Finance > Payroll
Authorised by Finance Manager
Revised Date: 11 April 2025
Staff are employed under the Kyeema Support Services Inc Enterprise Agreement 2023
Supported Employees are employed under Supported Employment Services Award 2020
The Awards are available on the QMS - Kyeema EBA HRF-62.
The payroll software used by Kyeema is MYOB.
Staff are paid on a fortnightly basis with the pay week ending on Friday, and payment is made the following Tuesday direct into nominated bank accounts.
Supported Employees are paid weekly with the pay week ending on Wednesday. Payment is paid direct into nominated bank accounts on the Thursday.
Timesheets are collated and signed off by Managers and Team Leaders who oversee staff rostering.
Break up of hours and cost centres are detailed on the timesheets prior to being given to the Finance Department. Finance Department is to have timesheets by close of business on the pay week ending Friday. When the Friday is a public holiday, the new due time will be decided by the Finance Manager and appropriate notification given.
Processing of Payroll and the segregation of the duties within
The processing of the payroll will commence once Timesheets are available or by the close of business on the last Friday of the pay period.
The first payroll of each month is processed by the Finance Assistant and the second payroll of each month is processed by the Finance Manager. When a third payroll is required, it will be discussed and allocated to a Finance team member. Changes and corrections for payroll are communicated between Finance Manager, Finance Assistant and CSM prior to the processing of each payroll.
The CSM approves the timesheets of the Finance Assistant and Finance Manager. On completion of the payroll process the CEO or CSM conduct a random check of 10% of the staff actual pays against timesheets. This process includes the use of the Payroll Activity Report.
Queries by Staff regarding potential errors in the timesheet and payroll process are directed to the Finance Department and these queries are assessed by either CSM, Finance Manger or Finance Assistant. The query is discussed with the Staff member and the appropriate correction is processed as agreed with Staff member.
Changes or adjustments to Staff payroll information, is to be requested in writing, signed and handed to the Finance Department. If the staff member cannot attend head office in person, a 2-step process, to be agreed upon with that staff member and depending on the circumstances that exist at that time, will be used.
When a staff member’s pay rate is increased either by a Pay Level progression or due to a renegotiated rate (not including Fair Work July increase), the staff member is required to sign a variation letter drawn up by the HR department. The variation letter is then forwarded to the Finance Manager to update the payroll software and complete back pay if applicable. Any variation will be noted in their Masterfile.
Related Policies, Procedures and Documents:
Kyeema Enterprise Agreement 2023 HRF-62