Group other payments
Group Other Payments adds a recurring allowance or deduction to the payslip of everyone it applies to, without anyone entering it each cutoff. You say who it is for, by profile group, department, branch or employment type, and every matching employee gets it on every payroll until it expires. Use it for a transport allowance for all field staff, a meal allowance for one branch, or a union dues deduction for regular employees.
Where: Payroll › Settings › Other Payments › Group Other Payments
You need: the Payroll Settings right to add, edit or delete.
Which one, when
| You want to | Use |
|---|---|
| Pay the same recurring amount to everyone in a group, department, branch or employment type | Group Other Payments, this page |
| Pay a recurring amount to one named employee, or different amounts per person | Their profile, or Bulk profile other payments |
| Pay or deduct a set total over a fixed number of cutoffs | Scheduled payment plans |
| Pay something once, this payroll only | The payroll's Others tab. See Other payments |
How KAMI decides who gets it
The four Employee Assignment fields work together:
- Within a field, any match counts. Departments Sales and Marketing means anyone in either.
- Across fields, all must match. Departments Sales plus Branches Cebu means Sales staff in Cebu only.
- A blank field doesn't restrict. Leave Branches empty and every branch qualifies.
- At least one field must be filled. A payment with nobody assigned is never paid.
For example, a ₱1,500 rice allowance with Employment Types Regular and Branches Manila goes to regular employees in Manila, whatever their department or group.
How to add a group other payment
- Open Payroll › Settings › Other Payments › Group Other Payments.
- Click Add new other payment.
- Type the Name. This is what employees see on their payslip, so make it plain, such as "Transport allowance".
- Choose the Payment Type. The type decides tax, proration and what the payment feeds. See Other payment types and groups.
- Set an Expiry Date if the payment should stop. Leave it blank to pay it until you delete it.
- Type the Amount per payslip. To deduct, type a negative amount.
- Choose the Payroll period: None to pay it on every payroll, or 1 to 4 to pay it only on that payroll of the month.
- Under Employee Assignment, choose the Profile Groups, Departments, Branches and Employment Types it is for.
- Click Save.
How to change or stop one
- Pick the payment in the list. The list is grouped by payment type; use Search other payments to find one.
- Click Edit, change what you need, and click Save. Or click Delete to remove it.
To stop a payment from a date but keep the record, set the Expiry Date instead of deleting it.
Field reference
| Field | What it does |
|---|---|
| Name | The line name on the payslip. Must be unique among group other payments. |
| Payment Type | Which other payment type it is. Its settings decide tax, contributions, proration, tardy deduction and wage bases. |
| Expiry Date | The payment is included while the payroll's end date is on or before this date. Blank means no end. |
| Amount | The amount on each payslip, before proration or tardy deduction. Negative for a deduction. |
| Payroll period | Which payroll of the month it applies to: 1 is the first cutoff, 2 the second, up to 4 for weekly. None pays it on every payroll. |
| Profile Groups | Employees in any of these groups. |
| Departments | Employees in any of these departments. |
| Branches | Employees in any of these branches. |
| Employment Types | Employees with any of these employment types. |
What happens next
- The amount is per payslip, not per month. On a semi-monthly cycle, ₱2,000 with Payroll period None pays ₱4,000 a month. For ₱2,000 a month, type ₱1,000, or keep ₱2,000 and set Payroll period to 1 or 2.
- It reaches a payslip when the payroll is first calculated. On later recalculations it is only refreshed when you switch on Refresh Other Payments in the calculate dialog. A change you make mid-run doesn't reach payslips already calculated until you do.
- The type must be part of the run. The payroll's batch cycle lists the other payment types it includes, under Other Payments. A type that isn't ticked there is left out. See Batch cycles.
- Proration and tardy deduction apply if the payment type has Prorated or Tardy Deduction ticked. A joiner part-way through a cutoff then gets a share.
- Moving an employee to another department, branch or group changes what they get from the next payslip that refreshes other payments.
- Deleting stops it on future payslips. Paid payslips keep it.
Tips
- Check the cycle before typing the amount. The per-payslip rule is the most common reason an allowance comes out double.
- Use one payment per rule. "Transport allowance – Manila" and "Transport allowance – Cebu" with their own amounts are easier to audit than one payment with many exceptions.
- Prefer an expiry date to deleting. It keeps the record of what was paid and to whom.
- Tick Refresh Other Payments whenever you change a group payment during an open run.
- For one person's exception, don't make a group. Add it on their profile instead.
Frequently asked questions
An employee didn't get the group payment. Check that they match every filled field, that the payroll ended on or before the expiry date, and that the payroll period matches. Then recalculate with Refresh Other Payments on.
The allowance appeared twice in a month. The cycle is semi-monthly or weekly and Payroll period is None. The amount is paid on every payslip.
Can I give different amounts to different people with one group payment? No. Every matching employee gets the same amount. For per-person amounts, use Bulk profile other payments.
Is a group payment taxed? That depends on its payment type's Tax status. See Other payment types and groups.
What is the Other payment groups page I've heard about? It is no longer in use. Group Other Payments replaced it.