2023 Q1 - Release Notes

Version: Jem 28 - released 24 February 2023

What's new in Pay?

Payroll enhancements

When an employee's Occupancy is set to end in the pay cycle, and there's no new Occupancy nor has the employee been terminated, an error or warning message will appear

• An error message will appear when you calculate their pay cycle if the Occupancy ends on a day other than the end date of the pay cycle.
• A warning message will appear when you calculate their pay cycle if the Occupancy ends on the same day as the end date of the pay cycle.

Both messages will prompt you to create a new occupancy for the employee or terminate them.
(JEM-15620)

When an employee's KiwiSaver Savings Suspension record is set to end in the pay cycle, and there's no new KiwiSaver record nor has the employee been terminated, an error or warning message will appear
(New Zealand only)

• An error message will appear when you calculate their pay cycle if the KiwiSaver Savings Suspension record ends on a day other than the end date of the pay cycle.
• A warning message will appear when you calculate their pay cycle if the KiwiSaver Savings Suspension record ends on the same day as the end date of the pay cycle.

Both messages will prompt you to create a new KiwiSaver record for the employee or terminate them.
(JEM-15624)

You can now select the calculation type percentage for On Cost transaction type
When you add an applicability to a transaction with an On Cost transaction type, you can choose Percentage as the CALCULATION TYPE and then enter the percentage number.
If you add the transaction to an employee's Pay Mode, the percentage field will be visible on the ADD PAYROLL TRANSACTION panel.
(JEM-16562)

If you're a super user (system administrator), you can set the Top up of public holiday not worked transaction to multiply any worked public holiday hours by 1 or 1.5 and apply that to the work pattern
(New Zealand only)
To set it up:

1. Go to System > Application settings > Payroll > New Zealand
2. Select Top up of public holiday not worked transaction.
3. Set the VALUE to:
   a. Take 1 multiplied by hours worked off work pattern hours (default option)
   b. Take 1.5 multiplied by hours worked off work pattern hours
4. Then, when a payroll administrator adds a Public Holiday Worked transaction and sets the TOP UP HOURS TO HOURS ON WORK PATTERN FOR THIS DAY to Yes, any hours worked on the public holiday will be multiplied by 1 or 1.5 to "top up" the hours on the work pattern. The difference will be automatically removed from the Public holiday (not worked) transaction.
   (JEM-16588)
   
   

If any payments were missed after an employee received their termination pay, you can now add additional transactions after the termination pay cycle was processed
If an employee's termination pay has already been paid, you can’t add more payments to the termination pay cycle. Instead, the Add a transaction after termination button will appear in the employee's Pay Mode. Use this button to add any payments that need to be made to the employee after the termination pay cycle has been completed.
(JEM-15091)

You can now top up public holiday transactions with hours from the work pattern through the Import Pay Transactions functionality
(New Zealand only)
When importing a file with public holiday worked transactions (in System > Import > Pay Transactions), a new optional column Top up hours to hours on work pattern for this day will need fields set to Y for Yes or N for No.
(JEM-16564)

Pro rata calculation enhancements (Australian payroll only)

Select how Pro Rata Salary is calculated for Monthly Pay Frequency AU
When a pay period is paid pro rata for an Australian salaried employee with a monthly pay frequency, some companies would want to use the:

• days in the month
• hours they worked

The application setting Pro rata salary calculation monthly payroll allows you to set which calculation to use. Go to System > Application settings > Payroll > Australia > Pro rata salary calculation monthly payroll.
(JEM-16805)

Relevant transactions will be calculated pro rata when:

• the work pattern changes within the pay cycle.
• the salary or hourly pay rate changes within the pay cycle.
• an employee commences or terminates within the pay cycle.

(JEM-9740, JEM-9741, JEM-9821)

An employee's salary will be calculated pro rata when the employee is on leave or has a public holiday within the pay cycle.
(JEM-9821)

Tax deductions will be calculated pro rata when TFN details change within the pay cycle.
(JEM-15468)

ATO Tax Tables enhancements (Australian payroll only)

The upload of the ATO tax tables has been updated to match the current tax tables from the ATO for NAT 3539
(JEM-15451)

The tax calculations have been updated to match the current tax tables for employees that have a HELP, VSL, FS, SSL or TSL debt
(JEM-15452)

Pay reporting enhancements (RLS reports)

We've updated more of our reports to align with the new Row Level Security (RLS) format
The reports in the list below were previously marked with an asterisk (*), meaning all employees were visible in the report. We've now changed them to the RLS format so that the only employees a user can see in the report are the ones in their employee access list (this is determined by the employee access filters and their reports).
To continue a user's access to those reports, you must add the reports to their Security Profile.

List of Pay reports that have had RLS format applied since the last release:

• CostCentre GL Detail
• CostCentre GL Summary
• CostCentre GL Detail Paginated
• CostCentre GL Summary Paginated
• Deduction Extract
• Deduction Extract Paginated
• Direct Credit Check
• Direct Credit Check Paginated
• Employee GL costing
• Employee Leave Events
• Employee Leave Plan Listing
• Employee Leave Rate Paginated
• Employee Pay Rates
• Employee Pay Summary
• Leave Transaction
• Leave Transaction Paginated
• Pay Calculation Summary
• Pay Transaction
• Pay Transaction Paginated
• Pay Variance
• Pay Variance to Ordinary Pay
• Pay Variance to Previous Pay
• Super Fund

(See also People reporting list below).
(See full RLS report list in How to add RLS reports to security profiles guide in Knowledge Jems).

Pay reporting enhancements (general)

The Employee Leave Plan Listing report has four new columns and two new filters
We've added four new columns to the report: Entitlement Granted, Leave Unit, Entitlement Amount, and Entitlement Unit.
We've also added two new filters to the report: Run Type Description (options: Adhoc run, Blank Balance, and Scheduled Run) and As At Date. You can find these filters at the top of the report to the right of the header.
(JEM-15650)

Jemini will automatically calculate PAYE tax in ad hoc pay for tax codes M, ME, M SL and ME SL using the total tax determined for the standard pay as well as the adhoc pay
The system will then choose the tax specifically for this ad hoc pay based on the total determined.
(JEM-16775)

The name of the Employee Tax Certificate report has been changed to Employee Tax Summary*. We've also made the following changes:

1. Added an Employee Filter
2. Added another table in the report which displays Summary by Payroll.
3. Added or changed the following columns after the Start and End columns in the orginal table (columns are listed in order):
   1. Total Gross
   2. Gross Taxable
   3. Non Taxable Earns
   4. Taxable Earnings & Leave Paid
   5. Taxable Allowances
   6. Total Tax
   7. Student Loan
   8. Child Support
   9. KiwiSaver Employee
   10. KiwiSaver Employer
   11. ESCT
   12. Earner Premium Liable
   13. Earner Premium

(JEM-16803)

The Employee Pay Summary report's Pay Summary To Date tab has been split into two tabs

• Pay Summary To Date (Details): This tab displays employee pay cycle data at the pay cycle level for transactions between the selected range of pay periods.
• Pay Summary To Date (Totals): This tab displays summarised pay data for an employee (one row per employee) for all transactions between the selected range of pay periods.

(JEM-16925)

The Super Fund report and Super Fund Paginated report have had a couple of small changes

• We've added an ESCT Rate column to the report.
• The Super ESCT Amount component now shows up for the individual Super Fund, not as a combined row, as was shown earlier.
  (JEM-16802)
  
  

What's new in People?

Entitlement to Work - New feature!

Managers and employees can now add the employee's entitlement to work records to their employee profile
Examples of entitlement to work records are proof of citizenship (like a passport or birth certificate), resident or work visas, and driver licences.

NOTE: For a user to access the Entitlement to Work bubble, you'll need to enable it in their Security Profile.

Once the user has access, they can:

1. Go to the employee's Profile, then select the ENTITLEMENT TO WORK bubble.
2. Select Add an entitlement record (or Update an entitlement record if other records have already been added).
3. Enter the record's START DATE.
4. Enter the record's END/EXPIRY DATE (if applicable).
5. Select the ENTITLEMENT TO WORK type (For example, select Driver Licence).
6. Enter the record's ID NUMBER (if applicable). (For example, enter the driver licence ID number).
7. Enter NOTES to support the record (if applicable).
8. Attach files or add links (if applicable). For example, a digital copy of a driver licence can be attached.
9. Select the Submit icon.

You'll then see the recently added entitlement to work record has been added to the dated panel.
To update or delete that record, select the record in the dated panel.
The records are date effective so that they can expire.
You can add more than one entitlement to work.
(JEM-15172, JEM-15173)

Manage the Entitlement to Work core table
You can add, edit or delete the Entitlement to Work types if you have access to People core tables.

1. Go to People > People core tables.
2. Select Entitlement to Work.
3. View, add, change, and delete the Entitlement to Work types as required.

Examples of entitlement to work records are proof of citizenship (like a passport or birth certificate), resident or work visas, and driver licences.
(JEM-16080)

Entitlement to Work guide in Knowledge Jems
Learn more about the Entitlement to Work feature in Knowledge Jems: How to add an Employee's Entitlement to Work record.

Leave enhancements

A manager can now create an ACC leave request on behalf of an employee
When an employee is on ACC leave, the manager can request leave on behalf of the employee and enter the percentage of the time the ACC leave is for in the pay period. For example, when an employee is on leave for the whole week, only 80% may be counted towards ACC leave, and the employee can still request leave for another type for the remaining percentage of the week.
The ACC leave plan needs to be attached to the employee before their manager can request the leave.
(JEM-11270)

Importing leave? See What's new in System below to read about the Import Leave Transaction enhancements.

People Reporting enhancements (RLS reports)

We've updated more of our reports to align with the new Row Level Security (RLS) format
The reports in the list below were previously marked with an asterisk (*), meaning all employees were visible in the report. We've now changed them to the RLS format so that the only employees a user can see in the report are the ones in their employee access list (this is determined by the employee access filters and their reports).
To continue a user's access to those reports, you must add the reports to their Security Profile.

List of People reports that have had RLS format applied since the last release:

• Aspirations
• Employee Pay Rates
• Hours Worked Analysis
• Guaranteed Hours Transaction
• Leave Metric Analysis

(See also Pay Reporting list above).
(See full RLS report list in How to add RLS reports to security profiles guide in Knowledge Jems).

People Reporting enhancements (general)

The eLearning Launch Course report now has the Course Status added to Filters
Use the Course Status filter to separate data into Done or To Do.
Location: People > Lifecycle > Upskilling > Reporting.

New report: Leave Metric Analysis
The new Leave Metric Analysis report gives you various ways to view and analyse your employee leave data. There are five tabs (Leave Metric, Leave Trend, Employee Leave Data, Org Component Leave Data and Leave Analysis Tree). Things to note about the report:

• The report units are 'leave taken in days' (that is, a day that leave was taken. The number of hours could be different).
• If you hover over a metric, you'll also be able to see the leave taken in hours.
• To drill through to the employee leave details, right-click to open the menu, then select Drill Through > Leave Details.
• This report refreshes every 24 hours.
• Row Level Security (RLS) access is applied.

Filters on all tabs: Employment Status Flag, Payroll, Organisation Component, Location, Position Establishment Title, Position Function, Employment Status Name, Level, Occupancy Status, Gender, Generation, Leave Type, and Years of Service.

Learn more about the Leave Metric Analysis report in Knowledge Jems.
(JEM-13005)

We've added new columns to the Salary Trend-Salaried Employee and Salary Trend-Waged Employees reports

• Salary Trend-Salaried Employee report: There are four new columns in the Salary History by Year table in the Annual Salary Trends tab:
  • % Variance Headcount This Year vs Last Year
  • % Variance Total Annual Salary This Year vs Last Year
  • % Variance Median Salary This Year vs Last Year
  • % Variance Avg Annual Salary This Year vs Last Year
• Salary Trend-Waged Employees report: There are three new columns in the Hourly Rate by Year table in the Annual Salary Trends tab:
  • % Variance Avg Hourly Rate This Year vs Last Year
  • % Variance Headcount This Year vs Last Year
  • % Variance Median Hourly Rate This Year vs Last Year

(JEM-17037)

eLearning Course Launch History now displays latest launch details
We've added a second tab to the eLearning Course Launch History report to display the latest launch details. We've also included more employee and course attributes in the report.
Location: People > Lifecycle > Upskilling > Reporting
(JEM-16844)

The Course Status (To Do or Done) has been added to the Course Completion Summary and Curricula Summary reports
A Course Status column has been added to the tables in some tabs in these reports:

• Course Completion Summary report:
  • Employee Summary - Completed Courses tab
  • Employee Summary - In Progress & Not Started tab
  • Employee & Course Details tab
• Curricula Summary report:
  • Employee Curricula and Courses tab

Managers can also use the Filter tool to filter the data by Course Status.
Location: People > Lifecycle > Upskilling > Reporting
(JEM-16975)

The Employee Contacts report has been changed to improve your user experience
We've added postal address details. We've also changed the order of the columns and changed the names to make them smaller.
(JEM-16214)

We've added a length of service (tenure) metric to the Employee Demographics report
Select the Service bar under the pie graph to show Employees by Service (Tenure). You can then drill through to the employee demographics detail by their length of service.
(JEM-16288)

We've enhanced the Hours Worked Analysis report display by removing the Total rows for hours worked for an employee who had worked multiple occupancies within the pay period
(JEM-17075)

Super Fund enhancements

You can now enter the super fund code and alias when setting up a super fund for New Zealand
(New Zealand employees only)
When you select Add super fund and set COUNTRY to New Zealand, the ALIAS and CODE fields will appear.
(JEM-16243)

Super funds can now be linked to an Australian employee
(Australian employees only)
If you're an HR or payroll user, you can link super funds to an Australian employee by recording them in the employee's Super Fund bubble in their Action bubble.
Once that's done, the super fund will automatically be added to the employee's Pay Mode.
If necessary, the super fund can be edited or deleted in the Super Fund bubble. Editing or deleting the record may trigger a re-calculation of some payroll and pay periods.
(JEM-9189, JEM-9285, JEM-9191)

Miscellaneous People enhancements

You now have the flexibility to change the end date for an employee's Pay Rate and KiwiSaver records
Previously, when a Current record for Pay Rate and KiwiSaver had an end date entered, you were limited in creating further records based on the end date of that Current record. So, we've made a change that gives you a bit more flexibility and allows you to:

• remove the end date
• change it to a later date
• create a new record and have the end date automatically adjusted based on the new record

The end date is also now optional for Savings suspension.
(JEM-12959, JEM-12964)

You now have the flexibility to change the end date for an employee's Work Pattern, Bank Account, Tax Details, and Occupancy records too
Previously, when a Current record for Work Pattern, Bank Account, Tax Details, and Occupancy had an end date entered, you were limited in creating further records based on the end date of that Current record. So, we've made a change that gives you a bit more flexibility and allows you to:

• remove the end date
• change it to a later date
• create a new record and have the end date automatically adjusted based on the new record

The end date is also now optional for Savings suspension.
(JEM-12961, JEM-12962, JEM-12963, JEM-12965)

What's new in System?

Import Leave Transaction enhancements

When importing leave transactions, you can now include the number of days of leave next to the number of hours
This functionality is for employees where the number of hours they work each day varies, and their leave is measured in days. For example, an employee can work five hours on Monday and six on Tuesday. If they take leave on Monday, five hours would mean one day. If they take leave on Tuesday, six hours would mean one day.
(JEM-15522)

System reporting enhancements

New report: Power BI Report Catalogue
This report shows a list of reports assigned to each security profile or user profile.
The Report list by Security Profile tab gives you a list of the reports by security profile.
The Report list by User Profile tab gives you a list of reports by user profile.
You can use the report to help you figure out which newly introduced reports need to be assigned to a security profile. It's also helpful if you want to check if a user has the correct reports assigned to them.
To narrow the criteria, you can filter by Security Profile Name, User Profile Name, Jemini Bubble, and Report Name.
Location: System > Reporting
(JEM-16444)

Previous release notes

See 2022 Q4 release notes