🎯 For admins who are looking to get an accurate display of the upcoming payroll costs in the schedule view.
Where can I find the payroll costs in the schedule?
Where can I find the payroll costs in the schedule?
Note: You must activate the settings for payroll costs to appear on the schedule by going to Schedule > View settings > and activating Payroll hours & costs.
⬆️ The payroll costs are displayed at the bottom of the Schedule and under the name of each employee in the Employees view. They are also displayed under each Employee group in the Groups view and next to the name of each Section in the Positions view.
If you’d like to see the costs for a specific employee or a particular shift type, you can use the Filters ⬇️
What payroll costs are included in the schedule?
What payroll costs are included in the schedule?
Find below the payroll costs included in the schedule:
Shift costs (hourly wage or shift wage)
The cost of the hourly waged employees
The wage per shift costs (if your employees are paid per shift instead of per hour)
The custom rates entered under Wage for specific shifts
The hourly wage of the Open shifts that you can set under Settings > Reports > Revenue > Advanced.
Note: Unpaid breaks are deducted from the payroll costs.
Fixed salaries (dependent on the chosen allocation)
If you pay employees a fixed salary instead of an hourly wage, you have various options for calculating the salary costs in the schedule. Find out more about this in How to display the payroll costs of salaried employees in the Schedule.
Supplements
The payroll costs in the schedule also include supplements applied to hourly wages and salaries.
Note: Only the costs related to the Normal supplements, the Manual supplements and the Contract rules supplements are included in the Payroll costs. The seniority and personal supplements are not included in the costs, nor are the Day-based and Week-based supplements.
Open shift costs
You can include the costs of Open shifts in the payroll costs in the schedule. These costs are based on the Employee groups' default wages. Learn more about it in Display the cost of Open shifts on the schedule.
Shift type adjustments
The payroll costs in the schedule include the Shift Type adjustments applied to hourly wages and salaries as well.
Shift types can be used to schedule any employee making payroll adjustments such as unpaid leave or manual overtime on a per-shift basisAdditional payroll costs
To have a more realistic view of what your Payroll costs and Revenue are, you can create additional payroll costs. These costs are added to the costs displayed on the schedule. Examples of additional costs could be:
Pension
NI contributions
Holiday accrual costs
To learn more about how to use this, go to How to show additional payroll costs in the schedule.
Note: This addition only takes place for scheduled costs (as a simulation), these rules will not change the payroll costs.
How do the salary allocation methods work with supplements?
How do the salary allocation methods work with supplements?
Note: The supplement calculation will not be based on the salary allocation method. It will use the value that is Salary amount/Expected working hours.
If a salaried employee has a %-based supplement on a shift, the supplement will be displayed in the schedule’s payroll cost using the same calculation as in payroll.
This means that the supplement and the cost in the schedule are based on Estimated daily cost or Estimated hourly cost. You can find the Estimated daily/hourly cost by going to a salaried employee’s Employment tab > Edit salary.
Let's take an example:
an employee earns £2500 a month and is set to work 150 hours a month (expected working hours)
the salary allocation method is set to Business days
you have added a 50%-based supplement set to be applied when a shift is scheduled between 5 pm and 7 pm
the employee has two 9h shifts on Thursday and on Friday and the supplement is applied for 2 hours
this scenario would set the daily cost of £130.3 for the employee in the schedule
The calculation is as follows:
Daily wage: £2500/22 (number of business days within the current month) = £113.63
Supplement: 2500/150 = 16.666 * 0.5 = 8.333 * 2 = £16.666
Total daily cost with the supplement: £113.63 + £16.666 = £130.3
How do the wages work with supplements?
How do the wages work with supplements?
If an hourly waged employee has a %-based supplement on a shift, the % will be applied to the hourly wage.
For example:
An employee has an hourly wage of £14
A 50%-based supplement is set to be applied when a shift is scheduled between 5 pm and 7 pm
The employee has a shift from 9 am - 7 pm and the supplement applies for 2 hours
There’s an unpaid break of 30 minutes and the supplement is affected by the break
This would give the daily cost of £147
The calculation is as follows:
Daily wage: £14 * 9.5 (number of hours worked) = £133
Supplement: £14 * 0.5 * 2 = £14
Total daily cost with the supplement: £133 + £14 = £147
How do the salary allocation methods work with Shift type adjustments?
How do the salary allocation methods work with Shift type adjustments?
Note: The rate adjustments will not be based on the salary allocation method. It will use the value that is Salary amount/Expected working hours.
If a salaried employee has a shift with a %-based Shift type adjustment, this will be displayed in the schedule’s payroll costs using the same calculation as in payroll.
Example with a 200% rate adjustment:
an employee earns £2500 a month and is expected to work 150 hours per month
salary allocation method is set to Business days
a 200% rate adjustment is set on a Shift type called “Overtime”
the employee has a shift of 8 hours on Tuesday, with this Shift type
this would give the daily cost of £246.96
The calculation is as follows:
Total daily cost: 2500/22 (number of business days within the current month) = £113.63
Rate adjustment: £2500/150 = £16.67 *8 (number of worked hours) = £133.33
Total with the rate adjustment included: £113.63 + £133.33 = £246.96
Example with a 50% rate adjustment:
Total daily cost: 2500/22 (number of business days within the current month) = £113.63
Rate adjustment: £2500/150 = £16.66 * 0.5 = 8.333 * 8 (number of hours in the shift) = £66.67
Total with the rate adjustment deducted: £113.63 - £66.67 = £46.97
With a 0% rate adjustment:
In the schedule, the amount is deducted from the salary allocation
In the payroll report, the amount will be deducted from the salary. This amount is based on the calculation: Salary amount/Expected working hours * the number of hours in the shift.
How do the wages work with Shift type adjustments?
How do the wages work with Shift type adjustments?
For example, let's consider a waged employee who earns £12 per hour. On Tuesday, the shift type Overtime is set to 200%, resulting in a rate adjustment of 200%. This means the employee earns £192 instead of the usual £96 for that day.
Similarly, on Friday, an additional £2 supplement is added to the regular payroll. This increases the employee's earnings to £112 (£96 + £2 * 8).
The payroll costs are higher than I expected. What could be the reason for this?
The payroll costs are higher than I expected. What could be the reason for this?
There could be several reasons for this:
There are additional payroll costs in the schedule. To check this, go to Settings > Revenue > Additional payroll costs.
The salary of one or more employees hasn’t been allocated correctly. To check this, check the salary setup of your salaried employees, in the Employment tab in their profile and make the necessary changes.
An example of this is when an employee has the salary allocation method Salary amount with the salary costs based on shifts.
In that case, the cost of the salary will be spread over the scheduled shifts in the department where the shifts are scheduled. If the employee has two shifts of different lengths in that department, the salary is divided between them accordingly. ⬇️
The Payroll costs are lower than I expected. What could be the reason for this?
The Payroll costs are lower than I expected. What could be the reason for this?
There could be several reasons for this:
The hourly wage of an employee has been recently updated but the date selected for the new wage to be valid is incorrect. To check this and update the hourly wage, go to How to set and update your employees’ hourly wages.
Manual unpaid breaks have been added to some shifts. This can happen if you’ve entered manual breaks in the template and you roll it out. Then, both the manual breaks and the automatic breaks will be applied.
The option Count hours in payroll report has been disabled for a Shift Type and the hours are not counting towards the worked hours, nor the total payroll costs.
Custom Hourly rate/Wage per shift was entered for one or more shifts
My salary percentage is lower than I expected. Why?
My salary percentage is lower than I expected. Why?
One of the most common reasons is that one or more positions are not included in the payroll percentage. To check this:
go to the Positions view in the schedule (1)
edit a position (2)
scroll down and toggle the button Affects payroll percentage if needed (3).
I can’t see the costs. Why?
I can’t see the costs. Why?
There could be several reasons for this.
Make sure that the option Payroll hours & costs is toggled on in the schedule
If you have enabled the option and still can’t see the costs, contact your manager. It could be that you don’t have permission to see the payroll costs
If you still can’t see the costs, you can reach out to our Support Team and they will help you fix the issue.
See related articles:
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