Go to Planday

🎯 This article is for beginner admins.

Get familiar with editing employee details to make full use of this feature.


What is a pay rate

Planday simplifies the payroll process and offers many options to ensure your employees are paid correctly, even in complex circumstances. This article describes how you can set and adjust pay rates in Planday:

  • For fixed salaried employees.

  • To set a default wage for an Employee group and use that to allocate a pay rate per employee.

  • To dispense a pay rate via Payroll supplements.

  • To allocate a pay rate by using Shift types.


Set an employee's pay by assigning a fixed salary

You can set an employee's fixed salary by navigating to People > Employees > click the employee name, press Edit > go to the Employment tab > scroll down to the Salary section and press Edit salary.

Planday EN Screenshots for HC.002.png

From there, you can set the following:

  • Salary amount - Set the employee’s fixed salary amount.

  • Salary period - Choose between Monthly (default), Fortnightly, Weekly, Annual or Four-weekly.

  • Valid from - Set a date when this salary or change should come into effect. This is useful for setting a salary date from the next payroll.

  • Expected working hours - Set the expected number of working hours per salary period. This is used to calculate the daily cost in the Schedule.

  • Salary code (Optional) - Set a Salary code if you use a payroll integration that requires this information.

Planday EN Screenshots for HC.001.png

💡You can view the salary history by selecting the History tab to the right of Details.

By setting Payroll costs in Schedule, it is possible to estimate how the salary expenses for fixed-salaried employees appear when scheduling.

Read more about How to display payroll costs of salaried employees in the schedule.

⚠️ Please note that the fixed salary employees must have a pay rate of 0 (zero) under Employee groups: Wage, so they are not registered with double pay.


Specify an hourly rate for a waged employee

You can apply different hourly rates to all your employees. To enter these hourly rates per employee, go to Employees, then tap Edit next to their name and select Employment from the top menu.

Planday EN Screenshots for HC.001.png

Here, you can see which Employee group(s) an employee belongs to. Each employee group must have a pay rate to calculate pay for all worked hours. You can edit this wage by clicking on the small pencil on the right hand side, next to each Employee group.

Planday EN Screenshots for HC.002.png

Set a default wage on an Employee group

You can set an hourly wage or wage per shift for employees based on the Employee group they belong and thus update the rate for all employees belonging to that group.

To do so, go to People > Employee groups. Hover over a group and click the Edit (✏️) icon.

Planday EN Screenshots for HC.001.png

Here, you can set a new hourly rate for multiple employees by entering the salary in the Hourly wage field. You can specify the date from which the salary rate should apply. By checking the box next to their names, you can select the employees to whom the new salary rate should apply.

Planday EN Screenshots for HC.001.png

If some employees have different pay rates, mark the employee with a checkmark to the left of the name and perform the same method individually. Select a Wage type, such as an Hourly wage or Wage per shift, set the Wage rate, choose a Valid from date, and then Save.

Planday EN Screenshots for HC.001.png

The employees with monthly salaries should have a zero (0) rate in their Employee groups: Wage, so they are not registered with double pay.

⚠️ By setting an hourly wage for the Employee group itself, you will not automatically change the wage for the employees already in this group. The system will subsequently suggest this hourly wage for employees when created with or added to this group.


Allocate pay rate by using Payroll supplements

You can create Payroll supplements with specified rules that automatically add to an employee’s hourly rate or monthly salary when they meet certain conditions.

To set up payroll supplements first, go to Settings > Payroll > Payroll supplement > Create

image.png

You can create the following types of Payroll supplements:

  • Normal supplement - Adjust the wage at a specific time of the day or after a specified amount of hours into an employee's shift. This can be set as a percentage of their wage or as a fixed monetary value.

  • Week-based supplement - Week-based supplements can be applied after the set number of hours worked per week.

  • Day-based supplement - Day-based supplements are calculated based on the total hours worked on a particular day.

  • Contract rules supplement - A Contract rules supplement can be applied to all employees with a specific contract rule to pay them automatically for any overtime.


Set pay rates using Shift types

Shift types can be applied to any employee on a per-shift basis to make payroll adjustments such as unpaid leave or manual overtime pay. Go to Settings > Schedule > Shift types to create and edit your Shift types.

Planday EN Screenshots for HC.139.png

Example Shift type to set pay rate

In the example shown below, a Shift type is created for employees who cannot work due to sickness but should be paid 50% of their normal wage.

  • The option to Allow conflicting shifts has been enabled in this example, as the Shift type may only apply to part of a shift for an employee.

  • The Allow booking option is disabled since a shift with the Shift type applied to it should not be swapped or set to open.

  • The option Overwrite when applying a template is deselected to prevent a template from overwriting the Shift type.

  • The option to Include in schedule print and Include in schedule message has been deselected, while the option to Count hours in payroll report is enabled so that the shifts count towards payroll in this example.

  • Lastly, the Shift type has been set so that shifts marked with it will not count towards Payroll supplements, breaks, or Meal contributions, and its use will not impact salaried employees.

With the Shift type customized based on the above requirements, the Shift type looks like this:

Planday EN Screenshots for HC.001.png
Planday EN Screenshots for HC.002.png

Need more help?

Please search for answers in the 🔍 Help Center or watch our ▶️ video tutorials.

Contact our support team via the blue icon at the bottom if you have more questions.


See related articles:

Did this answer your question?