What this module does
The module has two menus. In the Benefit menu you record the benefits you give your employees (meal, commuting, family aid and so on), additional payments (premium, bonus, advance and so on) and deductions (union dues, advance repayments and so on); these records flow into the payroll of the relevant month automatically. In the Compensation Management menu you open a yearly compensation plan, collect raise proposals from your managers, run them through approval and, when you close the period, write the new salaries into the employees' wage records. You can also route individual salary changes through an approval process.
Roles and permissions
Role | Permission | What they can do |
Admin | Benefit Module Permission Management (BENEFIT_MANAGE) | Assigns benefit permissions on the Configuration > Benefits > Responsibilities screen. |
Admin | Compensation Admin (COMPENSATION_MANAGE) | The whole Compensation Management menu: creating compensation plans, assigning evaluators, closing and reopening periods, exporting a plan to Excel and My lists, the Salary Change tab and its approval setting, the Approval Process and Manage Permissions screens. |
Manager / HR specialist | Benefit Manager Permission (BENEFIT_MANAGER) | Adds, edits and deletes benefits, payments and deductions on the All Benefits screen; imports them from Excel; uses the Settings tab. |
Manager (evaluator, approver) | Compensation User (COMPENSATION_BASIC) | Enters raise proposals for the employees assigned to them on the Compensation screen, sends them for approval and approves or rejects a proposal when it is their turn. On the Salary Change tab approves or rejects the requests waiting on their step. The permission is granted automatically when you assign someone as an evaluator; give it by hand to a salary change approver. Does not see the company-wide summary cards. |
Employee | Benefit Base Permission (BENEFIT_BASE) | Sees only their own benefit, payment and deduction records on the All Benefits screen. This permission is part of the standard employee permissions. |
How to grant permissions is explained in Responsibility Management.
Before you start
Give BENEFIT_MANAGER to the people who will add benefits.
Make sure employees have a branch, department and position. Evaluator assignment and the approval chain of compensation plans work by department.
If you want an approval chain for compensation plans and salary changes, define the approvers per department under Configuration > Compensation management > Approval process (Approval Process).
Check that the payroll periods for your benefits, payments and deductions are open. Records cannot be entered into a closed payroll period.
Initial setup
Open Pay and expenses > Benefits and switch to the Settings tab.
In Type Management, select the payment, benefit and deduction types your company uses. Types you do not select do not appear on the add screens (Benefit settings).
In Advance Rules, set the advance limit and installment rules and click Save.
If you will use compensation plans, open the first plan of the year with Create Plan on Pay and expenses > Compensation (Create a compensation plan).
If you want salary changes to require approval, turn on Salary change approval process on the Salary Change tab (Salary change approval).
Daily workflows
HR / benefit manager (BENEFIT_MANAGER)
Give a benefit to one or more employees: Add a benefit.
Enter payments such as premiums, bonuses and advances, and deductions: Add payments and deductions.
Enter many records with one file: Bulk entry via Excel.
Compensation owner (COMPENSATION_MANAGE)
Open a plan and set performance scores and evaluators: Create a compensation plan.
Close the period once proposals are approved; new salaries are written to the employee records: Close the period.
Get the current and new salaries of the plan's employees in Excel: have the list prepared with the Export icon on the Employees heading and, once it is ready, click Download in the notice in the bottom right corner or download it from the My lists window at the top right: Export a compensation plan and My lists.
Manage individual salary change requests: Salary change approval.
Evaluating manager (COMPENSATION_BASIC)
Enter raise proposals for the employees assigned to you and send them for approval: Enter and approve raise proposals.
Employee (BENEFIT_BASE)
On Pay and expenses > Benefits, see your own records in the Payments, Benefit and Deductions tabs. Open a record with Detail on its row; you cannot add or edit.
Statuses and what they mean
Compensation plan (period)
Status | Meaning |
Draft | The plan exists but setup is not finished. It can be edited and deleted. |
Active | Setup is complete; evaluators can enter raise proposals. A year can have only one active plan. |
Closed | The period is closed; approved new salaries have been written to the employees' wage records. It can be made active again with Reopen Period if needed. |
Employee raise proposal
Status | Meaning |
Waiting Data Entry | No proposal has been entered for the employee yet. |
Draft | The proposal is saved but not sent for approval. |
Approval Process | The proposal is in the approval chain. The number in front shows the approval step. |
Approved | The chain is complete; the new salary is applied when the period is closed. |
Revised and Approved | An approver changed the proposal during approval and approved it. |
Rejected | An approver rejected the proposal; the evaluator can correct it and send it for approval again. |
Salary change request: Approval Process, Approved, Rejected.
Excel list in the My lists window
Status | Meaning |
Queued | The list request is received and waiting to be prepared. |
Preparing | The file is being prepared. |
Ready | The file is ready; get it with Download on the row. |
No records | No employee matches the selected filters; no file was created. |
Failed | The file could not be prepared; prepare it again with Try again. |
Expired | The file is no longer on the server; prepare it again with Try again. |
Notifications
Benefit, payment, deduction, compensation plan and salary change actions send no email, SMS or in-app notification. Track pending items with the status tabs on the Compensation Management screen. While an Excel list is being prepared and when it is ready, a notice shows in the bottom right corner of the screen (no email or bell notification); you can also follow it in the My lists window.
Mobile differences
The screens also open in a phone browser. On narrow screens the All Benefits list is shown as cards instead of a table. For the mobile app, see Mobile app.
Common mistakes and FAQ
The benefit type I want does not appear on the add screen.
The type is not selected under Settings > Type Management. Once you select it, it appears on the add screen immediately.
I get a "falls in a closed payroll period" warning.
The payment or deduction date falls in a payroll month that is already closed. Pick an open month.
The raise was approved but the employee's salary did not change.
Approved proposals are written to the wage record when the compensation plan period is closed. Complete the Close Period step (Close the period).
The Excel file I exported was not downloaded.
Exporting does not download the file immediately; the list is prepared in the background. When the Your list is ready notice appears in the bottom right corner, click Download; if you closed it, open My lists at the top right and, when the status is Ready, get the file with Download on the row (Export a compensation plan to Excel).
The Salary Change tab cannot be clicked.
The tab needs COMPENSATION_MANAGE or COMPENSATION_BASIC. A user with COMPENSATION_BASIC sees only the requests that concern them.
Why was a raise proposal in a department without an approval process not approved?
Without an approval process, a proposal sent by the evaluator stays in Approval Process and waits for the compensation owner to approve it (Raise proposals).