Award Entitlements

Award Entitlements Overview

An Award is a document that outlines the remuneration pay rates and conditions of employment. It can be defined as the minimum terms of employment in an industry or occupation, and covers provisions such as wages, working conditions, penalty rates, leave entitlements and other aspects of an employment relationship. An Award can cover both employers and employees depending on the type of industry and type of work.

The Award Entitlements Inquiry screen within SapphireOne PayRoll/HR enables the user to group Employees together who have the same employment conditions for PayRoll purposes. For organisations with a large number of employees, the grouping of employees into different Award Entitlements will greatly assist with Payroll/HR processing as well as the analysis and production of reports generated from SapphireOne.

Please note that Paid Parental Leave is not set up as an Award but is instead set up as an Allowance within SapphireOne. For details on how to set up Paid Parental Leave please refer to the Allowance Inquiry screen.

To create a new Award Entiltement or to Modify an existing Award, click the New icon or select the Award and click the Modify icons. Select the Green Tick to save your entry.

Once the Award has been created within the Award Entitlements Inquiry function the user can then add employees to the specific Award within the Employee Inquiry Master File on the Details Page. 

All inquiry screens have the option to Customise the list of items that are displayed on screen. The Custom Inquiry Option allows you to select the data fields that are displayed, and the order in which the columns of data are displayed across the screen. While a list of clients has been used to demonstrate this here, any type of inquiry may be customised within SapphireOne.

The list below is the Standard Inquiry list.

When the ‘Swap to Custom Inquiry‘ button in the lower left hand corner of the screen is selected the system will display the default Custom Screen as seen below. This Custom List screen gives the user user two main options when organising the order that the data is displayed:

  1. To add or remove the data field columns that are displayed on screen. To add or remove a column, go to the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen you can right click on the column lines and select from Delete, Move Left or Move Right. Further information on the Setup screen is documented below.
  2. To change the order in which the data field Columns are displayed. To change the order of the columns, go to the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen you can right click on the column lines and select from Delete, Move Left or Move Right. Further information on the Setup screen is documented below.

Once the user has customised the Custom Inquiry screen, the screen view will become unique to the user and each time the user logins they will be shown the same custom view. The user also has the option to select and save unlimited custom views. This can be done in the ‘Setup’ screen as documented below.

The Inquiry screen below is the initial Custom Inquiry screen which may be modified by the user.

Custom Inquiry Screen ‘Setup’ Function

To commence setting up your Customised List screen, select the Setup button as seen above. The Setup screen will be displayed as seen below.

From this screen the user is able to add and remove columns of data as required. Almost every field within the SapphireOne data tables is able to be included in the Custom List screen if the user is authorised.

There are a number of menu items across the top of the screen. These are as follows:

  • Reset to Default – Selecting this button will set the display back to default as determined by SapphireOne. When a new data field is selected SapphireOne will add it to the right hand side of the columns of data. You can then click on the field heading and drag it to wherever you want across the screen.
  • Show Related Record – You can also add related fields from other tables. Clicking on the checkbox at the top of the screen, allows you to choose a related record and a mini view of the related record for the chosen record will be displayed for the currently selected record. You will need to select the fields displayed.
  • Favourite Set – You can use this option at the top left of the screen to save a custom created screen for later use. For example, you can have a simplistic Inquiry screen for general use, and a more complex screen view when auditing certain information.

Details Page

Award Area

  • ID – Enter the chosen ID for the Award Entitlement.
  • Description – Enter the Name of the Award Entitlement.
  • Band Level – This refers to the Band level of an Award.

Package Area

The Package area allows the user to enter the agreed upon payment package for the Award. The user has the option to enter a Salary or Hourly Pay amount for the number of years.

By default SapphireOne does not round tax to the nearest dollar. The user can manually select the ‘Round Tax to Nearest Dollar’ checkbox in order to round the tax to the nearest dollar. This is not required within Australia, however if workers are paid in a foreign currency, an Award may be set up for them and the rounding function turned on by using this checkbox. 

Three ways to set the Salary and Leave Details (Award) for an Employee in SapphireOne
  1. If an Employee is not to be linked to an Award, on the first page of an Employee Inquiry there is an ‘Award’ light blue data entry field which must be left blank.
  2. If an Employees is linked to an Award but the Award has no salary entered, the Salary for that employee must be entered into the Salary Page in an Employee Inquiry.
  3. If an Employee is linked to an Award and the Award does have a specific salary entered for the Award, SapphireOne will not permit the changing of the salary in the Salary Page in an Employee Inquiry. All of the entered Award details will be used and any salary changes will have to be done here within the Award Entitlements Inquiry screen.

Rostered Days Off Area

All employees Rostered Days Off (RDOs) are set up within an Employee Inquiry. By selecting the ‘Override Employees RDO Settings’ checkbox the Award will override the Employees current RDO settings.

This area displays 4 radio buttons that the user can select from. The area will alter to display only the data entry fields that require data entry depending on which of the four options the user selects.

  • Use Trigger – When this option is selected the following fields must be entered:
    • Trigger Hours – Enter the number of hours for the trigger to occur.
    • Automatic RDOs below trigger checkbox – Select if RDO’s are to occur below the number of hours above.
  • Use Percentage – Enter the RDO percentage into the data entry field.
  • Use Hours Accrued – Enter the Trigger Hours and the Accrued Hours.
  • Manual Control All options are removed. Rostered days off are set manually.
  • Maximum RDO Owed – Enter the maximum number of RDO’s before an alert is raised.
  • Owed Days – SapphireOne will calculate and display the current number of RDO’s currently owed to the employee.

Superannuation Area

All employees Superannuation details are entered in the Employee Inquiry screen on the Superannuation Page. Any Superannuation details entered here within an Award will override the Superannuation details entered within an employees Master file in Employee Inquiry.

Contribution Area

  • Rate – Enter the rate of any additional contributions.
  • Max Per Pay – Enter the max amount per pay to be paid on any additional contributions.

Workers Compensation Area

  • Rate – Enter the rate of any additional workers compensation contributions.
  • Max Per Pay -Enter the max amount per pay to be paid on any additional workers compensation contributions.

Part Time Adjustments Area

  • Normal Hours Per Week – Enter the normal hours worked per week.

Annual Leave Page

The Annual Leave Page is where the user can manage various types of Leave for the employees. There are various settings and fields available to assist in the setting up of these benefits for employees. If an Award is not to be set up for an employee, the user can enter leave details within the employees Master Record within the Employee Inquiry screen on the Leave Page.

Leave Defaults Area

  • Annual Leave to be Accrued Checkbox – Select this checkbox for annual leave to be accrued.
  • Leave Basis – Select from Standard Hours, Period Dollars, Period Hours.
  • Daily or Hourly Leave – This allows the selection of calculating leave on a Daily or Hourly basis.

Holiday Area

  • Entitlement Date for Annual Leave – Enter the entitlement date for the annual leave entitlement. Select from Use Start Date, Use Other Date or Use Financial End of Year Date.
  • Accumulate Leave To – Select how you would like the leave to be accumulated. Choose from Next Anniversary, Current Date or Paid To Date.
  • Reset Holiday Leave at End of Year – Leave will be reset.
  • Accumulate Pro Rata from Anniversary – This will accrue Pro Rata on anniversary.
  • No Pro Rata After – This will not allow the accruement of Pro Rata until after a chosen number of years. Enter the chosen number of years into the field to the right.
  • Pay Leave Loading in First Year – Selecting this will pay accrued leave within the first year.
  • On Termination Pay Don’t Pay Leave Loading for Pro Rate – Selecting this will not pay leave loading for Pro Rata upon termination.

Carer/Personal Leave Page

The Carer/Personal Leave Page allows the user to set up all Personal and Carer leave provisions for the Award Entitlement.

Leave Defaults Area

  • Personal Leave to be Accrued Checkbox – Select this checkbox for Personal leave to be accrued.
  • Leave Basis Select from Standard Hours, Period Dollars, Period Hours.
  • Daily or Hourly LeaveThis allows the selection of calculating leave on a Daily or Hourly basis.

Carer/Personal Area

  • Entitlement Date for Carer – Select the entitlement date for the Carer. Select from Use Start Date, Use Other Date, and Use Financial End of Year date.
  • Accumulate Leave To – Select how you would like the leave to be accumulated. Choose from Next Anniversary, Current Date or Paid To Date.
  • Then Accumulate Leave To – Select how the leave will be accumulated after the date selected above. Choose from Next Anniversary, Current Date, Paid to Date.
  • Reset Carer/Personal Leave at End of Year – Leave will be reset.
  • Accumulate Pro Rate from Anniversary – This will accrue Pro Rata on anniversary.
  • No Pro Rata After – This will not allow the accruement of Pro Rata until after a chosen number of years. Enter the chosen number of years into the field to the right.
  • On Probation For – Enter the number of months of the probation period.
  • Maximum Carer – Selecting Maximum Carer will stop Carer Leave accumulating above a certain level. The Carer Leave will not be permitted to accumulate past the number of days entered in this field.
  • Maximum Carer in Years – This is the alternative option to the above, which takes into account that the leave from Years 1 – Year 10 could be different from Leave for Years 2 – 11.

Long Service Leave Page

The Long Service Leave Page allows the user to set up all Long Service Leave provisions for the Award Entitlement.

Leave Defaults Area

  • Long Service Leave to be Accrued – Select this checkbox for Personal leave to be accrued.
  • Leave Basis – Select from Standard Hours, Period Dollars, Period Hours.
  • Daily or Hourly Leave – This allows the selection of calculating leave on a Daily or Hourly basis.

Long Service Area

Enter the agreed upon Long Service Leave provisions.

  • Entitlement Date for L/S/L – Enter the entitlement date for Long Service Leave Award Entitlement. Select from Use Start Date, Use Other Date or Use Financial End of Year Date.
  • Accumulate Leave To – Select how you would like the leave to be accumulated. Choose from Next Anniversary, Current Date or Paid To Date.
  • Accumulate Pro Rata from Anniversary Checkbox – Selecting this will accrue Pro Rata on anniversary.

Actions Page

The Action Page is a seperate table that can be added to the major record and transaction tables. This includes actionable items such as Calendar Reminders, Meeting Invites, Alarms, Emails, To-Do Lists, General Notes, Private Notes, Meeting Notes with Date and Time, Start and Finish stamps plus All Day Notifications. The Action Page can be viewed as the equivalent to CRM functionality for every major Table within SapphireOne Accounting Software.

You can Add or Delete Actions . If you double click on an existing Action it will zoom in ready to modify.

  • Diary Area
    • Sequence – SapphireOne will automatically enter in a unique sequence number.
    • Title – Enter in a title for this action.
    • Type – Use the user customisable drop down menu to enter in a type. This will then form a permanent type within the drop-down.
    • Action – Use the user customisable drop down menu to enter in an Action. This will then form a permanent action within the drop-down.
    • User – SapphireOne will enter in the user who is creating this action although this may be altered if required.
    • Private – If this check box is selected SapphireOne will only allow the User as entered to view or modify this action.
    • Status – The user has three options.
      • Open – Action is open and active.
      • Hold – Action is active but no alarms will be active.
      • Completed – Action is now Inactive and will not be displayed in any list of actions.
    • Tag – A tag may be attached to an action. This will then form a permanent tag within the drop-down.
    • Link – When created from a function a link to the function is automatically created by SapphireOne.
  • Check List area – A user created check list for creating actions. A check box is provided so that a user can tick them off as they progress.
  • Dates and Times Area:
    • Start/Finish – You can set an action to have a Start and a Finish time, or select the check box for an all Day option.
    • Completed – Once an action has a completed date entered it will no longer be active and displayed in any lists of actions.
  • Alarm Area – An alarm can be set to email someone at a certain date and time, or send your user a reminder and/or email if the email has been entered.
  • Recurring Area – If necessary the alarm may be set to at set periods established by the Type drop down menu. The recurring period may also be set by date if required.
  • Notes Area – You can select the Green clock icon to add Time and Date stamps to your notes. You can also highlight the text in the Notes area and right mouse click to customise the Font, Style, Colour and Background Colour to your preference.
  • Invite Attendees Area – You can invite multiple attendees to your event and keep track of if they have accepted or rejected your invite. These attendees can be notified by email if the email has been entered.

You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.

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