Payroll Attributes and Flags in the Preview

 

This article describes, which data is included in the preparatory payroll and when it is color coded for clarity.

To see changes in detail, click on one of the color-coded lines. This will bring up a pop-up on the right that will provide you with additional context on the data changes. This saves you having to navigate to the employee profile to cross-check the old and new values.

 

Salary-Related Attributes 

Values Reference Period Data Included Flag
Fixed salary Accounting
month (calendar)

Payroll generates salary values ...

1) ... if the salary for the reference period is > 0

2) ... if the salary is currently 0, but was not 0 in the previous month

3) ... if the salary has changed since the last export (usually the previous month). If there was no export in the previous month, any point in time in the past is taken into account, but only the last change is output

If the date on which the fixed salary changed falls within the accounting month (01. – end)
Salary Accounting
month (calendar)

If the salary (current salary) differs from the previous month's salary (prorated leave or a change in weekly working hours)

Hourly wages Accounting period  If the date of the hourly salary change is within the accounting period
Actual hourly salary for the month Accounting period If the actual monthly salary (hourly salary * working hours) is > 0
Recurring compensation Accounting
month (calendar)
If the date on which the compensation changed falls within the accounting month (01. – end)
Bonus Accounting
month (calendar)

Payroll generates bonuses and extra payments ...

1) ... if the total payment for the accounting month is > 0

2) ... if bonuses or extra payments have been added since the last export (usually the previous month). If there was no export in the previous month, any point in time in the past is taken into account, but only the last change is output

If the bonus payment month is the current accounting month
One-time compensation Accounting
month (calendar)
Payroll flags every separate one-time compensation 
Hours worked Accounting period

Payroll generates hours worked ...

1) ... if the hours in the accounting period under review are entered in the Attendance tab

2) ... if the main salary hours are entered in the Salary tab

Payroll flags the total hours worked for the accounting period under review

 

Employee attributes

Values Reference Period Data Included Flag

Employee attributes

Last export (in the previous month)

Employees appear in the export if at least one of the following cases applies:

a) Attribute changes have been made to the Personal info tab in the employee profile since the last payroll was finalized, and the corresponding attributes are included in the payroll preview as columns.

b) At least one day of the accounting period falls within the period between the hire and termination dates

c) The employee receives some kind of salary payment (including supplementary payments)

If employee attributes have changed since the last export
New employees Accounting
month (calendar)
If the hire date of the new employee falls within the current accounting month (01. – end)
Leaving employees Accounting
month (calendar)
If the exit date of the new employee falls within the current accounting month (01. – end)

 

Absences

Values Reference Period Data Included Flag

Absence periods

Accounting period

Last export in the previous month

Payroll outputs all absence periods that fulfill the following conditions:

The corresponding absence type was selected in the settings to appear in payroll

AND

The employee's absence period was approved

AND

The period contains at least one day in the current accounting period

OR

The period contains at least one day in one of the three previous accounting periods (Personio takes into account the period from the start date of the current accounting period minus three months)

AND

The absence period was approved or changed since the previous month's export

Absence periods are not flagged since only the periods that have occurred since the last export are listed anyway

 

Exceptions

Case 1 Values Requirement Example

Employee changes subcompany

Employee attribute The employee data should be displayed in both payrolls, that of the previous and of the current subcompany  
Fixed salary

For each individual subcompany, Personio calculates the prorated salary based on the days of the month

Changing from subcompany A to subcompany B on 12.09. results in 11/30 of the salary being on A's payroll and 19/30 on B's payroll (if 30-day prorated salary calculation has been set)

Recurring compensation
Hourly wages Personio calculates and displays the prorated monthly salary per hour based on the number of days in the accounting period at each subcompany Accounting period 15.-14. of the month:
Changing from subcompany A to subcompany B on 19.09. results in 4/30 of the salary being on A's payroll and 26/30 on B's payroll (if 30-day prorated salary calculation has been set)
Bonus Personio settles the bonus in full and displays it as part of the previous subcompany's payroll  

 

Case 2 Values Requirement Example

Employee changes accounting group

General Identical to case 1: "Employee changes subcompany"

Accounting group A: accounting period 15.–14. of the month

Accounting group B: accounting period 01. – month end


Employee changes from A to B on November 5

Employee attribute    
Fixed salary, Recurring compensation

Fixed salary of €1,000, based on the November payroll (reference: days per month):

Accounting group A: 15/30 * €1,000 + 4/30 * €1,000 = €633.33 (15.10–04.11)

Accounting group B: 26/30 * €1,000 = €866.67 (04.11. – month end)

Hourly wages

For the November payroll (reference is the days of the accounting period):


Accounting group A: hourly salary * working hours from 14.10.–05.11.


Accounting group B: hourly salary * working hours from 05.11.–30.11.

Bonus €100 bonus for November:
A: €100
B: none

 

Case 3 Values Requirement Example
Company introduces accounting groups   For each accounting group and all employees assigned to an accounting group, Personio takes into account and flags all data changes made since the last accounting export in which the employee was included
  • No grouping by accounting groups in September
  • Payroll is settled on 20.09.
  • There is a data change for the employee attribute "bank account" on 21.09.
  • In October, the division into two accounting groups takes place

The change to the "bank account" attribute will be flagged in the October payroll, although it was applied in September

 

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