Scheduled payment plans

A scheduled payment plan spreads one payment or deduction over a set number of payroll cutoffs and keeps the running balance for you. Use it to recover a salary overpayment in six instalments, pay a sign-on bonus over three months, or deduct the cost of a uniform over four cutoffs. KAMI puts each instalment on the right payslip, marks it paid when the payslip is paid, and closes the plan when the last one is paid.

Where: Payroll › Settings › Other Payments › Scheduled Payment Plans

You need:

• The Payroll Settings right to open the page
• The Payroll processor right to create, change, skip, cancel or delete plans

Which one, when

How to create a plan

1. Open Payroll › Settings › Other Payments › Scheduled Payment Plans.
2. Click New Plan.
3. Choose the Employee. If you pick several people, KAMI creates a separate plan for each, so each has its own balance and can be cancelled on its own.
4. Type the Plan Name. It appears on the payslip line, with the instalment number, such as "Installment 2 of 6".
5. Choose the Other Payment Type. Its settings decide tax and contributions. See Other payment types and groups.
6. Choose the Direction: Earning adds to pay; Deduction takes it off.
7. Choose the Amount Mode and type the amount:

- Total Split: type the Total Amount. KAMI divides it by the number of instalments in whole amounts, and adds any remainder to the first one. - Fixed Per Installment: type the Amount Per Installment. The total is that amount × the number of instalments.

1. Type the Number of installments.
2. Choose the Batch Cycle. Only payrolls of this cycle pick up instalments.
3. Choose the Start Period Date: the end date of the first cutoff to pay. It must be a payroll cutoff date of the chosen batch cycle.
4. Click Create.

KAMI lays out one instalment per cutoff from the start date. For example, ₱10,000 Total Split over 3 instalments on a semi-monthly cycle whose cutoffs end on the 15th and the last day, starting 15 January, pays ₱3,334 on 15 January, then ₱3,333 on 31 January and on 15 February.

How to create many plans from a spreadsheet

1. Click Bulk upload, then Download Template.
2. Fill one row per plan: employee ID, plan name, other payment type, direction, amount mode, total amount or instalment amount, number of instalments, batch cycle name and start period date.
3. Click Import and choose the file.

If any row has an error, nothing in the file is imported. Fix the rows listed and import again.

How to skip one instalment

1. Click the plan to open it.
2. In the Installment Schedule, click Skip on a Pending instalment.
3. Under What should happen to the skipped amount?, choose:

- Create deferred: adds a new instalment of the same amount after the last one, so the plan runs one cutoff longer. - Adjust in remaining: spreads the skipped amount over the remaining Pending instalments. - Do nothing: the amount is dropped, and the plan total falls by that much.

1. Confirm.

Unskip puts a skipped instalment back to Pending and reverses what the skip did. It can't be undone once an adjusted later instalment has been paid.

How to change the remaining instalments

1. Open the plan and click Edit Remaining.
2. Fill one or both. Leave a field blank to keep it.

- New Amount Per Installment sets every Pending instalment to this amount. - New Installment Count sets how many Pending instalments remain. Without a new amount, the remaining balance is respread across the new count.

1. Click Save.

Paid and skipped instalments never change.

How to stop a plan

• Cancel Plan voids every Pending instalment and marks the plan Cancelled. Paid instalments stay as the record.
• Delete Plan removes the plan completely. It is only possible while no instalment has been paid or reached a payslip. Use it for a plan created by mistake.

Field reference

On the list, Filters narrows the plans, for example by Status. Click a row to open the plan.

What happens next

• Each calculation picks up the instalment due. A payroll of the plan's batch cycle includes every Pending instalment whose period end falls inside the payroll's dates. Unlike group payments, you don't need Refresh Other Payments.
• The other payment type must be included in the batch cycle under Other Payments, or the instalment is left out. See Batch cycles.
• An instalment becomes Paid when its payslip is paid. If the payslip is rolled back from Paid, the instalment goes back to Pending.
• Skipping, cancelling or reducing takes the instalment off any unpaid payslip it had reached. Recalculate that payroll.
• No proration or tardy deduction applies to instalments.

Tips

• Pick the start date from the cycle's real cutoffs. A date that isn't a cutoff end of that batch cycle is refused.
• Prefer Total Split for a debt, so the plan can never recover more than is owed.
• Use Adjust in remaining when the end date matters, and Create deferred when the instalment amount matters.
• Watch the warnings at the top. "Some installments no longer match the payslip for their period" means a payroll needs recalculating. "This plan has terminated employees with outstanding installments" means you should settle the balance on final pay or cancel the plan.
• Name the plan for the employee to read. "Uniform deduction" is clearer on a payslip than "Plan 4".

Frequently asked questions

An instalment didn't appear on the payslip. Check the payroll belongs to the plan's batch cycle, the instalment's period end falls within the payroll's dates, the plan is Active, and the type is included in the batch cycle.

Why is the first instalment a little bigger? Total Split puts the remainder of the division on instalment 1, so the total is exact.

Can one plan cover several employees? Picking several employees creates one plan each.

Can I delete a plan that has started? No. Cancel it instead. The paid instalments stay as the record.

Related articles

• Other payment types and groups
• Other payments: allowances, bonuses and deductions
• Group other payments
• Batch cycles
• Payroll bulk imports