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Adonis Personnel Manager Payroll Module Principles Product Sheet : upd. 08.10.2015
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The Monthly Process From Planning to Payroll
Rotation Planning
Crew Change
Payroll Variables
Payroll Processing
Activities created in Planned mode
Activities adjusted and confirmed
Activities provide Cost Codes
Activities generate Payroll
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The Activities – A Chronological Story The activities table will track all movements for a person, day by day, from Employment Start till Employment End with the company. All type of activities, such as On board, Leave, Travel days, Training, Office Visits, Sick Leave , Compassionate Leave etc. will be listed with Date From, Date to and a lot of additional information. Also a lot of Payroll related information is found here, such as Vessel, Agreement, Position, Seniority (in the Payroll Month) etc. is stored in activity table and used for payroll calculation. The company can choose what activities they wish to use and how to group them.
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The Activities – Different Configuration The Company can decide how to set up the activity table with the best configuration according to their workflow and processes. Included in the Activities Table is a compleate Leave Days overview, especially designed for companies where crew earn Leave Days for Sailing/Offshore days as per agreement. Any type of Leave Rate can be handled on agreement or on crew individual level, such as 1:1, 1:2. a per centage or a fraction etc.
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Activity Details The Activity Details contain all the information needed for automatic and seamless payroll processing, based upon input given in other modules such as Rotation Planning and Crew Change. It is easy to override key Payroll Information, such as: • Temporary service on other vessels • Temporary assignment to other positions • Other specific situation which may have Payroll impact
Any module where Payroll Data entries are made, will relate to the activity for the day ad pick up the necessary information for Payroll. These are: • • • •
Electronic Time Clock in Crew Portal Travel Expense Module in Employee Portal Time Card Registration (done by an APM User Role) Payroll entries auto-generation duing calculation process
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From Activity To Payroll Wage Type Days Leave Cost Activity Details
Cost Codes Hours Sign On/Off Sat/Sun/Holidays Overtime Agrrement Info
Payroll Record
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Basic Payroll Tables – Entry Codes Up to 99 different set of Entry Codes can be defined. Each Company need to use one table, and several comanies can share the same table. The Entry Code Table covers all Payroll transactions such as Wages, other Allowances, Reimbursements, Fringes etc, in addition to various deductions, such as Advances, Allotments, Draws, Taxes, Contributions etc. The Entry Code table is very configurable and comes with a separate scripting tool, which allows the calculation rules for each individual entry code to be
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Entry Code Table – Scripting Tool All the calculated fields in a payroll record can be configured for calculation through a built–in, simple Basic scripting tool. All data elements useful for automating the payroll calculation as much as possible are at hand, through a set of Field Number Tables. The fields numbers are identifying vital payroll information from relevant tables, for example to pick up Vessel Name or Code, Agreement, Position etc. from the Agreement. The tables also contains a large number of virtual Fields, for example number of Saturdays or Sundays in the payroll period, number of floating holidays in the month based upon which of the built-in National Holiday calendars the persons Agreement is attached to etc. The script will make the company less dependant on the vendor for changes in Payroll calculation and reporting rules.
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Payscale Table – «The Agreements» The Payscale Table contains all current and historical payscales (Agreements). The purpose is to provide easy maintenance of the various payroll rates and to provide information to the system for other calculations, such as Holiday Rules, Overtime Rules, Leave Rules etc. The Payscales are also used for the process of calculating back-pay automatically after a retro pay-rise has to be effectuated.
The Payscale provides full currency handling together with the rest of Adonis Payroll Module.
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Payscale Table – Properties Each Payscale Table contains a number of properties to provide the necessary flexibility for handling a variety of different agreements in a Payroll System. The columns represent the Seniority intervals, which can be defined in Months e.g. for trainees or Years. When a person’s calculated Seniority is reaching the next level for the rank, he will automatically be compensated according to the rates in the new level. The rows represent the various Rates which can be defined for a Pay Scale. The number of rows are unlimited and the text are defined by each company.
For setting the rates, it is possible to use reference to a script, a formula or a simple figure.
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Rates – On Global, Company or Vessel Level In addition to the Pay Scale Rates, a set of Global Rates can be defined as well as a set of Rates on Company and on Vessel Level. 99 Rates and labels can be defined for each unit. These rates are identified in the script with source and row number, e.g. GB12 represent Global Rate row 12, while VR10 means Vessel rate row 10. These rates can be used in the payroll scripts for calculating any values needed for an automatic payroll process. In the calculation scripts, it is possible to set the rates to override eachother, e.g. if a rate does not exist on Vessel level, the corresponding rate on Company level may be used. But these rates may be overridden by a corresponding rate on the Agreement (Pay Scale)
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Rates – On Person Level In addition to the Rates from Payscale, Global, Company and Vessel levels, a set of rates may be defined on Person Level. The purpose is this is to be able to handle individual payroll rates which are outside the agreements, e.g. for Protected Wages, where certain key personnel have individual wages rather than agreement wagess, at least partially. In this case the script will be set up to use EUR 12750 as the monthy wage rate, even if the person is connected to an agreement with a different rate. This condition will only take effect for persons where the personal rate is filled in. The fields can also be used with text input, such as Yes or No to trigger or stop certain calculations. In addition, any Rate field on person level may be populated with a certain value, numeric or alpha-numeric set in the payroll calculation script. Each company can freely define and label the rates they need.
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100 Char Accounting String A look-up a Payroll Record shows that a total of 11 different amounts may be calculated in one single record. This is used to calculate various basis amounts which needs to be accumulated as well as taxes, contributions, fees etc.
Each amount will have a separate set of 10 characters Main Debit and Credit accounts, which are set on Entry Code level. In addition a total of 9 Cost Codes (Analytical Codes), each 10 characters long can be set in each records. In this way the total accounting string counts for a maximum of 100 characters, all alpha-numeric or numeric values, as required by the interfacing accounting system. The account numbers and Cost Dimensions can be set as fixed values on the Entry Code or to be fetched by a formula or calculated by a condition in a script.
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Electronic Payments Adonis can be configured to transfer all payments, such as Net Wages, Allotments, Advance Payments, Child Support, Court Order Deductions, Union Fees (in one batch) etc. in a consolidated electronic payment process. An interface for your Banking System provides seamless payment processing to any Bank Account world wide, after appropriate reconsiliation and control is done.
Payments can be processess for individuals as well as for separate groups or everyone in a betach. Multiple payments can be done in a Payroll Month Each crew may have his wages apportionated to several bank accounts and beneficiaries. The transaction cost can be set up to be covered by sender, receiver or it can be shared between the two parties.
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Full Currency Handling Adonis support full multiple Currency handling on all levels. A Base Currency and a Secondary Currency can be defined for Accounting.
Each Agreement may run in a specific currency. A person may choose the Payment Currency for his final payments or advance payments, as well as for the beneficiary payments.