Who can benefit from this guide?
Payroll staff who are responsible for entering and managing payroll information for New Zealand employees. For the Australian guide, refer to Intro to Pay Rate (Australia only).
Use Pay Rate to manage and update an employee's pay details
The Pay Rate bubble lets you set and manage the different types of pay rates for employees, such as annual salary, hourly rate, pay level, and rate codes. It makes sure that employees are paid correctly according to their role and employment conditions.
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How to add an employee’s Pay Rate
Open the employee's Pay Rate:
Go to People > Employees.
Select the employee you need to edit.
Go to Action > Pay Rate. The dated PAY RATE panel will open.
Select Add a pay rate record. The ADD PAY RATE panel will open.
The COUNTRY and START DATE will default to the Occupancy’s country and start date settings. These can’t be edited.
(Optional) Enter the END DATE if known.
The end date is only required if the rate is for a fixed period of time, such as rate code records. Adding a future rate record will automatically populate the end date the previous pay rate record.
Select the PAY RATE TYPE.
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Refer to Choosing a Pay Rate Type below to learn more.
The next steps depend on the pay rate type you’ve chosen:
Pay Rate Types
Annual Salary
Enter the ACTUAL ANNUAL SALARY.
The ANNUAL SALARY (FULL TIME) and WEEKLY SALARY GROSS AMOUNT will update automatically when you enter the actual annual salary.
The FTE (Full-Time Equivalent) is derived from the Position Establishment.
Rate Codes
Select the RATE CODE from the backpack.
Enter the RATE.
This will override the default rate on the related rate code transaction when it’s added to the employee’s Pay Mode.
Hourly Rate
Enter the HOURLY RATE.
Set ADD HOURLY PAY TRANSACTION WHEN SAVING PAY RATE to Yes or No.
Set to Yes to pay the employee’s hourly rate automatically based on their agreed hours per week.
Set to No if the employee only gets paid through timesheet entries, such as casual employees.
IMPORTANT
Refer to Adding hourly pay transactions when saving pay rate below.
Pay Level
Select the PAY LEVEL from the backpack.
Set ADD HOURLY PAY TRANSACTION WHEN SAVING PAY RATE to Yes or No.
Set to Yes to pay the employee’s hourly rate automatically based on their agreed hours per week.
Set to No if the employee only gets paid through timesheet entries, such as casual employees.
IMPORTANT
Refer to Adding hourly pay transactions when saving pay rate below.
(Optional) Enter the RELEVANT DAILY PAY.
(Optional) Enter the ORDINARY WEEKLY PAY.
(Casual employees only) Complete the Leave configuration section:
This section only appears if the employment status in the employee’s Occupancy is set to ‘Casual’.
Set EMPLOYEE HAS AGREED ON PAY-AS-YOU-GO PAYMENTS to Yes or No.
If set to Yes, enter the PAY-AS-YOU-GO PERCENTAGE (Default is 8.00).
If set to No, set USE 4 WEEK AVERAGE FOR ORDINARY WEEKLY PAY to Yes or No.
(Optional) Enter NOTES if needed.
CURRENCY displays the currency used for employee payments and can't be edited.
(Optional) Select NOTIFICATIONS from the backpack if needed.
Select the Green Tick Button to save and close the ADD PAY RATE panel.
The new record will appear in the CURRENT section of the dated PAY RATE panel.
Select X to close the dated PAY RATE panel.
How to update an employee’s Pay Rate
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You can only edit a current pay rate if the first pay cycle hasn’t yet reached the direct credit stage. We suggest updating the pay rate by following the instructions below instead.
Open the employee's Pay Rate:
Go to People > Employees.
Select the employee you need to edit.
Go to Action > Pay Rate. The dated PAY RATE panel will open.
The current pay rate (and any forecast or historical pay rates) will be visible.
Select Update pay rate record to open the ADD PAY RATE panel.
Enter the START DATE for when the employee should start receiving their new pay rate.
After saving the new pay rate, Jemini will automatically use its start date to set an end date for the previous pay rate.
Update the information as needed. For detailed steps, refer to How to add an employee’s pay rate above.
Select the Green Tick Button to save and close the ADD PAY RATE panel.
Depending on the start date of the new record, it will either appear in the CURRENT or FORECAST section of the dated PAY RATE panel.
When the start date matches the current date, the new pay rate will move into the CURRENT section and the previous pay rate will move into the HISTORICAL section. This transition means the new pay rate becomes active, and the previous pay rate officially ends.
Select X to close the dated PAY RATE panel.
How to delete an employee’s Pay Rate
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You can only delete a current pay rate if the first pay cycle hasn’t yet reached the direct credit stage. We suggest updating the pay rate by following the instructions in How to update an empoyee's Pay Rate above.
If there are forecast records, these need deleting first.
Open the employee's Pay Rate:
Go to People > Employees.
Select the employee you need to edit.
Go to Action > Pay Rate. The dated PAY RATE panel will open.
The current pay rate (and any forecast or historical pay rates) will be visible.
Select Delete Button on the record that needs deleting.
Read the confirmation message, then select Go ahead.
Select the X button to close the dated PAY RATE panel.
Choosing a Pay Rate Type
There are four Pay Rate Types to choose from:
Annual Salary
Hourly Rate
Pay Level
Rate Codes
Annual Salary
An annual salary is the total yearly pay an employee receives, including base pay and any additional entitlements like overtime and allowances.
Hourly Rate
An hourly rate is the amount of money an employee is paid for each hour of work.
Pay Level
A pay level refers to the hourly rate for a specific job or grade within an organisation. It reflects differences in pay based on the nature of the work, responsibilities, and rank.
If your organisation has pay levels set up in Jemini, you can select the appropriate one for the employee. Once you do, they’ll be paid using the hourly rate for that pay level. You can view the rates by going to Pay > Employment Agreement.
Pay level configuration for System Administrators
Click or tap here to view configuration settings
Configure the pay level core tables:
Go to Pay > Core Tables.
Select Pay Level.
Add card.
Enter the pay level name and code
Configure base hourly rate for each pay level:
Go to Pay > Employment Agreement.
Add new employment agreement.
Add Classification.
Add a pay level (as defined in Pay Core Tables).
Enter each pay level’s base hourly rate.
Rate Codes
Rate codes allow you to set different pay rates for each employee. If an employee's rate is different from the standard, you can add their unique rate to their pay rate record. When a rate code transaction is added to pay mode, Jemini will use the employee's rate instead of the default rate.
Rates can be a fixed value or a value multiplied by the hours worked. These settings are applied in the transaction’s applicability in Pay > Payroll Transaction Configuration.
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Multiple rate codes can be added to an employee's pay rate on top of their existing salary or wages.
Rate code configuration for System Administrators
Click or tap here to view configuration settings
Configure the rate code core tables:
Go to Pay > Core Tables.
Select Rate Code.
Add card.
Enter the rate code name and code.
Configure the rate code payroll transaction:
Go to Pay > Payroll Transaction Configuration.
Add transaction and enter transaction details.
Add applicability and enter applicability details.
Select Rate code as the CALCULATION TYPE.
Select the RATE CODE core table from the backpack.
Set MULTIPLY BY HOURS WORKED to Yes or No.
Enter the DEFAULT RATE.
Configure employee-specific rate code:
Adding hourly pay transactions when saving Pay Rate
Selecting the right option for your employees
In the setting, ADD HOURLY PAY TRANSACTION WHEN SAVING PAY RATE, it’s important to select the right option to avoid overpayment, especially if employees are paid by timesheet and the data is uploaded through a third party or manually entered.
Set to ‘Yes’
For employees with a regular hourly pay rate based on agreed hours per week.
Jemini will automatically add the ‘NZ Hourly Pay’ transaction to the employee’s Pay Mode when you save the Pay Rate record.
Set to ‘No’
For employees who have irregular hours and rely on timesheets to record their hours.
Jemini will not automatically add the ‘NZ Hourly Pay’ transaction to the employee’s Pay Mode when you save the Pay Rate record.
Instead, upload timesheet data through a third party or enter it manually to add the transaction.
