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Payroll supplements — FAQs and troubleshooting
Payroll supplements — FAQs and troubleshooting

Find here some answers about Frequently Asked Questions regarding Payroll supplements.

Maud avatar
Written by Maud
Updated over a week ago

🎯 For advanced admins. If you’d like to see examples of Payroll supplements and how to use them, go to Payroll Supplements – Use Cases.

Application of Payroll supplements

An employee doesn’t get a Payroll supplement

Make sure that you have the following:

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 to Hourly wage.

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  • 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.

  • The payroll period is unlocked: if you made some changes to a supplement, it won’t apply to a locked payroll period.

  • The option "Enforced payment" is checked in the supplement's settings under Settings > Payroll > Payroll supplement. You need to enable this option to ensure that the supplement is always added to the pay – even though other supplements are present in the same period of the shift. If you don't select this option and two supplements are applied to an employee at the same time, only the one with the highest value will be given.

For example, Employee A gets supplement A, that is 4,50 € an hour. It's higher than supplement B, that would give them 3,75 € an hour. Because the option "Enforced payment" is not enabled on supplement B, then supplement A takes precedence over the other one, because it has the highest value.

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:

  • Enforced payment

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 simultaneously, and Enforced payment is disabled for both of them, the one with the highest payment will be paid out.

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  • Holiday Calendar

If a Bank holiday calendar and Days of the week are both selected in the supplement's settings, the supplement is applied twice if there's an overlap.

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.

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If a supplement is applied on a Bank holiday day, the scheduled hours to which the supplement is applied 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 by navigating to Settings > Your organisation > General > Bank Holiday calendar > Edit holiday > Edit day > Add value to the field How many hours is the day.

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  • Combination of automated and manual supplement

When using manual supplements in addition to regular supplements (such as Normal or Week-based supplements 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.

link payroll supp to shift type.001.jpeg
  • 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

What payroll supplements are included in the payroll costs in the schedule?

You may wonder why some supplements are not included in the payroll costs in the Schedule.

  • Week-based supplements, Day-based supplements, Personal supplements and Seniority supplements are not included in the payroll costs in the Schedule because they are spread out across the shifts.

  • Normal supplements, Manual supplements and Contract rules supplements are included in the payroll costs in the Schedule.

Go to Payroll costs in the Schedule - FAQs to see what payroll costs are included in the schedule.

Contract rules supplements

If there is 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.

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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.

payment period contract rules supp.001.jpeg
  • 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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See related articles:

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