🎯 This article is for beginner admins looking for different ways to set and dispense wages. 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 and adjust pay rates in Planday.
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 name of the employee and press Edit > go to the Employment tab > scroll down to the Salary section and press Edit salary.
From there, you can:
Set the employee’s fixed salary amount.
Select a date when this change should come into effect in the Valid from field.
Set a salary code if you work with payroll integration (optional)
Set an expected number of working hours per pay period (default month) and press Save.
By setting a Salary cost allocation, it is possible to control how the salary expenses for fixed salaried employees appear when scheduling, for example.
Read more about how you can allocate salary costs in schedules here.
⚠️ 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.
Set a pay rate by defining an hourly wage or wage per shift and apply it through Employee groups
You can set an hourly wage or wage per shift for employees based on the Employee group they belong. To do so, go to People, then select Employee groups in the dropdown. From here, create a new Employee group via the blue button in the top right corner, or edit an existing group by hovering over the Employee group and clicking the Edit icon.
From the Edit employee group window, set an hourly wage or a wage per shift that will apply to all employee group members. You can also add a salary code and description for the Employee group.
Allocate pay rates using Payroll supplements
You can create Payroll supplements with specified rules that can 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
There are four types of Payroll supplements available:
Adjust the wage at a certain time of the day or after a specified amount of hours into an employee’s shift based on a percentage of their wage or as a set monetary value.
Week-based supplements can be used to apply a supplement after the set number of hours worked per week.
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 that have a specific contract rule to pay them automatically for any overtime supplements.
See our in-depth guide on Payroll supplements and some of their use cases.
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 absenteeism. To create and edit your Shift types, go to Settings > Schedule > Shift types.
In the example shown below, a Shift type is created for use when employees cannot work due to sickness and consequently 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. Also, 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 as shifts marked with this Shift type should count towards payroll in this example.
Lastly, the Shift type has been set so that shifts marked with it will not count towards 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:
See our in-depth guide on Shift types and some of their use cases.
Still have questions? Reach out to our support team via chat if you need help regarding this feature.
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