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How to set and update an employee's fixed salary
How to set and update an employee's fixed salary

Set a fixed salary for your employees.

Maud avatar
Written by Maud
Updated over a week ago

🎯 This article is for beginner admins.

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

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 fixed salaries to your employees. To learn about assigning hourly wages, please go to How to set and update an employee’s hourly wage.

Set an employee's pay by assigning a fixed salary

You can’t set the salary for a period in which the payroll period is locked. To unlock it, you can reach out to our support team.

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

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From there, you can set the following:

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

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

  • 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.

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

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

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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.

If you can’t see the Salary section of an employee, it must be because this employee has the same Access level as you do.

Update an employee’s fixed salary

If you wish to update an employee’s fixed salary, click on Edit salary in the employee’s Employment tab.

Set a new valid from date then click on Save.

If the new valid from date is prior to any existing valid from dates, then you’ll be asked if you’d like to insert the new salary OR overwrite the future salaries set for the employee.

In the example below, the employee has been earning £2000 per month since 01-02. He has another fixed salary: £2500, which is set to start on 01-05. If you make a new update to the salary:

  • £2300

  • valid from date: 01-03

you’ll have the following message popping up:

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  • If you choose option 1, the employee will get £2300 until the new salary starts, on 01-05.

  • If you choose option 2, the employee will get £2300 and this change will overwrite the salary that starts on 01-05.

View Salary history

By clicking on History next to the Details tab, you’ll be able to see the changes made to the salary.

  • 🟢: The active salary is marked by a green symbol

  • 🟡: If there’s a fixed salary that should take effect in the future, it is marked by an orange symbol.

  • ⚪️: The inactive salary is marked by a grey symbol

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See related articles:

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