It may be necessary during the payroll process to import a number of payroll variables (those elements that tend to change from payroll to payroll. This can easily be achieved using the bulk import process which has been built to facilitate importing large amounts of data. This can be done through the tabulated actions as available during the payroll setup process.

What are Payroll Variables?

Payroll variables are those elements that tend to change from payroll to payroll as might be the case with leave, overtime and hours worked by non-full timers. To this effect, Shireburn Indigo Payroll offers the following bulk payroll variables; Global Pay Items, Basic Hour Weeks, Basic Hours, Overtime, Leave and Pay Items.

What are Actions?

Actions are tabulated operations that support the main task. Actions change from screen to screen, depending on the task they are supporting.

Inserting New Records

Shireburn Indigo Payroll allows you to enter data manually or by importing an excel sheet.

Manual data import is done by using the Insert icon, as described below.
Excel data import is done by importing an Excel spreadsheet with all the data. More information can be found here

Global Pay Items

Global Pay Items allows you to add pay items across the entire payroll, which can be awarded in full or pro-rata as setup in the Pay Items file.

Why add Global Pay Items?

Global Pay Items offer an easy way to assign a pay item to all employees in the current payroll. Whether you want to give out a bonus or deduct an agreed amount, Global Pay Items allow you to do just that without changing anything for past or future payrolls. 

To add any Global Pay Items due with this payroll, click on Pay Items in the tab section followed by the Insert icon.

  • Pay Item: Select the Pay Item
  • Pay Item Desc: A description of the selected Pay Item. This field is auto-populated according to the selected Pay Item
  • Amount: Enter the amount per contribution for the selected Pay Item
  • Number of Contributions: Enter the number of contributions payable in this payroll run
  • Apply to Employee where Applicable: Ticking this checkbox will 

Basic Hour Week Setup

Basic Hour Week Setup allows you to setup the weeks worked by non-fulltime employees.

Why set up Basic Hour Weeks?

As non-fulltime employees can work irregular hours, their remuneration might cover a different period than their full-time
counterparts. To this end, Shireburn Indigo Payroll allows you to set basic hour weeks for the period during which hours worked by non-fulltime employees have been logged and registered by the payroll department or equivalent, setting the payroll period for eligible employees. The number of basic hour weeks set, determine the number of NI contributions paid.

  • Date from: The date from which the week starts
  • Date to: The date until which the week runs
  • Week no.: Week number 

Basic Hours

Basic Hours allows you to enter the basic hours (excluding overtime and leave) for non-fulltime employees. 

To add any basic hours with this payroll, click on Basic Hours in the tab section followed by the Insert icon.

  • Employee: Select the employee for whom basic hours are being entered.
  • Employee Name: The employee's name. This field is auto-populated according to the selected employee.
  • Date: Select the date on which the hours were worked.
  • Number of Hours: Enter the number of hours worked on the selected date.
  • HR Rate: This field auto-populates with the hourly rate entered in X.

Overtime

Overtime allows you to input any overtime worked by eligible employees. Employees are considered as eligible for Overtime if the Overtime checkbox is ticked in the Employee file. 

To add any overtime due with this payroll, click on Calculation Overtime in the tab section followed by the Insert icon.

  • Employee: Select the employee for whom overtime is being entered.
  • Employee Name: The employee's name. This field is auto-populated according to the selected employee.
  • Pay Item: Select the Overtime Pay Item
  • Pay Item Desc.: Auto-populates with the description of the chosen Pay Item
  • Date: Select the date when overtime was worked.
  • Number of Hours: Enter the number of overtime hours worked.
  • Factor: When a factor has been assigned to the Overtime Pay Item, this field auto-populates with the configured factor. If no factor has been set in the Pay Item, enter factor here. Factor determines how the hourly rate is multiplied.
  • Hourly Rate:  The hourly rate on which OT is worked. This field is worked out automatically based on Basic Pay

Leave

Leave is a read-only tab which is auto-populated with approved leave requests due this payroll. To add new leave see Leave.

  • Employee name: This field auto-populates with the employee's name upon selecting an employee.
  • Pay Item: Select the Pay Item
  • Pay Item Desc.: A description of the selected Pay Item. This field is auto-populated according to the selected Pay Item
  • Cost Centre: Select the cost centre responsible for this Pay Item
  • Cost Centre Desc.: A description of the selected Cost Centre. This field is auto-populated according to the selected Cost Centre
  • Leave Type
  • Leave Type Description
  • Date: The date on which the leave was taken
  • Number of hours: The number of leave hours taken in the listed date.

Pay Items

Pay Items allows you to add pay items per employee, unlike Global Pay Items which applies a given pay item across the entire payroll board.

To add any pay items individually due with this payroll, click on Pay Items in the tab section followed by the Insert icon.

  • Employee: Select the employee
  • Employee name: This field auto-populates with the employee's name upon selecting an employee.
  • Pay Item: Select the Pay Item
  • Pay Item Desc.: A description of the selected Pay Item. This field is auto-populated according to the selected Pay Item
  • Cost Centre: Select the cost centre responsible for this Pay Item
  • Cost Centre Desc.: A description of the selected Cost Centre. This field is auto-populated according to the selected Cost Centre
  • Date: The date on which this Pay Item was due
  • Amount
  • Number of Contributions: The number of contributions payable during this payroll period.

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