How to manage payroll specifications for an employee

How to manage payroll specifications for an employee

If a payroll instruction exists for your company as a whole, it is set up in one of two ways; applicable to all employees, or applicable to only those it is added to. If set up as applicable to all employees, the payroll instruction will appear as a default under each employee's Payroll Instructions tab. Otherwise, you'll have to add it specifically to their profile. For more information on setting up payroll instructions for the company, click here.

Adding a new payroll instruction to the employee profile


  1. Navigate to the employee's profile and click on "Payroll Instructions".
  2. Click on "Add Payroll Instruction".

3. Select the payroll instruction you wish to add.

4. Make sure the button "Enabled" stays clicked. Scroll to the bottom and click "Save" to add this payroll instruction. To make edits to the information, read the below section on customizing.

Customizing a pre-existing payroll instruction

  1. Navigate to the employee's profile and click on "Payroll Instructions".
  2. Find the payroll instruction you want to edit. If the instruction doesn't exist in the profile, click "Show disabled payroll instructions" to see if it's been disabled, or click "Add Payroll Instruction" to add it for the first time.
  3. If you are editing the payroll instruction for the first time for this employee, click "Apply Employee Override". If you have already edited the payroll instruction for this employee, click "Edit"
  4. This first section of the edit screen outlines the payroll instruction in question and the instruction type. 
    1. If the "Enabled" 
      tick box
      is checked, this instruction will have an entry box on the input sheet for this employee.
    2. Click the "Override Default Properties" box if you want this employee's information to be different
      than
      the company default settings.
    3. The instruction will default to the same schedule as the company settings - if changes are
      required
      select the appropriate schedule from the drop-down menu.
  5. Scroll down and you will see the Payroll Input Sheet section. 
    1. Default Value: Default value refers to a regular amount to be entered on the input sheet. This amount will appear by default on the input sheet every time the instruction is scheduled to be on the input sheet (see above for schedule).
    2. Auto-Protect: This is used in combination with a default value. If selected, the default value
      can not
      be edited on the input sheet.
    3. Input warning limit: If the value goes over this limit (in a single pay run), a warning will appear on your errors/warnings report after processing payroll.
    4. Input error limit: If the value goes over this limit (in a single pay run), an error will appear on your errors/warnings report after processing payroll and you will not be able to approve.
  6. Continue scrolling and you will see the Formula section. This allows you to add a calculation to your payroll instruction. Whatever is input (either a default value or manual entry) will be put through the formulated calculation. Please contact our support team if you require assistance with a payroll instruction formula.
  7. Below this is the Instruction Behaviour. Here you can specify some maximum values for this payroll instruction. There are two ways you can specify a maximum.
    1. Shall not exceed the payroll maximum amount: This allows you to set a maximum that is considered for each single pay run. If the value exceeds this number, only this number will be included in the pay run. (e.g. if a maximum of $250 is set and the payroll input sheet reads $300 only $250 will be included in the payment).
    2. Is reduced or set to zero when it exceeds: This allows you to set a maximum that continues through many pay runs. To specify when the maximum is no longer considered, choose one of the two options outlined in the orange box. (e.g. if a maximum of $250 is set, and the payroll input sheet has $50 per pay run, only the first 5 pay runs will be considered, after which this payroll instruction will automatically stop).
      • and the amount is accumulated year to date: This means the payroll instruction will work until it hits the maximum above, at which point it will stop. It will reset when the year switches over and start again.
      • and the amount is accumulated since last balance reset: 
        This means the payroll instruction will work until it hits the maximum above, at which point it will stop. It will reset only when a human presses the button below reading "Reset Accrual Balance".
  8. Lastly, there is a setting called Third Party Payments. Please contact the Rise support team if you wish to set up a third party payee.
    Click "Save" and your changes will be submitted.

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