Fixed Pay Items in Process Payroll

Overview

If a fixed pay item assigned to a job is active during a pay period (ie the Start Date to Finish Date period falls partially or wholly within the pay period), the fixed pay item will be applied in Payroll > Process Payroll > Process Payroll.

Examples of Fixed Pay Item Payments

Example 1 - Start Date Aligned with Pay Period Start

A pay period is weekly Monday to Sunday and an employee earns a higher duties allowance whilst relieving their manager for the period of the 1-14 of the month. The Payroll Office sets a fixed pay item on the employee’s job with these Start and Finish Dates.

The fixed pay item will apply to the employee’s pays as below:

Pay Period Start	Pay Period End	Apply Fixed Pay Item to Pay Period
Monday 1st	Sunday 7th	Yes
Monday 8th	Sunday 14th	Yes
Monday 15th	Sunday 21st	No
Monday 22th	Sunday 28	No

Example 2 - Start Date Not Aligned with Pay Period Start

A pay period runs weekly Monday to Sunday and an employee earns a higher duties allowance whilst relieving their manager for the period of 9-18 of the month. The Payroll Officer sets a fixed pay item on the job using these dates as the Start and Finish Date

The fixed pay item will apply to the employee’s pays as below:

Pay Period Start	Pay Period End	Apply Fixed Pay Item To Pay Period
Monday 1st	Sunday 7th	No
Monday 8th	Sunday 14th	Yes
Monday 15th	Sunday 21st	Yes
Monday 22nd	Sunday 28th	No

When a fixed pay item has been set up on an employee's job, any changes that are made to that item on the job will flow through to the Process Payroll report once the page is refreshed.

You are also able to edit fixed pay items from directly within the Process Payroll report. To do this, you will need to expand the relevant pay and make the required adjustments to the fixed pay item. Any changes that are manually entered in Process Payroll will be recorded in the History section.

Once changes are applied to a fixed pay item in Process Payroll, the reset icon will appear next to the item. Clicking this icon will revert any changes you have made and reset the data to what it was when it was first added to the pay.

Fixed Pay Item Adjustments

If a fixed pay item is added to a job and it has a Start Date set for a pay cycle that has already been paid, a fixed pay item will be added to Process Payroll for that period.

You’ll be able to either process the payment or, if it’s not payable, you can mark it as Never Pay.

When timesheet adjustments are made for a period which previously included a fixed allowance, the fixed pay item will not be reapplied as part of the adjustment payment.