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Changes to an employee's working arrangments can be updated in their employee card. This includes changes to pay rate, hours worked, and entitlements. Keeping the same employee card also ensures only one payment summary is produced for the employee at the end of the payroll year.
While we can't tell you what needs changing in AccountRight, we can provide some guidelines and tell you how to make the changes.
Check with an expert
If you're not sure what an employee is entitled to under their new arrangement, the Fair Work website is a good place to start. If unsure, speak to an accounting advisor or ask the experts on our community forum.
Here's a few common scenarios and how to treat them. If your scenario isn't covered,
| Scenario | Details |
|---|---|
| An employee changes from part time to full time (or vice-versa) | The employee may still be entitled to annual leave and personal leave. If so, change the Employment Status in the employee's card and check their other payroll information. See To change the Employment Status below |
| An employee changes from casual to permanent | Unlike casual employees, full time and part time employees generally accrue entitlements. In this case, change the Employment Status in the employee's card. See To change the Employment status below. If the employee is also changing from an hourly pay rate to a annual salary, you'll also need to change the Pay Basis in their card. See To change the Pay Basis below. |
| An employee changes from permanent to casual | Full time and part time employees generally accrue entitlements, but casual employees typically don't. This means when an employee changes to a casual basis, any unused annual leave will need to be paid out. If the employee has accrued long service leave, this may also need to be paid out. You'll need to change the Employment Status and Pay Basis in the employee's card and, if required, pay out unused leave. Each of these tasks are covered below. |
To change the Employment Status
- Go to the Card File command centre and click Cards List.
- Click the Employee tab.
- Click the zoom arrow to open the employee's card.
- Click the Payroll Details tab.
- Change the Employment Status.
- Choose the applicable Employment Category (Permanent or Temporary).
- Ensure all other payroll details are correct for the new employment status. See Enter employee payroll information for details.
- On the Contact Log tab, click New Log Entry and record details of this change. Learn more about the contact log.
- Click OK when done.
If the employee's Pay Basis is also changing (Hourly to Salary or vice-versa), continue with the next task.
To change the Pay Basis
Go to the Card File command centre and click Cards List.
- Click the Employee tab.
- Click the zoom arrow to open the employee's card.
- Click the Payroll Details tab.
- Click the Wages tab on the left.
Change the Pay Basis.
Using timesheets?
If you've paid an hourly-based employee using timesheets and you change their Pay Basis to Salary, you can click OK to the following message.
This just means all wage categories you've used to pay the employee must remain selected, and will continue to show on the employee's pay (such as Base Hourly). Check the employee's standard pay details to ensure no amounts appear next to any of the wage categories you can't deselect.
- Ensure all other payroll details are correct for the new pay basis. See Enter employee payroll information for details.
- On the Contact Log tab, click New Log Entry and record details of this change. Learn more about the contact log.
- Click OK when done.
If the employee's Employment Status is also changing (full time, part time or casual), make sure you've completed the previous task (To change the Employment Status).
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