Shift Allowance Guide

Introduction

This document is will provide a step-by-step guide on the Shift Allowance feature. The guide will cover the entire procedure on the workflow to be done by the admin. Please note that this feature needs to be enabled on your system for it to be available. If you require this, please contact support@justlogin.com 

Part 1: Creating Shifts, Assigning Shifts Created and Creating Pay Elements

A. Creating Shifts: Please refer to this guide: https://support.justlogin.com/hc/en-us/articles/360025539651-Roster-Shift-Setup-Express-

B. Assigning Shifts: Please refer to this guide: https://support.justlogin.com/hc/en-us/articles/360025632271-Roster-Shift-Assignment-Express- 

C. Creating Pay Elements (Optional) -- this can be skipped if you are using existing pay elements to map the shift allowance. To create, please refer to this guide: https://support.justlogin.com/hc/en-us/articles/360027438652-Configuration-Payroll-Pay-Elements-Express- 

 

Part 2: Setting up Shift Allowance

Step 1: Go to mceclip0.png

Step 2: Click on mceclip1.png

Step 3: Look for the mceclip2.pngtab at the top and click on it.

Step 4: You will see an image similar to below. Put a tick under the "Is Active" column of the shift you want to assign the specific allowance.

mceclip3.png

Step 5: Once you put a tick in the "Is Active" column, the fields "Rate/Formula" and "Pay Elements" will be enabled

Step 6: Indicate the Rate/Formula into the appropriate field and map the shift to a specific pay element that it will be tagged into the Payroll module

Step 7: Click the mceclip4.pngbutton to save your settings.

Notes:

  1. ShiftID and Shift Name are based on the Shift Setup.
  2. If ‘Is Active’ is ticked, the administrator is required to enter Rate/Formula and map the Pay Element.
  3. If ‘Is Active is unticked, the Rate/Formula and Pay Element fields will be disabled.
  4. The formula defined on this page will override the pay element formula set in Payroll (if any).
  5. Only Allowance Pay Elements will be listed in the dropdown list.

Part 3: Transferring to Payroll

Once everything has been set up, all staff assigned to that particular shift will be credited the allowance assigned to that shift. To process the data from the Attendance module to Payroll, please follow the steps below:

A. On the Attendance module

Step 1: Go to mceclip0.png

Step 2: Click on mceclip5.png

Step 3: Look for the mceclip6.pngtab at the top. This is where you can see the list of staff who are assigned to different shift allowances. 

You can indicate the period of coverage in this field:

mceclip7.png

Step 4: Click on mceclip8.png

Step 5: Please verify the data indicated. Once verified, put a tick beside the names of the staff that you would like to transfer the data into payroll.

Step 6: Click on mceclip9.png

B. On the Payroll Module

Step 1: Go to mceclip10.png

Step 2: Click onmceclip11.png

Step 3: Look for the mceclip12.pngtab at the top

Step 4: You may use the filters to choose the month and year

mceclip13.png

Step 5: Put a tick beside the names of the staff and then click on mceclip14.png

mceclip15.png

Step 6: Verify if Pay Element and amount are added to employee’s Pay information page

mceclip16.png

Notes:

  1. Records transferred from Attendance will reflect under ‘Pending’ status first.
  2. The amount is computed based on the formula defined in the Shift Allowance setup.
  3. The system will automatically add the Pay elements to the respective employees’ Pay Information page upon clicking on ‘Approve’.
  4. Any subsequent changes are to be done directly on the employee’s Pay Information page.
  5. Once the records are approved, it will be removed from the Pending list and will reflect under Processed.
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