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The Weekly Payroll system is flexible and easy-to-use. It can be used as a stand-alone system, or combined within a fully integrated TITAN Accounting system. However, there is no integration between the Weekly Payroll and any other modules, although the Job Costing module optionally does a lookup on employee numbers and rates when calculating labour costs.
The payroll is very often one of the largest overheads in a company. It is important to note some of the inherent advantages of the TITAN Weekly Payroll.
- Effective internal controls.
- Unique features ensure that the system is secure and cannot be manipulated fraudulently.
- Deductions are calculated using user-defined tables.
The following profile of features shows the scope and flexibility of the system:
- Clockcard input control
Clockcard input may be entered with or without either hash or batch totals. Therefore, the specific internal controls are catered for within the system. There are five elements to the hash total and the user may define which of these five to use. The actual wage amounts may be excluded from the screen display.
- Payroll review
Calculated wages are not updated immediately allowing for comprehensive checks, error correction and the required authorisations to be obtained.
- Static payroll data
The system retains a large amount of static information for each employee. All personal details, employment history, accounting codes, occupational grades and in fact any pertinent information that does not require perpetual maintenance, can be entered against employee records. This enables the personnel staff to be productively engaged only in essential maintenance per weekly cycle. The static payroll data may be enquired upon, or amended at any stage.
- Open-ended earnings and deduction categories
The system caters for an unlimited range of earnings and deduction categories. Earnings may be fixed, calculated by hour or rate per shift. Any number of additional earnings types can be instituted on demand. As further benefits are instituted or employees become eligible for such benefits as bond payments, schooling or travelling allowances, it is a simple process to include them immediately. As circumstances demand, the structure and rates of weekly earnings can be enquired upon and amended.
Similar to the earnings categories, the deduction categories available are unlimited. Standard deductions, for instance, PAYE, pension, UIF and medical aid are automatically catered for within the system. In addition, any other type of deduction, such as loan re-payments and additional tax can be entered against an employee's record. Some typical deduction methods are : a fixed monthly deduction for an indefinite period; a fixed amount for a fixed period; the reduction of a capital balance by a fixed monthly or weekly amount; an amount from a table or a percentage of a basic rate. Deductions may be excluded if certain minimum pay conditions are not met.
- Category classification
The earnings and deduction categories may be further classified by type, for reporting and taxation purposes. As an example types of earnings are basic wage, additional wage, leave pay, bonus pay and fixed or conditional pay. Deductions are classified as follows : fixed period, indefinite period and reducing capital.
- Warning messages
In order to identify exceptional circumstances requiring investigation, warning messages are generated whenever the pre-determined maximum pay amounts, or hours worked are exceeded.
- Automatic payment
To avoid unnecessary additional input and ensure the full productivity of payroll staff, the system has an automatic payment facility. If no changes are made to an employee's earnings, deductions, or hours worked, a payslip is generated with no further input being required.
- Cost Centres
The amount per earning code may be split over up to four cost centres. Cost centre codes are up to 8 characters and sub totals may be reported on for any sequential grouping of these 8 characters.
- File change protection
Any changes made to masterfile data are logged to a special file which is then available for auditing and authorisation purposes.
- Enquiries/Scans
All employee details and payroll data are available for enquiry and scan via the screens. This feature ensures that both the personnel and accounting departments have immediate access to, amongst other information, employee personal details, earnings and deductions categories, hours or shifts worked and amounts paid.
- Multi-mode operation
Wages can be processed in one of the following ways : on an exception basis, by individual employee or on selection of a range of employees.
- Dynamic table maintenance.
The various deductions that are calculated using tables are maintained within the system. As the rates on tables are amended, all that is required is the input of the new rates. This prevents having to update each employees' details, as the system directly accesses the table information during the payroll calculation process.
- Customised Payslips and Statutory reporting
The system utilises a user-defined grid reference code to control the position of printing on these vouchers. This reduces the expenditure incurred in implementing a new wages system by using existing forms. In addition, it is a simple process to cater for new designs when required.
- Customised Clockcard/Label print
Certain employee masterfile information may be printed on clockcards. This form is user defined and many different forms with a maximum of four across a page may be set up (for example, name and address labels).
- Full audit trail
It is important for the company's auditors to be able to trace transactions through the system, and imperative that management have the necessary controls over expenditure. The system is designed for complete auditing and certain reports are automatically produced, to ensure strict authorisation and control procedures are followed.
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