HRM Online – Issue 5-20, 16 June 2020

Payroll Processing for End of Financial YearThe system is currently closed for further updates for the 2019/20 financial year. Transactions may be recorded by Business Managers/HR Administrators; however, those transactions will not be processed until the payroll is opened again for the 2020-21 financial year from Monday 22 June 2020.

Due to the end of financial year processing restrictions, pay 2020-01 will not be created until Monday 22 June 2020. This means that no payroll results for pay 2020-01 will be available including draft pay advices or certification pages.

Any reports that rely on current pay period results will return no data until 22 June 2020.

SLP approvers will be unable to approve timesheets during this time.

Employees will not be able to update Superannuation or Taxation details during this period. ESS will return a message advising this if an employee attempts to update their records during this week.

When the payroll re-opens on Monday 22 June 2020, a shortened period to review the payroll prior to pay finalisation on Friday 26 June 2020 will apply.

Action: Note the dates the payroll will be reopened for processing. Note also the shortened period for confirming payroll transactions before the pay is finalised on 26 June 2020 for pay day 2 July 2020. Review all updates already made early in the week to allow time to confirm the results are as expected.

Payment Summaries = Income Statement in 2020 and beyondIn 2020 the Income Statement has replaced the annual PAYG Payment Summary. The Statement is produced by the ATO and is only available via an employee’s myGov account.

Principals and Business Managers are asked to bring this to the attention of all employees in the school as the 2020 Income Statement will not be available on eduPay as in previous years.

An electronic version of the Income Statement will not be available on eduPay and a copy cannot be posted. Historical PAYG Payment Summaries will continue to be available through Employee Self Service.

To access the Income Statement for 2020, an employee will need to create a myGov account if they do not already have one. As the myGov website may experience high user traffic after 1 July we therefore recommend, if required, employees create an account before 1 July 2020.

To obtain the Income Statement for taxation purposes each employee must sign-in to their myGov account after 1 July 2020.

For further information and to create a myGov account or sign into their myGov account on the ATO website use the links below:

Create an account or Sign-in to myGov ( https://my.gov.au/ ) Setting up your myGov account

Action: Principals and Business Managers are asked to advise the changed PAYG access information to all employees (DOE and SLP) including ceased employees who may contact you to ask about their ‘PAYG’.

Find what you want quickly by using the A-Z Topic Index on HRWeb Send feedback to hrweb@edumail.vic.gov.au

This Issue contains … Payroll Processing for End of

Financial Year PAYG/Income Statement 2020 Working from Home allowance

HRWeb Updates Check this section for the latest

updates to policy, procedures and forms on HRWeb

SLP Hints & Tips GL Fortnightly report for

WorkCover Remuneration

eduPay Hints & Tips

Checking Term 2 Vacation entries

eduPay reimagined

eduPay reimagined 2020 is here…

Other items to note… HRWeb – your complete HR

resource. CTRL+D saves the page as a favourite for quick access in Internet Explorer

Not sure how to complete an eduPay transaction? Refer to the eduPay User Guides available on eduGate.

Working From Home AllowanceThe working from home (WFH) allowance for all Teaching Service employees who are authorised to continue to work from home is now recorded by the school Business Manager or HR Administrator on eduPay.

Operators are reminded that the Working from Home Allowance does not apply over the school vacation period with limited exceptions. See question 19 in the FAQ-Teaching Service document below.

Refer to the FAQ – Teaching Service for further assistance.

Action: Record the WFH ONGOING element in Positive Input for eligible employees however not during the school vacation period (review Q19 in the FAQ document).

HRWeb UpdatesHRWeb is regularly updated therefore it is important that principals, business managers and HR Administrators ensure they are accessing the latest policy, procedural information and forms as required.

Links are changing – update any saved favourites to the new URL (see below).

Policy Advisory Library/HRWeb page location updateThe location of HRWeb pages (URL) for school related policy on HRWeb is changing from this week. Current links from the HRWeb A-Z topic index pages will be progressively updated to the new page locations. If you have a saved favourite directly to a HRWeb page, an automatic redirection to the new page location will apply from the start of term 3.

Please update any saved favourites you may use regularly with the new location URL.

School Local Payroll Hints & TipsGL Fortnightly report for WorkCover RemunerationEach school is required to provide totals of salary and superannuation for School Local Payroll employees to their Workers’ Compensation Agent for the 2019-20 financial year.

The Business Manager/HR Administrator must run the GL Fortnightly report from Monday 15 June 2020 but no later than Friday 19 June 2020 after which time the payroll data will no longer be available and cannot be retrieved locally or via centrally managed processes.

The GL Fortnightly Report is available in ‘GL Analytics’ on the HR Admin dashboard and is run using the parameter of ‘Current Financial Year’.

Action: The Business Manager/HR Administrator is to run the report between Wednesday 17 June 2020 and no later than Friday 19 June 2019. Make a note to run the report this week.

eduPay Hints and TipsTerm 2 school vacation leave entries 2020The automated vacation leave entry process for the Term 2 school vacation will be processed for Education Support Class employees on eduPay this week. If an error or exception is identified an email will be sent to the school for investigation and action. Refer to the eduPay User Guide: Annual Leave Automated Entry – ESC help guide on eduGate for advice on the actions to take.

For those employees who are in receipt of the Leave Purchase Allowance, manual recording of leave taken during the school vacation period is required.

Remember to record leave for those School Council employees on the local payroll who are not employed in the ES structure (GSCFLX code) and who have taken leave during the recent vacation period.

eduPay Reimagined 2020 is here…On Monday (15 June), you logged into eduPay and you saw a new login screen and some large blue tiles.

If you’ve missed all our previous communications, you’d have been surprised. Pleasantly surprised, we trust.

This change will make life easier and reduce your administration burden. Everything is where it used to be, but you will just access it through a large blue tile on one of our new homepages, so as they say, ‘same same, but different’. Classic navigation is still available too, but hey, try the new look and feel first before you go back, eduPay reimagined is here and delivers easier intuitive navigation – we promise!

Hopefully you’ve started clicking on the lovely big blue tiles and found what you were looking for via the nicely rendered Employee Homepage, or the sparkling new HR Admin homepage. The HR Admin homepage was designed by Business Managers, for Business Managers – I know, I know, we keep telling you this - but we’re so excited about it, and we hope you are too! This is just the frame

HRM Online Issue 4-2020, 26 May 2020 Page | 2

of our house though, we’re still building the house behind the scenes, so you will find classic navigation behind the new homepage… There’s also the new Manager homepage, while we’re bragging.

The tiles turn purple once you click on them – don’t worry – you didn’t bruise them – they’re just letting you know they’re on. Maybe you had a look at a recent pay slip under My Pay, or noticed the neat new pages under My Personal Details as you were adding the four different languages you speak in Cultural Information - confidentially of course, as personal information is confidential and access to this information is restricted in eduPay.

Or maybe you’re one of the lucky ones who’s booked some annual leave? We hope you found your leave balance fact on the My Leave tile helpful, and a cool little prompt to planning your next exciting getaway.

Either way, eduPay reimagined has arrived in style. Our hardworking workhorse has begun its transformation into a cool, mobile savvy, self-service unicorn, just like we promised.

So what’s new?

Glad you asked, as you can see, we’ve embedded lots of support video user guides throughout this article and we’ve got FAQs available too and HRWeb. Oh and if you just want a grand tour, we’ve got that covered too…

If you can’t view the videos on your desktop, pop the links in your mobile phone browser so you can play and pause, while you navigate eduPay on your desktop.

Please note - If a school experiences the Security issue warning when trying to view the videos on their desktop (hyperlinks in this article), the local Network Provider may have not have ‘white listed’ the Vimeo service for streaming videos. In this case those schools should raise a service request with their local TSSP (Technical Support Service Provider).

You’ll find a new eduPay login and new homepages - Employee, Manager and HR Admin - depending on your access. These homepages have large blue tiles with familiar icons and at-a-glance facts like when your next pay is due, how much annual leave you have, or an upcoming registration expiry.

There are lots of optimised pages that render nicely on your screen – regardless of your device - including Payslips, Personal Details, Pre-eduPay Payslips, Gender Identification, Disability Identification, Preferred Name, My LearnED, Veteran Status, My Leave – Employee and Manager - and Cultural Information.

We’ve also got new self-service options available - so no more manual forms for Change of Hours and Stop Long Service Leave Pay Out.

Recruitment online has had a makeover too, with the new ROL homepage looking similar to our new eduPay homepages, but with added insights and analytics. In future releases, you’ll be able to login to ROL without even leaving eduPay. Cool eh? But more on that later…

What else is changing?

We’ve already had so much positive feedback on these changes, that we’ve commenced work on the next phase.

The visual below shows you everything that has been implemented on Monday 15th June (with the yellow star) and the lighter colour boxes show you what’s planned for upcoming releases.

Follow the boxes across the page to see a colour coded line relating to the awesome customer features we’re working on – yes that’s right – you’re the customer, and we are making eduPay GREAT just for you.

HRM Online Issue 4-2020, 26 May 2020 Page | 3

HRM Online Issue 4-2020, 26 May 2020 Page | 4