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Payroll V1.19

1. Leave paid at the accrued date

Introducing the functionality to process leave at the pay rate at which it was originally accrued. By turning on this configuration, subsequent changes to pay policies will not influence the rate in which accrued leave is to be paid.

Please be aware, paying leave at the accrued rate requires approval from the Fair Work Commission. If you require further consulting, please contact our Projects Team (consultation fees may apply).

2. Enforcing pictures on the Personal TimeClock

With the introduction of the Personal TimeClock on the Definitiv iOS app (see below for more information), a new organisational-wide security setting has been added. This new setting allows you to enforce pictures to be taken of an employee’s face when the employee is clocking on with the Personal TimeClock.

To enforce this new rule go to Admin > Configuration > Organisation Settings > TimeClock.

3. TimeClock Variance report

The TimeClock Variance report has been updated to include the scenario of non-mandatory work scheduled employees. This means employees who were scheduled to work, but didn’t clock on, will show as a variance.

iOS App V2.3

1. Personal TimeClock

Whether your employees are out in the field, on-the-go, or are required to submit multiple timesheets per day, the new Personal TimeClock will make the time and attendance process more seamless. The Personal TimeClock will also enable more accurate labour costing.

Enabling the Personal TimeClock

To enable your employees to use the Personal TimeClock;

  1. Go to User Roles;
  2. Click View (on the applicable user role);
  3. Scroll down to the Timesheets & Leave section; and
  4. Enable the Submit TimeClock Events permission.

Watch how it works

To give you an overview of the Personal TimeClock, we have created a quick video showing you all its capabilities.


Location Services

Location services is required to be switched on to utilise the Personal TimeClock. All other features within the iOS app will continue to work if location services is not enabled.

Grace Periods

If your company has not previously used Definitiv’s TimeClock functionality, we first recommend setting up grace periods within Definitiv. To find out how to set up grace periods, please download our guide here.

Grace periods determine the allowable time differences between the work schedule and a timesheet. Any timesheets created via the TimeClock that fall within the grace periods will go through auto-approval, any that fall outside of the grace periods will require manual approval.

To set up grace periods, go to Admin > Configuration > Organisation Settings > TimeClock.


Payroll V1.19

1. Characters deemed by the ATO as invalid in the pay item description are now stripped from the STP pay event file.

2. Column fields on the Pay Items report have been updated to make the information displayed more clearly. If a field is not relevant to a pay item category, it will show as N/A. If a field is blank, then the field has had no data entered into it.

3. The Leave Taken report (within the PDF Reporting section) now displays leave entries at the rate they were paid. Previously, this report was averaging the hourly rate when the pay rate had been manually edited.

Example of how it now works:

A leave application of 7.6 hrs is changed from being paid at a rate of $20 to $25. It is processed in Definitiv as following:

  • + 7.60hrs @ $20.00 = $152.00
  • – 7.60hrs @ $20.00 = $-152.00
  • + 7.60hrs @ $25.00 = $190.00

Only the final entry above would be displayed on the report.

4. A new status, Exceeds 24hrs, has been introduced to the TimeClock Status report. This new status will show when the total worked and break hours for a shift exceed a 24-hour timeframe.

5. The Timeclock Status report had the potential to affect the performance of your system if it was being run on multiple tabs. The report has now been rewritten to decrease the impact on the system.

6. Award Engine rule change: A preprocessor meal break will deduct from the earlier time and attendance entry when both entries are of equal duration and have a start and finish time. See examples below for a demonstration.

Example 1:

  • Timesheet A: 8:30am – 12:30pm (meal break will be deducted from this entry)
  • Timesheet B: 12:30pm – 4:30pm

Example 2:

  • Timesheet A: 8:30am – 12:30pm (meal break will be deducted from this entry)
  • Leave Entry B: 12:30pm – 4:30pm

Example 3:

  • Leave Entry A: 8:30am – 12:30pm (meal break will be deducted from this entry)
  • Timesheet B: 12:30pm – 4:30pm