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Use pay templates for employee pay setup

Learn how use pay templates to set default pay items and amounts for employees and automatically prefill pay runs in Reckon One.

This feature is available on Reckon Payroll Plus and Premium plans.

You can do this as a last step when creating a new employee record, or for an existing employee.

Before using pay templates

Before you can use a pay template in an employee's pay setup, you need:

Select and adjust a pay template for employee pay setup

  1. In the Payroll menu, select Employees.
  2. Select the employee from the list.
Alternatively, if you've just created the pay template and there are no employees assigned to it yet, you can click the Assign button in step 3 of the pay template wizard: Employees. This will take you to your employee profiles.
  1. Select Pay from the menu options underneath the employee's name or select Edit details to enter the Edit employee wizard, and select Edit under Pay setup (step 5).
  2. Select Use pay template.
  3. Select the pay template from the Select pay template dropdown menu. Pay templates will only show here if they are based on the same employment agreement and contain the same classification as that recorded for the employee.
(Optional) If the employee has an employment type of labour hire, you will see a checkbox Use casual rate from pay template. Select this if you wish to use the casual rate from the pay template.
  1. Select Apply pay template.
If you have already configured the pay setup manually, you will be given the option to keep or remove existing pay items.
  1. (Optional) Select Override rate if you wish to override the pay template base rate shown in Pay rate / period.
  2. (Optional) Adjust any of the pay items by:
    1. Selecting the Override toggle to edit the Rate and Quantity per pay run
    2. Adding new items
    3. Deleting pay items by selecting the icon next to the item. You can restore any deleted templated pay items by selecting Restore deleted templated items on the left hand panel.

Change the selected pay template

If a pay template is already applied, you can change it. Changing the pay template will overwrite all default earnings and allowance items for the employee.

  1. In the Payroll menu, select Employees.
  2. Select the employee from the list.
Alternatively, if you're already in the pay template wizard, click on the eye icon next to the employee in Step 3: Employees to go to the employee's profile.
  1. Select Pay from the menu options underneath the employee's name or select Edit details to enter the Edit employee wizard, and select Edit under Pay setup (step 5).
  2. Select the new pay template from the Select pay template dropdown menu.
  3. Select Change pay template on the confirmation message.

Manually set the pay profile after using a pay template

If a pay template has been applied in the employee pay set up and you wish to change back to manually setting the pay profile, all templated pay items will be removed. You will be given the option to keep or remove any additional pay items you added to the pay profile.

  1. Go to Payroll.
  2. Go to Employees.
  3. Select the employee from the list.
Alternatively, if you're already in the pay template wizard, click on the eye icon next to the employee in Step 3: Employees to go to the employee's profile.
  1. Select Pay from the menu options underneath the employee's name or select Edit details to enter the Edit employee wizard, and select Edit under Pay setup (step 5).
  2. Select Manually set pay profile.
  3. Choose between Keep additional pay items or Remove additional pay items.
  4. Select Manually set pay profile.
  5. Set up the default pay items and amounts.

View employees assigned to a pay template

To easily see which employees are linked to a specific template, and if an employee's pay template is out of date:

  1. In the Payroll menu, select Payroll Settings.
  2. Select Pay templates.
  3. Select the relevant Pay template and select Edit under step 3 of the pay template wizard: Employees.
  4. This screen shows each employee that is assigned to the pay template, their agreement classification, and their pay template status.
A pay template status of Out of date indicates that changes have been made to the pay template the employee is assigned to, and the employee needs to be updated to the latest pay template.

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