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How to edit salary history, work hours and pay run details

Declan Manning
Updated

  Available for the following plans: Employment Unlimited
  Available for the following HR plans: Standard, Premium, Platinum
  Available for the following user access level: Admin   

  The Salary History feature lets you update an employee's salary, assign the correct time off allowance template, time off type, and pay schedule. The Pay Run Details feature helps you determine whether employees need to submit timesheets and synchronize their data with your payroll platform. It also displays the user's timezone in the "Last Updated" section and accounts for daylight saving. The Work Hours feature records an employee’s work hours, allowing you to set standard weekly hours,   daily totals, or customize hours based on work type and daily hours over two weeks.

  Best Practice:
  If an employee’s pay is governed by a collective agreement or other contract,   we recommend reviewing the details to ensure compliance. Rules for pay point progression can vary, especially when considering continuous employment.

Getting Started

  Set up Salary History

      Creating an employee's salary history    
  1. Click the People menu.
  2. Click the Employees List submenu.
  3. Select the employee who needs a salary added.
  4. In the Pay & Compensation section, select the Pay details tab.        
  5. Click the Add Compensation button in Compensation history.

  6.  Complete the following fields:                     

    • Effective from
    • End date (optional)
    • Compensation rate (Annum or Hourly)
    • Income type
    • Is the employee paid irregularly?
    • Change the reason
    • Comments

                    

  7.  Click the Save button.        

  Set up Pay Run Details

      Configure an employee's pay run details    
  1. Click the People menu.
  2. Click the Employees List submenu.
  3. Select the employee who needs their pay details need to be updated.        
  4. In the Pay & Compensation section, select the Pay details tab.        
  5. Click the Edit button.
  6. Choose which of the following employee pay details to enable:                     
    • Pay employees their normal working hours by default.
    • Select or unselect the Do not add employee to payroll checkbox.                            
  7. Choose from the following time tracking type options:                     
    • Do not use timesheets.
    • Use timesheets to submit all time worked.
    • Use timesheets for exceptions only.       
  8. Choose the employee's work type.

  9. Click the Save button.

     

      Set an employee to sync with payroll    
  1. Click the People menu.
  2. Click the Employees List submenu.
  3. Click on the employee whom you wish to synchronize to payroll.        
  4. In the Pay & Compensation section, select the  Pay details tab.        
  5. Unselect the Do not add employee to payroll checkbox.
  6. Click the Save button.

  Set up Work Hours

      Set up standard daily hours    
  1. Click the People menu.
  2. Click the Employees List submenu.
  3. Select the employee who needs standard daily hours added.
  4.  In the Pay & Compensation section, select the Pay details tab.        
  5. Click the Edit button.
  6. Click the Standard Daily Hours button.
  7. Complete the following fields:                     
    • Normal working hours per week.
    • Ordinary work day.                

  8. Click the Save button.

     

      Set up custom work hours: Hours based    
  1. Click the People menu.
  2. Click the Employees List submenu.
  3. Click the employee who needs custom work hours added.
  4. In the Pay & Compensation section, select the Pay details tab.        
  5. Click the Edit button.
  6. Click the Custom Work Hours button.
  7. Click the Enter Hours button.

  8. Complete the following fields:                     

    • Work site.
    • Position
    • Hours.

                    

  9. Click the Save button.
      Set up custom work hours: Start and stop times    
  1. Click the People menu.
  2. Click the Employees submenu.
  3. Select the employee who needs custom hours added.
  4. In the Pay & Compensation section, select the Pay details tab.        
  5. Click the Edit button.
  6. Click the Custom Work Hours button.
  7. Click the Start and Stop Times button.

  8. Complete the following fields:                     

    • Work site.
    • Position.
    • Work time.
    • Break time.
    • Hours.

                    

  9. Click the Save button.
      Set up employee work hours in bulk    

        Available for the following HR plans: Premium, Platinum      

  1. Click the People menu
  2. Click the Import Employees submenu.
  3. Select the Update Employee Custom Work Hours option.
  4. Click the Download button.
  5. The Employee Custom Work Hours CSV file should now be in your web browser's download history. Once you are satisfied with your CSV file, click or drag the file onto the upload tile.        
  6. Your file will need to contain all the following mandatory fields: First Name, Last Name, Account           Email, Employing Entity, Location, and Pattern.        
  7. On the Import File window, click the Yes button.

  8. Once you have ensured your data has been correctly mapped on the Map Your Columns window, click the Continue button.       

    Helpful Hint

                  If your CSV file contains errors, a Resolve Errors window will appear. It will show the file name and a checklist of issues to fix. If you encounter this, click the file name, follow the checklist instructions, then save the improvement(s) you will need to make. When finished, re-upload the corrected file.            

           

  9.  With the process now complete, read the confirmation window. This will say "Imported Successfully. All of your employees have been imported to our system".        

Edit and Delete Data

      Editing a salary history    
  1. Click the People menu.
  2. Click the Employees List submenu.
  3. Select the employee who needs a salary edited.
  4. In the Pay & Compensation section, select the Pay details tab.        
  5. Click the three dots (...) button.
  6. Click the Edit button.
  7. Make the required changes and then click the Save button.
      Editing work hours    
  1. Click the People menu.
  2. Click the Employees List submenu.
  3. Select the employee who needs their work hours need to be edited.
  4. In the Pay & Compensation section, select the Pay details tab.        
  5. Click the pencil icon in the Work hours section.
  6. Choose one of the following:                     
    • Standard daily hours
    • Custom work hours               
  7. Fill in the details of the employee's new work hours.
  8. Click Save.
      Deleting a salary history    
  1. Click the People menu.
  2. Click the Employees List submenu.
  3. Select the employee who needs a salary deleted.
  4. In the Pay & Compensation section, select the Pay details tab.        
  5. Click the three dots (...) button next to the salary entry.
  6. Click the Delete button.

Further Information

      "Would you like to update this employee’s salary too?" prompt    

        This prompt asks whether you would like to update the employee’s salary based on the change in actual weekly hours. The options have the following consequences on their salary:      

"No, do not change"

        If you select ‘No, do not change’, you are opting that the employee’s salary is not changed. This will keep their ‘effective pay rate’ (i.e. what they are paid in reality) the same and update the ‘Pay rate (100%)’ by extrapolating the ‘effective pay rate' using their new FTE. E.g., if an employee is being paid $50,000 a year at 1 FTE, they go down to 0.8 FTE based on changes to their custom hours. If ‘No, do not change’ is selected,         their 'effective pay rate’ stays at $50,000, and the new 'pay rate (100%) is updated to $62,500.      

"Yes, change salary"

        If you select ‘Yes, change salary’, you are opting that the employee’s salary is changed. This will keep their  ‘pay rate (100%)' (i.e. the salary)

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