When you hire someone, you'll need to add them to PaySauce with their employment details, tax information, and payment settings. This ensures they're paid correctly and can access their own employee account.
Adding an employee
To add a new employee:
Select Employees from the navigation menu
In the Create employee section, complete all required fields across the following sections
Employee detail
Enter the employee's personal information, including their name and contact details.
Tax details
Enter the employee's tax information:
Tax file number and tax residency status
Student loan details (if applicable)
Medicare surcharge levy or exemptions (if applicable)
⚠️ If the employee is a foreign resident or has specific tax circumstances, make sure to include this information.
Employment details
Provide the specifics of the employment agreement:
Employment type
Full-time, Part-time, or Casual
This affects which entitlements and allowances apply to the employee
Employment start date
The date the employee begins work
Agreement type
Currently only Standard agreements are supported
This affects entitlements and allowances
Annual leave
The number of weeks of annual leave the employee is entitled to per year
Work pattern
The employee's expected or normal work schedule
Mandatory for part-time employees to calculate pay correctly
Used for award comparisons, variance reporting, and rostering for all employees
Work pattern details
Start date: When the work pattern begins
Pattern type: Choose N/A (not recommended), Weekly, Fortnightly, or Variable
Hours per day: Enter the expected hours for each day of the week
Enter 0 for non-working days
Use decimals for partial hours (e.g., 8.5 for 8 hours 30 minutes, 4.25 for 4 hours 15 minutes)
Note: While work patterns are not mandatory for full time or casual employees, we strongly advise adding them for all employees this unlocks multiple great tools within PaySauce.
Time entry model
Choose how the employee will record their hours: either as total hours worked, or as start and end times
Overtime threshold
Set when overtime rates begin to apply:
Weekly: 38 hours per week
Fortnightly: 76 hours per fortnight
4 Weekly: 152 hours per 4 weeks
Note: Most Award overtime rates apply after 152 hours of work. Adjusting the overtime threshold enables your to pay overtime more evenly rather than a higher proportion at the end of a 4 week period.
Income stream type code
Salary and Wages: Most employees
Closely Held Payee: Family members, directors, shareholders, or beneficiaries of a trust
Award details
Set the award and pay rates that apply to this employee.
Award selection
Choose the applicable award for the employee. Even if the employee is paid differently to award minimums (such as on an Individual Flexibility Agreement), select the award. PaySauce uses this information to provide award comparisons and ensure Better Off Overall Test compliance.
Note: If the employee's award isn't supported in PaySauce, select "No award" and enter their pay details manually in the remaining fields.
Custom pay rates
Select Use custom pay rates if the employee receives a different base hourly rate than the standard award rate. Enter their base hourly rate in the field provided.
Classification
Set the employee's classification or level under their award.
Dairy-specific details (if applicable)
Is dairy operator
Is full-time secondary student
First aid allowance
Leading hands allowance
Flat rate employees
Select this option if the employee is paid a flat rate per hour instead of variable award rates. This applies to salaried employees and those on individual flexibility agreements.
When selected, configure the following:
Apply annual leave loading: Selected by default. Determines if the employee accrues annual leave
Accrue leave for overtime hours: Select if leave should accrue for overtime as well as ordinary hours
Cap leave accrual hours: Limit the maximum hours for which leave accrues per pay period
Enter the maximum hours (use decimals for partial hours, e.g., 8.5 for 8 hours 30 minutes)
Accrue superannuation for overtime hours: Select if super should accrue for overtime as well as ordinary hours
Rates for flat rate employees
Default rate: Enter the base hourly rate the employee will earn
Custom rates: Below the default rate, you can define additional rates for different activities or situations
Select the + button to add a custom rate
Give each rate a name and value
Repeat for each additional rate needed
⚠️ If a rate name contains "overtime" or "public holiday," hours paid at that rate will be classified accordingly. This is important for payslip transparency and award comparison purposes.
Bank details
Enter the employee's payment information:
Payment type
NPP (bank account): The main transfer method used by most major Australian banks
Direct credit: The traditional, slower method used by some smaller banks
Account details
Account name
BSB
Account number
Superannuation details
Enter the employee's superannuation fund information:
Opt out: Only select this if the employee has formally opted out of receiving superannuation payments
Fund name: The name of the superannuation fund
Fund USI: The unique superannuation identifier
Member number: The employee's member number with the fund
Saving the employee
Once all fields are complete, choose one of the following:
Save: Creates the employee record in your organisation
Create and invite: Creates the employee record and sends an email invitation for them to create their PaySauce account (recommended)
Inviting an employee to PaySauce
Inviting employees to PaySauce allows them to submit timesheets, request leave, view payslips, and submit reimbursements.
Method 1: Invite during creation
Select Create and invite when adding the employee's information. This creates their record and sends the invitation email in one step.
Method 2: Invite after creation
Go to the Employees section
Select the employee from the list
Select Send invitation
Invitation status
You can view the invitation status in the employee's record:
Pending: The invitation has been sent and is waiting for the employee to accept (invitations remain pending for 7 days)
Accepted: The employee has created their PaySauce account
Note: If an invitation expires after 7 days, you can send another invitation.
Common Questions
I'm not sure which award to select
I'm not sure which award to select
If you're unsure which award applies, consult Fair Work or your industry association. If the award isn't listed in PaySauce, select "No award" and enter the pay details manually.
The employee is paid differently to the award minimum
The employee is paid differently to the award minimum
Still select the appropriate award, then use custom pay rates to set their actual pay. PaySauce uses the award information to provide compliance comparisons.
I need to change the employee's details after saving
I need to change the employee's details after saving
You can edit employee details at any time by selecting the employee from the Employees list and making your changes.