Set up the Headcount diver tab

When you add a Headcount tab, its setup screen opens automatically. This is where you select the accounts you want to drive with the headcount data and add benefits and benefit plans that are mapped to those accounts.

You can edit this setup later, as your needs change. You return to the setup screen in the same way you edit any other tab setup. You can also use the Headcount settings button in the top-right toolbar.

The headcount setup process involves several steps and settings, which are organized into tabs.

Configuration

1. Edit the name of the new tab, if required.

2. Add other headcount administrators, if required. By default, as you are the headcount owner (creating the tab), you are also a headcount administrator. You can add other administrators to help you manage the workflow on this tab. Ensure the selected administrators have full access to the database on which the budget is based. If you do not see the required user(s) in the list, check they have access to the headcount feature.

   

3. Click Next.

Accounts

1. Click the blue Add account button.

2. Select the General Ledger account(s) you want to drive with this Headcount tab. Common accounts include Salaries, Wages, Commissions, Bonuses, and Benefit Plans.

3. Click out of the account list to apply your selection.

4. Click Next.

Benefits

1. Click the blue Add benefit button.

2. In the grid, enter a name for the benefit, and a description, if required.

3. Set up the benefit calculation:

   • Fixed amount per annum: select Fixed amount p/a as the Calculation method and enter that amount in the Calculation box.

   • Percentage of the employee’s remuneration: Select % Remuneration as the Calculation method and enter that percentage value in the Calculation box, then enter the Floor (minimum) and Cap (maximum) values, if required.

4. Select the General Ledger account applicable to this benefit, such as Employee Benefits. If you do not see the required account in the list, you need to go back to the Accounts tab (click Previous) and add it there.

5. Clear the FTE checkbox, if applicable. This checkbox is selected by default, indicating that this benefit applies to full-time employees only. Learn more about this setting below.

6. Repeat the above steps to add more benefits, as required.

7. Click Next.

 Learn more about benefits

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You can add the benefits information when you setup the Headcount driver initially, or you can add or edit it later. The process involves three steps: add benefits, add benefit plans and assign benefits to benefit plans. When this information is all setup, you can then select the applicable benefit plan for each employee. The system automatically calculates the employee’s benefit value, along with how much it will cost over the budget period (taking the employment end date into account) and displays these values in the Benefit and Budget Period Cost columns respectively.

Benefit plans

1. Click the blue Add benefit plan button.

2. In the grid, enter a name for the benefit plan.

3. Click the yellow cell, then select the benefit(s) you want to map to this plan, and click Save. If you do not see the required benefit in the list, you need to go back to the Benefits tab and add it there (click Cancel, then click Previous).

4. Repeat the above steps to add more benefit plans, as required.

5. Click Save and finish.

6. Enter a password for the headcount driver (something you will easily remember - see the warning above) and click Unlock.

Next steps

After you complete the setup and create a password, two Headcount worksheet tabs, Input, and Output, are automatically generated for you. Both worksheets are blank initially. When employee data is entered on the Input tab, a summary of that data is automatically displayed on the Output tab.

Proceed as required:

• Add or import the employee data.

• Invite headcount users.