Who's this for: Admin, HR Admin
Set up payroll, complete your employees' required data, and send payroll correctly to your payroll provider.
This guide covers the topics from your third Kenjo implementation session.
Understand where payroll data comes from
The total hours you see in Attendance > Attendance Summary is real data: it's based on employees' actual clock-ins (or attendance entered manually on their behalf), not a forecast.
The schedule you see in Shiftplan > Schedules is only planned time: it doesn't necessarily reflect the hours actually worked. For payroll, it's always the recorded attendance that counts, not the schedule.
Payroll combines three data sources to calculate the total hours sent to your payroll provider:
The attendance hours tracked by employees.
The public holidays and Sundays worked.
The paid and unpaid leave recorded in Time Off.
That's why it's important to check that attendance, public holidays, and absences are correct before sending payroll: any error in these sections directly affects payroll.
Tell the termination date and contract end date apart
The employee profile contains two fields that look similar but have very different effects on payroll:
Field | Effect |
Termination date (section Confidential) | The employee permanently leaves the company on this date: their profile is deactivated in Kenjo and their departure is communicated to your payroll provider. Use this field as soon as the employment relationship has actually ended, whether at the end of a contract or in case of termination. |
Contract end date (section Work) | This field is purely informational: it doesn't deactivate the employee or exclude them from payroll. Use it for fixed-term contracts that might be renewed (for example a driver hired for a few months). |
Important:
If you forget to fill in the termination date when an employee actually leaves the company, their profile stays active in Kenjo and continues to be included in payroll. Conversely, if a fixed-term contract is renewed, the contract end date doesn't block anything: the employee continues to appear normally in attendance and in payroll.
Read the payroll preview
From Payroll > Payroll preview, you can see, for each employee, how the total hours for the period are calculated:
The hours worked tracked during the period.
The public holidays worked: click the value to see the name of the public holiday.
The paid leave (for example paid leave or sick leave) and the unpaid leave: these values are also clickable to see the details of the policy applied.
The total hours, i.e. the sum of all the previous categories. This total doesn't necessarily match what will be paid, since it can include unpaid leave.
Always check this data before sending payroll: if an employee has too many or too few tracked hours, correct their attendance before continuing.
Set up the required fields for each employee
Each employee included in payroll must have two pieces of information filled in on their profile:
The start date.
The employee ID (the ID number used by your payroll provider).
If even one of these two pieces of information is missing, the employee appears with the status Enabled - incomplete data and the payroll submission button stays blocked.
To complete the missing data:
Click the error message that flags employees who aren't included.
Select Go to settings: the list of all employees with missing information opens.
Click the employee's name and fill in the missing fields directly in the panel.
Click Save.
Enable or disable an employee for payroll
All employees with the Enabled status are included in the next payroll run. People without a salary (for example company owners or certain admins) must be excluded manually, since they generally don't have an employee ID and shouldn't appear in payroll.
To change the status of one or more employees:
From Payroll > Payroll preview > Employees, select the relevant employees.
Click Actions.
Choose Disable payroll or Enable payroll.
An employee disabled manually shows the status Disabled - manual. If an employee has a termination date filled in, their status automatically changes to Enabled until [date] and then to Disabled - terminated once the payroll period including that date has ended: there's no need to disable them by hand.
Add a variable pay type
If you want to record an extra payment for an employee, for example a bonus, you can add it as a variable pay type from the payroll page.
Important:
This field is purely informational in Kenjo: the value you enter isn't sent to your payroll provider and has no impact on the payroll being processed. To actually pay a bonus, you need to contact your payroll provider directly (for example ADP or Deel).
Create a new employee and assign the right ID
If you imported your employees in bulk, the employee ID was already filled in automatically with data from your previous system. For new employees created manually in Kenjo, however, this field must be entered by you.
To create a new employee:
Go to Employees and click Add employee.
Fill in the required fields (marked with a star) and, if available, the business email.
In the employee ID field, enter the same ID number your payroll provider has already assigned to this person.
Fill in the start date.
Important:
The employee ID isn't freely chosen: it must exactly match the one your payroll provider (ADP or Deel) has already assigned to this person. If you don't know it yet, you can leave the field blank and fill it in later, but don't forget to do so before sending payroll.
Set up the payroll provider and pay period
In Payroll > Payroll settings, you'll find the information about your payroll provider:
Payroll provider (ADP or Deel) and Amazon ID: set when the account is activated and not editable on your own afterward.
Payroll ID (for ADP) or Access token (for Deel): a code provided by your payroll provider, to retrieve directly from your ADP account or the Deel developer center. If you can't find it, contact your provider: Kenjo can't retrieve it for you.
Pay period type: Monthly, calendar month (from the first to the last day of the month) or Monthly, starting on a specific day (for example from the 25th of the month to the 24th of the next month).
The pay period must exactly match the one agreed with your payroll provider: don't set a value of your own choosing here, but the one actually in effect in your contract.
Set up overtime compensation (RCR and RCO)
In France, overtime hours can be paid or converted into rest time. Kenjo manages two types of compensatory rest, configured in Attendance > Settings > Overtime compensation:
Type of rest | How it works |
RCR (Repos Compensateur de Remplacement) | Voluntary conversion of overtime hours into rest, at a ratio you configure (for example 25%: 1 hour worked gives 1h15 of RCR credit; 50%: 1 hour worked gives 1h30 of credit). RCR hours are excluded from the annual quota. |
RCO (Repos Compensateur Obligatoire) | Automatically triggered by law once an employee's annual overtime quota exceeds the threshold you've configured (for example 220h). The ratio (50% or 100%) depends on the size of your company (fewer than 20 or 20 employees and more). |
The annual quota (AAJ) is a counter that accumulates an employee's overtime hours over the year; you can configure a weekly or monthly calculation depending on how your company is organized (in the attendance policy). Once the absence policy (RCR or RCO) is configured, click Manage employees then Assign employees to apply it: use Add all to assign it to all employees at once.
Note:
The RCO allocation is legally mandatory and can't be manually redirected to payment, unlike RCR, which remains a voluntary conversion.
Understand the Panier de jour (panier repas)
The Panier de jour (also called panier repas) is an allowance automatically calculated by Kenjo when an employee works more than 4h30 over the midday period. It appears in Payroll > Payroll preview, in the Panier de jour column.
If needed, you can manually correct the value for an employee by clicking Adjust Panier de jour.
Important:
As soon as you manually adjust an employee's Panier de jour, the automatic calculation is disabled for that employee for the rest of the current payroll cycle: Kenjo won't recalculate the value automatically until the next cycle.
Submit, correct, and close payroll
Submitting payroll follows three steps:
Review: check the payroll data (attendance, public holidays, leave) and correct any discrepancies before continuing.
Export & close: Kenjo automatically sends the data to your payroll provider. You don't need to download or send anything manually, except in case of an error.
Confirmation: once your provider has correctly processed payroll, you confirm and permanently close the period.
If the automatic submission fails, an error message appears with a downloadable file containing the details. The two most common errors are:
Error | Cause and solution |
ID employee not found | The employee ID entered in Kenjo doesn't match the one recorded with your payroll provider. Correct the employee ID on the profile and click submit again. |
Cut-off date surpassed | You submitted payroll after your provider's deadline. Download the file generated by Kenjo and send it to your payroll provider manually. |
Note:
Error messages always stay in English, regardless of your account's language.
Important:
Once confirmed and closed, payroll can no longer be reopened on your own: only Kenjo's technical team can do this, and it takes time. Only close payroll after you've received confirmation from your payroll provider that everything has been processed correctly. Additionally, the previous month's payroll must be closed before you can submit the current month's.
Frequently asked questions
Is it mandatory to fill in the contract end date for fixed-term contracts?
No. If the contract might be renewed, you can leave the field blank or fill it in later. Always use the termination date, however, as soon as the employee actually stops working for you.
Can I freely choose the employee's ID when creating a new employee in Kenjo?
No. The employee ID must exactly match the ID number already assigned by your payroll provider (ADP or Deel); it isn't an arbitrary value.
What happens if I close payroll by mistake before receiving confirmation from the provider?
Closed payroll can't be reopened on your own: you need to contact Kenjo's technical team, whose back-end intervention takes time. So only close payroll after confirmation from your payroll provider.
Can I manually redirect RCO hours to payment instead of rest?
No. RCO is a legal obligation and Kenjo doesn't allow you to manually redirect it to payment. Only RCR is a voluntary conversion you can configure yourself.
How do I enter attendance for several employees at once?
It's not possible to enter attendance in bulk directly from the interface. Use Settings > Data import, then choose the Attendance data type to import an Excel file.
Is the Panier de jour calculated automatically for all employees?
Yes, as soon as an employee works more than 4h30 over the midday period. If you manually adjust the value for an employee, the automatic calculation is disabled for them until the end of the current payroll cycle.