Adjust salaries
For a smoother payroll process where you can work freely with the salaries without them being locked or approved until you are completely done
For a smoother payroll process
If you work actively with salaries at the start of every payroll period, for example by importing benefit files or adding other payroll items, there is a function we call Adjust. Adjust allows you to work with the salaries without them being previewed, locked and approved by the employee and manager.
Process flow when adjusting salaries
On the employment level you can mark which employees should be included in the adjust flow. It can be the whole company or individuals. When the setting is activated, these people end up in an adjustment mode at the start of every new month period, in the view Payroll, Authorise, For adjustment.
The different menus can be seen as a process, which makes it easier for you as a user to see where in the flow the salaries are.
- People in the tab For adjustment are still being processed internally. The employee cannot preview their salary or lock their monthly report. The manager cannot preview the employeesâ monthly reports or approve them either.
- People in the tab Not locked by employee have already been adjusted or should not be adjusted, and only need to be locked by the employee.
- People in the tab For approval are waiting for approval by their respective manager.
- People in the tab For certification are approved and ready to be authorised.
- People in the tab All show all employees regardless of where in the process they are. In this view you can see in the column Status whether a salary is adjusted, locked, approved, denied or authorised.
When a salary is adjusted and marked as adjusted, it moves on in the flow to the employees to check and lock the monthly report. If you use the function Administrator/manager should approve salary report, adjusted salaries go straight to approval.
When the salaries have been adjusted and checked, you mark them as adjusted and the monthly report is unlocked for the employee and managers to preview, lock and approve.
The monthly report for an employee
The employee can still report as usual in the monthly report, for example add a vacation day, but cannot lock or preview the month. They see a message saying that the salary is being adjusted and is not available for locking or preview at the moment.
As soon as the salary is adjusted, locking and previewing become available. The message is no longer visible, and the buttons for save, save and lock, and preview are available again.
Notify employees or managers that the salaries are done
To create a flow in the process you can also use the new Send reminder function. When the salaries are adjusted, go to the tab Not locked by employee or For approval, depending on whether the employee or the manager is to approve the reports, and select the people you want to send a reminder to.
If you do not want to send reminders manually, you can also let the system send automatic emails that the monthly report should be locked. By default these emails go out on the 14th of every month (to employees) and on the 16th of every month (to managers). Contact us if you want to adjust the date ranges.
To activate Adjust
- Go to Settings: Users. Select the employment contract.
- In the General tab, in the section Salary reports, select Use adjustment.
- The function is now activated on the employment level.