The following article details all of the available fields that are on the Employee Details screen, along with their uses within the system. The sections are split into the following categories;
- Personal Tab
- Dates Tab
- Groups Tab
- Pay Tab
- Special Options Tab
- Leave Tab
- Termination/Notes Tab
- Contacts Tab
- Working Weeks Tab
To open the employee details screen please see below.
Then select the employee which you would like to edit.
If you are adding a new employee, please refer to the following guide as an initial reference; Adding Employees.
Personal Tab
This tab is used for the basic information that relates to the employee, items include personal details such as the employee's name, phone number, address, email address, etc.
Also contained on this screen is an External Data section, which contains the following
- Custom ID:
Used for identifying the employee when using the Timesheet Importfunctionality or when exporting information into another system. - Custom Include:
Used to flag whether or not the employee should be included in particular custom exports.
Dates Tab
This section details the
- Employee Start Date:
Reflects the date the employee commenced employment with the current employer. - Conversion Date:
Reflects the date the employee's entitlements were transferred to ClockOn from the previous management system. - Probation Ends:
Reflects the date on which the employee's probationary employment period ends. This entry generates an Alert before the due date. - Qualifies for Leave:
Determines the date after which a successful leave application can be made. - Period OT Start:
Allows you to enter a period start date in which employees can accrue continuous overtime over several different payroll cycles. - Period OT End:
Allows you to enter a period end date for which employees can accrue continuous overtime over several different payroll cycles.
NOTE: The Period OT options require the enablement of the Enable periodic OT setting in the employee's ruleset to unlock the fieldsGroups Tab
This section allows you to indicate the employment
- Department (Default)
Indicates the employee's home department within the organisation. This is used for the purposes of
- Drawing the amounts from the attached location's bank account, when using the ABA file.
- Providing the employee's location for the payroll reporting.
The Customise option on this feature allows you to indicate other departments in which the employee is allowed to work at within the organisation.
- Role (Default)
Indicates the default role that the employee performs within the business, for use when rostering the employee.
The employee can be assigned to additional roles by using the Customise option and setting the Assigned column.
- Category:
Employee categories are used as a means of grouping employees within the workplace this detail is displayed on the employee's payslips. Additional categories can be added to the system through the Setup >Additional Settings > Payslip Categories screen. - Job Title:
Name of the position held. - Job Description:
Brief description of duties. - Industry Hours:
The number of hours completed in the industry. This can be edited at any time and will be automatically incremented at each payroll based on the number of hours the employee has completed. - SIC:
Standard industry classification is applicable to the employee. for more information on this please see the following link https://www.dcceew.gov.au/environment/protection/npi/reporting/industry-reporting-materials/anzsic-code-list.
Pay Tab
This section allows you to enter the payment, tax, and super details relevant to the employee
This is split into 4 separate sections;
- Payroll Details
- Tax Details
- Payment Details
- Superannuation
Payroll Details
- Hourly Rate
Details the employee's hourly rate of pay, please note that this will only be directly editable for employees that are linked to a Rule Set that is paid at an hourly rate. For salaried employees, this will be auto-calculated based on the values in the Salary field as well as the total weekly hours as displayed on the Working Week tab. - Salary
Details the yearly amount that the employee is expected to be paid, please note that this will only be directly editable for employees that are linked to a Rule Set that is paid as a salary. For hourly employees, this will be auto-calculated based on the values in the hourly rate field in conjunction with the total weekly hours as displayed on the Working Week tab. - Pay Period
Allows you to select the payment period cycle that you wish to link the employee to. If not changed the system will use the option set as default when the account was first established. - Rule Set
Allows for a quick selection of the payroll rules that will affect the employee. This includes items such as whether they are paid on an hourly vs salary basis, whether they have overtime and/or penalties to be applied, as well as the percentages and conditions for superannuation payments. - Rate Set
Allows you to link the listing of the minimum rates of pay that the employee needs to meet as part of the fair work or contracted requirements. for more information please see our Rate Sets knowledge base article. - Allowance Set
This feature allows you to assign a pre-built allowance template to the employee. for more information on the settings available with allowances please see the Payroll Adjustments (Allowances & Deductions) knowledge base article.
- Select:
This determines which Allowance Set applies to the employee - Edit:
This allows for modifications to an employee's allowances. These changes are unique to the employee to and will not affect other employees linked to the same Allowance Set. When changes have been made to an allowance within an allowance set, the Customized check box will be checked. - Remove:
This will disengage the employee from the allowance set and will remove all allowances that are linked to the employee.
- Select:
Tax Details
- Tax Category
Indicates the ATO tax schedule that the employee is to be linked to. Once linked the employee's tax will be calculated automatically at payroll based on their provided payroll information (ie timesheets and before-tax allowance). - Tax Rate
This allows for a custom tax percentage to be applied, this option is only enabled if the Tax Category is set to "ATO Defined". We recommend only using this option with advice from the ATO. - ABN
If the employee has provided an ABN, this can be entered here. This field is mainly used for Contractor employees. - T.F.N.
This is a required field however if the employee has not provided this information the ATO provides alternatives that can be used until the correct number has been provided, please see the following ATO link for more details https://www.ato.gov.au/Forms/PAYG-payment-summary---individual-non-business/?page=3 - Gross Pay Type
While also referred to by the ATO as Income Type, this field allows the user to specify the type of employment for the employee.
The available options for this include- Closely Held Employees
A payee that is directly related to the entity, from which they receive payments. This includes family members of a family business, directors, or shareholders. - Foreign Employment
This is used for employees who are Australian tax residents that are also subject to tax in another country, for work performed in that country. - Labour-Hire
This includes payments by a business that arranges for persons to perform work or services directly for the clients of that entity. - Salary and Wages
All assessable income paid to employees for work in Australia other than that included in the other income types. - Voluntary Agreement
Used for contractors where they are being paid by the business, the business can elect whether or not to withhold the tax on behalf of the contractor.
For more information, please view the Configuring Contractors article. - Working Holiday Makers
This includes employees, where the income rules are limited based on visa subclasses for foreign residents.
For more information, please view the Configuring Working Holiday Makers article.
- Closely Held Employees
- Country
This allows the user to specify the country of origin for the employee.
Please note that this field is only required for employees with the Gross Pay Type of Working Holiday Makers. - Include In STP
This allows you to selectively include employees to be included or excluded in STP. Please note that this option is only available for employees using the Voluntary Agreement Gross Pay Type. - Medicare Reduction
This allows the user to specify whether the employee is entitled to a reduction in their Medicare liability, the options for this include None, Spouse Only, and Dependents. This value is set for employee onboarding purposes and doesn't affect system calculations. - Dependents
This allows the user to specify the number of dependents that the employee has.
Please note that this field is only required if the Medicare Reduction option Dependents is selected. - Medicare Surcharge
This is used to indicate the Medicare tier that the employee is subject to. This value is set for employee onboarding purposes and doesn't affect system calculations.
Payment Details
Employees paid by EFT (Electronic Funds Transfer) must have their personal banking details recorded in ClockOn. ClockOn does not enable direct funds transfer but generates an ABA file designed for the purpose. A third-party electronic banking system is used to import funds into employee bank accounts.
- Payment Method
Allows you to select whether the payment to the employee will be made using Cash, Cheque, or E.F.T. If the payment type is EFT then the following additional fields will be available to complete. - Account Name:
Displays the name of the account into which the employee's pay is to be transferred. - Account Number:
Identifies the number linked to the A/c Name used for payroll purposes. - BSB:
Stores the numeric identification of the bank branch linked to the employee.
Superannuation
This section is to assist with the payment of superannuation to the staff, the details can be assigned to the employees. It is required if you choose to make use of the SAFF (Superstream Alternate File Format) files to upload super amounts to simplify your super contributions.
- Superannuation fund:
Super funds can be set up in the system using the instructions in the following guide. Super Funds.
Percentage contributions made by the employer under the Superannuation Guarantee Charge (SGC) are defined in the linked Rule Set. The Administrator is responsible for updating the percentage. Employee personal contributions can be made using the allowances function. - Member number:
This defines the number used by the superannuation fund for the identification of the employee. The member number appears in superannuation reports.
Special Options Tab
This section includes custom options for how the system will treat this employee. This section is split into 3 parts
- Payroll
- Attendance Options
- Timesheet Approval & Validation
Payroll
This section includes options for how the employee will be treated within the payroll process
- Create timesheets from Working Week
This option allows you to use the times established in the Working Week tab to auto-create timesheets at the start of payroll. Timesheets will only be created on days that do not already have an established timesheet. - Auto Create P/H Leave Entries
Uses the public holiday calendar to auto-create public holiday leave timesheets at the point of the payroll creation. As with the previous option, this will only create entries for days where no existing timesheet exists. - Show Warnings at Payroll
This option is used to display or conceal warning (purple colour coded)) timesheets at payroll. - Auto Fil Rostered Hours
This option is used to generate timesheet entries based on the start and finish times for rostered shifts. This is useful for employees who are rostered but are not required to clock on or off. - P/H Not Ordinarily Worked Entitlement
This option determines the total length required to automatically create Public holiday leave entries when an employee does not ordinarily work on that day.
Attendance Options
- ClockOn GO Mobile App
Allows you to send an invitation to your employees to use the employee self-service app ClockOn GO. For more information please see the ClockOn GO Invitations knowledge base article. - ClockOn Kiosk
Allows you to grant access to the employee to record their clock times through the ClockOn Kiosk app. For more information please see the ClockOn Kiosk knowledge base article. - Pin
Used in conjunction with the granting of access to the ClockOn Kiosk to generate a 4-digit code for use when clocking their times. - Allow Non Rostered Clock On/Off
If enabled this option grants the employee the ability to clock times in the system without the need for an associated shift time in the system. This is useful for employers that choose not to build a roster, or for employees who frequently do additional shifts during a payroll period. - Default Break / Non-rostered Break
Allows you to set the time (or override the default break from the location manager) that will be automatically associated with the employee's timesheets in the event of a non-rostered shift. - Allow Clock On / Off using Working Week
Allows you to use the start and end times from the employee's working week tab to automatically build shifts when the employee clocks non-rostered times. - Allow default location geofence
This setting will allow the automatic use of the geofence map settings from the employee's home location when time sheets are created.
Timesheet Approval & Validation
- Show Warnings at Time Sheet Approval
This option will allow you to choose whether you would like warning prompts for timesheets at payroll, such as employee clocked on/off early/late, negative leave hours, etc. Errors will still appear regardless and will require corrections regardless. - Non Rostered Timesheets
This option allows for either Show as errors, Show as warnings or Allow processing.- Show as errors:
will show a non-rostered timesheet as a red entry and must be rectified prior to payroll being processed. - Show as warnings:
will show a non-rostered timesheet as a purple (warning) entry and can be approved or rectified prior to payroll - Allow processing:
Will allow a timesheet that is non-rostered to be processed as is at payroll. This means that an employee is to be paid for hours worked without the need for an attached shift or roster. This option can be used by employees who are allowed to clock on and off casually and have no defined roster.
- Show as errors:
Leave Tab
This tab details the employee's current leave entitlement. ClockOn supports the tracking of the following leave categories
- Statutory Annual Leave
- Additional Annual Leave
- Special Annual Leave
- Leave Loading Withheld
- Personal Leave
- Time On Lieu
- RDO
- Long Service Leave
For information on how to set up leave accruals for staff in the system, please see our Rule Set - Leave Configuration knowledge base article.
The balances on this screen are as of the last payroll and do not take into account future unprocessed leave timesheets.
Statutory Annual Leave
This is the main annual leave category and is used to track the annual leave as set out in the National Employment Standards under Annual Leave.
Within ClockOn this is split into 3 different columns
- Opening Balance (Hours)
The balance of entitlement that the employee has earnt prior to their current employment year - Pro-Rata
The balance of entitlement that the employee currently has earnt\taken within their current employment year. - Total
The accumulated total of the two previous fields indicates the full available entitlement to the employee.
Additional Annual Leave
Used primarily for shift workers to provide an additional amount of leave entitlement when employees reach a preset number of Sundays or Public holidays worked within an employment year.
The top row uses the same opening balance, pro-rata, and total logic as the statutory annual leave.
The second line indicates the following;
- Opening Balance Sun/HP Paid Days
Indicates the total number of Sundays and Public Holidays that the employee has worked over their employment where the Additional Annual Leave option has been enabled in the ruleset. - Pro-Rata
provides a count of the Sundays and Public Holidays that the employee has worked within their current employment year.
Special Annual Leave
Allows you to accrue an additional balance of leave as well as pay at a set percentage for timesheets worked on public holidays.
The fields in this category use the same opening balance, pro-rata, and total logic as the statutory annual leave.
Leave Loading Withheld
Leave loading is usually directly linked and paid out alongside annual leave when looking at timesheets. If a payout is made then the balance will be deducted from the listed balance on this screen.
This item will not accrue on a per-payroll basis.
Personal Leave
This is the leave category and is used to track personal leave as set out in the National Employment Standards under Sick and carer's leave.
The fields in this category use the same opening balance, pro-rata, and total logic as the statutory annual leave.
Time In Lieu
This leave category is used to track the accrued overtime that has been converted to a Time In Lieu balance, which is recorded in hours.
RDO
Allows you to track the accrued hourly balance of rostered days off
Long Service Leave
Allows you to view the accrual of long service leave that the employee has accumulated to date. By default this is listed in weeks, however, if the business needs require this to be managed in hours this can be adjusted within the Rule set.
ClockOn defines a week by what is currently listed on the employee within the Working Weeks tab.
Termination/Notes Tab
This tab is designed to allow you to initiate the termination process of an employee in the system as well as provide a space for custom notes to be added to the employee record.
For more information on how to finalise an employee with ClockOn please see our Employee Terminations knowledge base article.
Contacts Tab
The contacts tab provides an optional point of reference for the employee's next of kin as well as previous employment contacts.
Working Weeks Tab
The working week works as the basis for the employment hours for several areas in the system, some of these include the standard weekly wage for determining in lieu of notice LSL payouts and tax calculations during employment terminations, and long service leave payouts, as well as determining which days to add time sheets for when approving leave requests in the system.
Each employee needs at least one week listed on their profile, by default this will be based on a 5-day at 7.6 hours per day to total a 38 hour week, but can be customisable based on the contract with the employee.
You also have the option to enter either the start and end times for each standard workday,
Or just enter the total length.
Multiple weeks can be added to indicate a rotating standard roster.
NOTE: When using multiple weeks, the Current Week Number value is based on the employee's next payroll cycle, not the current date.
It can also be used in conjunction with methods to auto-generate shifts using this as a standard roster template using the following options located in the Special Options tab.
- Create timesheets from Working Week
- Allow Clock On / Off using Working Week
Keep in mind that if the above options are used then the start, end, and break times need to be set.