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Frequently Asked Questions

FAQs

With ever-changing regulations and legislation, more and more companies in Australia now recognise the significant advantages of outsourcing their payroll. Outsourcing brings many advantages such as: cost effectiveness, efficiency, security, accuracy and reassurance that only specialist focus can bring. You can achieve peace of mind knowing that your wages and salaries are processed correctly and most importantly – on time.
Our business is payroll, our passion is payroll and we are, by nature of our work, exposed to every conceivable situation that can be encountered though our contact with our many and varied clients. By processing payroll internally, you are at risk of being exposed by inadvertently missing or ignoring basic payroll rules or legislative requirements and conditions that are changing continually. Even the largest of companies that have accountants and lawyers employed in-house realise that they need specialist help within each field to ensure that changing legislation and rules are complied with. It is also true that you may be processing your payroll blissfully unaware that you are risking large penalties until it is too late. Quite often personnel resources are taken up that may be used elsewhere due to the confidential and important role that payroll plays in your administration. We will allow you and your key staff to concentrate on what you do best – your business – while we break this essential task down into small bite-size pieces.
Definitely not! At PaysOnline we cater for every business regardless of the size of the company and we will offer you a tailored Managed Payroll solution to suit your business needs. Consider this – It is likely you will require assistance from day one with your first employee rather than after you have several staff. For example – would you begin building a house without a foundation and then hand it over to the builders to finish?
We guarantee that if you aren’t happy with our best practice solution within 3 months we will refund the setup fee. We believe this is the best way to give you peace of mind regarding our products performance.

Unlike software, we ensure your payroll is running correctly from day one. We are available to help with all your queries and to correctly set up your employees balances. Issues with long service leave and employee entitlements are resolved and a solid foundation for the future is set. You can be assured that we are across your payroll requirements from day one. You have access to not only your payroll processing representative and your accountant manager.

Definitely! Research has proven that outsourcing payroll has been one of the most cost effective solutions for any business regardless of the size. Due to the ‘per employee cost’ the payroll administration overhead is proportional if you have one employee or thousands.

Payroll

Absolutely! Before we finalise the transfer of any funds to employee bank accounts, we require confirmation from you or from your authorised representative that you are happy for us to proceed. We will only accept changes to Payroll with verification from you or your authorised representative.
Payroll costs are based on many variables – number of employees, pay frequency and optional products/services. We work with you to provide a solution that will give you what you really need – no more, no less. Therefore, each quotation is customised to fit the customer’s needs. For a free quote without obligation please contact us for a meeting.

The setup timeframe varies depending on your specific business and unique requirements. Typically, for new clients, we recommend conducting a parallel payroll process to ensure a seamless transition for both you and your employees. However, in urgent situations, we can expedite account setup within a matter of hours to accommodate your immediate needs.

Employee Self Service (ESS)

Employee Self Service (ESS) console is a convenient, secure, web-based portal that allows employees to view their payroll information whenever they have access to the internet. Smartphone access is also included for convenience.
Definitely! The Employee Self Service (ESS ) portal is available 24 hours a day, seven days a week, giving your employees the convenience of logging in from any location anywhere in the world that has Internet access.
Yes! Through our Employee Self Service console employees can apply for leave online – managers will need to review and approve leave before the pay is processed.
The ability for your employees to be able to claim expenses online ensures not only a record of the transaction but a flexible and convenient way to streamline your petty cash revenue.
Yes, not only can the employee fill in the employee timesheets online, using our shift interpreter, their daily entry can be converted into normal hours, overtime and penalty rates as required – eliminating calculation errors.
Yes, simply by having your employees punch themselves in and out using our web based timecard application. Your employees start and stop details can be easily transformed into pay data built entirely to your requirements.

Human Resources

Yes! Our HR solution provides a comprehensive range of practical HR tools such as; generated employment agreements, HR processes, online employment files, HR processes, and all relevant documents for you to have on hand.
Yes! At an affordable price, we will resolve and assist you with all HR issues ensuring ongoing compliance with Fair Work Act Australia.
HR and payroll providers like ourselves are responsible in making sure that your business is completely running in compliance with all federal and state laws. This entails audits, reporting tax filings, corporate regulations, developing legal documentation, etc.

Superannuation

Employers are required to pay minimum superannuation guarantee rate of the eligible employee’s salary into a complying super fund.
Yes – Our clearing house handles all types of Superannuation funds including Self Managed Funds (SMSFs).

Learning Centre

Initially all new clients will receive training to the level of “Basic User” as part of the induction process, this will ensure you are given all the information you need to process a payroll efficiently and without issue. Any further training will be done as a ‘as required basis’ and will reference the particular item of advanced information – adding to the experience rating of the operator.
Not only will you have a dedicated payroll officer, you will also have an account manager that is familiar with your payroll process. This means that you will have up to three people attending to your payroll needs.
No! “Users” can go through the e-learning at their own pace and maintain control of the learning “where, when and how” with unlimited access 24/7. Reaching a basic level of proficiency should take no longer than 3/4 of an hour in total to ensure a well educated and proficient “User”.

Reports

You will be able to generate reports of all kinds! We have over 250 standard reports – with access to report on all aspects of HR and Payroll related information. Here are few examples of the types of reports able to be generated; Pay Details, Pay Totals, Payslips, Bank Transfers, Employee Audit Data, Pay Total reconciliations, Leave Accruals Summary, Pay Journal Summaries and more.

For your convenience many standard report formats are available such as PDF, Excel worksheet,  CSV and HTML.

Yes! All reports are available online in the PaysOnline Report Console. Customised reports will be sent directly to you and available in a format of your choice.

Audit Control

We guarantee that! By choosing PaysOnline you are assured of total client confidentiality. We offer a personal high-quality service by providing you with a dedicated Payroll officer. All information must be directed through your designated authorised payroll representative.

Time and Attendance

Timeclock software is most often used by all organisations to lower their administrative cost, personnel cost, and risk in payroll fraud.

No not at all. All you need is a computer/server on the same network as the clock to have the clock talk to PaysOnline. To install the clock you simply fix the the wall using the fixtures supplied in the box and connect to the interner using a ethernet cable or wifi connection. Our team will step your through the process.

Yes. Our Time and Attendance solution accesses only the most up-to-date and current information from the database containing all software information.

Whether you have a single site of business or multiple locations, the PaysOnline time and attendance solution can collect data in virtually any configuration. Ask a PaysOnline representative about alternate configurations for your specific needs.

You can collect and process 1000 scans in less than 6 seconds! If you any additional questions or you would like to proceed with a PaysOnline Time and Attendance solution please contact us on 1 800 242 565 for assistance.

Navman Wireless

Definitely! Together with our partners FleetLink Australia we have integrated our system’s to use the Navman wireless solution acting as an accurate timekeeping device, which provides accurate information to pay your employees and contractors for the time that they work. You can also record when employees take breaks, start and stop work on particular jobs.

With time being allocated to particular job numbers, the PaysOnline system will produce costing reports showing your actual labour costs for each job attended. This provides many advantages for you, your clients, your employees and your contractors in regard to your billing and payroll.

Yes! As instant visibility of workforce will improve response times and accurate information of time on site. It will resolve any invoicing disputes.
Yes. Automatic reporting of all start/stop times, rest breaks, time on site, travel time and trip distances, automatically and accurately generates daily/weekly timesheets which will be integrated into your PaysOnline solution.

Online/Web timeclock

Each employee has his/her own password that is used to clock in/out. They simply select their name and whether they are clocking in/out then enter their unique password.
Yes! All data can integrate with Payroll. If using PaysOnline – the data automatically gets updated in the Time Sheet, ready to be processed for Payroll.
Absolutely not! The timeclock can cater for an unlimited amount of employees, the system will break the employees down into locations or costs centers.

Online Rostering

Roster has never been so easy! When you are done – one click of a button instantly notifies staff of their roster shifts via employee notification and sms.
Yes! Once the Roster is created you can covert Rosters into timesheets for employees or manager to edit.
Absolutely! All rosters will be available online in the PaysOnline Employee Self Service Console. Employees are able to login at anytime and from anywhere 24/7.

Yes, with out Workforce planning tools you will be able to send shifts to employees who fit the correct qualifications. A manager will then be able to accept the employee they want to fill the shift.