Allowance Settings

Purpose: The Allowances Settings in Time & Attendance enable organisations to define and manage staff reimbursements or additional compensations for specific activities or expenses incurred during shifts. These settings are essential for ensuring accurate payroll and compliance with financial policies.

Key Features and Configurations

Default Kilometre Allowance

• Description: Set a standard reimbursement rate for staff using their own vehicles or company vehicles for work-related travel.

• Options:

Reimbursement per unit (e.g., $0.85 per kilometre).

Maximum claim per shift (e.g., 200 kilometres).

• Purpose: Ensures staff are compensated fairly for travel expenses while maintaining budget control.

How to Configure:

• Navigate to Time & Attendance > Settings > Allowances.

• Locate the Default Kilometre Allowance section.

• Enter the Reimbursement per Unit and Maximum Claim values.

• Save the changes.

Allowances Categories

• Description: Create categories for different types of allowances and assign relevant attributes.

• Examples:

  • Travel Allowance: Reimburse staff for travel expenses.

    • Sleepover Allowance: Pay staff for overnight shifts.

    • First Aid Allowance: Compensate staff with specific certifications.

• Purpose: Organises allowances for efficient reporting and payroll integration.

How to Configure:

• In the Allowances settings, select Create under the categories section.

• Enter the following details:

  • Category Name: (e.g., "Travel Allowance").

  • Exemption Type: Fully taxable, exempted, or partially exempted.

  • Default Amount: The standard value for the allowance.

  • Editable: Indicate whether staff can edit the amount.

  • Approval: Set whether the allowance is automatically approved.

• Save the category.

Auto-Approval for Allowances

• Description: Automatically approve allowances that meet predefined criteria.

• Options:

  • Enable or disable auto-approval for specific allowances.

    • Apply auto-approval to all allowances.

• Purpose: Streamlines payroll processing by reducing manual approvals.

How to Configure:

1. Enable Auto-Approval for allowances in the settings.

2. Specify conditions, if applicable.

3. Save the changes.

Link Allowances to Payroll Systems

• Description: Map allowances to external payroll systems like MYOB or Xero for seamless integration.

• Purpose: Ensures allowances are reflected accurately in payroll.

How to Configure:

• Navigate to Time & Attendance > Settings > Allowances.

• In the API Settings, link the allowance categories to payroll accounts.

• Save the mappings.

Customisation Options

• Rename Kilometre Allowance: Modify the name to reflect organisational preferences (e.g., "Vehicle Reimbursement").

• Allowances on Check-Out:

  • Enable staff to add allowances during shift check-out.

    • Define which categories are available.

• Claim Units:

  • Set measurement units for allowances (e.g., kilometres, hours).

How to Manage Allowances

Accessing Allowances Settings:

1. Navigate to Time & Attendance > Settings from the side navigation menu.

2. Select Allowances.

Step-by-Step Instructions

1. Create a New Allowance:

   • Select Create.

   • Enter the allowance details (name, amount, exemption type).

   • Select whether the amount is editable.

   • Save the allowance.

2. Edit an Existing Allowance:

   • Locate the allowance in the list.

   • Select Edit.

   • Update the details and save the changes.

3. Delete an Allowance:

   • Locate the allowance in the list.

   • Select Delete.

   • Confirm the deletion.

4. Assign Allowances to Staff:

   • Navigate to Staff Profiles in ARM.

   • Select a staff member and edit their profile.

   • Assign relevant allowances in the Time & Attendance settings section.

   • Save the profile.

Examples of Allowance Types

1. Travel Allowance:

   • Compensates staff for work-related travel.

   • Linked to a kilometre reimbursement rate.

2. Sleepover Allowance:

   • Fixed payment for overnight shifts.

   • Can include additional allowances for sleep disturbances.

3. First Aid Allowance:

   • Additional pay for staff certified in first aid.

4. Meal Allowance:

   • Covers meal costs during long shifts or specific activities.

Practical Applications

• Payroll Integration:

  • Sync allowances with MYOB or Xero for accurate payroll processing.

• Custom Policies:

  • Tailor allowances to meet specific organisational needs.

• Compliance:

  • Maintain transparency and accuracy in staff compensation.

Warnings and Best Practices

• Policy Alignment: Ensure allowances align with organisational policies and agreements.

• Clear Documentation: Provide staff with guidelines on how and when to claim allowances.

• Approval Workflows: Use auto-approval cautiously to avoid errors or misuse.

Troubleshooting

• Issue: Allowances not appearing on staff timesheets.

  • Solution: Verify that the allowance is assigned to the staff member in their profile.

• Issue: Allowances not syncing with payroll.

  • Solution: Check API mappings for accuracy.

• Issue: Incorrect allowance amounts applied.

  • Solution: Review and update default amounts or configurations.