There are times when an employee will work two different jobs/awards, or positions within your organization, and will get paid a different rate or conditions for each position. In these scenarios, you may also need to pay their leave at two different rates, and they may be entitled to allowances specific to one or both positions.
There are options and considerations for how to set up these employees. You should consider the options very carefully outlined below and select the one that most suits your organization.
Two Employee Records
Creating two records in WageEasy will mean that:
The employee is paid the correct rate when they work and when they are on leave without the need to manually override rates or create different leave reasons.
The employee will have two pay advices, they will appear twice on all reports, and have two Income Statements in MyGov.
If there are allowances that relate to one of the jobs, these can be assigned to the specific record, and they can be calculated based on hours worked for that record.
Salaried hours or Pre-defined timesheets can be set up relevant to the position, and leave can be accrued based on hours worked.
Considerations
If you use ESS, ESP, or a third-party system, the employee will have two records in these systems as well. They may need to enter leave applications twice, once for each role. For example, if the leave period covers hours worked for both roles, they will need a leave application for each role.
You may need to use a Tax Adjustment to correctly tax the employee over the two records. This can be attached to the employee record with a default amount to withhold each period.
The Superannuation Contribution Cap will need to be monitored so that they don't exceed it between the two records.
If the employee has any bank splits, allowances, or deductions, these will need to be considered and managed over the 2 records, like Child Support or Union.
One Employee Record
Creating one record in WageEasy will mean:
Tax will be calculated correctly based on what the employee is paid in the current period.
The employee will receive one pay advice, appear on reports once, and receive one Income Statement in MyGov.
The Superannuation Contribution Cap will be applied to the whole of the employee's earnings.
An alternative to using different rates would be to pay the second job through an Allowance Before Tax instead of Normal Hours. Doing this will mean that the hours will be excluded from some reports.
Considerations
The employee can't be set up as Salaried, as you will need to key two entries for Normal hours, one at each rate by using the dropdown for the department and or pay rate.
If you import transactions, the import file will need to contain at least two lines for the employee, one for each rate or pay class with the applicable hours.
When paying leave, you will potentially need to key two entries for leave and manually change the rate for the Leave entry so that it is paid at the rate specific to the role. This can be done in the Leave wizard; you may also need to split the leave between the two rates.
Any allowances that are specific to one role but are paid as an additional percentage or rate per hour will be paid on all hours entered, not just the ones specific to the role.