How to: Add a payroll record

Overview

The Add Payroll Record page allows administrators to manually enter payroll entries for individual members. This is used for cases like late relief, late calls, administrative duties, or any other special payroll items not automatically generated by the schedule.

Prerequisites

• Admin or Payroll access permissions

• Predefined pay codes must be configured by your department

• Accurate payroll details, including hours, reason, and applicable run number (if relevant)

Step-by-Step Instructions

1. Navigate to the Add Payroll Record Page

• From the admin panel, click on Add Payroll Record

2. Select a Member

• Choose the applicable member from the dropdown list

3. Fill Out the Payroll Record Form

Enter the following information:

• Date: The date the payroll item occurred

• Run Number: If applicable, link it to a specific run

• Reason: Choose from the dropdown (e.g., Late Call, Admin Duty)

• Description: Provide context for the entry (optional but helpful)

• Pay Code: Select the appropriate list or code based on department configuration

• Start Time / End Time: The timeframe the work was performed

• Hours: Total number of hours to be credited

4. Click Create

• The payroll record will be saved and appear in the table at the bottom of the page for review and auditing

Tips & Best Practices

• Always double-check the Pay Code to ensure it maps to the correct list (e.g., overtime, training, admin)

• Use clear and concise descriptions for future reference or audits

• Run number is optional but helps when matching payroll to incidents or calls