An introduction to payroll

Payroll is the list of employees that is entitled to receive payments as well as other work benefits, including the amounts that each should receive.

To create payroll templates, go to the main menu and click on Settings+Templates+Employees+Payroll.

Create/edit payroll groups

You will learn how to create and set up payroll templates by going to the main menu and clicking on Settings >Templates > Employees > and Payroll.

Go to Settings in the main menu
Go to Templates
Go to Employees and then choose Payroll
Click on + New Group
Fill out the mandatory tabs: Basic info, Form elements, Export, Working hours, Resignation reasons, and Access.
5.1 Label descriptions under Basic info
- Title: Choose a title for the allowance
- Internal description: Enter a description for internal use. This is optional.
- Payroll system: Select a system from the drop down list. Emplysupports several payroll systems, among which Visma, Epos, etc.
- NOTE: As you can see at the top of the pop up, you will be able to create the allowance in different languages, if your environment supports multiple.
5.2 Label descriptions under Form Elements
- Add form elements if you want to use other elements in the Payroll widget on an employee, than the default elements (Job title, Department, Payroll effective date, Payroll salary, Weekly working hours and Payroll document) for this group.
- When adding your own custom element to the group, then you can decide the order and if the element is mandatory to fill in. Please note, if you make the element mandatory then this element should always be filled together with the default elements the first time the employment is created by forms.
- Make sure the following requirements are met: 1) the form elements needs to be shared and update across forms, 2) future registrations on the element must be deactivated, 3) the element is created from the following types (text, number, money, date, or option), and 4) the element is used on at least one form with the area Employee activated.
- It is not possible to remove default elements or edit them.
5.3 Label descriptions under Export
- Depending on which payroll system you have selected in the previous tab, the Export tab will generate different information.
- For further information about payroll export, refer to the article Payroll export .
5.4 Label descriptions under Working hours
- Select working days and when the day starts and ends for a payroll group.
- Below, the hours at work each week and the working hours each week are generated automatically based on the working hours you have set up above.
- The hours at work each week is the total amount of hours spent at work physically.
- The working hours each week are the actual working hours. This is calculated by deducting the minutes of break from the hours at work each week.'
- Choose how many minutes of break employees should have each working day.
- Select what the FTE (Full Time Employment) working hours each week should be for this group. If 37 hours per week, is considering full-time then this will be calculated as 100% FTE.
- With regards to Number of decimals displayed (for working hours each week), choose between 2 or 3 decimals (the most common setting is 2 decimals). This will display working hours as either 32,50 or 32,499.
5.5 Label descriptions under Resignation reasons
- Select resignation reasons from the drop down or create new ones.
5.6 Label descriptions under Access
- Select which roles should have access to this payroll group. This access allows users with the assigned roles to allocate a group to an employee.
Remember to click Save.

Create new payroll period and file

You will work with the payroll functionality, where you can create an export file including specific and relevant data within a chosen period. These data can be a mix of Master data, Salary, Benefits and Absence or even related changes within that period.

Before you can use this functionality, you need to set up payroll group(s) and payroll export template following these Introduction to Payroll instructions.

Click on Employees+Payroll from the main menu.
Click on +New payroll to create a new file including data within a period for your Payroll provider.
Fill out the Title with e.g. month and year to keep a good overview, data period, and which payroll group or employees to include.
Click on Generate to start the creation of the file and await the export.
Download the file(s) by clicking on the payroll name (for example "August 2023") in the overview and then select Files generated.
You can now send the files to your payroll provider.

Note

If a mistake was made or there are changes that need to be included in the export file, you can simply mark the payroll and click on regenerate.

Note

To control the access to the overview, you need to look at the settings on each role and which roles that are assigned to access the payroll group templates.

Assign a payroll group to an employee

When you create a new employee in the HR management module, he/she will be Pending state in the organizational overview. This is because some payroll information is missing.

Tip

Click Pending to filter the list an see all pending employees.

Prerequisites: To add payroll information, you need access to the payroll widget for the employee profile, see Add payroll widget to employee profiles.

From the main Menu, go to Employees.
Click on the relevant employee and go to the payroll widget.
Hold you mouse pointer over the Payroll widget and click New employment.
In the dialogue select the payroll group.

Tip

For more information on how to create payroll groups, see Create/edit payroll groups.
Fill in the relevant information.
- Employment date
- Seniority date: If not filled in, the employment data will be used.
- Resignation date: Only fill in when relevant. If a regination date is selected, you will also need to fill in a Resignation reason and optionally add a comment.
- Add agreement: optionally, you can add more agreements. For each agreement you can add the following:
  - Job title
  - Department
  - Location will automatically be filled in based on the department.
  - Effective date of the current agreement.
  - Monthly salary: make sure to select the the relevant currency.
  - Working hours of the current agreement. A dialogue will open with the standard hours for the payroll group. You can edit the hours if they differ from the standard.
  - Agreement: Upload a file or select an exisiting agreement.
Click Save.

The employee status will go from Pending to Available.

You can edit an agreement from the payroll widget by clicking the Edit icon . You can also add new agreements.

Add payroll widget to employee profiles

You will learn how to make the payroll widget available for employee profiles. This payroll widget is essential to adding payroll information for employees.

Go to Settings in the main menu.
Go to Account.
Click on Roles and open whichever role has access to the payroll widget.
Go to the Edit tab and unfold the Full employee profile

Note

Briefcase Access to this section can be set up in Settings+Account+Roles+Functionality+Employees+Organization+Full employee profile set to All or Custom
Click on Manage widgets
Click on the tab you wish and click on + to add another widget.
In the pop-up, select Payroll
Toggle Benefits, Supplements and deductions, Pension scheme, or Hourly sales rates to make it part of an employee's payroll. After making any changes, remember to click Save.
Note

Remember to press Save again in the roles window.