Adding materials, a bonus or an allowance to someone's pay

A pay run prices the hours on somebody's timesheet. Some pay has nothing to do with hours: materials a subcontractor bought for a job, a bonus for finishing early, an allowance. Those go on the person's record as pay items, and the run that covers their date pays them.

You need the Manage pay rates permission. Pay items are on every plan.

Adding one

Open the person under Users, choose Pay, then Show pay. Under Materials, bonuses and allowances, press Add. Add to this pay asks for:

• What kind — Materials, Allowance (tool, travel or phone money paid as part of pay) or Bonus (a one-off reward).
• What it is — printed on the person's statement, so Materials on its own is not enough. Say what it was, such as Timber and fixings, 5 May: the person reading it is being paid this.
• Amount.
• Which day — the run whose period covers this day is the one that pays it. Choose a day in a period that hasn't been paid yet. If a closed run already covers that day, Maliru refuses: A closed pay run already covers that day, so an item dated on it would never be paid. Date it in a period still to be paid and say when it was in the label, or put the paid period right with a correction.

Evidence or reference is optional: what backs it, such as a receipt number or the agreement it is paid under. The person it pays can read it.

Then Add. The item appears in the list with its kind, description, date and amount.

Why the kind matters

The kind is not a label.

• For an employee, it decides how the money reaches your payroll provider. Materials, an allowance and a bonus each travel as a kind of pay of their own, which you map to a pay item under Pay › Payroll provider, so the provider can treat each the way your arrangements require. Items added before allowances and bonuses were told apart travel as bonuses.
• For a contractor, it decides what is withheld. Materials are not pay for labour: under a scheme that deducts on labour, such as CIS, they are handed over in full. A scheme that deducts on the whole payment, such as Ireland's RCT, still takes its share of them. An allowance or a bonus is not payment for labour done either, so a labour-based scheme doesn't reach it.

What each kind feeds is set once for the workspace under Pay › Contractor withholding › What feeds what, and adding a scheme fills it in. Check it matches your arrangements — see which pay feeds which subtotal.

Getting the kind backwards sends an employee's money to the wrong pay item, or withholds the wrong amount from a contractor, and neither looks wrong on the total.

Which run pays it

An item belongs to its date, not to a run:

• The run on the person's pay calendar whose period includes Which day picks it up when it is worked out. It appears on their statement as its own earnings line, in the words you gave it.
• If that run is reversed and run again, the fresh run picks the item up again. Nothing is lost.
• For a member of a gang, the item is paid in the leader's line, along with the member's hours. See paying a gang.
• For somebody supplied by a subcontractor company, materials appear on the company's self-billed invoice as materials, which a labour-based deduction leaves alone.

Items are not part of What a week costs on the Pay tab, which prices the timesheet only.

Removing one

Press the × beside an item to remove it — but only while its day is unpaid. Once a closed run has paid that day, Maliru refuses: That day has already been paid. That includes a gang member's item paid in their leader's line. A closed run never changes. If the item was wrong, put it right in the next run with a correction to that period — see putting a paid period right.

Item or correction?

• An item is pay for the period its date falls in — this period's materials, this month's bonus.
• A correction puts right a period that has already been paid, and is carried into the next run.

If the period hasn't been paid yet, it is an item. Maliru enforces the line from both sides: an item on a day a closed run covers is refused, and so is a correction to a period that was never paid.

A person can see the items on their own record, read-only. With nothing added, it says Nothing has been added to your pay beyond the hours you worked. On their phone, their allowances and bonuses are under Me › Deductions, beside anything being taken from their pay.