Position set-up options
Before you can assign work to an employee in foundU, you'll need to set up the employee's position information including their employment type, position, pay rate, location/s & any leave entitlements.
In this article, we will be covering the following steps:
- Setting up positions for new casual employees
- Setting up a position for new permanent employees & Salaried employees
- Adding additional positions for new permanent employees
- Adding leave entitlements to employees
If you're looking to add a new position to an existing employee, the following two articles will be of assistance:
To find the Employee Profile:
- Search for your desired employee in the search bar or locate your employee via People > Approved People and click their name to access their Employee Profile.
- Select the Employee Card icon and open the Employment Type tab.
- Click 'Add New Position' and select their Employment Type i.e. Full Time, Part Time or Casual and select 'Next'.
Once you have selected Casual as the Employment Type and continued, now you will need to do the following:
- Select Location/s from the drop-down.
- Select the Position Group (optional)
- Choose the Position from the list or type the position name to locate the position quickly. This will then bring in the information from the relevant award.
- Enter a Custom Position Title (optional). The Custom Position Title will be what displays on the payslip.
- The rates will pull in from your Awards & Agreements. You're able to edit the Rate by typing it in if you pay above award.
Please note: that the overtime/penalty rates will also calculate based on the rate determined here. - Select Yes to add a Cost Code to the position (if applicable). Leave as No if no Cost Code is required.
- Select the Position Start Date and Position End Date (optional).
- Click Add & Review Position.
- Review the position details to ensure that they are correct. You can edit or delete the position if needed.
- Additional positions can be added at this point if required by repeating the above steps. When the relevant position/s has been applied, select Next.
Once you have selected either Full Time or Part Time as the Employment Type and continued, now you will need to do the following:
- Select Associate with Operation.
- Select Location from the drop-down. You can also choose an Additional Location (if this person works across different locations).
- Select the relevant Position, ensuring that you select the position under the relevant award.
- Enter a Custom Position Title (optional). The Custom Position Title will be what displays on the payslip.
- If you choose to enable the Use Operations rates book toggle, this will pull through the rates that have been specified in the Rates Book for this position. Otherwise, you're able to add in a Salary by entering/adjusting the Annual Salary Annually or by Hourly Rate.
- Select the Ordinary Hours Worked each week. The default is 38 hours per week. These hours will also display as a warning on the roster if managers have rostered an employee on and it exceeds these hours.
- Select Yes to add a Cost Code (if applicable) to this person and position. Leave as No if no Cost Code is required.
- Select the Position Start Date.
Please note: Position changes must take place at the beginning of your pay period. - Review the position details to ensure that they are correct and select Next.
Work Pattern
After you have entered the relevant position details and selected Next, you will need to apply the appropriate work pattern details.
- For the Hours option ('Include shifts and break times' toggle disabled), the default is 7.6 hours Monday to Friday, but you are able to edit this to specify the employee's ordinary hours of work.
- Enable the 'Include shifts and break times' toggle to specify the employee's shift and break times in their work pattern.
- Ensure to have the employee's regular hours are reflected here. For example, 9 am - 5 pm would be 7.6hrs Monday to Friday. This is important as the Work Pattern is used to determine the hours that get applied to leave requests and to set payslip hours of salaried employees.
Please note: The Max Ordinary hours may display in red if in position details you noted 38 hours but in the work pattern, it shows 40 hours for example.
Settings
Enable the following if applicable:
- When calculating leave, does a rostered shift overrule work pattern? - If an employee applies for leave on the same day as a published shift, the start time and length of the shift will be used for the leave application.
- Salaried - The Salaried automation option automatically approves the hours worked for Salaried employees based on the employee's work pattern (most commonly used).
Please note: if you turn on the Salaried option mid-week, the automated payslip will not be generated until the following week. This means that you will need to manually edit the payslip for the current week.
With the Salaried toggle enabled, you also have additional position settings if your business chooses not to use Work Pattern. - Require employee to submit a timesheet instead of creating a payslip automatically - If this option is enabled a draft payslip will not automatically be created. Instead, each week, a timesheet will be available in the employee's portal for submission. When using the 'Include shifts and break times' option, their timesheet will pre-fill with the specified times. When using the 'Hours' ('Include shifts and break times' toggle disabled) option their timesheet will remain blank and will need to be completed by the employee.
Please contact support for assistance if you would like to have your salaried employees submit timesheets.
Public Holiday Settings
The toggles in this section will affect how this employee's shifts behave on a public holiday. Please use the blue tooltips to consider your choices before proceeding. You can read more about the public holiday setup within your platform here.
Enable the following if applicable:
- Use Normal Rate - Enable to pay the employee their Ordinary Base rate when working on a public holiday. Note this setting will override any other platform setting.
- Deduct Leave - Enable if the employee's leave balance should be reduced when a leave application includes a public holiday.
Tip: If you need to go back to the position details screen, select Back.
Please note: The review screen will likely require no action for a new employee. If you receive any warnings, please refer to the article on Changing Permanent Positions.Additional Positions
Additional positions are often used for higher duties or as a way to roster different roles and responsibilities for employees.
- To add additional positions to permanent staff, first complete the primary position setup.
- From the Employee Card, select Add Additional Position.
- Follow steps 2 - 8 above then click Next.
Please note: Associated operations, work patterns, and salaried/public holiday settings are not available for additional positions. The primary position settings will be used.
Salaried option
The Salaried automation option automatically approves the hours worked for Salaried employees based on the employee's work pattern (most commonly used).
- You also have additional position settings if your business chooses not to use Work Pattern.
The salaried option is used for permanent salaried employees with regular working hours (rather than casual staff who are paid based on hours worked).
When the Salaried option is on, this means that the employee can either be placed on a shift/roster (or not), and hours worked do not need to be approved through Approve Shifts.
- When the automatic payment (Salaried) setting is on, the Salaried employee's hours will not appear in Approve Shifts.
- Instead a pay cycle is automatically created for them each pay period based on their salary - ready to be processed by payroll.
- A payslip will be generated and appear in the Draft Payslips the day after the period end date.
- Please note that if your pay cycle has already been created, this payment will appear in the next pay cycle or require regeneration if you have only just turned on the salaried toggle.
Please note: if you turn on the Salaried option midweek, the automated payslip will not be generated until the following week.
This means that you will need to manually edit the payslip for the current week.
You can choose to add entitlements directly after the position has been created. If selecting Yes, you will have the option to select any entitlements applicable (based on Employment Type) from the drop-down menu.
Please note: Some entitlements may be automatically selected for the employee due to the platform setup. More information about entitlement configuration can be found in this guide.
- Select the relevant entitlement from the drop-down menu.
- Update any values if necessary the select Add & Review Entitlement.
- Select how should leave loading be reported for STP.
- Repeat the above steps for all entitlements you'd like to add to the employee then click Save when done.
