Assign a Fixed Pay Item to an Employee

Overview

Fixed pay items can be assigned to a job so that they apply to an employee’s pay for a specified time period. When the fixed pay item is assigned, you can set a Start Date, number of Units Per Pay and the Rate that this is paid at, and an optional Finish Date.

Enable Fixed Pay Items on a Job

Before you can assign a fixed pay item, you will need to enable them on the job.

1. Go to Users > Employees > select employee > select job > Job Details.

2. In the Job Settings section, tick the Fixed Pay Items checkbox under Use Job For.

Assign a Fixed Pay Item

The Fixed Pay Item section of the Job Details screen includes a list of currently assigned fixed pay items, as well as a history of expired pay items.

To assign a new Fixed Pay Item to a job:

1. Go to Users > Employees > select employee > select job > Job Details.

2. Under Fixed Pay Items, click + Add Pay Item.

3. Select the pay item from the drop-down list and enter the following settings:

   • Units Per Pay
   • Rate
   • Start Date
     • The Start Date you enter must fall on or after the Job Start Date
     • Start Dates cannot be backdated more than two months from the current date
   • Finish Date (optional)
     • if a Finish Date is entered, the payment of a fixed pay item will cease once this date has passed
     • If no Finish Date is entered, the payment will be ongoing

4. Click Save. 

Note: The Start Date and Finish Date align to pay cycle dates rather than Pay Dates. If a Start Date or Finish Date fall wholly or partially in a pay cycle, the fixed pay item will be included in the employee pay. 

It’s important to note that fixed pay items will not flow through to Invoicing. If you require one of these items to be invoiced, it will need to be added to the invoice manually. 

Edit a Fixed Pay Item in a Job

You’ll be able to edit the Units, Rate and Finish Date while the Fixed Pay Item is active. 

Changes to the Units or Rate will apply to pay runs moving forward only. The system will not produce back pays for previous pay periods. 

Correct a Fixed Pay Item Rate

If you need to correct the rate assigned to a fixed pay item, you will need to set a finish date for the existing fixed pay item line and then add a new line for the same item with the new Rate and Units. 

Fixed Pay Items and Changing Pay Cycles

If an employee is changing pay cycles, you will need to set a finish date for the existing fixed pay item so that they aren’t carried over. 

You will then need to add a new fixed pay item that aligns with the new pay cycle (ie with a Start Date that falls in the first applicable pay period for the new pay cycle).

Delete a Fixed Pay Item from a Job

You can delete a fixed pay item from an employee job by clicking the x on the far right of the pay item line. 

Fixed pay items can only be deleted if they haven’t been included in an employee pay. The x will not appear for items that have been included in a draft or paid employee pay.

Items cannot be deleted once they’ve been paid to the employee.