🎯 For experienced admins. Assign a salary to your employees first.
Enable payroll costs in the schedule
You can view the payroll hours and costs of your salaried and waged employees in the schedule to help you to plan your shifts effectively.
You can activate the settings for payroll costs to appear on the schedule by going to Schedule > View settings > and activating Payroll hours & costs.
If you pay employees a fixed salary instead of wages, you have various options for calculating the salary costs in the schedule. In this article, you will learn about those calculation methods and can decide which method to use.
To assign a fixed salary to an employee, see the article How to set an employee's fixed salary. Select an employee > Edit > Employment > Salary > Edit salary. In the top section of the edit window - Payroll information - you should see the data entered for your employee's salary:
If salary data has been added, go to the next section Payroll costs in Schedule.
Notes:
The cost allocation and payroll are different. Salary will be reflected in the payroll as a set amount regardless of how you allocate the cost in the schedule.
The fixed salaried employees must have a pay rate of 0 (zero) under Employee groups: Wage, so they are not registered with double pay.
Calculate payroll costs based on Salary amount
In the Payroll costs in Schedule, under Show cost based on, select Shifts > and then select Salary amount (1.)
You can see a direct calculation of this in the lower section, Estimated costs per hour. Confirm your selection by clicking Save.
The estimated hourly cost is calculated based on the total hours worked in the first month, starting from the valid date.
In the schedule, the fixed salary amount is divided by the number of worked hours in that month's schedule, providing the hourly rate for that month. This rate is then multiplied by the number of hours the employee works in a day to determine the daily cost.
Note: If you choose this method, and you schedule your salaried employees with very few shifts in the salary period, you're likely to see higher payroll costs than expected in the schedule. Go to the FAQ The payroll costs are higher than expected for more details.
Example:
Example:
An employee is paid a fixed salary of £2000.
The estimated cost per hour - £26.67 - is calculated by dividing the fixed salary amount by the number of shift hours in the schedule - in this case, 75.
If the employee is assigned a shift of 6 hours on one day, the salary cost for this shift in the schedule is given as £160.02 (6*£26.67).
The Payroll start day is the day of the month from which each salary calculation will begin. This value can't be set as a higher number because the month of February has 28 days (with the exception of leap years).
Calculate payroll costs based on Scheduled hours
In the Payroll costs in Schedule, under Show cost based on, select Shifts > and then select Scheduled hours.
You can see a direct calculation in the lower section Estimated hourly cost. Confirm your selection by clicking Save.
With this option, the estimated hourly cost is calculated as follows: The fixed salary is divided by the expected working hours in the Schedule. When entered in the schedule, this value is multiplied by the number of hours the employee works on that day. The total cost may therefore differ from the fixed salary, depending on how many hours are assigned to the employee. The actual salary cost will not change for Payroll even if the cost on the Schedule is higher/lower.
Example
Example
An employee receives a fixed salary sum of £2.000 and is supposed to work 60 hours per month according to their contract.
The estimated cost per hour - £33.33 - is calculated by dividing the fixed salary amount by the expected hours worked.
If the employee is assigned a shift of 6 hours on one day, the salary cost for this shift is indicated in the schedule as 200.00£ (6 * £33.33).
Note: For the salary allocation to show correctly in the schedule, the salaried employee’s wage type in “Employee groups” has to be set to “Hourly wage”, and not “Wage per shift”.
To check this, edit the employee’s profile and in “Employee groups”, check that their wage type is set to “Hourly wage”.
Calculate payroll costs based on Business days
In the Payroll costs in Schedule, under Show cost based on, select Bussiness days.
For Business days, select the days of the week to be included in the calculation.
For Show in Schedule for, select the department in which to display the salary costs.
In the lower area, Estimated daily cost, you can see a direct calculation.
Optional: You can change the day of the month from which the salary is calculated at Show cost calculation each month, starting from.
Confirm your selection by pressing Save.
The estimated daily cost is calculated by dividing the fixed salary amount by the number of opening days in the Pay period (by default: Monthly). The estimated daily cost may vary from month to month, depending on the business days in the period.
Don’t show (default)
By default, the option Don't show is set. This means that the fixed salary is not taken into account when calculating the total payroll costs on the schedule. However, it remains added for the Payroll export data.
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