This document is an internal policy of YAPA. Use it to help develop your own agency's internal policies. You will have to make changes to suit your own context and any legal requirements which apply to you.
Policy
That correct processes and procedures are followed ensuring recording and payment of Salaries, Entitlements and Work related expenses for each staff member is accurate.
Salaries and entitlements are paid on a fortnightly basis, electronically into each staff members valid bank account.
Procedures
- The Finance Manager will ensure Timesheet and Pay Date, Leave, Travel and Expense claim forms are available to all staff members either electronically or in paper form.
- Staff are to inform the Finance Manager of any changes to their details including contact details and bank accounts.
Timesheets
- Staff are to ensure timesheets reflect:
- Hours actually worked are correctly recorded and totalled
- Lunch breaks recorded
- Time in Lieu Hours
- Leave taken must be reflected on timesheet
- Correctly dated and signed by staff member
- If timesheet sent by email, original printout of email outlining senders email address will be used as official timesheet.
Expense Claims
- Staff are to ensure their expense claims include:
- Valid Vouchers or dockets reflecting amounts to be claimed
- Detailed description of work event or project for each claim
- Kilometre expense claim if private car used for work related travel
- Expense claims submitted at least monthly and authorised and dated by staff member
Payment of Salaries & Expenses
- Staff to submit timesheet to Finance Manager by "due date" to ensure timely recording and payment of salary.
- Staff to submit authorised Leave forms, Doctors Certificates and Expense claim forms to Finance Manager by "due date".
- Inform Finance Manager in advance if there is a delay in submitting forms, otherwise delays may occur in salary payments.
- Finance Manager to check timesheet accuracy, totals and complete "Office Use Only", summarising payroll categories and total hours worked.
- Finance Manager will inform staff member of any discrepancies including hours incorrectly added, non signature of form, etc.
- Wages will be deposited into the staff members bank account by Thursday of each fortnight.
