Individual
If you only have one extra payment to add, we suggest following this process. Please note that this must be done before starting your pay run. However, if you have two or more extra payments, it is recommended to import them in bulk. To learn how to import extra payments, please refer to the Import section below.
1. Hover on Payroll > click Bonus / Extra Payments:
2. Click Add Extra Payment:
3. Enter the extra payment details > then click Save:
- Add new category / select existing category – For GL purposes
- Team member – Select from the dropdown
- Date – Enter a date within the pay period it’s intended for. For instance, if the pay run is from 27/03-02/04, the date should fall within that period
- Extra payment amount – The extra amount the employee is receiving
- Student loan – No action required here as this will get calculated at a later stage if applicable
- Exclude ACC levy & KiwiSaver / Exclude from Average – Only tick if required
- Tax amount – Click the calculator icon to calculate the tax on the extra payment. If the employee has a student loan, this will be automatically calculated at this stage as well
- Type – Discretionary: Given at the sole discretion of the employer e.g. Christmas bonus
Non-Discretionary: Contractually obligated to pay e.g. Backpay - Frequency – Weekly to monthly: Regular extra payment e.g. monthly bonus
All periods other than: Irregular extra payment e.g. backpay - Description – This is what will be displayed on the payslip
The extra payment has been saved if the update successful banner appears
During pay run
If you have a small number of extra payments to add and have already started your pay run, we suggest following this process. However, for a larger number of extra payments, we recommend importing them in bulk and restarting the pay run. Instructions on how to import extra payments can be found in the Import section below.
1. Get to step 3 of your pay run. For help on this, click here
2. Click the relevant row in the Extra Payments column:
3. Enter the extra payment details > then click Save:
- Add new category / select existing category – For GL purposes
- Team member – Change if required
- Date – Enter a date within the pay period it’s intended for. For instance, if the pay run is from 27/03-02/04, the date should fall within that period
- Extra payment amount – The extra amount the employee is receiving
- Student loan – No action required here as this will get calculated at a later stage if applicable
- Exclude ACC levy & KiwiSaver / Exclude from Average – Only tick if required
- Tax amount – Click the calculator icon to calculate the tax on the extra payment. If the employee has a student loan, this will be automatically calculated at this stage as well
- Type – Discretionary: Given at the sole discretion of the employer e.g. Christmas bonus
Non-Discretionary: Contractually obligated to pay e.g. Backpay - Frequency – Weekly to monthly: Regular extra payment e.g. monthly bonus
All periods other than: Irregular extra payment e.g. backpay - Description – This is what will be displayed on the payslip
After closing the pop-up window, the extra payment amount will be visible
4. Complete your pay run as normal. For help on this, click here
Import
It is recommended to use this method if you have multiple extra payments to add. Please note that this must be done before starting your pay run.
1. Hover on Setup > Imports > click Extra Payments:
2. Click Download template:
3. Complete the downloaded template with relevant information (all fields are compulsory). Example shown below:
- IRD number / Employee code – Choose one or the other
- Date – Enter a date within the pay period it’s intended for. For instance, if the pay run is from 27/03-02/04, the date should fall within that period
- Category – For GL purposes
- Amount – The extra amount the employee is receiving
- Type – Discretionary: Given at the sole discretion of the employer e.g. Christmas bonus
Non-Discretionary: Contractually obligated to pay e.g. Backpay - Frequency – Weekly to monthly: Regular extra payment e.g. monthly bonus
All periods other than: Irregular extra payment e.g. backpay - Description – This is what will be displayed on the payslip
4. Upload the completed template by clicking Choose File > Next:
5. Review the information, check the tick box, then click Save:
The extra payments have been successfully imported if a tick appears beside the employees names
Bulk
Although not the preferred method, you can follow this process if you wish to add extra payments in bulk. However, please note that this must be done before starting your pay run. When adding multiple extra payments, the preferred method is to import them. To learn more on this, refer to the Import section above.
1. Hover on Payroll > click Bonus / Extra Payments:
2. Click Add Bulk Bonus / Extra Payment:
3. Choose a Team and/or Team Members, select Extra Payment, then click Next:
4. Set the extra payment up:
- Date – Enter a date within the pay period it’s intended for. For instance, if the pay run is from 27/03-02/04, the date should fall within that period
- Category – For GL purposes
- Extra payment amount – The extra amount the employees are receiving
- Student loan – No action required here as this will get calculated at a later stage if applicable
- Tax amount – No action required at this stage
- Type – Discretionary: Given at the sole discretion of the employer e.g. Christmas bonus
Non-Discretionary: Contractually obligated to pay e.g. Backpay - Frequency – Weekly to monthly: Regular extra payment e.g. monthly bonus
All periods other than: Irregular extra payment e.g. backpay - Description – This is what will be displayed on the payslip
5. Click each arrow:
6. Click the calculator icon. If the employee has a student loan, this will be automatically calculated at this stage as well:
7. Scroll down to the bottom of the page and click Save