Who can benefit from this guide?
Payroll staff who are responsible for running Australian pay cycles. For the New Zealand guide, refer to Intro to Pay Cycles (New Zealand only).
System Administrators: Open to view permission settings
For a user to successfully run a pay cycle in Jemini, they’ll need access granted for:
Payroll Processing permissions in Payroll:
Payroll Management application
Adhoc Pay Cycle records
Pay Cycle Processing
These permissions can be set in System > Security Profiles.
NOTE: If the user hasn't been given access to all employees and all payrolls in their user profile, you'll need to give them access to the the necessary payrolls from the PAYROLL ACCESS backpack. Find the PAYROLL ACCESS backpack in System > User Profiles, under the user profile’s Filter employee and Payroll Access settings.
If you need help, reach out to our support team: Book a consultation.
Understanding the pay cycle process from calculation to confirmation
The pay cycle process involves generating employee pay for each eligible employee within a given pay period for each payroll.
Once you've opened a pay cycle for a chosen pay period, you can process pay by following the three main steps in the pay cycle process:
Calculating the pay
Creating the direct credit file
Confirming that the bank has released the direct credit file
During the process, you may need to resolve errors or warnings in calculations. As pay cycle steps are completed, various post-processing activities become available, such as generating Australian Taxation Office (ATO) payroll files, downloading direct credit files, downloading payslips, and running pay reports.
How to open a pay cycle
Go to PAY > PAYROLL MANAGEMENT.
In Controls:
Select the PAYROLL you need to process.
Select the PAY PERIOD you need to process.
Select the pay cycle card to open the Pay Cycle view.
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The Pay Cycle card will show the following details:
Payroll type (for example, ‘Standard’)
Calculation status (for example, ‘Ready to calculate’ or ‘Calculated’)
Payroll name
Number of employees within the payroll
Pay period dates
How to process pay
Step one: Calculate the pay
Once you've opened the Pay Cycle view, you can calculate the pay.
Select Calculate all employees.
If the pay cycle calculates correctly, the circle in the centre will turn green, and you can move on to Step two: Creating the direct credit file.
However, if the pay cycle calculates errors and warnings, the circle will turn red, and you'll need to follow the Resolve errors and warnings steps below.
Step two: Create the direct credit file
The direct credit file holds all the information the bank requires to pay your employees.
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At this point, you can also generate an ATO payroll file. To learn how, refer to How to generate and submit ATO payroll files (Australia only).
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Select Create the direct credit file.
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Once the direct credit file has been created, you can't add or change any transactions in the pay period, otherwise, the direct credit file won't include the latest changes and will be inaccurate.
The Add transaction button in employee Pay Mode will be locked.
If you need to make changes, you'll need to recalculate the pay. This will unlock the pay period and allow you to add more transactions. Once the changes are made, return to Pay Cycles and recalculate the pay again.
In the Progress section, select Download direct credit file to download the CSV file to your computer.
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The direct credit file format will be created based on the organisation's legal entity settings. Each bank has a different file format.
Send the direct credit file to your bank.
Step three: Confirm the direct credit file has been released
Once you’ve received confirmation that the bank has released the direct credit file, you must go back into Jemini to complete the Pay Cycle process.
Select Confirm file has been released.
Congratulations! You’ve completed a Pay Cycle!
Generating and submitting ATO payroll files
After the payroll has been successfully calculated, a Generate ATO payroll files button will appear on the left in the Progress section. Select this button to initiate the generation of STP files. For more information on this section refer to How to generate and submit ATO payroll files.
Resolve errors and warnings
When the pay cycle has calculated errors and warnings, you'll see the number of employees processed with errors and warnings in the Manage individual pays section on the left.
Select Manage individual issues to open the Errors and warnings manager. The errors will be marked in red, and the warnings will be marked in orange.
Warnings: You can either acknowledge the warnings within the Errors and warnings manager or go to the employee's Pay Mode to resolve them.
Errors: Errors must be resolved on the employee record or in Pay Mode, depending on the error details. Learn how to resolve errors in Pay Mode in the Intro to Pay Mode guide..png)
Once you've acknowledged or resolved the errors or warnings, you can move on to Step two: Creating the direct credit file.
Pay period files section
Pay period files that are generated during the pay cycle process will appear in this section on the right. This includes direct credit files and ATO files. For more information on this section refer to How to generate and submit ATO payroll files.
After the pay cycle is complete
Once the pay cycle is complete, you'll be able to:
View pay period files
The pay period files section will show any files generated for the pay cycle. You can easily see the status of each file through pay period file indicators and messaging.
Download the direct credit file
When you select the Download the direct credit file button, a copy of the direct credit file will download to your computer so that you can keep it for your records.
Download payslips
A Download Payslip button will appear in employee Pay Modes. Employees can download their payslip from Your Jemini > Payslips.
Run pay reports
You may need to run the pay reports depending on your organisation's requirements. There are many different reports related to pay in Pay > Reporting. You can run different ones depending on your audit or accounting department requirements.
For example:
Employee Pay Calculation (paginated and non-paginated)
Employee Pay Details
Employee Pay Rates
Employee Pay Summary
Pay Audit Report
...and so on.
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If you want to learn more about pay reports, feel free to raise an iHelp through Infusion. A Jemini consultant will be able to introduce you to the various reports.