Benefits, additional payments and deductions that go into payroll are recorded in the Benefits module; the payroll period reads these records as that month's data. This article explains how records are entered and where they show up in payroll. Entering records requires Benefit Manager Permission; seeing them in payroll requires Payroll Manager Permission.
Before you start
The payroll period of the month must not be closed. A record that affects a closed month cannot be added or changed.
For general use of the benefits module, see Benefits and Compensation.
Step by step
Entering records one by one
Go to Pay and expenses > Benefits in the left menu.
Choose the tab:
Payments: payments such as premiums, bonuses and additional payments with Add Payment. For a salary difference, choose Salary Difference Allowance as the payment type.
Benefit: benefits such as meal, commuting and family aid with Add Benefit.
Deductions: deductions such as advance, union dues, fund, traffic fine, enforcement and alimony with Add Deduction.
Enter the employee, type, amount, net or gross, and the payment period (one-time or monthly), then save.
Each tab keeps its records in one list. The Search by employee name box above the list searches the full name; the Payment Method, Payment Period and type filters (period and deduction type on Deductions) work together with the search. Sort by any column, ascending or descending, with Sort or a click on the column header; Clear all removes the search and the filters.
For payments where net/gross can be chosen (premium, salary difference, etc.), enter only one of them for the same item. If both net and gross values exist, payroll validation reports an error.
Bulk entry via Excel
With the Payments, Benefit or Deductions tab open, click Add via Excel in the page header (the Bulk Payment Entry (Excel) window or its equivalent opens).
Download the template with Download Template. For a one-time record enter a Payment Date (it is paid in that month's payroll); for a monthly record enter a Start and End Month (every month in between is paid).
Upload the file and click Check File. The result shows how each row will be saved; filter problem rows with Only rows with errors / warnings.
If there are rows with errors, fix them in Excel and upload the file again. Nothing is saved while any row has an error.
If there are no errors, confirm in Confirm the entries.
Types that cannot be entered via Excel are entered with the wizard: for benefits Child Aid, Birth Aid, Marriage Aid, Death Aid, Commuting Allowance, Education Aid, Private Insurance; for payments Allowance; for deductions Enforcement, Alimony, Travel Allowance Deduction.
Checking in payroll
On Pay and expenses > Payroll periods, select the open period and open the Benefits category.
Check the amounts read for the month on the Payments, Benefits and Deductions sub-tabs.
If you changed records while the period is open, click Refresh Data.
To change an amount for this period only, type the new value in the cell; the change does not modify the benefit record.
Result
The records are calculated as wage items in that month's payroll and appear on the Wage Items tab of the preview breakdown. Deductions are subtracted from net pay.
Common issues
Symptom: The Excel check shows rows with errors and nothing can be saved.
Cause: At least one row in the file has an error; bulk entry is all-or-nothing.
Fix: Fix the rows in Excel and upload the file again.
Symptom: A benefit I entered does not appear in the payroll period.
Cause: Period data was loaded before the record, or the record's payment month is different.
Fix: Click Refresh Data; check the record's date or month range.
Symptom: "Both Net and Gross values cannot be entered for Salary Difference Allowance Cash".
Cause: There are two values for the same item.
Fix: Delete one of them.