> ## Documentation Index
> Fetch the complete documentation index at: https://docs.2cloudnine.com/llms.txt
> Use this file to discover all available pages before exploring further.

# QRG Create a Payee record

## Purpose

The purpose of this quick reference guide is to step through the process of setting up a Payee record. The intended audience for this document is System Administrators / Standard Users.

## Steps

### Create a new Payee record

The Payee record holds Employee information related to payments, withholdings, leave, and other calculations to be processed in a Pay Batch.

To create a Payee record, follow the steps below:

1. Go to the **Payee** tab.
2. Click on the **New** button (see Figure 1).

Figure 1

![Screenshot from QRG Create a Payee record](https://mintcdn.com/2cloudnine-2edf05eb/-EAki85jE4r9eCxU/images/generated/reference-guides/data-set-up-and-creation/qrg-create-a-payee-record/qrg-create-a-payee-record-figure-1.png?fit=max\&auto=format\&n=-EAki85jE4r9eCxU\&q=85\&s=41725415d3dc750ad9b592343a143ede)

3. Populate the following required fields to provide the base details of the Payee (see Figure 2):
   1. **Employee**
   2. **Payment Entity**
   3. **Pay Schedule**
   4. **Primary Location**
   5. **Earner Type**
   6. **Payroll System** (must select **2cloudnine Payroll AUS** to include the Payee in Pay Batches)
   7. **Original Leave Service Date**
   8. **Payroll Start Date**
   9. **Payment Consolidation**
   10. **Leave Template**
4. Populate the following optional fields as needed (see Figure 2):
   1. The **Primary Record** checkbox indicates that this Payee is the primary record for viewing this Employee in the Community. This checkbox is always checked by default, but Users can uncheck it if they have another Payee record that should be the Primary Record.
   2. To add a Payroll Id different from what is automatically generated by 2cloudnine Payroll, populate the optional field **Payroll Id** . If left blank, this will auto-populate with the 2cloudnine-generated Payroll Id when the record is saved.
   3. If you are changing the Payroll Id of a Payee having existing YTD values in the current financial year, populate the **Previous Payroll Id** to avoid duplication of YTDs in myGov.
   4. To define the default fund for the Employer, populate the optional field **Default Employer Fund Category**.
   5. To integrate the Payee record with an external system, populate the **External Id** optional field.
   6. To declare if the payment details are complete, populate the **Payment Details Complete** field. If not, populate the **Payment Details Incomplete reason** field.
   7. **Cessation Date**, **ATO Cessation Type** and **Payee Cessation Reason** fields are to be populated only when the Payee Exit process is completed and should remain blank otherwise.

Figure 2

![Screenshot from QRG Create a Payee record](https://mintcdn.com/2cloudnine-2edf05eb/-EAki85jE4r9eCxU/images/generated/reference-guides/data-set-up-and-creation/qrg-create-a-payee-record/qrg-create-a-payee-record-figure-2.png?fit=max\&auto=format\&n=-EAki85jE4r9eCxU\&q=85\&s=3f42b900f6be9904f51dded19dea323c)

> [!WARNING]
>
> **Important Notes (Primary Payee and Payroll Start Date)**
>
> The checkbox Primary Record is, by default, auto-selected on every Payee record and should be unchecked if the related Contact record already has an existing Primary Payee record. A Contact can have only one Primary Payee related to it. Similarly, upon successfully saving the Payee, the field Payroll Id would automatically be populated.
>
> Payroll Start Date is the Payee’s first date of employment with this Payment Entity. This does not change if they have transitioned to 2cloudnine Payroll after their Commencement Date, it will always be their first date with this Payment Entity.

5. Populate the following required fields to provide the base details of the Payee (see Figure 3):
   1. **Pay Advice Delivery Method**
   2. **Pay Advice Template**
6. Populate the following optional fields as needed (see Figure 3):
   1. To add a custom message on the Pay Advice PDF specific only for this Payee, populate the optional field **Pay Advice Message**.
   2. To define the sensitivity level of the Pay Advice, populate the optional field **Pay Advice Sensitivity Level**.
   3. To create this Payee as a Community User, populate the optional field **Create Community User** (this also requires configuration by your system administrator).
7. Click on the **Save** button.

Figure 3

![Screenshot from QRG Create a Payee record](https://mintcdn.com/2cloudnine-2edf05eb/-EAki85jE4r9eCxU/images/generated/reference-guides/data-set-up-and-creation/qrg-create-a-payee-record/qrg-create-a-payee-record-figure-3-pay-advice.png?fit=max\&auto=format\&n=-EAki85jE4r9eCxU\&q=85\&s=42a821cefbd529f8dc822dea1d3e7808)

7. A new Payee record has been created and is ready for related records to be created, along with its Payroll Id populated (see Figure 4).

Figure 4

![Screenshot from QRG Create a Payee record](https://mintcdn.com/2cloudnine-2edf05eb/-EAki85jE4r9eCxU/images/generated/reference-guides/data-set-up-and-creation/qrg-create-a-payee-record/qrg-create-a-payee-record-figure-4.png?fit=max\&auto=format\&n=-EAki85jE4r9eCxU\&q=85\&s=c8806c72fda88cc3333a10016e576aa3)

9. To modify an existing **Payee** record, open the required record and select the **Edit** button available on the top right side of the page. You can also double-click in any of the fields that need editing, or just click on the pencil icon that appears within fields when you move your cursor over the field.
10. When complete, click on the **Save** button.

## Field Descriptions

| Field Name | Description |
| - | - |
| **ATO Cessation Type** | The ATO-approved list of Cessation Types for STP Reporting. Picklist values are: <ul><li>Voluntary Cessation</li><li>Ill Health</li><li>Deceased</li><li>Genuine Redundancy</li><li>Dismissal</li><li>Contract Cessation</li><li>Transfer</li><li>Early Retirement</li><li>Non-Genuine Redundancy</li></ul> |
| **Community User Created** | The date and time the Community User was created. This field is populated automatically. Users should not be manually populating this field. |
| **Create Community User** | Defines if the Community User should be created upon creation of this Payee via automation. |
| **Default Employer Fund Category** | This is used for Payees to elect their super to be set up with the Payment Entities Default Super Fund, instead of providing details of their own choice of Superannuation Fund. |
| **Earner Type** | Indicates how this Payee should populate their details within the Community. |
| **Employee** | The related Employee. |
| **Leave Template** | This field is a lookup to the related Leave Template used to create default Payee Leave Rules. |
| **Original Leave Service Date** | The original service date from which Payee Leave Rules will use for their eligibility for taking leave and displaying balances. This date can be overridden on individual Payee Leave Rules during/after their creation. |
| **Pay Advice Delivery Method** | The distribution method for the Payee’s Pay Advices. |
| **Pay Advice Message** | This field is used to enter a Payee-specific message that will appear on their Pay Advices. |
| **Pay Advice Sensitivity Level** | The nominated sensitivity of this Pay Advice record. Customised security can be implemented based on the value in this field. |
| **Pay Advice Template** | Indicates the default Pay Advice Template to use for all Pay Advice records created for this Payee. |
| **Pay Schedule** | Defines the Pay Schedule that applies to the Payee. |
| **Payee Cessation Reason** | The reason employment ended as approved by the ATO for STP2 Lodgements. |
| **Payee Incomplete Reasons** | This field is automatically populated by the system and is only visible once the record has been saved. These are the issues to be resolved before the Payee can be included in a 2cloudnine Pay Batch. |
| **Payment Consolidation** | Indicates whether payments for multiple periods in the same Pay Batch should be consolidated or treated as separate payments during Payment File creation. |
| **Payment Details Complete** | Indicates if a Payee has sufficient information in their Payment Detail to enable creation of Net Payment within a Payment File. |
| **Payment Details Incomplete reason** | If Payment Details Complete = No, then the reason for the Payment Details being incomplete is provided here. |
| **Payment Entity** | The legal entity making payment to this Payee. |
| **Payroll Id** | The external Payroll System Id. |
| **Payroll Start Date** | The date this Payee commenced employment with this Payment Entity, ignoring any periods of unpaid leave. This is not the Go Live date on 2c9 Payroll, as this field is used in STP Lodgements to the ATO. |
| **Payroll System** | The application used to calculate payruns for this Payee. |
| **Previous Payroll Id** | When changing the Payroll Id of a Payee having existing YTD values within the financial year, please enter their Previous Payroll Id in this field to avoid duplication of YTDs in myGov. |
| **Primary Record** | Indicates this Payee is the primary record for viewing this Employee in the Community. |

## Further Information

| Document | Document Type | Description |
| - | - | - |
| Create Payee Withholding Records - PAYG | Task Instructions | How to create PAYG Withholding Records |
| Create Payee Withholding Records - Superannuation | Task Instructions | How to create Superannuation Withholding Records |
| Create an Employee - Contact | Task Instructions | How to create an Employee record |
| Create Payment Details | Task Instructions | How to create Payment Details for Payees and Payment Entities |