Company deductions
Recover what a worker owes the company, with their agreement, a step at a time.
A company deduction is money a worker owes the company: damage to a van, lost equipment, a fine, an advance or a loan they are paying back, uniform or training costs. Maliru takes it from their pay in instalments, and only once they have agreed to it.
Maliru works out gross pay, and your payroll provider works out tax and take-home pay. So a deduction goes to your provider as its own line, taken after tax: the provider taxes the full gross and takes the deduction from what is left. Taking it off gross would under-declare their pay.
For a contractor, a deduction is a contra charge, shown on their self-bill statement as Charged back to you. Their withholding is worked out first, and the charge comes off what is left.
You need the Manage pay rates permission, and company deductions are on the Crew plan and above.
Raising one
Open Pay › Company deductions › Deductions and choose New deduction. You can also raise one from the Company deductions section of the person's Pay tab under Users, or with a Recover action on the record it arises from. See recovering a cost from the record.
- Person — who owes it. Somebody who no longer works for you can't be chosen, and nor can a member of a gang they do not lead: a member is paid through the leader, and nothing is taken from the leader's pay for them.
- Reason — from your workspace's list. Each reason says whether it is for the company's benefit (damage, a fine) or repays the worker's own debt (an advance, a loan). See deduction reasons.
- What it is for — printed on their statement, so be specific: Nearside mirror, AB12 CDE.
- Amount owed.
- How it is taken — All at once, A fixed amount each run (then Taken each run) or A percentage of gross each run (then Percentage of gross each run).
- Most in any one run — optional: a cap on what a single run takes, whatever the schedule asks.
- What it arises from — what backs it, such as Advance of 200 paid on 3 May, form signed. Raised from a record, the record itself is the evidence, and this becomes an optional note.
Choose Raise and ask for agreement. The worker is notified straight away.
The worker's agreement
Nothing is taken until the worker agrees. On their phone, Me › Deductions shows the reason, the amount, how it is taken and what backs it. They choose Agree and sign and sign, or Dispute and say why. A dispute is sent to whoever raised the deduction, or to everybody with Manage pay rates if that person has left or no longer runs pay.
If they signed a paper agreement instead, open the deduction and choose Record paper agreement to upload it: a PDF, PNG or JPEG of up to 10 MB. It is recorded as a paper agreement, with who filed it.
If you change the reason, the amount owed, how it is taken or the most in one run, the worker is asked to agree again, and nothing is taken until they do. Changing what it is for, or the note, does not. The amount owed can't go below what closed runs have already taken.
In a pay run
Each run takes the instalment, up to any cap, oldest deduction first:
- A deduction still awaiting agreement is listed on the run as an exception, and nothing is taken.
- A disputed deduction is listed too, and nothing is taken until it is resolved.
- A paused deduction is left alone.
- Anything that doesn't fit, because of the cap, the minimum wage floor or what was earned, is carried forward: it stays on the balance, and later runs take it. It is never added to the next instalment. The run shows it, and so do the worker's statement and their Me › Deductions.
Exceptions don't stop a run closing. They say what was not taken, and why.
The balance only goes down when the run is closed. Working a run out again changes nothing. If a deduction changes after the run was worked out — paused, disputed, written off, or its terms agreed again — closing is refused until you work the run out again.
If you reverse a closed run, what it took goes back on each balance, and a deduction it paid off is active again. For one written off since, what comes back is added to the amount written off.
Status
- Awaiting agreement — raised, waiting for the worker.
- Active — agreed, and taken each run. Pause stops it.
- Paused — kept, and not taken until you Resume it.
- Disputed — the worker disagrees; they can dispute an active deduction too, which stops it. Change its terms so they can agree, record a paper agreement, or write it off. If they had agreed before disputing, you can Resume it on that agreement.
- Paid off — the balance reached nothing.
- Written off — the rest is forgiven. Say why when you write it off.
Every change is recorded in the audit trail, with who made it, and so is each time the worker opens one.