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Freequently Asked Questions

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What is ePayroll?

ePayroll is a web based payroll solution which fully automates and streamlines the payroll function of a business. The solution is comprehensive and will assure total compliance with the entire payroll related legal obligations. It is simple to use and cost effective.

Why do I want to buy ePayroll?

ePayroll is an online payroll application, hence you can access your data and run your payroll anywhere and anytime. You get access to a wide range of features that save you time, money and ensure that you are always on top of your payroll obligations.

 

Who is behind ePayroll?

ePayroll is Australia’s first Software as a Service (SaaS) payroll provider. With the URL registered in 1997 and the first clients signed up in 2002 ePayroll has substantial experience with SaaS technology. Being fully owned by Aussiepay Australia’s largest independent business process outsourcing payroll service, ePayroll is able to provide leading online payroll solution to SMB’s in Australia.

How much does it cost?
ePayroll is the most cost effective solution available to SMB’s in Australia to manage their payroll needs for as little as $9.95 (ex-GST) per month for 1-5 employees. Price is based on the number of employees and there is an option of the basic package or the plus ePayroll package including all the extras
How do I pay?
In order to sign up and create your ePayroll account you need to complete the 
Payroll Set-up Wizard. At the end of the Wizard you are required to enter your Credit Card details where your account will be debited on a monthly basis. For other payment options please call ePayroll .
Can I integrate ePayroll?

Yes, you can integrate ePayroll with various accounting packages and other applications such as:

Accounting Packages:

  • XERO
  • MYOB
  • Netsuite
  • AccountsIQ
  • JCurve
  • Accpac

Other Applications:

  • e-tivity
  • WorkBuddy 
  • Work force Guardian
Who are ePayroll's clients?

ePayroll clients are mostly Small to Medium Businesses (SMB), spread over various industries from Retail, professional services, Hospitality, Education, Service, Accounting, Finance, Medical, Administration and more.

What do the existing clients think about ePayroll?

“The best feature of ePayroll is that it is so user-friendly allowing me to process 17 employees in less than 15 minutes – meaning less time doing admin work and more time increasing sales.” 
– Scott Altmann, Director, Pizza Hut Sovereign Hill 

“We chose ePayroll because all 70 of our employees and management staff can access the web service anywhere to apply for leave, check payslips and expenses.”
– Amanda Brennan, Corporate Services Manager, Langdon Ingredients

“ePayroll’s speed, efficiency and ease to deal with simply blew me away. I wish I had found it earlier”
– Nik Cree, Director, Business Publications Australia

Why is ePayroll better than other payroll providers?

Because it’s the only Online Payroll Solution with the combination of:

  • – Employee Self Service (Online Payslips);
  • – Web Based Leave Management (Leave eWorkflow);
  • – On Demand Reporting (Information and reporting whenever you want);
  • – Super and PAYG Payments (Super and PAYG Calculations and payments eliminating compliance risks);
  • – Payroll Tax Calculations and payments;
  • – Salary packaging; and
  • – Document Upload (single point for all employee data).

In other words ePayroll saves you time so you can concentrate on running your business.

Can I get a demo of ePayroll?

ePayroll conducts FREE Online Demonstrations via Webinars every Tuesday and Thursday at 2:00pm AEDT. To register click here

ePayroll also conducts regular training so you can maximise the full value of the product

How do I setup ePayroll?

You can set up your ePayroll account online through the Client Set-up Wizard. This includes only 5 easy steps to setup and register ePayroll. You will be required to enter information about your company, payroll details, employees, Superannuation and Pay Categories.

Does ePayroll provide any training?

Yes, ePayroll conducts regular training so you can maximise the full value of the product. Read More…

Where is the data stored?

ePayroll data is stored externally in a high security data centre at Macquarie Telecom, one of Australia’s premier tier one data centres.

How can I be sure my data will be secure?

The physical security of ePayroll data is assured by a state-of-the-art, ISO 9002 certified Data Centre that incorporates:

  • – Advanced security detection and biometric systems
  • – 24 hours CCTV monitoring, with footage recorded and archived for a period of 30 days
  • – Raised floor protection against water damage
  • – Environmental optimization and monitoring controls
  • – Fire suppression systems
  • – Multiple power supplies including dedicated HVAC power supply from two independent Energy Australia feeders and transformers
  • – UPS with four hours runtime and emergency backup generators with access to in-house fuel that run for 48 hours on full load continuous operation. 
  • These resilient power supplies also provide protection against power fluctuations and spikes.

ePayroll’s software security incorporates RC4 128 bit encryption similar to that of Internet stock brokerage and Internet banking systems. Security technologies and practices include:

  • – SSL (Secure Socket Layer) technology
  • – HTTPS encryption and hashing
  • – Individual user access settings 
What are the upcoming products of ePayroll?

Here at ePayroll we are always working hard to improve the application and introduce new products and features to make your life so much easier. Feature and products that are coming soon include:

  • Full Integration of Time Sheets – all time sheet info will automatically fill in the payroll hours.
  • Reminders – where you will receive notification emails to remind you to run your payroll and make payments.
  • Performance Management – Reporting and tools for measuring and managing performance.
Can I become a channel partner with ePayroll?
Yes, Click Here for more details
Can my employees use an overseas bank account?

No, you would need to send the funds to an Australian account or set the employee to ‘cheque’ as the method of payment and make the overseas payment manually.

Can ePayroll work internationally?

ePayroll is designed for Australian Payroll processes and legislation. International companies with Australian employees can use ePayroll to pay their Australian employees only; it doesn’t actually matter where your company’s Head Office is located.

Please note: ePayroll cannot be used for staff employed outside of Australia.

Payroll Administration

Can I have people from different parts of my business running the payroll at the same time?Can I have people from different parts of my business running the payroll at the same time?

Yes, some of our clients prefer a partitioned approach (e.g. by division or state) so that each division or department can have a separate person running the payroll. Talk to one of our friendly ePayroll Support Consultants about how to customize an ePayroll package to suit your business. Click here to Contact Us

Can Managers and Directors access my payroll system to find out details regarding their particular employees?

Each ePayroll user can be allocated different ‘web roles’ or levels of access and authority (e.g. managers can be given access to only view their respective cost centres details). Directors and managers can be given access to the payroll and reports if required. At the end of running a payroll, ePayroll has an automatic report distribution facility where ePayroll can be instructed to send certain reports to certain email addresses (e.g. a summary report to the financial controller and the HR report to the HR manager). You can manage these authority levels all online within ePayroll.

Do I need to have any special software installed?

No, you do not need to install any software. The advantage of ePayroll’s Software as a Service (SaaS) model is that the program is completely Online. Once your ePayroll account is set up, you will receive unique login details so that you can access ePayroll securely from any computer with internet access – from anywhere in the world! Plus, because ePayroll is online, any product upgrades or legislation changes will automatically be provided the next time you log into ePayroll, saving you both time and money.

 

Does it matter how many employees I have?

No, ePayroll is used by companies with as few as one Australian employee, right up to companies with hundreds of staff. It is important that the ePayroll solution is tailored to your requirements, so contact us to see how ePayroll can help you more efficiently manage your employees.  Click here to Contact Us

How does ePayroll assist with Super Choices legislation?

Due to the fact that employees can now choose their own Super fund, it can be difficult to know if you have entered their in details correctly.

ePayroll has a complete list of Australian Superannuation funds (this list is continually updated as new funds emerge) and a Superannuation search function which can assist you to ensure you are selecting the correct Super fund for that employee. 

For example: AMP may have five different funds, but your employee doesn’t know which they belong. By using the limited details provided by that employee you can have peace of mind that you have allocated the correct fund to that employee.

 

How long will it take ePayroll to set up my account?

Payroll can be implemented online in few hours via the Online Wizard client set-up. If you require our assistance in entering employee details this timeframe may be extended. Click here to contact us

How long will it take for me to process the payroll?

Each company is different. Generally, the more staff you have the longer it will take and the more payrolls you process the easier it becomes. However, once set-up, you are able to input default hours and ePayroll will automatically generate a standard input sheet for each employee based these hours. All you need to do is enter any variations, it’s quite simple and saves you a lot of time. Some of our customers have been able to reduce their payroll processing time to just minutes – check out our Testimonials page to see what some of our existing clients have to say about ePayroll.

How many bank accounts can each of my employees have?
There is no limit to how many bank accounts each employee can choose to have their pay deposited into. You can choose to provide employees with access to the online Employee Self Service (ESS) portal where the employee has responsibility for viewing, updating and verifying their banking details. Alternatively, you can choose to have these changes handled by your payroll authority. Employees can also choose what fixed amounts or percentages of their total pay will be deposited into each of their bank accounts

 

How regular are scheduled maintenance and updates?

Automated maintenance, such as reindexing and database performance optimization, occurs on a weekly basis. Minor enhancements are released fortnightly, with additional functionality released every 90 days. You will be notified regarding release via the ePayroll blog, occur outside business hours and rarely impact live users.

If I choose Employee Self Service and Leave Management, do all my employees need to use it?

No they don’t. It’s easy to select what level of access you would like each employee to have, and you can change it at any time. This is perfect if you’ve got a combination of employees where you can allocate different web roles.

Once I've run my payroll, how do my employees get paid?

You have two options for paying your staff:

  • You can upload the ABA bank file generated by ePayroll into your internet banking software and pay your employees into as many bank accounts as required, in one simple step – this is the most commonly used method.
  • Or, you can manually make separate cheque, EFT or cash payments to each employee using the supplied payment details report.
Can ePayroll provide services to interstate companies?
Of course we can! That’s just another benefit of the Software as a Service (SaaS) model. With the wonders of internet technology, it is easy to communicate with ePayroll, no matter where you are located. We have many international companies using ePayroll to pay their employees in Australia.

 

What are ePayroll's system requirements?

All you need is a computer with internet access, and a web browser. While ePayroll does work on dial-up internet connection, we recommend that for a faster and more convenient result, you use a broadband connection.

 

Support

If you are the person who normally runs the payroll, but you won't be in the office - don't fear!

ePayroll’s accessible Software as a Service model provides you with two options:

  • You can set up another employee or stakeholder as an authority. That person will then be able to login to ePayroll from their own computer and run the payroll in your absence. By having their own login, there will also be a record of what changes were made while you were out of the office
  • Or, you can simply login to ePayroll yourself from any computer with internet access, anywhere in the world, at any time of the day or night, allowing you to retain complete control of the payroll process

It’s entirely up to you!

 

What support can ePayroll provide?

ePayroll has a team of friendly support staff who can assist you with the use of ePayroll. Support services are available between 8:30am and 5:30pm, Monday to Friday (Sydney time). If you require assistance with legislation, accounting, human resources issues and any other employee management information, we also provide resources to help you find the information you need.

 

Can ePayroll be integrated with my current rostering and time and attendance system?

ePayroll is designed to work with various rostering and time and attendance providers. Your current provider can obtain a specifications document from our Resources section, under “Fact Sheets” so that they can provide you with a compatible file that you can upload easily into ePayroll when you want to process your payroll.

 

Is my payroll information secure?

ePayroll utilizes multiple failsafes at both the server and database levels, including:

  • Weekly entire server backups 
  • Daily differential server backups 
  • Daily full database backups 
  • Hourly database (transaction log) backups 
  • There is no need for you to manually back-up your payroll data or double-enter your information

 

My account says I am locked out?
Please see your company payroll administrator who can send you new credentials
How do I change my password after my first initial login?

Once you have logged in the first window will be “change of password”, otherwise you can go to “my account” tab and change your password

 

How do I add a new paycode?

Administrators only – Please call ePayroll to add for you, there will be cost involved for this service.

How do I add a new paycycle?

Administrators only – Please call ePayroll to add for you, there will be cost involved for this service.

 

How do I add a new authority?

Administrators only – Go to authorization page and click ‘new authority’.

 

How do I add a new cost centre to an employee?

Administrators only – First you must add the cost centre to the employer tab, then add to yourself and then you will be able to add to employees.

 

How do I add a new super fund?

Go to employer tab and click on to ‘Super fund tab’, click on ‘add fund’ or ‘add self managed fund’

 

How can I setup an employee who is not being paid by the company but is only approving leave request?

Administrators only – Please call ePayroll for advice.

What do I do if an employee is not showing on the payroll input sheet?

Check ‘missing employees’ (sitting just below Step 3).

 

Does ePayroll send TFN details to ATO?

 Yes, every 14 days.

How do I increase/decrease leave balances for employees?

Administrators only – Please call ePayroll for assistance.

How do I adjust employee’s tax within a payroll?

Administrators only – Please call ePayroll for assistance.

 

How & Where do I setup Salary Sacrifice for employees?

heck the online Help that will assist with screen shots.

If an employee is terminated, where do I get their payment summaries?

Administrators only – Please call ePayroll for assistance

If I am a transferring employee from one company to another, what do I need to do?

Terminate employees with termination reason “Intercompany transfer” with no pay.

Where can I source the current tax table?

You can source a current tax table from the ATO website

I cannot change an employee’s YTD, how can I do this?

Administrators only – Please call ePayroll for assistance.

 

Where do I login on the home page?

Click the ‘Login’ button in the top right of the ePayroll homepage or go to https://saas.epayroll.com.au/Login.aspx?channelID=1

What is Employee Self Service (ESS)?

This will enable an employee access to view their own employee details and edit their address, emergency contacts and bank account details, as well as view leave accruals and payslips.

 

What is Leave User?

This will enable a user to apply for leave online once setup on the organisational chart and to approve leave for employees reporting to them.

 

If I update my employee TFN will this be sent to the ATO?

Yes.

 

Are BSB numbers validated?

Yes, ePayroll updates the list of valid BSB numbers on a regular basis. This is part of our built-in compliance feature.

 

On-Demand-Docs

How many documents can be uploaded?

nlimited – documents are stored on our remote data centre.

What is the maximum size of the document that can be uploaded?

512kb per document
1 page word/pdf = 4kb
512 = 128pages
National Employment Standards document is in pdf form and 57 pages = 190kb

Do employees receive an e-mail when they have a document uploaded for their access?

No

Is there a flag to notify Employees or Managers that a document has been uploaded?

No – However, employees/managers will be able to review the documents when they next access the ‘My Account Home’ tab.

If a form/template is uploaded for employees to use, is the form/template static? Or will the original template be over-ridden?

Employees will be able to save an amended version and upload the amended version accordingly.

If my company decides to stop using Aussiepay as a payroll provider, will the uploaded documents be accessible?

Aussiepay offers exiting clients an Exit CD which contains all reports since joining with Aussiepay. The up loaded documents will be on the Exit CD.

How do we access this feature?

You will need to complete a sign-up form online.

How do we arrange for payment of On-Demand Docs?

The On-Demand Docs monthly fee will be part of your regular invoice which will be automatically generated as part of your payroll process.

 

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