Contents of this article are applicable to the following users
Tier: N/A
Product: PayrollAny
Platform: Web
Access Level: Owner
This guide will cover the following:
Default Pay Item
There are 6 default pay items that our system provides. Each staff will be entitled to these pay items depending on their wage type. Here is the breakdown of each pay item:
Note: You can edit these pay items to fit your current workflow.
Pay Item | Description | Category | Tax Category | Calculation Type | Default Amount |
Basic Pay (Hourly) (Default) | Staff with Hourly Wage Type will be tagged with this pay item | Gross Addition | Gaji/pensiun atau THT/JHT | Time X Rate | Basic Hours * Hourly Hourly Basic Rate * 1 |
Basic Pay (Salaried) (Default) | Staff with Salaried Wage Type will be tagged with this pay item | Gross Addition | Gaji/pensiun atau THT/JHT | Fixed Amount | Monthly Salary | Prorated |
Event/PH Pay (Hourly) (Default) | Staff who has Event Rate in their wage information will be tagged with this pay item | Gross Addition | No tax | Time X Rate | Event Hours * Event Rate * 1 |
Overtime Pay (Default) | Staff who has Overtime Rate in their wage information will be tagged with this pay item | Gross Addition | No tax | Time X Rate | Overtime Hours * Overtime Rate * 1 |
Weekend Pay (Default) | Staff who has Weekend Rate in their wage information will be tagged with this pay item | Gross Addition | No tax | Time X Rate | Weekend Hours * Weekend Rate * 1 |
EngageAny Cash Incentive (Default) | Staff who redeems Cash Company Fulfilled Rewards (CFR) in EngageAny | Gross Addition | No tax | Fixed Amount | $0.00 |
To ensure setup is done properly for these default pay items please refer to the following
For Overtime Pay - Overtime Settings
For Event/PH Pay (Hourly) - Settings - Special Dates (Event)
For Weekend Pay - Settings - Special Dates (Weekend)
For Basic Pay (Salaried) - Proration setting for each individual
For Cash Incentive - Pushing Cash Incentive from EngageAny to Payroll
You can exclude the staff from the pay item while Editing the payroll, learn more here.
The default Pay Items are applied to all staff depending on the Wage Type, Hourly or Salaried. Each Pay Items are grouped to a Pay Item Group to automatically assign the Pay Item to a specific staff group. Pay Item Group's default Pay Items and default staff assignment are as below table:
Pay Item Group | Applicable to | Pay Item(s) Included |
All Hourly | All staff with Wage Type = Hourly |
|
All Salaried | All staff with Wage Type = Salaried |
|
All Staff | All staff regardless of Wage Type |
|
Note:
Wage Type is setup in My Team - Create/Edit Transition page. To learn more about editing wage type, go to this help article
Add New Pay Item
Note: This step can be skipped if you feel the default pay item that is reflected on the wage card on my team's page is already sufficient with the employee salary detail. The custom pay item also applied for all staff cross-entity.
The following steps to create a new Additional Pay Item:
Click on the Pay Item sidebar menu, and you will see the default Pay Item that already exists on the wage card on my team page.
To create a custom pay item, click the Create New Pay Item button.
Fill in the Pay Item Name, e.g. Meal Allowance.
Select the Category of pay item.
Gross Addition: Additional taxable salary (e.g. Meal allowance)
Gross Deduction: Taxable pay item that deduct staff’s salary (e.g. Lateness Penalty, Non Paid Leave)
Net Addition: Additional non-taxable salary (e.g. Claims, Reimbursement)
Net Deduction: Non-taxable pay item that deduct staff’s salary (e.g. Lost Goods, Broken Plate)
Select the Tax Category:
Gaji/pensiun atau THT/JHT
Tunjangan lainnya, uang lembur, dan sebagainya
Honorarium dan imbalan lain sejenisnya
Premi asuransi yang dibayar pemberi pekerja (e.g. JKK, JKM, BPJS Kesehatan by Employer) — available for Employer Statutory category only
Penerimaan dalam bentuk natura dan kenikmatan lainnya yang dikenakan pemotongan PPh pasal 21
Tantiem, Bonus, Gratifikasi, Jasa Produksi, dan THR
Iuran Pensiun atau Iuran THT/JHT — available for Employee Statutory category only
Tidak Dikenakan Pajak (Not Taxable) — available for Net Addition and Net Deduction categories
Select the Calculation Type, and you will 2 options:
Fixed Amount: Use when the pay item has a fixed default value each pay run. For example: Basic Pay (Salaried) (Default)
Enter the Default Amount.
Check Use Staff's Monthly Wage as Default Amount to automatically use the staff member's monthly wage as the default amount instead of entering a fixed value
Toggle Allow Users to Override Default Amount to allow manual adjustments per staff during assignment.
Toggle Allow Proration to automatically prorate the amount for New Joiners, Resigners, or Mid-month Promotions.
Toggle Include in Monthly Gross Rate of Pay if applicable.
Note: The default amount can also be set at the individual staff level when assigning the pay item.
Time x Rate: Use when the pay item = time x rate.
Select the Time Field.
Click the dropdown to choose existing timesheet variables such as Basic Hours, Overtime Hours, Days Worked, Weekend Hours, or a custom timesheet column.
Choose Not Used if pay item only uses Rate Formula
Click Create Formula for a custom time formula. Ensure to choose the time unit before saving.
Select the Rate Field:
Click dropdown to choose existing wage rate such as Basic Rate, Overtime Rate, Event Rate, Weekend Rate, Daily Rate, Second Entity Rate, Incomplete Month Pay Daily Rate, Gross Rate of Pay (Salaried, Singapore), or Custom Rate.
If Custom Rate: enter the Amount per Unit and toggle Allow Users to Override Amount per Unit.
For other rates: enter the Multiplier. Formula shows as: Pay Item = [Time Field] x [Rate] x [Multiplier].
Click Create Formula for a custom time formula
Enter the Formula Name if the pay item uses Time or Rate Formula
Toggle Include in Monthly Gross Rate of Pay if applicable.
Click on Save to create the pay item and you will be directed back to the Pay Item page.
Edit Pay Item
On the Pay Item page, find the pay item you want to edit and click on the Edit button on the far right. If you cannot see the button, scroll to the right.
If you want to view the details of the pay item, click on the pay item name
Within the view page, you can also click the Edit button to make changes
You will be directed to the Edit Pay Item page and make the changes needed. Then click on the Save button to apply the changes.
Archive Pay Item
If a pay item is no longer in use, you can archive it to prevent it from appearing in newly created pay runs. Archived pay items will also be unavailable for tagging to staff in My Team. Note that archiving will not impact any past payroll data
Not all pay items can be archived on the Pay Item page, here are some exceptions:
You cannot archive default pay items, only user created pay items can be archived.
You cannot archive a pay item created from Claims module directly on the page. To archive such pay items, follow the steps here.
On the Pay Item page, find the pay item that you want to archive and select the Archive button
The archived pay item will move to the Archived tab.
To unarchive a claim type, simply select “Unarchive”
Pay Item period
We have added the effective period for pay items assigned to the staff.
This means that you can specify when the pay items are applicable, currently we have two options for the period:
Recurring : always included into payrun
Custom Date Range : only applicable within the specified time range.
When you selected this option, you can also specify the time range. As an example if it's applicable between Start Month & End Month
Applicable from Start Month with indefinite end
Applicable from indefinite start with specified End Month
Note:
The pay items are referencing the payroll month. not the timesheet period.
It’s applicable to all types of pay items: fixed amount and Time X Rate
The existing pay items tagged to the staff are automatically converted as Recurring, further they can modify it.
In case that there's a promotion/changes of rates in the middle of the year (e.g. Meal allowance Jan - June = Rp 1.000.000 --> then promote to July onwards = Rp 2.000.000), you need to update the existing meal allowance pay item to the latest rates after the June Payroll has been completed.
How Pay Item look in Edit Payroll
When a pay item uses the Time x Rate Calculation Type, the Edit Payroll screen shows separate editable fields for each component of the formula instead of a single amount field:
Go to Payroll List > Pick a Payroll ID > Click Edit Payroll in Action column > View Pay Item calculation per employee
Time — the time field value (e.g., number of hours or days). Editable directly in the payroll row.
Rate — the rate per unit (e.g., Basic Rate, Custom Rate).
Multiplier — applies when a non-custom rate is selected. Shown combined with the Rate as a merged rate display.
The final amount is automatically recalculated as: Final Amount = Time x Rate x Multiplier.
Note:
If you override the final amount manually, the original formula is shown with a strikethrough and an alert icon to indicate the amount was manually changed.
For Fixed Amount pay items, the Edit Payroll screen continues to show a single amount field as before.
Learn more how to to edit Payroll in this help article
How Pay Item look in Payslip
The formula breakdown is stored per pay run item and displayed on the staff payslip. For Time x Rate pay items, the payslip shows the formula used (e.g., Basic Hours x Basic Rate x Multiplier) alongside the final amount, giving staff full visibility of how their pay was calculated.
Learn more how to to view Payslip in this help article
FAQ
Q: I cannot find the shift tag in the Attendance Unit options, what should I do?
A: You need to create a new shift tag first. Then the shift tag and its name will appear at the bottom of the Timesheet Column options.
Q: Is there a way to count salary based on scheduled hours instead of clocked hours?
A: Yes you can, you need to:
Create new pay item and select “Scheduled Hours” under timesheet column.
Set "Basic Pay Rate" as 0$
Basic pay will automatically not show up when running payroll
Q: Is there a way to add a Witholding Tax as a pay item?
A: Yes you can add it as a separate pay item, make sure that the category is set as Net Deduction and the Tax Category is set to Tidak Dikenakan Pajak (Not Taxable)!
Q: I want to encash my PT staff leave! How to do it?
A: Unfortunately we do not support Leave Encashment at the moment. However you should be able to set it up manually as a separate pay item. Make sure that you set the Wage Type to Additional Wage ! You can also learn more about leave encashment here