2.8 How do I provide salary and remuneration data?

For all employees, your workplace profile must report annualised full-time equivalent base salary and total remuneration.

You do not need to report this data for:

  • your CEO
  • managers with a +1 reporting level (i.e. who are more senior than the CEO and report to someone overseas)
  • casual managers.

Understand key terms

The table below explains the key terms used throughout this section. 

Calculating the annualised full-time equivalent

Annualised - If an employee worked for only part of the 12-month period you base your remuneration on, calculate their earnings as if they worked for the whole 12 months.

Annualise:

  • a pro-rata payment for an employee who has not worked the full 12 months of your reporting period
  • a fixed allowance you pay at intervals, if an employee has only received part of it.

Do not annualise:

  • any fixed payment – report this as the actual amount you paid
  • overtime
  • an irregular or ad-hoc allowance such as for meals or travel.

Full-time equivalent (FTE) - If an employee did not work standard full-time hours during the 12-month period you base your remuneration on, calculate their earnings as if they did.

Convert to FTE:

  • payment for any employee who did not work full-time hours
  • any pro-rata payment for an employee who worked part-time or casual hours.

Do not convert to FTE:

  • any fixed payment – report this as the actual amount you paid.

Understanding remuneration

Base salary - The annual earnings before tax, minus compulsory superannuation and additional benefits. Base salary cannot usually be lower than the national minimum wage except in some circumstances, such as an employee who receives a disability support pension. It does not matter if an employee can salary package part of their income. You must report their gross base salary, that is, the total base salary before tax.

Include:

  • all salary sacrificed items, such as
  • pre-tax employee superannuation contributions, car novated leases, childcare and rent
  • annual leave, leave loading and long service leave
  • employer funded paid parental leave
  • workers compensation payments
  • penalty rates and shift loadings paid as part of a casual, permanent or fixed-term employee’s ordinary working hours.

Do not include:

  • compulsory superannuation
  • any other benefit – this will fall under total remuneration. 

 

Total remuneration - The gross base salary plus all extra benefits, whether they are payable directly or indirectly, in cash or another form. If you pay a benefit pro-rata, report the annualised full-time equivalent. If you pay it as a fixed amount, report the actual amount.

Include:

  • allowance
  • bonus pay
  • cashed-out annual and long service leave (taken in lieu of actual leave)
  • company car 
  • discretionary pay 
  • overtime
  • non-financial benefits, such as gym memberships and counselling services
  • sales commission
  • share allocations
  • superannuation.

Do not include:

  • an amount you pay under the government-funded paid parental leave scheme.

Allowances - Other payments on top of base salary, such as for:

  • first aid
  • meals
  • footwear and clothing
  • accommodation
  • site
  • transport
  • study.

If you pay a pro-rata allowance, you must annualise and convert it to a full-time equivalent. If you pay a fixed allowance, you must report the actual annual amount, whether it is paid as a one-off or at intervals. 

Include:

  • a fixed-amount car allowance
  • temporary performance loading
  • higher duties allowance.

Do not include:

  • a car payment that reimburses the driver at a set rate per kilometre.

Bonus pay - A payment on top of the base salary, such as an annual target incentive, that:

  • is usually communicated early in the target period and paid annually
  • relates to the employee’s performance and is based on a performance management process.

Include:

  • all payments for individual, team or corporate performance (short-term incentives)
  • sales commission and payments for sales achievements (or annualised full-time equivalent)
  • long-term incentives, such as shares, options and cash.

Company car - Include the amount that reflects how you assign value to a company car.

Discretionary pay - A payment above what the position requires that is not part of the performance pay system, sometimes referred to as ‘ad-hoc’. Employers do not normally quantify this payment in advance, but pay it after the event. 

Include:

  • any discretionary payment that is recorded in the employee’s payment summary.

Overtime - A payment on top of base salary for an employee who has worked more than their usual work hours or outside their usual spread of hours. Do not annualise this or convert it to a full-time equivalent. Report the actual amount each employee received.

Include:

If an employee whose usual hours don’t include penalty rates does overtime work during hours that attract penalty rates, count those penalty rates as overtime. For example, if an employee works standard hours from Monday to Friday and then works overtime on a Saturday, the Saturday penalty rates count as part of their overtime payment.

Do not include:

Penalty rates for permanent employees if:

  • the employee’s usual weekly hours include penalty rates (such as a Saturday workday)
  • the employee works unsociable shift hours that attract loadings (such as an 11 pm to 5 am shift)
  • the employee swaps a usual working day that doesn’t attract penalty rates for a day that does (such as swapping a Friday for a Saturday).

These penalty rates and loadings count as part of the employee’s base salary.

Share allocations - Only vested shares are to be included in total remuneration. If you have chosen to report salary data based on the financial year that ends within the reporting period, instead use the value from the Employee Share Statement.

Example 1: an employee is allocated 1,500 shares with the condition that a portion of the 1,500 shares will vest annually, over a three-year period, e.g. 500 at 12 months, 500 at 24 months and 500 at 36 months. The employer is required to attribute a value to the vested shares (e.g. 500 shares) in each financial year and include that amount in total remuneration.

Example 2: an employee is allocated 1,000 shares that are immediately available (i.e vested) to the employee on allocation. In this case, the value of the 1,000 shares at the time of allocation would be in included in total remuneration because the shares have vested. 

Sales commission - If an employee has not worked full-time or for a full year, you must convert their commission to an annualised full-time equivalent. If an employee earns only commission and does not have a base salary: 

  • enter zero in the base salary column
  • enter the annualised full-time equivalent amount in the total remuneration column.

Employees who earn only sales commission (no base salary) should always be categorised in the non-manager category, ‘Sales’. Type zero in the ‘base salary’ column of the profile and add the annualised full-time equivalent commission amount into the ‘total remuneration’ column. If you have chosen to report salary data based on the financial year that ends within the reporting period, instead use the value from the Employee Share Statement.

Superannuation - A payment to an employee’s regulated benefit fund for their retirement. By law, an employer must pay part of an employee’s earnings into this fund.

Include:

  • superannuation related to each part of an employee’s total remuneration, such as base salary, commission and bonuses.

Use the right data 

You must base your calculations on what an employee was actually paid in the 12-month period, not their contractual amount. This includes any employee who:

  • has taken unpaid leave for part but not all of the 12-month period
  • replaces another employee on parental leave
  • is officially on unpaid leave for the whole 12 months, but returns casually during that period (report this employee’s status as ‘casual’ and calculate their annualised full-time equivalent earnings)

The only exception is if an employee has been on unpaid leave for the full 12 months. You must still include this employee in your headcount, but can use their contractual amount for reporting purposes. Do not report their earnings as zero, as this will skew your data.

If an employee is paid: 

  • in a foreign currency, convert the amount to Australian dollars using the exchange rate on the snapshot date
  • by appointment, calculate their annualised full-time equivalent amounts based on the hours they work in a standard week. 

For a casual non-manager, include casual loading as part of their base salary, along with any penalty rates they earn as part of their ordinary working hours. 

You do not have to include any share dividends that are not part of an employee’s salary package in your workplace profile.

Provide unit-level data

If you have chosen to report unit-level data, you will need to upload a single table listing one employee per line. You can include employee names and identification numbers on the worksheet for your own reference, but you should not include them in the final version you upload. We will not publish any identifying information in your report.

Ensure you enter all data correctly, according to each column heading. Our online system will calculate the remuneration totals and automatically generate two aggregated tables for you to review, one for managers and one for non-managers.

2.8 Provide unit level data

Provide aggregated data

If you have chosen to report only aggregated data, you will need to calculate the base salary and total remuneration as average annualised full-time equivalents for:

  • each manager other than the CEO, a manager more senior than the CEO who reports overseas, or a casual manager
  • each occupational category for non-managers.

Then, within each manager and non-manager category, calculate the average base salary and average total remuneration for:

  • women
  • men
  • all employees.

Do this by adding together the annualised full-time equivalent amounts for each employee group, then dividing by the number of employees in that group.

You will need to upload two tables

  • one for managers, including the reporting level to the CEO
  • one for non-managers, including graduates and apprentices.

Before you can generate your aggregated templates from the online portal, you will need to determine how many reporting levels to the CEO you have so the system can customise your templates. The figures below are examples only.

The system will auto-calculate your subtotal and overall total of employees.

2.8 Provide aggregate level data - Managers
2.8 Provide aggregate level data - Non-managers

 

 

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