Manage Payroll: Security Procedures, Legislation Standards, and Compliance

This document provides information on managing payroll, including security procedures to protect payroll information, key provisions of legislation standards that may affect payroll operations, procedures for substantiating claims for allowances, control measures to safeguard financial resources, payroll systems and statutory obligations for compliance, calculating gross pay using industrial awards and government legislation, procedures for calculating deductions, reconciling total wages, authorizing salaries and wages, and handling payroll inquiries in accordance with organizational policies and procedures.

Business, Accounting and Finance
BSBFIM502 Manage payroll
Student Assessment
Student Name:
Student Number:
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Written Questions and Answers
Assessment is all about collecting evidence and making decisions
as to whether or not a student has achieved competency.
Students are required to answer all the questions. Evidence is
information gathered that provides proof of competency. While
evidence must be sufficient, trainers and assessors must focus on
the quality of evidence rather than the quantity of evidence.
1. What are some security procedures to protect information and
possible approaches for payroll information? List 5 different
options and give a brief explanation for each.
Sensitive employee information related to legal issues, financial and
personal aspects are being transacted and hence one of the crucial
function of the payroll department is to maintain the confidentiality of
these information. So it is essential to transact them through secure
physical environment. Filing the cabinets with locks, positioning the
desks in such a way so that the computer screens by those who moves
nearby or are not visible from the doors. The second aspect is
concerned with the fact that there should be provision for limited access
over the confidential information. Permission should be granted for the
payroll employees and the authorized management. 3rdly, electronic
security should be incorporated with firewall protection in the database
and the computer systems with password protection. Along with that
independent consultants should be recruited who will conduct checks in
regular intervals to ensure the fact that the overall system is working in
a proper manner. 4thly, external requests should be standardized as
external inquiries regarding the information about payroll leave a
possibility of potential breach. It is found that the creditors as well as
the mortgage companies contacts for financial interest purpose for
which it is not possible to trace them and detect who is on the other side
of the line. A standard system needed to be implemented in order to
inquire about the information in writing. However, in case of
garnishment, legalized channels are to be followed along with training
the employees regarding the procedures in order to release personal
information about the employees for organizational purpose. Finally
disposal should be properly handled as if smaller amount of information
are in the handed or available offline then it justifies the fact that there
is lesser probability for security breach. Limiting the plentiful items
regarding tax and other financial aspects should only be exposed for
auditing reason and not for any other case. Proper disposal is important
when it becomes crucial to get rid of extensive documentation. Secure
shredding of materials is essential while handling sensitive documents.
2. Identify the key provisions of relevant legislation standards
and codes that may affect payroll operations. Please ensure you
address taxation legislation, privacy legislation, anti-
discrimination legislation & WHS legislation.
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The legislation standards sets protocols abided by which the business
operates. It affects the employee employer relationship and hence the
codes of practice as well as th provisions are very important. The Fair
Work Act 2009 is being implemented according to which a framework
for workplace relation is being provided. The section 535 refers to the
employee obligations as per the records of the employee. However, the
sections 483 and 482 sets out permitting the holders rights in order to
access records and inspect them followed by making and keeping
records.
3. What procedures guarantee substantiation of claims for
allowances?
In order to ensure that the procedure is implemented to substantiate
names for allowances, certain policies and protocol should be
maintained in relation to the payment of each and every allowance. This
incorporates the following policies:
1. There should be a clear definition about allowances.
2. National should be provided based on the allowances as for example
awards, contract, legislation or agreement.
3. There should be application process regarding receiving allowances
or claiming the allowances.
4. The documents that requires substantiation of claims as for example
application forms that are downloaded from the intranet should be
accessible.
5. Authorisation as well as approval is required as for example while
completing application forms, it must be signed by the manager of the
employees.
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4. As a manager, what control measures do you need to establish
to safeguard organisation’s financial resources in accordance
with legislative and organisational requirements?
Various procedures may be implemented in order to ensure that the
financial resources are being Singh safeguarded along with fulfilling
organisational requirements being avoided by the legislative control
measures. This may include elimination, engineering controls,
substitution, personal protective equipment, and signage warnings
through administrative controls. As for example it may be included that
to calculate the gross pay the government legislations can be utilized.
5. What are the payroll systems and statutory obligations to
ensure compliance for the following?
Workplace Relations Regulations 2006; Fair Works Act 2009;
National Employment Standards; Superannuation Guarantee
(Admin) Act 1992; Income Tax; Payroll Tax; Paying Payroll
Liabilities
Aspect of compliance story of allegations filled with the payroll system
has various implication with respect to its regulations. Ishwar example in
the workplace relation Regulation Act 2006 was highlighted that any
application from the minister of the person hot transitional registered
Association should effect and order and while making such order it
should fit the compliance requisite with respect to that order. Any
investigation that has commenced from the compliance purpose as
mentioned in section 83 BH of the pre Reform Act should be utilised in
order to Reform the commencement as well as any breach of the matter
regarding the compliance purpose incorporated.
The fair work Act 2009, business should operate based on the
framework of workplace relation where section 535 also refers that
employee obligation should be avoided with respect to the compliances
oldest write in order to access, inspect and keeping records should be
preserved.
6. How would you use nominated industrial awards, contracts and
government legislation to calculate gross pay and annual
salaries? Ensure you describe the type of employment contract
e.g. AWAs, EAs etc. in your explanation.
The incorporation of gross pay as well as annual salaries should be
accompanied by the legislative control measures as per the government
of elimination, substitution, signage other administrative control
measures. The employment contract add different and based on that
the EWAs, EAs are implemented accordingly.
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7. As part of a manager’s role, you need to understand how to
calculate statutory and voluntary deductions using government
and employee documentation. Please ensure as part of your
answer that you give a minimum of 4 example descriptions of
deductions such as Medicare, HELP, and Child Support etc.
As per the federal insurance contribution act, three separate taxes
should be deducted from the wages of the employees. This comprises of
the percent of social security tax, of regular Medicare tax, etc. For
example as per the act 6.2 % of social security tax as well as 1.45% for
Medicare tax the pay slips of the employees.
8. What do you need to consider when providing payroll data to
payroll processor for calculation within designated timelines?
You will need to include a brief explanation on each of the
elements e.g. Prepare a payroll register; Key organisational
timelines; Fringe benefits tax; Other payroll deadlines including
ATO, TFN declaration, PAYG withholding; Employment termination
payments; Employer superannuation contributions; and Business
Activity statement (BAS).
Ensure that provide us of payroll data for payroll processor timelines it is
important to prepare payroll register, lust and key organisational
timelines within the fringe benefit of tax, TFN declaration employee
termination payments employees’ superannuation contribution and
business activity statements. To implement it is important to calculate
the employee hours and send out their pay cheques. This constitutes
the internal controls of the payroll department while processing payroll
fashion should be provided regarding its employees. The Income-Tax
withstanding assigned by the federal local or state and employee hours
within the time reporting system of the payroll processing should be
incorporated being aware about the landscape with lines of calculating
payroll data within the designated timelines according to organisational
and legislative requirements.
9. Expand on how you check the payroll and authorise salaries
and wages for payment in accordance with organisational policy
and procedures.
In order to ensure that the wages that are being paid to the employees
are at correct rates proper evaluation indicates that exist test of the
controls and the employees are paid in accordance with the completed
work that they have provided and the clock hours that they have worked
for it. Authorised list of overtime works during the week should also be
under consideration and the money that are being deducted from the
wages of the employees should be with me from consent. This provides
corrective measures this letters policies and the period managers of
supervisors can also check the budgeted figures through the security
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videos and preparing advice and salary authorisations.
10. Explain how and what the procedures are to reconcile total
wages for pay period, check and correct irregularities and refer to
designated persons for resolution. As part of your response,
please ensure you include at least 3 different circumstances that
could affect the organisation’s payroll.
The reconciliation process should be after HP cycle I should be provided
within the correct time frame without error, prior to the date of pay. This
helps in keeping accurate accounting records as well as it necessary
that swelling and Measurement regarding ensuring sustainable financial
health. The calculations of the payroll should be processed through
payroll processing system and the employer calculates the payroll
through the gross wages and the payroll deductions in order to arrive at
employee’s net pay. It can also be done by taking under consideration
the use of tax tables and various source of employee data regarding
their working hours and the quality of their work.
11. How do you deal with salary, wage and related enquiries in
accordance with organisational policy and procedures? Please
ensure you include an explanation on legislative requirements,
methods of handling inquiries, communicating appropriately, the
resources to handle inquiries and support from the ATO including
the online tax calculator.
There are various legislative requirements to fulfil the need of the
salary, wages and other employee related enquiries as the
organizational policies and procedures. On this regard to ensure that the
processing of the payroll is done effectively the following aspects are
taken under consideration:
Confidentiality: Information must divulged according to the
organizational privacy policy which includes the personal handling of the
enquiry and identification of the divulging information. When the
exchange of information arw not being done on a face – to – face basis
then extra verification should be made in order to enhance the quality of
te information and to ensure that the transacted information are not
fraudulent one whether it be related to the salary, wage or any other
related enquiries.
Accuracy: It is important to establish an exchange of transparent
information and any form of information that is confidential or is found
to be unclear and ambiguous should seek for clarification prior to the
providence of the information.
Authority: Based on the granted level of the authority any transaction of
payroll information should be permitted and if it is being found that the
authority exceeds the granted level then the person involved in the
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process should be demanded with clarification from higher authorities.
Factual: The responses should be based on facts and figures and not on
mere opinion only. This information relates to the working hours of
employees, penalty rates, deduction as well as allowances.
The child support, Medicare, etc. schemes should be accompanied by
the tax incorporated in the process as per the payroll system as well as
the calculations should be done through the online tax calculators where
the divisions for the non-resident, resident, etc. are significantly taken
under consideration with difference.
12. How do you process declaration forms for new and existing
employees in accordance with Australian Taxation Office
requirements?
In accordance with the Australian Taxation Office requirements the
declaration forms of the new and already prevailing employees are
provided through a TFN declaration that is applicable to the payments
made after the declaration is being done. The provided information on
the form is used to determine the proportionate amount of the tax that
is needed to be withheld from the salary, wages and other payments
based on the PAYG.
13. Explain the periodic deductions process within designated
timelines and identify who are the nominated creditors.
The periodic deduction process includes sacrificing of salary, nominated
account deduction of the creditors, superannuation as well as study or
student loans. On the other hand, stipulated time periods before
payment is due to the employees, taxation timelines in order to ensure
the submission of tax as well as stipulated time periods before the
employee departs from the organizations are important.
The nominated creditors are being selected based on the information
exchanged regarding the following:
 Details of the creditors
 The standard forms or reports that are required to be completed
 The timelines allotted for forwarding the payments
 The unique number or codes along with the employee details that
are being used by the creditor in order to identify the employees
14. When preparing and dispatching payments to government
authorities accurately and in accordance with relevant
government legislation, what are the key considerations? Please
ensure you include the formula for (W5) Total Amounts Withheld
as part of your response.
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The provided information on the form is used to determine the
proportionate amount of the tax that is needed to be withheld from the
salary, wages and other payments based on the PAYG. Thus in case of
government authorities the total amount withheld is being calculated
followed by ensuring that the preparation of the payments are done in
accordance of the legislative guidelines and the stipulated timeframes
allotted for the works.
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15. Describe how you would calculate and transcribe group tax
amounts and make payments in accordance with taxation
procedures. Ensure you provide an explanation on how to
calculate PAYG withholding; the weekly tax table, and how to
calculate tax offsets, FBT, HELP debt tax and financial supplement
debt tax.
A tax file number declaration is being incorporated in this procedure.
This also includes the Student Start-up Loan (SSL), Higher Education
Loan Program (HELP), Trade Support Loan (TSL) debt, etc. When the
income is over $ 999 and more then it have claimed the tax free
threshold while if the income level is $ 649 then they have not claimed
the tax free threshold level. The weekly tax table calculates the
withholding amounts as per the employee earnings since it allows
provision for any tax offsets claimed. Moreover the HELP/TSL or SSL
helps the usage of weekly tax table in order to calculate the
components to withhold as well as other financial supplement debt tax.
16. What is involved in preparing and reconciling employee group
certificate amounts from salary records? Be sure to include an
explanation on the end of payroll year checks and processes.
The PAYG summaries group certificates are prepared and reconciled
based on certain methods that can be incorporated as follows:
1. It is to be made sure that the last pay run is being paid and
processed. This is inclusive of the employees PAYG summary upon
the wages that are paid to them in the particular financial year.
2. The personal details of the employees are up to date with the
addresses, tax file numbers as well as the date of birth, etc.
3. A summary of the profit and loss of the particular year should be
taken under consideration along with the salaries paid to the
employees. There should prevail a match between the gross
wages and the total while preparation of the PAYG summaries is
being performed.
4. The salary sacrificed reportable superannuation must include the
sacrificed salary but not the SG contribution as of 9.5 %.
5. Allowance needed to be recognized along with competing the BAS
for ensuring the review process is being effectively accomplished
regarding the wages paid and the tax withheld.
6. The reportable fringe benefits should relate to the taxable value of
the respective fringe benefits that are being provided to the
employees during the FBT that must include the gross up value
computed upon the FBT return.
7. If any of the employees are being terminated within the middle of
the year in that case the lump sum payments should be reported
within the reconciliation statements.
8. Allowance needed to be addressed a peer the requirement of the
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allowance section of the PAYG summary.
The payroll year end is inclusive of the end of periodic filing of the
payroll where reconciliation is being made upon the payroll data to that
of the general ledger in order to ensure that the balances are matched.
The preparation, review as well as finalization of the individual payment
summaries through the group certificates are being included in case of
the individual payment prior to sending those documents to the ATO
and the employees. The payroll admin permission should be there to the
user’s role in order to clear checks and employee payroll related works.
Proper adjustments should be made after incorporating the YTD and the
cash basis for particular financial transactions followed by running the
general ledger reports of the particular fiscal years.
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Assessment Outcome Written Questions
Question Correct ()
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
Assessed by ______________________________________________
Assessor Signature_________________________ Date _________
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Assessment 2 – Case Studies 1 & 2
1. You work as a payroll officer for ABC Company and you have extracted
the information below from the company history cards:
Name Staff A Staff B Staff C
Employee
number
1 2 3
Address 1 Sample Street,
Sunnyplace
2 Sample Street,
Sunnyplace
3 Sample Street,
Sunnyplace
Date of Birth 14/ 12/1985 9/12/1984 12/06/1980
Employment
status
Full-time Casual Full-time
Occupation Supervisor Reception Team leader
Date
Commenced
1/01/2004 2/02/2012 3/03/2000
Current wage
rate or annual
salary
$24/ hour $16/ hour $18/ hour
Note that employees are paid under an award that requires 38 hours per
week of work (for 7.60 hours per day, for 5 days). Any employees who
work over 7.60 hours per day will receive overtime payment at 1.5 times
the normal rate on Monday to Friday and any work on Saturday is paid at
1.5 times. Sunday is double time. This is week 5 and the ending work date
is 26/02/20XX.
You are required to complete the timesheets and calculate the
total gross payment amount for all 3 staff members.
The 3 staff members working hours are:
Day Staff A Staff B Staff C
Monday 8.30am to 6.30 pm
with 1-hour break
8.00am to 6.00 pm
with 1-hour break
9.30am to 6.30pm
with 1-hour break
Tuesday 9.00am to 5.30 pm
with 0.5 hours break
8.30am to 5.30 pm
with 1-hour break
8.00am to 5.30pm
with 1-hour break
Wednesday 8.30am to 6.00 pm
with 1-hour break
8.30am to 7.30pm
with 1-hour break
7.30am to 5.00pm
with 1-hour break
Thursday 9.00am to 7.00pm
with 1-hour break
9.00am to 5.10 pm
with 0.5 hours
break
8.00am to 5.00pm
with 1-hour break
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Friday 8.30am to 5.30pm
with 0.5 hours break
8.30am to 5.30pm
with 0.5 hours
break
8.30am to 5.30pm
with 1-hour break
Saturday 9.00am to 2.00 pm
with 0.5 hours break
Sunday 9.00am to 1.00pm
Sample timesheet:
Employee
name: Staff A
Employee
Number: 1
Week
Number: 5 Week Ending: 26/02/20XX
Day
Starting
time
Finishing
time
Time off/
meals
Total hours/
minutes
Normal time
hours
Overtime
hours
Monday 8.30am 6.30 pm 1 hour 9 7.6 1.4
Tuesday 9.00am 5.30 pm 0.5 hour 7.5 7.6 -0.1
Wednesday 8.30am 6.00 pm 1 hour 8.5 7.6 0.9
Thursday 9.00 am 7.00 pm 1 hour 9 7.6 1.4
Friday 8.30am 5.30 pm 0.5 hour 8.5 7.6 0.9
Saturday 9.00am 2.00pm 0.5 hour 4.5 4.5
Sunday
Normal
rate $24.00
Overtime
Rate
$
36.00
Total Weekly
overtime 4.5
Totals
Total Minimum
Working hours 38
Total hours
worked
during the
week: 42.5
Total
hours
worked
during
the
weekend 4.5
Total hours
worked 47
Weekly
overtime
payment $ 162.00
Weekend
overtime
payment
$
162.00
Total Overtime
Payment
$
324.00
Weekly
Payment $ 912.00
Total Payment
(Weekly+
Weekend+
Overtime) $ 1,236.00
Sample timesheet:
Employee
name: Staff B
Employee
Number: 2
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Week
Number: 5
Week
Ending: 26/02/20XX
Day
Starting
time
Finishing
time
Time off/
meals
Total
hours/
minutes
Normal time
hours
Overtime
hours
Monday 8.00am 6.00 pm 1 hour 9 7.6 1.4
Tuesday 8.30am 5.30 pm 1 hour 8 7.6 0.4
Wednesday 8.30am 7.30 pm 1 hour 8.5 7.6 0.9
Thursday 9.00 am 5.10 pm 0.5 hour 8.1667 7.6 0.5667
Friday 8.30am 5.30 pm 0.5 hour 8.5 7.6 0.9
Saturday 0
Sunday
Normal
rate(per
hour) $ 16
Overtime
Rate(per
hour) $ 24
Total Weekly
overtime 4.1667
Totals
Minimum
Working
hours 38
Total hours
worked during
the week: 42.1667
Total hours
worked
during the
weekend 0
Total hours
worked 42.1667
Total gross
payment:
$
708.00
Total gross
payment: $ -
Total
Payment
$
708.00
Sample timesheet:
Employee
name: Staff C
Employe
e
Number: 3
Week
Number: 5
Week
Ending: 26/02/20XX
Day
Starting
time Finishing time
Time off/
meals
Total
hours/
minutes
Normal time
hours
Overtime
hours
Monday 9.30 am 6.30 pm 1 hour 8 7.6 0.4
Tuesday 8.00am 5.30 pm 1 hour 8.5 7.6 0.9
Wednesday 7.30am 7.30 pm 1 hour 8.5 7.6 0.9
Thursday 9.00 am 5.00 pm 1 hour 7 7.6 -0.6
Friday 8.30am 5.30 pm 1 hour 8 7.6 0.4
Saturday 0
Sunday 9.00 am 1.00pm 4 4
Normal
rate(per
$ 18 Overtime
Rate(per
$ 27 Total Weekly
overtime
2
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hour) hour)
Totals 38
Total hours
worked
during the
week: 40
Total hours
worked
during the
weekend 4
Total
hours
worked 40
Total gross
payment: $738.00
Total gross
payment: $144.00
Total
Payment $882.00
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2. The following tax and superannuation details have been extracted from
the employee’s history card. You are required to prepare payroll
and in accordance with organisation policy and procedures.
Please use information from both Case Studies 1 and 2 to
prepare staff A’s employee earnings card, cash analysis sheet
and Staff A’s employee pay advice slip. The relevant templates
have been provided.
Name Staff A Staff B Staff C
Deductions:
Health
insurance
Superannuation
$22 per week
$25 per week
$12 per week
Nil
Nil
Nil
ABC Company
Payroll register for week ending: 5
Employee Name Totals
Staff A Staff B Staff C
HOURS WORKED
Normal hours 38 38 38 114
Overtime hours (x
1.5) 9 0 2 11
Overtime hours (x 2) 0 0 4 4
ENTITLEMENTS
Normal pay ($) 24 16 18 $ 58/ hour
Overtime hours x 1.5
x normal pay rate ($) $ 324 0 $ 54 $ 378
Overtime hours x 2 x
normal pay rate ($) $ 144 $ 144
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GROSS PAY ($)
$
1,236.
00
$
708.00 $ 882.00
DEDUCTIONS ($)
Income tax ($) 271 74 151 496
Medical association
($) $ 22 $ 12 $ 34
Superannuation ($) $ 25 $ 25
TOTAL
DEDUCTIONS ($) $ 318 $ 86 $ 0 $ 404
NET PAY ($) $ 918 $622 $ 882 $ 2422
Employee earnings card for year ending: 26.02.20XX
Name: Staff A
Employee no: 1
Address:
Pay
period
endin
g
Gross pay Deductions
Net
pay
$
Accumul
ated
totals
Date Norm
al $
1.5
$
2.0
$
Gro
ss
pay
$
PAY
G
tax
$
Medi
cal
ass’n
$
Sup
er
$
Tot
al
$
Gros
s
pay
$
Tax
with
held
$
Balanc
es
$ 912 $
324
$ 0 $12
36
$
271
$ 22 $ 25 $
318
$
918
10,0
00 3300
26.02.X
X
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ABC Company
Cash analysis sheet for week ending: 26.02.XX
Employe
e name
Net
pay
Notes Coins
$10
0
$5
0
$2
0
$1
0 $5 $2 $
1
50
¢
20
¢
10
¢ 5¢
Staff A $ 918 8 2 1 4
Staff B $ 622 6 1 1
Staff C $ 882 8 1 1 1 1
Totals $
2422 22 3 2 2 6
ABC Company pay slip advice slip
Employee no: 1 Pay period ending: 26.02.XX
Employee name:
Staff A
Wages, overtime and allowances Hours Rate
Amount
Wages 38 $ 24 $ 912
Overtime 9 $ 36 $ 324
Allowances N/A N/A N/A
Payment summary This pay
Wages $ 912
Gross pay $ 1236
PAYG tax $ 271
Deductions $ 47
Net pay $ 918
Deductions Amount
PAYG tax 271
Superannuation 25
Health insurance 22
Total deductions $ 318
Assessor needs to use the below checklist to assess the 2 Case Studies.
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Items Yes/ No Comments
Case Study 1 – Timesheet Staff A
Case Study 1 – Timesheet Staff B
Case Study 1 – Timesheet Staff C
Case Study 2 – Payroll Register
Case Study 2 – Employee
Earnings Card – Staff A
Case Study 2 – Cash Analysis
Sheet
Case Study 2 – Company Pay Slip
Advice Slip – Staff A
Assessed by ______________________________________________
Assessor Signature_________________________ Date _________
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Business, Accounting and Finance
BSBFIM502 Manage payroll
Assessment Outcome Record
In order to be deemed competent in this unit, the candidate must answer
all written questions correctly and satisfactorily complete all practical
tasks. In order to complete all practical tasks, all Observation Criteria
need to be satisfied, i.e. demonstrated and marked as an 'S'. The task
summary outcome must be noted as satisfactory to note the
demonstration of a satisfactory outcome for each practical task
requirement.
Student Name
 Not Yet Competent  Competent
Comments
Assessor
(Name)
Assessor
Signature
Date
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