Set up of your Payroll

Modified on Wed, 24 Aug 2022 at 10:11 AM

Kenjo helps you prepare for your payroll by syncing all your payroll related data into a centralized dashboard. It provides a simple and efficient way to review all your payroll data before sending it to your accountant every month. 


Note: For a more detailed explanation on how to set up your payroll, check out this video! 


Once you have set up your payroll, the below actions will run automatically every payroll period. 


  • Collate and sync all your required payroll data such as master employee data, compensation data, attendance data, time off data and support documentations into the payroll dashboard.


  • Run gross salary calculations (based on hours, contact type, time off etc).


  • Clearly visualize this data and highlight any changes to data from the previous payroll period. 


  • Create an Excel or .csv file of all the information. 




:information_source:For the payroll to run accurately, you need to take some time thinking about how to set up your payroll during the initial set up. Some things you will need to think about during the set-up: 

  • What is your pay cycle frequency? What are the key dates of your payroll? 
  • How do you want to group your employees into different payroll groups? This can be based on a number of factors such as pay frequency, hourly vs fixed contracts etc 
  • What attributes do you want to see in the payroll preview and what attributes do you want to send 
  • How do you want to calculate the hour salaries?



From the menu bar on the left side, go to Settings > Payroll. Here you can define the contents as well as the assessment period of your later export.


There are two pages to define:

  • Payroll settings
  • Compensation

Payroll Settings


To be included in the payroll, employees must belong to a payroll group.  A payroll group organizes employees into logical groups based on a number of payroll related filters that you can select. They are a simple and powerful way to organize your employees for the payroll. 


Kenjo offers two payroll groups by default: Fixed salaries and Hourly salaries. To delete these default groups, you can mouse over theirs names and click on the bin icon. You can also add new groups with different conditions or modify the existing filters within each default group. Each group includes the following settings:


  • Title: to name the payroll group


  • Description: to give some context on what the group is about




  • Filter: 


Filters work to include only the employees that match the criteria that you have set. Sometimes you may have to create pay runs for each group separately in case that the company, employment type, pay period, and currency are different. You will have the option to filter by:


Company as in employee profileequals/not equalsCompany name
Company as in salary tabequals/not equalsCompany name 
Note: this is useful when you have an employee who earns a salary from different companies within your organization.
Officeequals/not equalsOffice name
Employment typeequals/not equalsAll employment types in your company (apprentice, contractor, intern, minijob, permanent, short work, etc)
Pay periodequals/not equalsAnnual/Monthly/Hourly
Currency
equals/not equals
All existing currencies


You have the option to add new filters by clicking on (+) ADD FILTER or deleting filters by clicking the bin icon. 




Payroll Details:


After you have chosen a name, a description, and the filters that belong to this payroll group, it is time to set the payroll details.

  • Pay period: defines the time frame that you want your payroll table and export to reflect. You have three options:
    • Monthly, calendar month: will cover the frame from the 1st until the last day of the month. This is especially useful for employees who receive a fixed monthly salary (for example, 01.01 - 31.01). Even if your export day is before 31.01, the full monthly salary will still appear on your list. 
    • Monthly starting on: will establish a specific date in the month when you want to run your payroll.
    • Variable depending on confirmation date: will establish an open-ended payroll period. The closing date will depend on the date you confirm for your payroll under People > Payroll > CONFIRM. The next payroll period will start the following day.



  • Hourly pay salary calculation:
    • Use only tracked hours: this option calculates the salary by multiplying the hourly rate with tracked hours during the payroll period. 
    • Use tracked and expected hours for the payroll period: this option calculates the salary by multiplying the hourly rate with tracked hours plus the expected hours from today until the last day of the payroll period. 


  • Time off type: Here you will find an overview of the time off types you have created, and you can specify which of these types should be later included in your exported files.



  • Document type: Here you will find all document types in your system. You can choose which ones should be part of your exported files.



  • Employee Fields: Here you have all relevant employee fields for your payroll file. These will later appear both in the Employee data view of the Payroll section (under People > Payroll) and in your exported files. You will find all of them by default, but you can always deselect them by clicking on the bin icon or add new ones by clicking on (+) ADD FIELD. 



Add "comments" field to payroll tables: activate this option if you would like to add comments or notes against each employee payroll record. If you activate this option, a new column will be added to the Employee table under People > Payroll.




  • Export configuration: finally, this section determines the file type you want to export (Excel or CSV), and if you want to include all data or only the changes. You can also choose to include an attendance report for each employee, time off, and documents.



  • Responsible for Payroll: It might be the case that you do not want any members of the profiles Admin, Finance Admin or HR Admin profiles to manage a payroll group. Therefore, you can add a responsible (or several) for your payroll by searching for their names in the search bar. The employees added here will get access to the payroll table for that payroll group only. You can also delete them anytime.

    Note: This is not granting any further access (such as access to the Compensation tabs or similar). The employees added as responsible for the payroll group will keep their regular Profiles within Kenjo.



Click on "Save" and the first step of your payroll is already done!


Note: Every time you make a new update to your payroll group, you have to press SAVE. Otherwise, the changes will not be applied. For example, if you want to eliminate an employee as responsible for a payroll group, click on the 'X' next to their name and then click on SAVE



Note:


For employees who are paid on an hourly salary basis and whose pay period is variable, the calculation of the salary is made like this:



(Sum of tracked hours from the start of payroll period until current date - 1 day * Hourly rate.


For example, if you closed the variable pay period for hourly employees on 17th November, the salary will be:


SUM tracked hours FROM start of payroll period until 16th November * hourly rate


Compensation


This tab includes your variable payments. You can determine as many variable pay types as you want. Click on (+) ADD VARIABLE PAY TYPE to create a new one. 




For the variable pay to show up in the payroll overview screen, you have to go back to Settings > Payroll > Employee fields > Add field > Add new variable type





Note: Take into consideration that variable pays cannot be deleted if they have been assigned to employees

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