A new version of Extra Payroll is now available. You can now attach additional payroll entries directly within the payroll flow. This guide explains how to create an Extra Payroll using the new flow.
If you prefer to use the previous method, you can follow this link.
An Extra Payroll is used when you need to run a separate payroll for one or more employees during a specific payroll period.
For example, it can be used to pay a bonus, make a payroll correction, or process a one-time payment for selected employees.
Guide
1. Go to Payroll and click Create Extra Payroll.
Go to Payroll in the top menu.
Click Create Extra Payroll.
2. Select payroll cycle, payroll period and the employee.
Select Extra Payroll as the payroll type.
Next, select the payroll cycle and the payroll period the Extra Payroll should apply to.
Under Search Employee, you can search for employees or filter by employment type, creation date, or newly hired employees only.
3. Select employees
Click the arrow next to each employee you want to include in the Extra Payroll.
The selected employees will be moved from Unselected Employees to Selected Employees.
Once you have selected all relevant employees, click Continue.
4. Add adjustments
On the next page, you will see the employees selected for the Extra Payroll.
Click Add next to the employee you want to make an adjustment for.
5. Select an Adjustment Type
On the employee's adjustment page, you can view the employee's name, the payroll period, and any unpaid base salary for the selected period.
Select the adjustment type you want to add from the dropdown menu.
Adjustment types you can use
Adjustment types you can use
Bonus
Used to pay a one-time additional amount to an employee, such as a performance bonus, holiday bonus, or any other one-off payment.
Leave
Used to register or correct absences that affect payroll, such as unpaid leave, sick leave, or other absences that were not included in the regular payroll run.
Reimbursement
Used to reimburse employees for business-related expenses they have paid on behalf of the company, such as materials, hotel stays, or other work-related costs. These reimbursements are generally tax-free.
Transport allowance
Used to reimburse business mileage driven in a private vehicle at the applicable government tax-free reimbursement rates.
Travel Allowance
Used to pay tax-free travel and subsistence allowances for business trips that include an overnight stay.
Net Deduction
Used to deduct an amount from the employee's net salary after tax. Typical use cases include loan repayments, payroll corrections, or employee purchases.
Gross Deduction
Used to reduce the employee's salary before tax. This is typically used for salary sacrifice arrangements, such as company-paid phone, internet, or other employee benefits.
Additional Pension
Used to make an additional pension contribution on top of the employee's regular pension contribution for the selected payroll period.
6. Create the adjustment
In this example, Bonus is selected.
Click Make adjustment to enter the adjustment details.
7. Enter the Adjustment Details
Fill in the information required for the selected adjustment type.
For Bonus, you will typically need to enter the amount, bonus type, whether the amount should be included as holiday entitled pay, and the text that will appear on the payslip.
Click Save Changes once you have completed the required information.
The fields available may vary depending on the adjustment type you select.
8. Save the Employee's Changes
Once the adjustment has been created, you will be returned to the employee's adjustment page.
Click Save Changes to save the adjustment for the employee.
9. Save all adjustments
When you return to the overview of the selected employees, you will see the adjustments that have been added.
Repeat the process for any other employees who require adjustments.
Once all adjustments have been completed, click Save adjustments.
10. Confirm the Payroll
After you click Save Adjustments, a confirmation dialog will appear.
Click Create Payroll to create the Extra Payroll.
11. Review the Payroll
Once the payroll run has been created, you will be redirected to the Payroll Overview.
The Extra Payroll will appear at the top of the list with the status Pending Approval.
Review the payroll period, employees, and amounts, then approve the payroll run in the same way as a regular payroll run.
Important to Know
The Extra Payroll will only be created for the employees you actively select during the flow.
You can add multiple adjustments for the same employee.
Always review the payroll period, selected employees, and amounts before creating the payroll run.
Once the payroll run has been created, its status will remain Awaiting Approval until it is approved.
The Extra Payroll Without Flow button allows you to bypass the guided flow. However, we recommend using the guided flow, as it walks you through selecting the payroll period, employees, and adjustments.