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Setting Up Preliminary Payroll

Learn how to configure payroll periods, calculation methods, payroll data fields, and reminders under Settings > Payroll > Payroll Settings.

Before You Begin​

To configure preliminary payroll settings, you need editing permissions for the Payroll section. Contact your administrator if you do not have the required access.

Accessing Payroll Settings​

Navigate to Settings > Payroll > Payroll Settings. The settings are organized into four sections:

Payroll Periods​

Define when the payroll period starts for each company entity.

Configure a Payroll Period​

  1. Go to Settings > Payroll > Payroll Settings > Payroll Periods
  2. Select the company entity you want to configure
  3. Set the start day of the payroll period (e.g., 1st of each month)
  4. Set the effective date – the month from which the change takes effect

The current configuration displays:

  • Frequency – e.g., Monthly
  • Period – e.g., 1st - last day of the month
  • Valid since – When the current configuration took effect
warning

Already released months cannot be changed. The effective date must be set to a future, unreleased period.

General​

Global settings that affect the entire payroll calculation.

Calculation Method​

Choose the pro-rata calculation method for partial-month employment. This setting determines how salaries are calculated when employees start or leave mid-month.

Available methods:

  • Monthly fixed salary – 30 days
  • Monthly fixed salary – working days
  • Annual fixed salary – working days
  • Calendar days – annual
  • Calendar days – monthly
  • Actual working days

For detailed explanations and examples, see Pro-Rata Salary Calculation Methods.

Retroactive Impact

Changing the calculation method affects the entire compensation calculation – including past periods. Coordinate with your payroll provider before making changes.

Show Project Hours​

Enable this option to display hours booked to projects in the payroll report.

Payroll Data​

Configure which data columns are displayed in the payroll tables. These settings can be adjusted per company entity.

Personnel Data​

Define which columns appear in the personnel data table under Payroll. You can select attributes from the following categories:

CategoryExample Attributes
Public ProfileFirst name (fixed), Last name (fixed), Location, Department
Personnel InformationEmployment type, Contract end date, Weekly hours, Start date
Personal DataStreet, City, Marital status, Nationality, Probation end date
Payroll DataSocial security number, Tax class, Church tax, Child allowance, Health insurance type
Bank DetailsIBAN, BIC
Payroll AccountingCredited time, Overtime payout, Interruption start/end/type
info

First name and last name are fixed columns and cannot be removed.

Absence Types​

Select which absence types are displayed in the absence table under Payroll. Common types include:

  • Vacation
  • Sick leave
  • Maternity leave
  • Parental leave
  • Unpaid leave

Reminders​

Set up automatic reminders to ensure payroll data is reviewed before the deadline.

Enable Reminders​

Activate automatic reminder notifications that are sent before the payroll deadline.

Deadline​

Choose how the payroll deadline is determined:

TypeDescription
Fixed dayThe deadline is always a specific day of the month (1–28)
DynamicThe deadline is automatically calculated based on the period end date

Reminder Timing​

  • Days before deadline – Number of days before the deadline when the reminder is sent (e.g., 3 days)
  • Frequency – How often the reminder is sent (e.g., once)

Recipients​

SettingDescription
Recipient modeAll authorized users – all users with the "Read payroll" permission are notified
App notificationsAlways active
Email notificationOptional – additionally sends reminders via email
tip

Set the reminder to at least 3 days before the deadline to give reviewers enough time to check and approve all payroll data.

Next Steps​

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