The Historical Pay Records function can also be used for scheduling upcoming changes in employee pay, such as increases mandated by legislation.
Best Practice For Historical Pay Records
The top of the page will always show the currently active pay rate.
The Effective From date is both the date the new pay rate takes effect and the end date of the rate of pay that comes immediately before this date chronologically. This applies to both past and future updates and means no edits are required to other pay dates when updating.
Before you begin adding Pay Records, establish the list of reasons you'll be using going forward. A consistent approach to the reasons field will maintain an easy-to-follow audit trail when generating a report and updating pay rates in bulk.
Ensure every field is complete.
Though this article refers to editing pay rates, it is advised to use Historical Pay Records to record any update to how an employee is paid, not just a change of pay rate. This can include working dates, main schedule, contracted hours and even a change from salaried to hourly or vice versa. This will help build a more complete picture of your business.
Historical Pay Records Fields
Payment: Determines whether an employee is paid by the hour or with a salary.
Effective From: Create dates in the past or future to specify when the record is active. If you try to enter a date that’s already in use, a warning will appear.
Reason: Users can now include a reason when creating and editing pay records allowing them to keep a clear record of why a pay change occurred, this could be national minimum wage increase promotion etc.
NB: It is recommended to establish a list of reasons ('raise', 'minimum wage increase' etc) before using this feature to keep them consistent so that changes are easier to track in reporting.Main Schedule: When applicable, this is where an employee's costs will be allocated.
Contracted Hours: Included as part of a pay record as this is used when set to salary ‘Allocated Hours’. It’s recommended to create a new record when changing contracted hours for an employee.
Pay Rates: Hourly rate, Sunday Rate, Public Holiday rate, OT1 & T2 all added as part of a pay record if an employee is paid by the hour.
Weekly Rate: How much an employee is paid by the week.
Assign Labour Cost By: The way an employee costs are assigned, more detail about these categories are available here.
Working Days: The days an employee is scheduled to work.
How Can I Add Pay Records For A Period In The Past?
Login to your Bizimply account.
Find the profile for the employee you'd like to update.
Click on the Payroll tab.
Click the blue New Pay Rate button at the top of the list of pay rates, on the right hand side of the screen. This is where employee labour costs will be applied.
Chose the Effective From date. This is both the date the new pay rate takes effect and the end date of the rate of pay that comes immediately before the new date chronologically.
Enter the other relevant information, including any position exceptions and the reason their payroll is being updated.
When you are happy with the information entered, click save.
You can now view the new rate of pay in the list below the currently active rate of pay.
NB: Before you begin adding Pay Records, establish the list of reasons you'll be using going forward. A consistent approach to the reasons field will maintain an easy-to-follow audit trail when generating a report and updating pay rates in bulk.
How Can I Schedule A Future Change To Employee Pay?
Login to your Bizimply account.
Find the profile for the employee you'd like to update.
Click on the Payroll tab.
Click the blue New Pay Rate button at the top of the list of pay rates, on the right hand side of the screen. This is where employee labour costs will be applied.
Chose the Effective From date. This is both the date the new pay rate takes effect and the end date of the rate of pay that comes immediately before the new date chronologically. For dates in the the future, this will be the end date for the currently active pay rate.
Enter the other relevant information, including any position exceptions and the reason their payroll is being updated.
When you are happy with the information entered, click save.
You can now view the new rate of pay in the list below the currently active rate of pay.
NB: Before you begin adding Pay Records, establish the list of reasons you'll be using going forward. A consistent approach to the reasons field will make reporting easier.
Which Reports Are Affected By Historical Pay Records?
Cost Analysis Report: This report has been updated to reflect active pay records for each record.
Timecard Analysis Report: This report will now reflect active pay records for each record.
Employee Timecard Report: This report has been updated to reflect Current Pay Rate column, the report will show the pay rate active when the report was exported not the date range reported, this is because multiple pay records can be active within a week. Cost analysis will show a more accurate picture of multiple pay rates.
Schedule Report - Schedule vs Actual: This report has been updated to reflect active pay records for date range reported.
History Of Hours Worked: This report will now include an entry for each pay rate.
Contracted Hours:This report will now include an entry for each pay rate.
HR Audit Log: Updated to show which fields are updated when a record is created or edited, effective from and to have also been added to the report.
How Can I Update Pay Records In Bulk For Hourly Employees?
NB: Only an Account Administrator can make these changes.
Login to your Bizimply account
Click the dropdown menu on the right-hand side of the screen
Click on Settings
On the left side of the screen click on Employees
Select Update Employee Profiles
Select Hourly Pay Rate from the dropdown
Next click the blue button Download Active Employee List on the right-hand side of the screen
Your Active Employee List will be emailed to your email address
Open the CSV file, all of your active employees will be on this CSV file as seen in the example image below
Fill in the changes you'd like to make for hourly employees, including an effective from date.
It is important that 'Column A' is not edited. This contains a unique Bizimply ID for each employee - it is not the employee number.
It is okay if you leave a field blank for some employees - the information will not be overwritten with a blank entry and will remain as it currently appears in the system. NB: Don't use N/A or '-' for anyone whose information won't be updated - leave that blank.
Once you have updated the information in the file, save it as a CSV
Click 'Choose File', choose that CSV file that you have just saved and click the blue 'Import' button
The employee's updated pay rates will now be in your account. If there are any errors, they will display on the screen. Update the file to correct the errors and import it again
How to Check Employee's Hourly Pay Records
Go to Reports
Go to Employee Reports
Select Employees Export
Choose Export Type: Once or Recurring. Click here for more information on scheduled reports.
Select the relevant date range.
Select the relevant location(s).
Select the relevant employee(s).
Click the blue 'Export' button at the top right of screen.
The Employee's Hourly Pay Rate can be found in column 'Pay Rate Hourly' as seen in the example image below.