How to use Payroll setup — WIC, PRT, Super; Groups → Placements

Set up payroll on-costs end-to-end (one-off, ~15 minutes per Group per state).

1. Create the Group(s) / Division(s). Admin Portal → User Groups → + New. Name them in a way that matches your operational divisions — "Healthcare Adelaide SA", "Construction VIC Branch", etc. Level can be Senior Manager / Manager for an operational Division.
Creating a User Group / Division payroll-setup_group_create.png
2. Attach the Group to each Site Organisation. CRM → Organisations → open each site → set Default Group. The pay-run importer reads this so newly-created Placements know which Group they belong to.
3. Configure on-costs per state for the Group. Two routes — pick whichever feels natural:
- From the Group: Admin Portal → User Groups → open the Group → scroll to Labour-hire on-cost setup → click + Add a state for this Group. Prefilled with the Group, you just pick a State and fill the rest.
- From the Ledger menu: CRM → Ledger → Group State Setup → + New. Pick Group + State explicitly.
Group edit page · Labour-hire on-cost setup section payroll-setup_group_oncosts.png
4. Fill the on-cost rates panel on the Group State Setup form:
- WIC — pick the Workcover Industry Code for this state (drives the workcover rate calc).
- Payroll-tax rate — decimal (e.g. 0.04850 = 4.85%, NSW). State-by-state from your accountant or the regulator.
- Super rate — defaults to 0.115 (11.5%). Used as the checksum target vs the source CSV's SG Super column.
On-cost rates section · WIC + PRT + Super payroll-setup_oncost_form.png
5. Fill the 9 GL account pickers. Each picks from your Chart of Accounts (Ledger → Chart of Accounts):
- Salary & Wages (DR) — the gross pay expense for this state.
- Bank (CR) — net pay paid out.
- PAYG Withheld Payable (CR) — withholdings (defaults to 0 in the journal; you amend on the preview).
- Super Expense (DR) / Super Payable (CR) — SG super for this state.
- Workcover Expense (DR) / Workcover Payable (CR) — W/C for this state.
- Payroll Tax Expense (DR) / Payroll Tax Payable (CR) — PRT for this state.
CoA mapping · 9 GL account slots payroll-setup_coa_form.png
6. Save. The (Group × State) row is now live. Repeat for every state this Group operates in.
7. (Optional) Set up a tenant-default row. Same form, pick the "— Tenant default —" pseudo-group. Used as fallback when a Group has no row for a state — covers "we operate in NT once a year" without configuring every Group.
Placement assignment: Existing placements that were created before you set up the Group need their Group / Division field set on the Placement edit page. The pay-run importer sets it for newly-created placements automatically (reads from the Site's Default Group).
Placement edit · Group / Division field payroll-setup_placement_group.png
State on the Placement Billing tab: The state lives on the Placement's Billing tab. A multi-state Group still needs each Placement to declare its specific state (a worker in NSW vs SA under the same Group). The Billing tab also has a teal callout linking to the matching Group State Setup row — one-click jump if it isn't configured yet.
Placement Billing tab · State + on-cost deep-link payroll-setup_placement_billing.png

Payroll setup — WIC, PRT, Super; Groups → Placements — how to use `payroll-setup_2.png`

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