Payroll calculation
Staff → Payroll calculates the month's pay from the timesheet and the company's pay rules. The section is visible to administrators and managers with the Sees payroll right — for the locations they manage.
Payroll and KPIs are part of the Network plan. Shift schedules, clock-ins, timesheets and requests are available on any plan, including the free Start plan.
The module doesn't calculate statutory taxes or mandatory contributions. Only the percentage deductions set by the company in the rules are withheld. For accounting there is an Excel export.
Pay type and rate
The pay type and rate are set in Employees → employee card:
- Hourly — a rate per payable hour;
- Salary — an amount per month;
- Per shift — a fixed amount for each worked shift.
When the rate changes, set Effective from — shifts before that date are calculated at the previous rate. The calculation uses the rate in effect on the shift day, so if the rate changes mid-month, both rates are applied. The Rate history is in the card.
How pay is calculated
| Line | Formula |
|---|---|
| Hourly pay | payable hours × rate |
| Salary for time worked | salary × payable hours / monthly norm, but no more than the salary |
| Shift pay | number of worked shifts × shift rate |
| Night premium | night hours × hourly rate × (night multiplier − 1) |
| Holiday premium | holiday hours × hourly rate × (holiday multiplier − 1) |
| Overtime (hourly) | overtime hours × rate × (multiplier − 1) — the hours themselves are already paid |
| Overtime (salary) | overtime hours × hourly rate × multiplier — these hours aren't part of the salary |
| Paid absences | working days of absence × daily rate |
| KPI bonus | bonus base × KPI total, if the total is at or above the threshold |
| Bonuses and compensations | one-off accruals for the month |
The hourly rate for a salary is salary / monthly norm hours; for pay per shift it is the shift rate / shift hours. The daily rate: hourly — rate × hours in a working day; salary — salary / working days in the month; per shift — the shift rate. Overtime isn't counted for pay per shift. The monthly norm comes from the company's working calendar, see Schedule setup.
Vacation, sick leave, business trips and training are paid by default; a manager can change this when deciding on the request.
Deductions and net pay
- Deducted = penalties + deductions + advance + percentage deductions from accrued pay (their names and percentages are set in the rules, up to 10 lines).
- Net pay = accrued − deducted.
Bonuses, penalties and advances
In the employee's breakdown, in the One-off accruals and deductions block, choose the type — Bonus, Compensation, Penalty, Deduction or Advance — enter the amount and a comment and click Add. The amount is greater than zero; the sign depends on the type.
Approve and close the month
- Check the calculation. Open an employee's row to see what each amount is made of.
- Click "Approve and close month". The calculation is saved as the approved payroll for all company employees.
- After paying — "Mark as paid".
After approval the month is closed: shifts, clock-ins, absences, one-off accruals and KPI values of that month can't be changed. To correct data, click Cancel approval (if the payroll is marked as paid — first Remove paid mark), make the corrections and approve again.
The payroll is approved by an administrator or a schedule manager of all locations with the Sees payroll right.
Statement, payslips and Excel
- Payroll (print) — a payroll statement by employee with signature lines for the manager and chief accountant; an unapproved one is marked "Draft".
- Payslips — a payslip for each employee: days and hours worked, accruals and deductions line by line.
- Excel — all amounts in columns for accounting.
What employees see
If "Show pay to employees" is turned on in the rules, employees see their amounts for the month in My schedule and in the app. It is off by default.
Frequently asked questions
Why does an employee have zero?
No rate is set, there are no closed clock-ins, or the shifts aren't published. Pay is calculated only from timesheet hours.
An employee worked at two locations — how is that calculated?
Pay covers all of the employee's work in the company, at any location, in one row.
Can the calculation be changed after approval?
Only after cancelling the approval. The approved payroll is a snapshot of the calculation at the moment of approval; it doesn't change when the timesheet is edited.
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