Learn how to use payroll items in VeriClock to categorize hours worked into different pay types such as regular time, overtime, holiday pay, or special rates. This guide explains default payroll items, how payroll item rules work, and how to create rules based on employees, groups, jobs, or service items to ensure accurate payroll reporting and pay calculations.
Payroll items are used to assign hours worked into different pay types and pay rates, such as regular pay, overtime, holidays, danger pay, or special leave.
VeriClock accounts start with 3 default payroll items: Regular/Overtime 1/Overtime 2, used to separate employee hours worked (see Settings>Time>Payroll Items), and three default payroll item rules to tell your VeriClock account when to apply those payroll items (see Settings>Time>Payroll Items>Rules).
These 3 default payroll item rules can be used to separate hours worked in reports.
How Payroll Item Rules Work
All hours an employee works are by default classified as 'Regular" time unless an overtime rule triggers. (Overtime must be enabled to track overtime, see: Setting Up Overtime Rules.
Payroll item rules are used to tell your VeriClock account when to portion out hours worked and what payroll item to send that time to.
How To Create Rules
New payroll item rules can be created by mapping the following fields to trigger a payroll item rule:
- Time Type - 'Regular' time should be mapped to whatever you call your employee's 'Regular' default/payroll item. Likewise, if you track any overtime, the 'Overtime 1' time type will need to be mapped to your employee's overtime payroll item. Leave this dropdown set to 'Regular' unless an overtime rule is needed.
- Employee - A rule can be created per employee to map their regular or overtime hours to each employee's payroll item. Leave this dropdown set to 'Any' unless an employee-specific rule is needed.
- Group - A group rule can be created if payroll items are group-specific. Leave this dropdown set to 'Any' unless a group-specific rule is needed.
- Job - Jobs are the most common field used to trigger a payroll item. Setting a rule for a job will trigger a payroll item each time an employee selects the corresponding job at clock-in.
- Service Item - Service items are used to trigger a payroll item for multiple jobs. Service items can also be named to match a corresponding payroll item. For example: a 'Vacation' service item can be mapped to a 'Vacation' payroll item using a payroll item rule. (see screenshot below)
- Payroll Item - This is the payroll item or pay rate an employee's hours are being mapped to. New payroll items can be created from the tabs Settings>Payroll Items
After picking a selection in the desired fields, click the blue Create button to create a payroll item rule.
Note: If creating or deleting payroll item rules, it is recommended to keep the default rules. This will ensure you catch any time not going to any newly created payroll items.
For more information on payroll items, see:
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