While you may not be a computer technician yourself, there are several general maintenance procedures you can carry out yourself to keep your computer running smoothly. Something as simple as cleaning the ball in your mouse or using a tape-cleaning cartridge in your tape backup drive will help keep your computer problem free.
One step you can take to maintain your computer's performance is to de-fragment the hard dive. All computer drives will eventually suffer from fragmentation. When a file is written to the hard disk the computer will try and store it in one continuous area. If the computer does not have a single free area big enough to handle the whole file it will split it into smaller segments and store it on different areas of the hard disk. This is what's called fragmentation. Over time, your computer will add and delete many thousands of files, so fragmentation will get progressively worse. While fragmentation is not dangerous to your computer, it does have an impact on your computer's performance. The more fragmented a hard disk is the longer it takes to retrieve and store data. Microsoft operating systems include a utility called Defrag that you can run to de-fragment your hard disk. Defrag reorganises the files so each is stored in a single continuous area.
To access Defrag:
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Open MY COMPUTER from the desktop
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Right click on the C Drive and select PROPERTIES
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Choose the TOOLS tab
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Select DEFRAG and follow the prompts
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As the Defrag program will be re-organising the files on your hard disk, you need to make sure that no other program is running at the time. If you have a virus checker you need to also make sure this is disabled during de-fragmentation. Depending on how badly your hard disk is fragmented the process may take several hours, so it's best to start defrag before leaving work and let it run overnight.
How do I enter the super for casual and part time employees when I don’t know if the person will earn over $450 in a month until the last pay for the month?
You may have some employees at the school who don't always earn over $450 a month. If you do not pay employees on a monthly basis it is difficult to know if these employees will qualify for the Super Guarantee in a particular month until the final pay for the month.
Pay2k has no way of knowing how many pays there will be in a particular month or whether casual and part time employees will earn over $450 in the month. The only way to pay the super for these employees is manually.
To do this you need to set up a special super code to be used with these people instead of the standard one. To set up the code:
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Go to MAINTENANCE>TRANSACTION TYPES
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Add a new Transaction. You will need to specify the following:
A Code that lets you know what the transaction is for
A Description that lets you know what the transaction is for
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Click on SAVE to proceed
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You now need to define the Category, Calculation, Factor and Super Fund for the new super code:
| Category is | Super: Employer |
| Calculation is | Amount |
| Factor is 0.08 | (assuming their super rate is 8%) |
| Super Fund is | (select the appropriate super fund) |
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Click on SAVE
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Click on the NEXT button to change to another transaction and then go back to this super transaction. This refreshes the screen so the GL debit and credit fields are available for entry.
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Set up the GL debit and credit code allocation in the same way as for your other Employer super transaction types.
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To apply this special super transaction code to the pays of casual and part time employees who don't always qualify for the Super Guarantee scheme:
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Go to MAINTENANCE>AUTOPAY
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For each employee in this category, replace the standard super transaction code with the special super code you have just set up for manually applying super
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Leave the Hours/Amount column as zero
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When running the last pay run for the month you will need to work out the Gross Wage that each of these employees has earned in the month. To do this you will need to work out the Gross Wage for the employee for the previous pay runs in the month and added it to their Gross Wage for this pay run.
To find out the Gross Wage paid to the employee in the previous pay runs for the month:
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Go to REPORTS>EMPLOYEE HISTORY>DETAILED
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Select the report order to be:
1. Employee
Deselect all and then just select the employees you are interested in
2. Transaction
Deselect all and just select the salary transaction codes that would give the employee's Gross Wage
3. Date enter the date range for the month
This will enable you to work out the Gross Wage that has been paid to the employee so far this month
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Add the Gross Wage that the employee will receive for the pay you are working on (the last pay run for the month) to this amount to get the employee's Gross Wage for the month
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Edit the current pay entry for these employees and enter the gross amount they have earned in the month into the Hours field for the manual super code
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The transaction will then calculate 8% on this amount
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Note: For the other pay runs you process in the month leave the hours amount on this super code at zero.
"Life is either a daring adventure or nothing at all"
Helen Keller
Regards,
Heather McKay
Human Edge Software
Phone: +61 3 9690 5004
Fax: +61 3 9690 2802
Email: pay2k@human-edge.com.au
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