Navigation: People | Employees | Employee | Action | Pay Mode
The purpose of Occupancy
The Occupancy panel is where you determine Position, Payroll, Location, and Organisation Component information specific to the employee, along with:
Employment and occupancy status
Optional extras for reporting purposes, including Occupancy level, Organisation structure, Employment category, Occupancy function, and Employment agreement classification
Attached public holidays
Full-time hours per week, hours status, and full-time equivalent (read-only)
Agreed working week, including agreed hours and agreed days per week
Leave configuration, including average daily pay for leave calculation and 4 week average for ordinary weekly pay
Costing types
How to add an Occupancy
Go to PEOPLE > EMPLOYEES.
Select the employee you need to manage.
Go to ACTION > OCCUPANCY. The dated OCCUPANCY panel will open.
Select the record under CURRENT to open the ADD OCCUPANCY panel.
The default name for this record is ‘Initial employment stream’.
If you’re using the Multiple Employments feature, this record might have a custom name.
(Optional) Enter the END DATE if required.
Select a position.
The POSITION ESTABLISHMENT backpack will open.
Choose a position from the backpack.
Use the Search if required.
If the position isn’t available, it may need setting up in BUSINESS > POSITIONS.
Select Yes or No when the confirmation message asks you if you want to inherit the position’s location and organisation.
If you select Yes, the LOCATION and ORGANISATION COMPONENT fields will auto-populate using the rules set in the Position Establishment.
If you select No, you’ll need to add LOCATION and ORGANISATION COMPONENT manually.
Select a payroll.
The POSITION ESTABLISHMENT backpack will open.
Choose a payroll from the backpack.
Use the Search if required.
(Optional) Select a Level.
The LEVELS backpack will open.
Choose a level from the backpack.
Use the Search if required.
(Optional) Select Organisation structures to expand that section if required. If any organisation structures are available, they’ll be listed here.
Select organisation component to open the ORGANISATION COMPONENTS backpack connected to the chosen organisation structure.
Choose an organisation component from the backpack.
If more than one organisation structure is available, you can choose an organisation component for each structure.
Select the Circled tick icon to close the ORGANISATION STRUCTURES section.
Select the EMPLOYMENT STATUS. Options are:
Permanent (default selection)
Casual
Contractor
Temporary/Fixed Term
(Optional) Select employment category if required.
The EMPLOYMENT CATEGORY backpack will open.
Choose an employment category from the backpack.
Use the Search if required.
More than one option can be selected. You can also Select all or Select none.
Select the Green Tick Button to save and close the backpack (select X button to cancel).
Select the OCCUPANCY STATUS. Options are:
Active (default selection)
Terminated Occupancy
Suspended Occupancy
Parental Leave
(Optional) Select occupancy function if required.
The OCCUPANCY FUNCTION backpack will open.
Choose an occupancy function from the backpack.
Use the Search if required.
More than one option can be selected. You can also Select all or Select none.
Select the Green Tick Button to save and close the backpack (select X button to cancel).
(Optional) Select employment agreement classification if required.
The EMPLOYMENT AGREEMENT CLASSIFICATIONS backpack will open.
Choose an employment agreement classification from the backpack.
Use the Search if required.
Set ATTACH PUBLIC HOLIDAYS TO THE EMPLOYEE to Yes or No.
If set to Yes, the public holidays associated with that employee’s location will be automatically attached to their pay when the holiday or holidays occur.
If set to No, public holidays won’t be attached. For example, you would set to No if the person is a contractor.
Set ATTACH BUSINESS LEAVE TO THE EMPLOYEE to Yes or No.
If set to Yes, the business leave days associated with that employee’s location will be automatically attached to their pay when the business leave day or days occur.
If set to No, business leave days won’t be attached. For example, you would set to No if the employee is ineligible for additional leave.
The FULL-TIME HOURS PER WEEK, HOURS STATUS, and FULL-TIME EQUIVALENT (FTE) details are derived from the chosen position establishment and employment status. These are view-only.
Adjust the Agreed working week.
The AGREED HOURS PER WEEK will be auto-populated by the chosen position establishment. You can change these hours for this specific occupancy if needed.
Enter the AGREED DAYS PER WEEK.
(Optional) Select Leave configuration to open that section if required.
Set USE AVERAGE DAILY PAY FOR LEAVE CALCULATION to Yes or No.
The default setting is No.
Set to Yes for contractors.
Set USE 4 WEEK AVERAGE FOR ORDINARY WEEKLY PAY to Yes or No.
This setting is only available for permanent employees.
(Optional) Select Content to open that section if required.
Here you can enter NOTES or add ATTACHMENTS and LINKS related to the occupancy.
(Optional) Select Costing type to expand the COSTING TYPE section if required.
Select Add costing.
Enter the costing NAME.
Select cost code for each available costing type as needed.
If there are no available options, it means costing codes are not set up. These can be set up in PAY > COSTING.
Add more costings if required.
If you add more than one costing, a costings percentage bar will appear for each costing. You can adjust this if required.
Select the Circled tick icon to close that section.
Select notification.
The NOTIFICATION backpack will open.
Choose a notification from the backpack.
Use the Search if required.
More than one option can be selected. You can also Select all or Select none.
Select the Green Tick Button to save and close the backpack (select X button to cancel).
Select the Green Tick Button to save and close the panel.
A new record will be created and added to the CURRENT section of the dated OCCUPANCY panel.
Select the X to close the dated OCCUPANCY panel.
How to update an Occupancy
IMPORTANT
Once the pay cycle process attached to the occupancy has reached the direct credit point, the current occupancy record can no longer be edited, as it will interfere with processed calculations. Instead, you’ll need to update the occupancy with a new record.
If any changes need making to the occupancy (for example, a change in employment status), you’ll need to create a new occupancy record that reflects the changes.
Go to PEOPLE > EMPLOYEES.
Select the employee you need to manage.
Go to ACTION > OCCUPANCY. The dated OCCUPANCY panel will open.
Select Update Occupancy.
The ADD OCCUPANCY panel will open and contain the occupancy details for the existing occupancy. The only change will be the START DATE which will default to tomorrow’s date.
Make any necessary changes to the occupancy. For details on each setting, refer to How to add an occupancy above.
Select the Green Tick Button to save and close the panel.
A new record will be generated in the FORECAST section of the dated OCCUPANCY panel. The preceding record’s END DATE will be auto-filled to reflect the day immediately preceding the start date of the new record.
Select the X to close the dated OCCUPANCY panel.
How to delete an Occupancy
IMPORTANT
Once the pay cycle process attached to the occupancy has reached the direct credit point, the current occupancy record can no longer be deleted, as it will interfere with processed calculations. Instead, you’ll need to update the occupancy with a new record, as shown above in How to edit an Occupancy.
If the pay cycle process attached to the occupancy hasn’t reached the direct credit point, you can follow the steps below.
Initial occupancy records can’t be deleted because at least one occupancy record needs to be tied to the employment. Future dated occupancy records can be deleted by selecting the Delete Button.
Go to PEOPLE > EMPLOYEES.
Select the employee you need to manage.
Go to ACTION > OCCUPANCY. The dated OCCUPANCY panel will open.
Select the Delete Button on the occupancy record.
Alternatively, open the occupancy record and select the Delete Button there.
Select Go ahead when the confirmation message appears, or select Go back if you’ve changed your mind.
Select this icon when you're done making changes in the panel. Your changes will be saved, and the panel will close.
