Understanding Amendments – Xemplo Help

Overview

Notifying Xemplo Payroll Managers of adjustments to a pay run in a timely manner is crucial. Amendments allow the Company Administrator to advise of any changes or additions to any pay runs, such as bonuses, commissions, or changes to an employee rate. Creating amendments via the Xemplo Managed Payroll Dashboard serves the following purposes:

Allows the Payroll Manager review the change and query if needed
Automatically adds the amendment into payroll system
Provides a secure method of sending sensitive data

Once an amendment is submitted, our Xemplo Managed Payroll team is automatically notified — there's no need to follow up via email.

You can view amendments you've created on the Amendments page.

The videos below provide a quick overview on how to create an amendment within the Xemplo Payroll Dashboard.

Amendment types

There are 3 types of Amendments that can be created in the Xemplo Managed Payroll Dashboard along with Amendment Change Tasks that further specify the type of amendment required. Instructions on how to create each type of amendment are provided below.

Amendment type	Description
Pay run	Indicates an amendment that applies to a specific pay run, such as a correction to Overtime worked. There are 2 types of Pay run amendments: Ad hoc Scheduled
Permanent	Indicates an amendment that applies forever, such as a termination or salary increase.
Recurring	Indicates an amendment that carries on for a defined number of pay periods.

Change Tasks

Within each Amendment type are Change Tasks, allowing the user to further specify the type of amendment required. The following Change Tasks are available for each Amendment type:

Change Task	Applicable to Amendment type	Description
Allowance	Pay run Permanent Recurring	Indicates an allowance to be applied as the amendment Change Task and allows for the selection of pre-configured allowance types within the payroll engine, such as: Bonuses Car allowances
Deduction	Pay run Permanent Recurring	Indicates a deduction, such as a salary sacrifice, to be applied as the amendment Change Task, and can be either: Pre-tax Post-tax
Pay Instruction	Pay run	Indicates a specific instruction to be applied as an amendment Change Task, allowing for free-text entry.
Salary	Pay run Permanent Recurring	Indicates any changes to a salary, such as a pay increase, to be applied as the amendment Change Task.
Termination	Permanent	Indicates an employee termination as the amendment Change Task.

The same Change Task selections are available for both Ad hoc and Scheduled pay run amendment types.

Pay Run Amendments

There are 2 types of Pay Run amendments — Scheduled and Ad hoc.

Ad hoc pay runs incur a processing fee — contact the Xemplo Managed Payroll team for further information.

Pay run type	Description	Examples
Ad hoc	Scheduled pay run amendments relate to one-time changes for a scheduled pay run.	Leave changes Changes to a working day, such as Overtime
Scheduled	Ad hoc pay run amendments relate to one-time changes outside of a schedule pay run.	Termination payments Missed employee payments

Scheduled pay runs

To create a Scheduled pay run amendment:

Navigate to the Xemplo Managed Payroll Dashboard
Select Amendments from the left-hand side navigation menu
Select the New Amendment button in the top-right corner of the screen

The New Amendment dialogue box displays, allowing you to select the type of amendment depending on the requirement
From the Change type dropdown, select Pay run
The Pay run type dropdown displays
Select Scheduled from the Change type dropdown
The Select pay run dropdown displays
Select the relevant pay run for the amendment to apply (if available), or select Future pay run
Selecting Future pay run automatically applies the amendment to the next scheduled pay run
Select Next
The New Amendment dialogue box refreshes to include new fields
In the Business Unit dropdown, select the business unit for which this amendment will apply
In the Pay schedule dropdown, select the pay schedule for which this amendment will apply, such as Fortnightly, Monthly etc. (options will vary depending on the configuration of your Xemplo Managed Payroll system)
Select the Change Task
For the purposes of this example, we've selected Allowance
Select the Allowance type (options will vary depending on the configuration of your Xemplo Managed Payroll system)
For the purposes of this example, we've selected Bonus, and additional fields display
Using the Applies to dropdown, select the appropriate worker
If the amendment applies to multiple workers, select more than one using the check boxes on the right-hand side of the worker's name
If the amendment applies to a terminated worker, select the Include Terminated Workers toggle to display any recently terminated workers the amendment
Upon selecting the employees, select the appropriate How will the amendment be applied? radio buttons to determine whether: the employees will be paid the same amount, or they'll be paid variable amounts

For the purposes of this example, we've selected Variable amounts, which displays the Download Template button
Select Download Template to download the .csv template file
Add the specific rate and units for each employee selected earlier in the .csv template file and save the file
Upload the saved file by dragging and dropping the file into the area provided
Alternative, select the area and upload teh file using your operating system's dialogue box
In the Lump Sum Payments? section, select the appropriate option from the dropdown
For the purposes of this example, we've selected Yes

The Tax calculation method field displays, allowing you to select the appropriate method
Add any further details, if required, into the Notes field
Select Next
A summary displays
Confirm the details and select Submit
The amendment is submitted and the Xemplo Managed Payroll team will handle the request

Ad hoc pay runs

To create an ad hoc pay run amendment:

Navigate to the Xemplo Managed Payroll Dashboard
Select Amendments from the left-hand side navigation menu
Select the New Amendment button in the top-right corner of the screen

The New Amendment dialogue box displays, allowing you to select the type of amendment depending on the requirement
From the Change type dropdown, select Pay run
The Pay run type dropdown displays
Select Adhoc as the Pay run type
The Effective on and Choose pay date fields display
Select the Effective on date
This is the date the ad hoc amendment will apply from (for example, if a deduction should have been applied in the past, select the date it should apply from)
Select the pay date
This is the date the ad hoc amendment will be processed and paid
Select Next
The New Amendment dialogue refreshes to include new fields
In the Business Unit dropdown, select the business unit for which this amendment will apply
Select the Change Task
For the purposes of this example, we've selected Deduction — the Deduction type field displays
Select the Deduction type
Select from either post-tax deduction or pre-tax deduction — if unsure, contact payroll@xemplo.com
From the Applies to dropdown, select the appropriate worker
If the amendment applies to multiple workers, select more than one using the check boxes on the right-hand side of the worker's name — for the purposes of this example, we've selected one employee
If the amendment applies to a terminated worker, select the Include Terminated Workers toggle to display any recently terminated workers the amendment
In the Rate field, enter an applicable rate for the amendment (if required)
Add any further details, if required, into the Notes field
Select Submit
The amendment is submitted and the Xemplo Managed Payroll team will handle the request

Permanent Amendments

Permanent amendments are for changes that apply forever, such as a termination or salary increase.

To create a permanent amendment:

Navigate to the Xemplo Managed Payroll Dashboard
Select Amendments from the left-hand side navigation menu
Select the New Amendment button in the top-right corner of the screen

The New Amendment dialogue box displays, allowing you to select the type of amendment depending on the requirement
From the Change type dropdown, select Permanent
Select Next
The New Amendment dialogue box refreshes and new fields display
From the Business Unit dropdown, select the appropriate business unit
From the Change task dropdown, select the appropriate change task
For the purposes of this example, we've selected Salary — the Salary type dropdown displays
From the Salary type dropdown, select the appropriate salary type (options will vary depending on the configuration of your Xemplo Managed Payroll system)
From the Applies to dropdown, select the appropriate worker
If the amendment applies to multiple workers, select more than one using the check boxes on the right-hand side of the worker's name — for the purposes of this example, we've selected one employee
If the amendment applies to a terminated worker, select the Include Terminated Workers toggle to display any recently terminated workers the amendment
Enter the Rate and the Unit
Add any further details, if required, into the Notes field
Select Submit
The amendment is submitted and the Xemplo Managed Payroll team will handle the request

Recurring Amendments

Recurring amendments are for changes that apply for a defined number of pay periods, such as an allowance, or a deduction.

There are 2 types of Recurring amendments — Maximum amount and End date.

Recurring amendment type	Description
Maximum Amount	TBC
End Date	TBC

To create a recurring amendment:

Navigate to the Xemplo Managed Payroll Dashboard
Select Amendments from the left-hand side navigation menu
Select the New Amendment button in the top-right corner of the screen

The New Amendment dialogue box displays, allowing you to select the type of amendment depending on the requirement
From the Change type dropdown, select Recurring
Select Next
The New Amendment dialogue box refreshes and new fields display
From the Business Unit dropdown, select the appropriate business unit
From the Change task dropdown, select the appropriate change task
For the purposes of this example, we've selected Allowance — the Allowance type and Recurring type dropdowns display
From the Allowance type dropdown, select the appropriate salary type (options will vary depending on the configuration of your Xemplo Managed Payroll system)
From the Recurring type dropdown, selecting the method by which you
For the purposes of this example, we've selected End date
From the End date field, select the date on which the amendment should end
From the Applies to dropdown, select the appropriate worker
If the amendment applies to multiple workers, select more than one using the check boxes on the right-hand side of the worker's name — for the purposes of this example, we've selected one employee
If the amendment applies to a terminated worker, select the Include Terminated Workers toggle to display any recently terminated workers the amendment
Enter the Rate and the Unit
In the Lump Sum Payments? section, select the appropriate option from the dropdown
For the purposes of this example, we've selected Yes

The Tax calculation method field displays, allowing you to select the appropriate method
Add any further instructions or details, if required, into the Notes field
Select Submit
The amendment is submitted and the Xemplo Managed Payroll team will handle the request

Editing amendments

Once created, amendments can be edited prior to being submitted.