “Normal” Work Times listed are used during Pay Run Calculations to generate Hourly Rates.

For all Employee types the “Normal” Work Times are used when Rostering “By Standard Work Hours” (see Rostering By Employee). These can also be viewed in the Roster Viewing Pane (see Rostering – Employee Work Time Details).

Standard Work Times are also utlised in various Payroll Rules – see Not Rostered Penalty Rule, Over Rostered Penalty Rule, Under Rostered Penalty Rule. It is also used for Standard Hours Leave calculations. The Standard Hours are inherited from the Employee’s Grade, but can be overwritten on the Employee File.

Employee File ‘Standard Work Time’ (‘Availability’ Tab)

Standard Days Off

Standard Days off can be viewed in the Roster Viewing Pane (see Rostering – Employee Work Time Details).

Employee File ‘Standard Days Off’ (‘Availability’ Tab)

Unavailability

Unavailability can be viewed in the Roster Viewing Pane (see Rostering – Employee Work Time Details).

Employee File ‘Unavailability’ (‘Availability’ Tab)

Holidays

Holidays can be viewed in the Roster Viewing Pane (see Rostering – Employee Work Time Details).

Employee File ‘Holidays’ (‘Availability’ Tab)

Banking

Bank Account

Employee File ‘Bank Account Details’ (‘Banking’ Tab)

Note: Multiple Bank Accounts can be configured. The top-most account is defined as the default account, and will receive all wages not allocated to secondary accounts.

A new EFT Reference Field has been added to the Add/Edit Account Details window in the ‘Banking’ Tab. This can be utilised if the Employee’s EFT File requires specific data generated in order to pay amounts owed to government agencies, garnished through their regular wages (e.g. Centrelink). This field will flow through to both EFT and ABA Files for successful payment

EFT Reference Field (‘Banking’ Tab)

Superannuation Details

Employee File ‘Superannuation Details’ (‘Banking’ Tab)

Note: When a Tax Method is assigned to the Retirement Account, any configured Employee Amount Per Pay Run is treated as Employee Additional Contributions (After Tax). When ‘No Tax’ is assigned, the Employee Amount Per Pay Run is treated as Salary Sacrifice (Before Tax). The assigned Tax Method must match the Tax Scale assigned within the ‘Tax’ tab of the Employee File.

Tax

Standard Tax

Employee File ‘Standard Tax’ (‘Tax’ Tab)

Note: Once you have entered an employee’s Tax File Number, it is then not displayed in the Employee File unless you are an administrator. You will see the wording “Number supplied”. Tax File Numbers will only ever be visible on the PAYG Payment Summary.

Note: Employees without a Tax Scale will not be included in the Pay Run when executed. A warning message will appear notifying the User of this during execution.

Extra Tax

Employee File ‘Extra Tax’ (‘Tax’ Tab)

Note: The employee’s Grade and pay cycle must be set up before Extra Tax details can be input.

Note: The “Start Date” and “Finish Date” are respective of the Pay Period dates. Therefore, if a Pay Period encompasses either date, it will be activated/discontinued.

Status

Employee File ‘Status’ Tab

Note: Statuses are typically managed from the ‘Status’ tab of the Employee File, however Terminations processed via Final Pays and/or ETP’s can assign the “Terminated” Status directly to the Employee File.

Leave

The ‘Leave’ tab allows you to view and edit the Leave Type applicable to the employee as well as review changes (accruals/decruals) made to each Leave Type via the Leave Audit. You also have the option of modifying the rates to be paid for each Leave Type for (e.g.: apply leave loading).

Employee File ‘Leave’ Tab

Note: Leave Types applicable to the employee’s Default Grade will be automatically assigned to an employee when a Grade is assigned.

HR Fields

HR Fields are customisable depending on the configuration set under the “HR Management” Function. The result of these field configurations is visible under the Employee File ‘HR Fields’ tab.

Employee File ‘HR Fields Tab

Asset

The ‘Asset’ tab allows you to attach assets to a particular employee. This could be used for keeping a list of items to reacquire, such as mobile phone and laptops, when an employee terminates from your organisation.

Employee File ‘Asset’ Tab

Allowances

Employee File ‘Allowances’

Note: Allowances assigned to Grades are automatically assigned to relevant Employee Files when the Default Grade has been assigned (‘Payroll’ tab).

Deductions

Employee File ‘Deductions’

Note: Deductions assigned to Grades are automatically assigned to relevant Employee Files when the Default Grade has been assigned (‘Payroll’ tab).

Timekeeping

The ‘Timekeeping’ tab facilitates a link for employees to timekeeping devices such as swipe cards and the registration of a card reader on line.

Employee File ‘Timekeeping’ Tab

Qualifications

Employee File ‘Qualifications’ Tab

Documents

Employee File ‘Documents’ Tab

Note: Attaching multiple large documents may have an effect on performance of the system.

Note: Documents that have been added can be checked out and edited if required. To do this, highlight the Document in the ‘Documents’ tab of the Employee File and select “Edit”. Once in the “Employee Documents” screen, select the “Check Out” button to check out the Document. This will make the “Edit” button available next to the file. Edit the file as required and select the “Check In” button to ensure the Document is checked back in.

Payroll History

Employee File ‘Payroll History’ Tab

Note: Double clicking on any row will open the relevant Payslip.

Note: The ‘AVG Gross’ amount is the average gross of the 12 months up to the current day (Total Gross divided by number of Pay Periods employee has been paid in). It is not recalculated when dates are entered into the ‘Pay Periods ending between’ filter.