Reports in Foreign Currency

Tick if reports are to be reported in a currency that is not the base currency.  If the base currency is the same as the reporting currency then no tick is required.

Currency Type

If reports are to be in another currency then select the currency required.

Exchange Rate

This field displays the exchange rate entered under the 'Setup', 'Currency' menu options.

Use Multiple Currency Rate of Pay

Tick this option to enable the Employee Master file to record the Basic Pay amounts in each of the currencies being paid to an employee.

Split PAYE and Net Pay by currency proportion

This facility splits the PAYE amount in proportion to the Gross Income earned in different currencies.  All multi-currency payrolls should have USD as the base currency.  Any earnings in another currency is converted to USD values using the exchange rates that that been setup under 'Currencies'.  When the Tax Calculation is performed the total tax is calculated in USD.  This amount is split in proportion to how much was earned in each of the currencies.  Tax on USD earnings is paid in USD.  Tax on each of the other currency earnings is paid in each of those currencies, converted back at the rate applied earlier.

Use Microsoft Outlook for emailing

Tick this checkbox if Microsoft Outlook is to be used as your emailing client.  Notice that when this is ticked there less field capture required since it is assumed that the Microsoft Outlook emailing has been configured.

Apply MS Outlook IRM

Information Rights Management (IRM) - allows users that have set IRM in Outlook to specify access permissions to email messages.  It prevents sensitive information from being read, altered, forwarded or copied by unauthorized people.

Sender Email

Enter the email address that will be used for the sending of email communications from the payroll, including payslips and P6's.

Obtain from your system administrator the following details:

Outgoing Mail Server (SMTP)

Enter the IP address of the mail server

Username

Enter the Username for email access, this may differ from the normal email login

Password

Enter the server password

Use an encrypted connection (SSL)

Tick to Use an encrypted connection

Server Port Number

Enter the Server Port Number

Automatic Emailing of Notifications

Tick the checkbox to allow notifications for the type of incident described in the table.  Click in 'Recipients' box and the following screen appears.  Enter the Recipient name and email address for each type of notification.

Use Social Security No. as default Payslip Password

You can select whether to use the NSSA number of each employee as the payslip password.  This is relatively safe since it would likely only be known by the employee, and considering that the payslips are being sent to the employee's personal email address that would have access protections.  The NSSA number protection is useful if the email is not private or the payslip has been downloaded to the computer and may be visible by another person.

If this is not selected the default password will default to Employee Code.

Enter settings and values that will come through automatically onto the Employee Master screen when setting up a new employee.

Automatic Employee Code

Tick to have the system automatically generate the next sequential employee code for new employees.

Employee Code Length

Accept, or change, the default Employee Code format from the number of digits specified

Use Numerical sequence on Employee Code

The employee code field is an alpha numeric field, not a number, hence codes 1, 11 and 111 would be put together.  Place a tick in this checkbox to have the numbers shown in their correct numerical order.

Special Employee Code Prefix

Ticking this checkbox activates the prefix option in the section below it.  Some organizations have a prefix to the employee code which could be an abbreviation for some special identifier that is unique to your organization.  Often organizations use the Department, Cost Centre or Paypoint eg. HRE001 or BYO001 as shown below.

Use Department Code

Tick to have the Department code as the prefix, suffix or at a specified position within the Employee Code

Use Cost Centre Code

Tick to have the Cost Centre code as the prefix, suffix or at a specified position within the Employee Code

Use Paypoint Code

Tick to have the Paypoint code as the prefix, suffix or at a specified position within the Employee Code

Use Initiials

Tick to have the Initials as the prefix, suffix or at a specified position within the Employee Code

Use Other

Tick to have a specified set of characters as the prefix, suffix or at a specified position within the Employee Code eg. LFC for Liverpool Football Club distinguishing employees from employees in another payroll.

Date Engaged

Enter a default date of engagement only if there are a number of employees being engaged at that date.  Leave blank to have the system date entered.

Gender

Select a default gender - Male or Female

Leave Entitlement

Enter the default annual leave day entitlement

Pay Method

Select the default method of paying staff e.g. cash, cheque or transfer

Payment basis

Select the default payment basis e.g. weekly, fortnightly or monthly

Base Rate On

Are employees paid based on the Basic pay as entered in the Employee Master, Internal grade rate or NEC grade rate

Rate of Pay

Enter a value if there are a number of employees being engaged on the same rate of pay

Nationality  

Select the default nationality e.g. Zimbabwean

Department

Lookup the default Department for new employees being engaged.

Cost Centre

Lookup the default Cost Centre for new employees being engaged.

Pay Point

Lookup the default Paypoint for new employees being engaged.

Grade

Lookup the default Grade for new employees being engaged.

NEC Grade

Lookup the default NEC grade for new employees being engaged.

Tax Table Type

Select the Tax Table Type from the dropdown menu.  Select USD if the payroll is USD or multi-currency.  Select 'Default' if the payroll is ZiG.

Special Employee Code Prefix

Tick whether the Employee Code should include information about the employee and where in the code it should be positioned

Master or NEC Grades

Base the annual leave entitlement on what was entered in the employee masterfile or base on the NEC grade for the employee.

Leave Entitlement

Setup the payroll to take leave entitlement from the employee master or from what has been set up under NEC Grades.  The Labour Act stipulates 30 working days, therefore enter the equivalent, or more, than one calendar months leave.  The number of days entered comes through to each new employee master record as the default value.

Maximum Leave Allowed

Limits the accumulation of leave.  Once this barrier is reached the employee will lose leave.

Convert Excess Leave to CILL

Click in the check-box to enable the conversion of excess leave into a payment for leave days instead of the employee losing the value of the leave accrued.

Value Leave Days

When leave transactions are processed the value of the leave days is stated and included on the payslip and reports.  This means that the basic pay is apportioned between basic and leave.  This clearly identifies the value of leave days taken for the employee and employer but can confuse employees who see a lower basic pay.

Use Calendar days for CILL calculation

This is a parameter included for NRZ employees.  CILL days will be valued at the current daily rate based on the number of days in the period.  This true so long as the number of days does not exceed the the number of days left in the current period.  Any excess will be valued at the next period's daily rate based on the number of days in that period.

Insert Leave date ranges onto payslip

Tick to have leave start and end dates recorded on the payslip.

Pro-Rate leave accumulated based on

If employment begins or ends in the middle of a period then a full accrual of leave for the period may not be appropriate.  Select one of the criteria to be the default method of calculating the proportion.  For all the options, except the last one, the calculation is based on calendar days.

Sick Leave Initialization

Initialize the counting of sick leave days at the beginning of the year, on the anniversary of employment, or not at all.  Initializing at year end is the easiest to understand, but legally the anniversary of engagement is correct.

Other Leave Initialization

Initialize the counting of other leave days at the beginning of the year, on the anniversary of employment, or not at all.  Initializing at year end is the easiest to understand, but legally the anniversary of engagement is correct.

Mining Industry Hourly Input

Custom feature specific to an individual client.

Equal deductions in an Accounting Period

It is possible to have Medical Aid or Pension look at the number of payroll periods within the accounting period rather than working out an average.  There may be 4 or 5 weekly periods in a month.  It is now possible to apply the specific number of periods rather than have an average of say 4.33.

Tertiary Institution Processing

Check this field to enable the entry of Academic or Non-Academic staff under the 'Works' Tab in the Employee Master

Other employee details to display on browse windows

The selected details come through at the top of the form when an employee is selected.  Eg. alongside the person's name could be 'Occupation'.

Do not recalculate payslip transactions

This is normally a feature used by Belina Support staff only.  Some functions are only available only after a calculation routine has been done.  If changes to the payroll have been done that do not affect transaction totals and the tax then a calculation routine is NOT required.  If running the calculation routine will cause inconvenience then it can be bypassed by ticking this option.

Check for duplicate Payslip Transactions

When the Calculation Routine is run duplicate transactions on a individual's Payslip Input are highlighted in red to draw attention to the duplication.  This does not prevent further processing and the duplication can remain unless changed by the user.

Processing Order

When the Calculation Routine is run in the specified order payslips are generated and a serial numbered allocated to each payslip in that order.  If this is a requirement for your payroll contact Belina support who will be able to avail you of a payslip format with a serial number field.  

Automatic Internal Grade Change

Tick the checkbox if Internal grades are to automatically adjust according to Paterson rules or on the anniversary of engagement.

Paterson

Move the radio button to 'Paterson' if Paterson Grades are being used.  The hyperlink takes you to detailed Paterson setup notes.

Anniversary

Grade changes can be made automatically based on years service for various groups of employee.  See topic 'Auto Increment - Years Service'

Dot Matrix Printing

Click on the check-box to enter a tick and activate dot matrix printing.  Belina HR reports include graphical fonts and images that can be printed easily on laser and inkjet printers.  Dot matrix printers struggle to print these reports.  Place a tick under 'Dot Matrix Printing' to print reports specifically designed for dot matrix printers and enjoy simple, but fast, report layouts.

Filter out Employees with zero amounts

Click on the check-box to enter a tick and activate a filter to suppress the printing of employees that do not have transactions

Font Settings

Press the ellipsis button to select the font, size and style that you would prefer for reports

Reports Logo

Click on the check-box to enter a tick and activate the ellipsis button to browse for the the Reports Logo file for inclusion in Belina HR reports

Lock Payroll After

It is possible to Lock the payroll at specific points in payroll the processing cycle to prevent possible abuse.  The points of locking are:

- Once the Calculation Routine has been run a specified number of times

- Once the Coinage Report has been printed

- Once the EDI bank transfer routine has been exported.

'User Passwords'

'Priority Level' - Belina PayrollHR allows the User to determine the 'Priority Level', or Password Strength, to 'Low', 'Medium' or 'High'.  If 'High' is selected and a User attempts to enter a password that is weaker than it should be then the system will not accept it.  A strong password is one that includes a combination of upper and lower case alphabetic characters, numbers and symbols with an overall length of more than 8 characters.

''Minimum Characters'

Set the absolute minimum number of characters that a password should have.

'Keep History for Last'

To prevent Users from re-using old passwords and possibly undermining security a record can be maintained of a specified number of used passwords that cannot be re-used.

'Lock user account after'

If someone tries to access an account using an incorrect password it may indicate that an unauthorized person is attempting to access the payroll.  To prevent someone gaining access by trying various password combinations a limit to the number of attempts can be set.

Use Single Sign On (SSO) Authentication Process

This allows users to use their Window authentication credentials to log in automatically into Belina PayrollHR. If this checkbox is ticked then the payroll will look automatically for the Windows login details.

Encrypt Bank Transfer file

Use the checkbox to have the Bank Transfer File encrypted.  Each service provider (bank) would need to have encryption and decryption keys.  An unencrypted file should be protected from unauthorized access since it can be opened and read.

Encrypt Database Backup file

Use the checkbox to have the backup file encrypted.  This prevents a person accessing data from the backup file.  

- Certificate Name

Large corporates often have their own Encryption Certificates that they purchase from Certificate suppliers.  Enter the name of the supplier.

- Encryption Password

Enter the encryption password that is required to open the encrypted file.  Care should be taken with the password set since without this password there is no access to the file.

- Confirm Password

Confirm the encryption password.  You are asked to re-enter the password to ensure that it was entered correctly in the first instance.

- Subject

Describe the data included in the backup

- Certificate Backup Filename

This is the filename of the Certificate

- Folder

Use the elipsis button to lookup the folder in which the encryption certificate is located.

Belina Payroll Updates

If you are running the payroll on a server then enter the network location of any program updates.  This will enable the system to check whether an update is available.  If this is the case then a notification will display when they log in allowing  the user to update the software on the local computer.