🎯 For advanced admins. If you’d like to see examples of Payroll supplements and how to use them, go to Payroll Supplements – Use Cases.
Issues related to the application of Payroll supplements
An employee doesn’t get a Payroll supplement
If a Payroll supplement is not applied to an employee, although it should be, you would need to check the following:
The hourly wage of a waged employee is other than 0: If the hourly wage is set to 0, update it for the employee. Go to How to assign and update an your employees' hourly wages to find out how to change an hourly wage.
💡 If the supplement should be applied to a salaried employee, tick the option Affects salaried employee in the Payroll supplement’s settings. The supplement will be applied to the expected hourly wage of the salaried employee.
The employee is paid per hour: If an employee is paid per shift, Payroll supplements can’t be applied. To change the wage type of an employee, go to People > Employees > Click on the employee’s name > Edit the employee group and change the Wage type.
The Employee group the employee is attached to still exists: To check if an Employee group was deleted, go to People > Employee groups > Restore employee group and browse through the dropdown list.
The supplement option is checked for a specific Shift type where the Supplement should be applied: To check this, go to Settings > Schedule > Shift types > edit the relevant Shift type and under Include all hours on this Shift type in the following functions tick the option Payroll supplement
💡 If you’re using the option to select Shift types directly in the Payroll supplement’s settings, check that the right Shift types are selected. If you can’t see this option, reach out to our Support team who can activate it for you.
The validity dates of the Payroll supplements are correct. To check this, go to Settings > Payroll > Payroll supplements > edit the relevant supplement and check the Valid from/to indicating when the supplement comes into effect or ends.
Locked payroll period: if you made some changes to a supplement, it won’t apply to a locked payroll period.
An employee gets two Payroll supplements when only one should be applied
When more than one Payroll supplement is applied to an employee, but only one should be applied, it may be due to one of the following settings:
When Enforced payment is enabled for a Payroll supplement, that supplement will always be paid out regardless of the application of other supplements.
If there is more than one supplement applying at the same time, and Enforced payment is disabled for both of them, the one with the highest payment will be paid out.
If a Bank holiday calendar and days of the week are both selected in the supplement's settings, when there's an overlap, the supplement is applied twice.
As an example, if you selected the day Monday and a Bank holiday day falls on a Monday, then the supplement will be applied twice, once because it's a Monday and once because it's a Bank holiday day.
In case a supplement is applied on a Bank holiday day, the scheduled hours to which the supplement is applied to are the hours used for Payroll, unless the number of hours entered for a Bank holiday day is higher.
You can choose the number of hours for a Bank holiday day navigating to Settings > Your organisation > General > Bank Holiday calendar > Edit holiday > Edit day > Add value to the field How many hours is the day.
Combination of automated and manual supplement
When using manual supplements in addition to regular supplements (such as Normal or Week-based supplement for example) then employees may be paid double if the criteria overlap. You will need to do the following:
Link the Manual supplement to a Shift type (1.).
Exclude the Shift type from the regular supplement afterwards (2.).
💡If you can’t see the Shift type option, reach out to our Support team so we can activate it for you.
Combination of Week-based supplement and Day-based supplement
A Week-based supplement and a Day-based supplement can overlap. If you use day-based supplements for overtime hours, you may want to exclude these hours from the Week-based supplement count.
By linking the day-based supplement to a shift type as shown in the previous example, you can resolve this issue. You would then exclude this Shift type from the Week-based supplement.
Payroll supplements and costs in the Schedule
You may wonder why some supplements are not included in the payroll costs in the Schedule.
Week-based supplements, Personal supplements, Seniority supplements and Contract rules supplements are not included in the payroll costs in the Schedule because they are spread out across the shifts.
Normal supplements, Day-based supplements and Manual supplements are included in the payroll costs in the Schedule.
Contract rules supplement
If there are more than one interval per Contract rule, which interval will be picked?
The interval that will be chosen for the Contract rules supplement will be the Primary interval that is set in the Contract rules’ settings.
The Contract rules supplement is not applied
It could be because of the following reasons:
The Payment period is wrong: if the supplement should be applied as soon as the employees exceed their contracted hours, check that the value inserted is 0 in the From field in Payment period.
The start date of the Contract rule’s interval is on another day than Monday. For example, if you have a Contract rule on a weekly interval that starts on a Friday, the system will count the hours each week Friday-Thursday.
To check and edit the start date of the Contract rules’ interval, go to Settings > People > Contract rules > Edit the relevant Contract rule > click on the Edit button to edit the relevant interval and change the start date.
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