Setup Cycle Step Five: Allowances
Many allowances paid to employees are based on time worked and attendance. Exo Time and Attendance provides the ability to calculate all time based allowances and can transfer these allowances to your payroll system along with the employees hours. Exo Time and Attendances allowance maintenance screen lets you establish strict rules for who is to receive the allowance and what they must do in order to qualify for it.
Select Step Five from the Time and Attendance Setup Cycle and the following window appears:
Allowance Code Enter a new alphanumeric code to create a new allowance, or enter the code of an existing allowance to edit that allowance.
Description Enter a description for the allowance.
Days of the Week To Pay On Exo Time and Attendance has the ability to restrict the payment of allowances to certain days of the week e.g. a meal allowance only paid to employees who work on Sundays. Tick the box for all days of the week on which the allowance will be paid.
Before Time In addition to being able to control the payment of an allowance on particular days, Exo Time and Attendance can also specify that an allowance will only be paid to an employee who has worked at a particular time of the day or finished before a particular time of the day. Two options are available:
- If an employee can only be paid this allowance for working before the specified Before Time, select Work.
- If an employee can only be paid this allowance for finishing work before the specified Before Time, select Finish.
After Time As with before time we can also restrict payment of an allowance to only those employees who have worked or started after a particular time of day. If this applies enter that time here. An example of this would be a meal money where an employee can be paid a meal allowance if they work after 18:00 (6pm). Two options are available:
- If an employee can only be paid this allowance for working after the specified After Time, select Work.
- If an employee can only be paid this allowance for starting work after the specified After Time, select Start.
Hours Worked... Per ... Where an employee must work a specific number of hours before qualifying for this allowance, enter that value here and specify whether the number of hours that must be worked is Per Day, Week or Pay Period. It is normal to specify at least a minimum of 1 hour worked.
Maximum Units... Per... You may wish to restrict the number of units of a particular allowance that an employee can receive within a particular period. An example of this may be meal money where an employee can only receive one per day or five per week. If a maximum applies, enter that value here and specify whether it is Per Day, Week or Pay Period.
Allowance Qty... Per... This field is used to determine how many units of an allowance the employee will receive, should they meet all the rules as set out earlier. Enter the number of allowances to be paid and whether it is Per Day, Week or Pay Period.
Pay on Ordinary Hours Exo Time and Attendance has the ability to pay allowances on either ordinary time or overtime or both. Select this option if this allowance is to be paid on ordinary time.
Pay on Overtime Hours Select this option if this allowance is to be paid on overtime hours.
NOTE: This setting treats all overtime hours as one unit of allowances per hour worked.
Use Equated Hours for Overtime Selecting this option means that the allowance is calculated at the same rate factor as the hours for overtime. For example, one hour at time and half would generate one and a half units of the allowance.
Round Hour Totals Select this option to round allowances up to the nearest whole number, thereby avoiding having to pay part allowances.
Payroll Allowance Code Enter the allowance code that applies to this allowance as set up in your payroll system.
Cost Centre If this allowance is to be costed to a particular cost centre when paid enter that cost centre here. To use the employee's default cost centre, leave this field blank.
Click Save or press F10 to save the allowance.