PayGlobal The Loop - Summer 2019
The lowdown on 2FA
Our increasingly digital lives provide hackers with numerous ways to get their hands on our passwords. With online account security a hot topic, here’s a timely reminder of how 2FA allows businesses to add that all important extra layer of protection. Especially as it will soon be available for MYOB PayGlobal Online users.
What’s in a name?
2FA stands for two factor authentication, but you may have also heard it called MFA, or multi-factor authentication. They both refer to the extra layer of security measures that protect you when logging into websites or applications.
How does it work?
Rather than simply relying on your username and password to log in, 2FA requires you to provide an extra piece of information before you can access your account.
It may be something you know, such as a PIN or answers to secret questions, something you have, like a smartphone or tablet, or a more advanced option that’s personal to you, like a biometric fingerprint or voice recognition. This makes it significantly more difficult for hackers, as they need to get through not one but two layers of authentication.
Watch this space.
There’s more to come shortly.
Hints & Tips
Top tips for maintaining your database
To optimize your MYOB PayGlobal experience, it’s important to regularly update your database.
Before you begin any maintenance plan, the first, most critical step is to back up your PayGlobal database. If you’re planning to delete audit log files, backup the PayGlobal data folder, as these files may be needed down the track by auditors or trouble-shooters.
Tip 1: Purge redundant data
This is the quickest and easiest way to improve performance and reduce your database size at the same time. You can purge three types of data from your system.
• Closed pays.
• Closed actuals.
• Closed rosters.
Don’t worry. This information isn’t totally deleted. Every time you run closed pay, closed actuals or closed rosters, the data is copied into ‘historical’ transaction tables used for running reporting.
Any data older than 7 years can be safely removed, as it’s no longer required for record keeping compliance. This includes audit logs, employee history and payroll transactions.
Tip 2: Daily dos
We recommend a daily backup of your database. Deleting any unnecessary reports or messages from the Inbox and Sent Items folders also helps.
Tip 3: Weekly dos
Don’t wait for a month or more between maintenance. As well as the daily tasks mentioned, we also recommend these weekly routines to stay in tip top shape.
Permanently delete reports and messages from the Deleted Items folder. Simply select and Delete.
When you open a new pay, actual or roster, use the Closed Pays to Purge from Current form that appears to purge any more data. Or use the Purge Closed Pays, Purge Closed Actuals or Purge Closed Rosters commands.
That’s it! Remember, each database is unique, so please talk to your Account Manager about creating a maintenance plan specific to your organisation’s needs.
Are you using our Payday Validation tool yet?
Launched earlier this year and available in the latest version of PayGlobal, Payday Validation is a great time-saver for checking that everything is correct for payday filing.
Before closing the pay, use Payday Validation to alert you to any potential problems that may cause issues uploading payday files, including negative payments, which won’t be accepted by the IRD.
Q&As: the Christmas edition
Find all the answers you’ve been looking for in the lead-up to the holidays. From 'will we be here to support you?' (yes, we will), to trouble-shooting all those possible pay, processing and leave conundrums that are hot topics right now.
Will MYOB PayGlobal Support be available during the holidays?
Support is available 24/7 for all P1 critical issues that affect employee pay. Simply call the support line and follow the prompts.
Our team will be working normal business days in December and January, except for public holidays. There’ll be reduced support between Christmas Day and New Year’s Day.
Can I open, process and close pay sequences in advance for Christmas?
Yes, you can. However, we recommend that you do these in sequential order. Accrued leave values in employee records are not updated until you close the pay. If you don’t close in sequence, the rates or leave balances used in subsequent pays may be incorrect.
We’ll be processing multiple pay runs in advance because we shut over the Christmas period. How do I terminate an employee in advance?
Again, be sure to process and close pay sequences in sequential order. This is particularly important if you’re terminating an employee because of annual leave and other entitlements.
If you haven’t closed all previous pay sequences before you process the termination pay, it won’t include the leave the employee should have accrued in the unclosed pays, and the rates may be incorrect.
If we find an error in a Christmas pay, can we roll back to that pay to fix it?
We don’t recommend rolling back more than one pay sequence to fix an error. Instead you should open a manual pay and apply the adjustment.
When you roll back a pay (or multiple pays), you need to reprocess and close them in their original order. If any changes (such as rates) have been made to employee records since you originally closed the pay, you’ll need to reverse those changes before you reprocess the pay or the results may not be correct.
How do I delete leave that was entered incorrectly or not taken?
Example 1: A leave request has been applied in Self-Service and not been approved
Log into Self-Service as Admin and navigate to Workflow, then Process Flow Delete. Search for the request by employee, select it and delete. Nothing else needs to be done, as leave is not written to the PayGlobal tables until it’s approved.
Example 2: A leave request has been applied for in Self-Service and approved, but not paid.
Delete the request from both Self-Service, using Process Flow Delete, and the employee’s Leave Requests tab within PayGlobal.
Example 3: A leave request has been applied for in Self-Service, approved, paid and the pay sequence closed.
You need to open a manual pay and reverse the leave transaction. This will remove it from the leave calendar in Self-Service. To delete the request itself, follow the steps in example 2.
Is there any difference with payday filing submissions?
No, there isn’t. The IRD don’t consider 25 December to 15 January working days, so all payday filing for that period will be due by 17 January.