Match Payments with Pay Codes - Staffology Payroll

New Payments

You must match new payments in Staffology HR with a pay code from Staffology Payroll to make sure data sends between the systems after setting up the integration.

You do not need to match a pay code with a static salary pay element.

Existing Payments

Any existing payments you have set up on an employee's record prior to the integration send to Staffology Payroll after you have matched the payment with a pay code from payroll. You do not need to delete the payment from the employee's record and re-add it.

In this section:

• Match a Payment with a Pay Code - existing HR user

• Match a Payment with a Pay Code - existing Payroll user

• Assign a Payment to an employee

Match a Payment with a Pay Code - existing HR user

1. In Staffology HR , go to System Tools > Utilities > Payroll > Staffology Payroll.

2. Under Pay Elements, select Payments.

   Any existing payments you have set up in Staffology HR display here.

   To add a new payment, select Add Payment.

3. In Staffology Payroll, go to Settings > Pay Codes > Custom Codes > Add Pay Code.

   After creating your pay code, return to Staffology HR .

4. Go to System Tools > Utilities > Payroll > Staffology Payroll > Payments.

5. Select Edit on your unlinked Payment.

6. Using the dropdown displayed under Pay Code, select the pay code you created in Staffology Payroll to match with your desired payment in HR.

   The Pay Code list displays all unlinked codes.

7. Select Save.

8. The payment Status should now have changed from Unlinked to Linked.

9. You have successfully linked your payment with a pay code. You can now assign the payment to an employee in their record and send it to Staffology Payroll.

Match a Payment with a Pay Code - existing Payroll user

To set up a payment with a pay code as an existing Staffology Payroll user:

1. Go to System Tools > Utilities > Payroll > Staffology Payroll > Payments and select Add Payment.

2. Enter a Name for your payment.

3. From the Pay Code list, select the code you have set up in Staffology Payroll.

4. From the Type list, select either Static or Variable.

   • Static - A payment that displays on the employee's record, for example, if they have a car allowance.

   • Variable - A one-off payment, for example, a bonus.

5. Complete all other relevant fields and select Save when finished.

6. Your payment should now display as Linked with the correct pay code displayed.

7. You can now assign the payment to an employee in their record.

Assign a Payment to an employee

1. In Staffology HR , go to Directories, select an employee and choose Edit.

2. Select the Payroll tab and choose Payments > Create New.

3. From the Element dropdown, select the payment you created in System Tools > Utilities > Payroll > Staffology Payroll.

4. Name, Basis, Pay Code and Type should populate automatically with the payment information.

   If no Pay Code displays, you have not linked the payment with a pay code in Staffology Payroll. Make sure to do this before continuing.

5. Enter a Start date for the pay element if the field has not populated automatically.

6. Complete all fields relevant to this pay element and Save.

7. After saving, go to the employee's record and select Payroll > Payments to view the pay element you have created.