This guide explains how to set up Payments, which are defined additions or deductions that are paid to an employee on a one-off basis.

When recording payments they are selected from a dropdown of payment options which are generated from the Payments Code Table.

To view payment codes
To create a new payment code

To view payment codes

Go to the following area:
- Latest (left-hand) menu: Data Management > Code Tables
- Pre-2025 (top) menu: System > System Administration > Code Tables
From the Job and Pay group select the Payments table
The screen presented will display all the existing payments codes

Clicking on the title of the payment will open that code to show the Payment Details and the Payment Rates

To create a new payment code

Important: If you use Paylink and wish to include a new Payment Code, please refer to the Paylink - Updating Payments and Allowances guide, as you will need to discuss any new codes you wish to add with your payroll team/provider. This is essential to ensure the payroll system has been configured for all new elements to be successfully received and processed.

Go to the following area:
- Latest (left-hand) menu: Data Management > Code Tables
- Pre-2025 (top) menu: System > System Administration > Code Tables
From the Job and Pay group select the Payments table
Click Insert New Record
On the Payment Details tab create the Description and Code
There are three different Types of Payment:
- Payment – an amount/percentage of pay to be paid
- Deduction – an amount/percentage of pay to be deducted
- Overtime – relates to an hourly payment related to a person’s hourly rate. The Overtime Rate box relates to this type, and is the multiplier of the hourly rate rather than the rate itself (it can be left as 0.00 if a Payment/Deduction type). Eg:
  - 1.00 rate would be 1 x the hourly rate (normal flat rate/single time)
  - 1.5 rate would be 1.5 x the hourly rate (time and a half)
  - 2.0 would be 2 x the hourly rate (double time)

The dropdown options for Self-Service Restriction are used to determine whether this code is accessible via self-service and what the restrictions on its use will be. The options are:
- HR only – only HR type users will see the code in the dropdown field
- Read only, except HR – only HR type users can insert or amend this code but other
  users can view it as read only
- No restrictions – any user with access to the page and field can select the code
  when inserting/amending a Payment

Click Update and then click Edit on the pop-up box and you will then be able to enter the Payment Rates on the second tab
Click Add new record
Enter the date that the payment rate is to be effective from and then enter either an Amount if the amount is fixed or a Percent if the value is being calculated as a percentage of salary. Select the Currency and then click Save changes
This code can now be used to record payments for an employee

Note: It is not essential that the Payment Rates are completed. Leaving them empty enables you to enter the value on inserting a payment of that type for an employee.

If selecting a Percent type of Payment, the Amount field should left as £0.00.

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Payments code table

Contents

To view payment codes

To create a new payment code

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Contents

To view payment codes

To create a new payment code

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