Although our Solution caters for all the necessary functionality associated with a superior Employee Management Solution, the design of the software provides for the necessary functionality to accommodate your business requirements regarding Flexi Employees with the minimum effort and maximum controls.

The following are examples of Functionality which will Improve Efficiencies, Add Value and Effectively Save Cost:

Statutory Requirements

The statutory requirements for your Casual / Flexi Employees are provided for within the PAL Pay Solution. Being a date driven solution, the following will automatically be determined and the necessary statutory requirements can be applied:

• Unemployment Insurance will be calculated once the employee has worked more than 24 hours in a month. 
• Leave will be accumulated in units of 1 hour for every 17 hours worked or 1 day for every 17 days worked.  The leave accumulated may be taken or cashed as per your specific requirements.
• The actual periods worked in the tax year is accumulated for reporting purposes on the Tax Certificates as well as for PAYE calculation purposes.

Engagement and Discharge Process

Engagement Process

The minimum data required to successfully engage an employee will always differ depending on the employer, industry or environment. The minimum requisite to engage your Flexi Employees is dependant on your unique requirements and will be set up as such.

These fields are defined as mandatory and must be completed to successfully engage an employee.  However, certain other fields may be required for reporting purposes and if not completed, a User defined default will apply.

A typical example of the above would be the employees address.  This is seldom obtained from casual workers, yet will be required for Tax Certificate reporting purposes for example.  In this case the Company Address could be used as the default address if the data is not populated.

Discharge Facility

Bearing in mind that the Casual / Flexi Employees could be in service for a limited number of days in any tax period and may never be employed again, a facility is available to automatically discharge an employee if he/she has not been employed within a User specified time period.

Should such a previously employed individual be “re-engaged” at a later stage, the User will be able to re-instate the employee without having to go through a total “new engagement” process.

Pay Frequency and Rates

Employees can be paid on a monthly, weekly, daily or hourly rate within a single Payroll.  A standard facility is available to maintain a rate table where fixed rates (being hourly, daily, etc.) are defined per type of worker or region.

The payroll rules will be configured to apply the “positive” method of payment.  That is, employees will only be paid for time actually worked.

Costing

The cost information consists of any of the following fields or a combination thereof and will facilitate accurate costing of all payments and company overheads associated with the Casual / Flexi Employees.  The cost information could be utilised to accommodate the following, for example:

• Business Area
• Client
• Site
• Order Number
• Activity Code or Product Code

Date effective functionality also complements the costing facilities of the Applications as it allows for accurate daily costing and the automatic recalculation of costing and salaries as a result of backdated transactions being processed.

Timesheet Mass Capture

A mass capture screen is available to capture the time worked by the Casual / Flexi Employees.  This Mass Data Capture Screen contains a combination of Shift Codes, Earnings Codes, Deduction Codes, Cost Codes, and other related information.

Training and Development

The Training and Development functionality facilitates the effective management of cost involved in employee Skills Training and the effective reporting as per the SDL and Employment Equity requirements.   This will assist in realising a return on your salary bill as per the SDL grants awarded to employers who submit a Workplace Skills Plan and Training Reports.

Enquiry Facility

Our Solution is delivered with approximately 60 standard reports defined as Statutory Reports (UIF, SARS, Employment Equity, SDL, etc.) Audit Reports, Error Reports and General Payroll and HR Reports.  Given the limited requirements for your Casual / Flexi Employee you may require that certain of these reports be optional rather than automatically processed.

The packaged software also includes a flexible, user friendly Report Writer / Enquiry Module which will enable the User to design and write any report or enquiry not catered for in the deck of standard reports delivered with the software.