Pay Categories - Creating & Managing

Pay Categories are used to define the rates that employees are paid. Setting up your pay categories will help simplify the management of employee pay rates by:

  • Automatically calculating linked rates through penalty rate multipliers
  • Configuring leave accrual

Create a Pay Category

You can create a pay category by following these steps:

  1. Log into your payroll platform.
  2. Click the  Business menu.
  3. Click the Payroll Settings submenu.
  4. Under Pay Run Settings, click Pay Categories.
  5. Click the Add button.

    Helpful Hint

    When you create a new business, you can select from the common pay categories we have on the platform. However, you can still create new ones that match your business needs.
    screenshot of the pay categories screen, highlighting the add button
  6. Type the name of the new pay category in the Pay category name field.
  7. Tick the Is Fixed checkbox if this is a fixed pay category.

    Warning

    Fixed pay categories cannot be changed to hourly/annually/daily/monthly after it has been created. If that is required, you​ will need to create a new pay category.

  8. Click the Save button.
    screenshot of the new pay category pop up, highlighting the save button
  9. Fields in this category include:
    • Name
    • Units
    • Penalty Loading
    • PCB exempt
    • EPF exempt
    • SOCSO exempt
    • EIS exempt
    • HRDF exempt
    • Exclude from ordinary earnings
    • Accrues leave
    • Hide units on pay slip
    • External ID
    • Hide units on pay slip
    • Payment Classification
    • Pate Precision
  10. Once you have completed the details of the pay category, click the Save button on the bottom left of the pay category box.
    MY pay categories.jpg

Manage Pay Categories

In addition to the base value pay category, you can create linked categories.

Warning

You will not be able to add linked pay categories to ‘Fixed’ pay categories.

For example a pay category could have the base value of Permanent - Ordinary hours but have linked categories of Permanent - Overtime x 100% and Permanent - Overtime x 50% in order to cater for any overtime worked. 

When a pay category is linked to a base pay category, you only need to specify the base rate for the employee and the rate for the linked pay categories will be automatically calculated.

You can create linked categories, by following the the steps below;

      1. Click on the 'Add linked category' button in the bottom right hand corner of the chosen pay category. Please note that this option will not be available if the selected pay category is a 'daily' rate.

        mceclip1.png
      2. You will need to enter a name for the the linked category, then press the 'Add' button. 
        Note: you have the opportunity to delete the linked pay category up until the point that it is used in a pay run. If you move your cursor towards the end you will see a figure like this  By clicking on this figure you are able to delete the new linked pay category.
      3. Once the linked pay category is added you will need to complete the relevant fields.
      4. Press the Save button in the bottom left hand corner.

System and default pay categories

When you create a new business, there are a number of pay categories that are pre-loaded into the system for your convenience. Among these, there are 'System default' categories that are marked with a 'System' tag, as shown below:mceclip1.png

These system maintained pay categories cannot be deleted or replaced. This is intentional to ensure the system calculates the pay categories and associated components in a specific manner.

 

Deleting Pay Categories

To delete a pay category, hover your mouse over the pay category name where you will then see a red cross icon on the right hand side of the pay category. 

Screen_Shot_2019-04-08_at_7.03.57_pm.png

Click on the "x" icon where a confirm popup dialog will then appear. If you click on "Delete" the pay category will be removed from the platform.  

Note: If a pay category has been used in a pay run, you are NOT able to delete it. Additionally, no "SYSTEM" configured pay categories can be deleted.

 

Restoring a pay category

You are able to restore a pay category by going to Payroll settings > Restore deleted items, and selecting 'Pay category' from the drop down box. A list of all deleted pay categories will appear and you can click the 'Restore' option against the pay category that you are wanting to reinstate. 

If you have any feedback or questions please contact us via support@yourpayroll.io

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