How to manage your Employee Benefits Packages

We’re expanding our payroll software to assist companies needing to manage their Employee Benefits Package as part of the company payroll process.

What’s this all about? Employers of choice provide a comprehensive employee benefits package to attract and retain employees. In addition to a competitive salary, an employee benefits package is a standard, and expected, part of an employee total compensation package. For a benefit scheme to be successful it should be seen by both parties to be an investment in the employee by the company which is designed to improve the employee’s development and as a result to deliver an advantage to the company.

Approaches may vary, but often an employer provides a framework for employees to claim expenses against specific benefit items. This is where Totem comes in. How do we do it?

  1. Staff are assigned to receive Benefits by belonging to a Totem Benefit profile. Totem supports unlimited number of profiles.
  2. Totem Benefit profiles provide different templates for sets of benefits per employee as part of the onboarding process (at time of joining or later, when required).
    1. Once configured, the employee can review those details on their mobile phone (via the Totem Payroll App) and this ensures that all staff members are aware of their benefits.
  3. The setup process also identifies the manager or staff member who can approve the benefits.
  4. Totem provides a claim process for the employee to claim an individual benefit.
    1. This form is available either through the employee’s Payroll Mobile App and the dashboard of their Payroll website.
    2. Once the claim form is completed, it is sent by Totem to the nominated manager for approval.
    3. Supporting documents, receipts, or a photo, can be attached to the claim.
  5. Once the benefit is claimed and approved, Totem includes the approved amount in the employee’s next pay run.
  6. Benefit balances are then updated and displayed.
  7. Committed expenses for the pay period are included in the payroll summary and are allocated to General Ledger accounts identified when benefits are created.
  8. Managers and HR staff can review staff balances and expenditure through dashboard charts and tables on their Payroll web site.

Enhanced clarity for Payroll details

We’ve recently added some improvements to the way we display payroll information at the detail level. This improvement should make it easier for both payroll creators and checkers to identify where changes occur in the payroll run.
The following graphic is illustrative of the changes:

click on picture to enlarge

On the LHS of the display next to the user name any changes occurring in the pay period that relate to:

  • LWOP
  • Change of employee’s bank account (also shows verified or unverified)
  • New Joiner
  • Resigned or terminated staff
  • If manual adjustments in tax or provident fund

On the RHS of the display, changes from the previous months are highlighted. Increases in values from the previous month show in Green. Reductions show in Blue. The threshold level for the display can be changed in settings. The default change value to show is 1,000 Baht.
We think these changes are important in that they now allow involved staff to more clearly view changes that have occurred in payrolls to allow better focus and checking. Let us know what you think.

We’ve also improved the communication of the approval process steps. With Totem Payroll, approval of payrolls can be a multi step process. For example, a typical scenario may be:

  1. Preparer
  2. Checker
  3. 1st approver
  4. 2nd Approver

These steps are created in settings, and then every step is identified and a record is kept of the involved staff with date and time and individual details. These become part of the auditable record. Once a sign off occurs at one level, the next person in the chain is notified by mail, with complete details showing of the process.

The graphic below is a sample of the mail sent to the next processor on the list when the current process is marked as completed.

click on picture to enlarge

When changes have been made to an employee bank account the change and the verification details are stored with the employee record. See below:

click on picture to enlarge

Special Working Days

Recently we were approached by a Totem client and advised that they had a situation they needed Totem to handle. Their situation was that whilst their standard work week was Monday to Fridays, under the Company’s work rules staff were required to work an extra day a month on selected Saturdays. Failure to attend on those days would result in a LWOP penalty, but staff would be able to apply for leave to cover their absence on any of those special days. We’ve now made provision to cover that scenario in Totem Leave and can provide the solution at no charge to existing Totem clients.

Continue reading Special Working Days

January 2019 Mobile App Update

The latest Totem Leave App for Android and iOS was released today. There’s nothing earth shattering in it, just a simplification to aid those companies which have a long list of leave types, so that users will see a sub set of leave common types, along with a <<more>> button. After a user clicks on <<more>> the full leave type list will be displayed. If a leave type is selected and used from the full list, that leave type will be added and remain in the user’s short list of leave types.

For administrators, in the Settings | Leave Category menu, the order of the different types of leave that display can be managed by selecting Reorder List, and whether to include a Leave Category on the default Mobile App List can be decided by editing the specific Leave Category and selecting yes or no at the Always Display on Mobile App List prompt.

See animations below.

การอัพเดตแอพพลิเคชั่นบนมือถือในเดือนมกราคม 2019

Totem Leave อัพเดตแอพพลิเคชั่นเวอชั่นล่าสุด สำหรับ Android และ iOS
ไม่มีอะไรเปลี่ยนแปลงไปมาก แต่การอัพเดตนี้จะช่วยให้ผู้ใช้งานที่อยู่ในบริษัทที่มีรายการวันหยุดหลายประเภท สามารถเห็นประเภทการลาแบบย่อ ที่ใช้เป็นประจำเท่านั้น แต่ทั้งนี้ผู้ใช้งานยังสามารถเห็นประเภทการลาอื่นๆ เพิ่มเติมได้ โดยการกดปุ่ม <<เพิ่มเติม>>

เมื่อผู้ใช้คลิก <<เพิ่มเติม>> จะแสดงรายการประเภทการลาทั้งหมด หากประเภทการลาถูกเลือกและถูกนำไปใช้ ประเภทการลานั้นจะนำไปแสดงและยังคงอยู่ ในรายการประเภทการลาแบบย่อ

สำหรับผู้ดูแลระบบ ลำดับรายการประเภทการลาที่แสดงบนแอพพลิเคชั่น สามารถจัดการได้โดย ไปที่ เมนูตั้งค่า| ประเภทการลา เลือก จัดเรียงรายการใหม่ และยังสามารถเลือกได้ว่าจะให้ประเภทการลาใดบ้างเป็นค่าเริ่มต้นของรายการประเภทการลาบนแอพพลิเคชั่น โดยเลือกประเภทการลานั้น ๆ และเลือก ใช่ หรือ ไม่ใช่ ในเมนู แสดงรายการบนแอพพลิเคชั่น


Changes in the “August Eclipse” version of Totem

We’ve been hard at work at GainPlus providing some extra functionality to our award winning Totem Leave Management software. Following user feedback we now cover the following:

How many hours a day?

Firstly, we’ve rejigged our database backend so that we now handle times by the hour! Previously we handled full days, half days and quarter days but some of our companies using Totem (you know who you are!) requested the ability to handle leave by the hour, and so this release brings it to you. To deliver these changes, we’ve had to update lots of screens and reports, but now it’s done, and it’s awesome!
Your users will see these changes when they apply for leave. They can select a specific time for leave and they can then choose the starting time and the number of hours requested.

Users will also see the new display in their leave balance table, which now shows days and hours.

Continue reading Changes in the “August Eclipse” version of Totem

How to set up a shared use computer in your office for staff to access Totem

Why is there a problem?

As part of Totem’s in-built security when a link is issued for a user to access your Totem web site the URL contains a unique identifying token which enables access to the site. Without this token, a user will not be able to get to the login screen! So if users are sharing a common computer, with a general login, it would be difficult to manage the access of different users.

What’s the answer?

One of the settings in Totem allows access to your Totem website using a special URL containing a shared token. Users still need to use their username and password. The administrative person looking after the shared computer can save this URL as the Home Page in the computer’s browser. From then on, any employee who has been identified as permitted to use this access can click on the browser’s home page and be taken to the Totem Logon page where they have access to their Leave details.