The Budget & payroll costs module brings together in Illizeo everything related to staff costs: the funding of each fiscal year, unit budgets, monitoring of actual payroll costs, preparation of the following year, the annual salary review, the pay scale and pay equity checks between women and men. This article presents the module, its tabs and the conventions shared by all its pages. It is intended for HR, payroll and finance teams.
Before you start #
- The module is an add-on: it must be enabled for your workspace and installed from Applications. The people who use it must be among its Assigned people.
- Each tab depends on a permission of the Budget family in the role matrix (Settings › Manage Employees › Employee Roles). The permissions and the roles that hold them by default are listed in the article “Administering the Budget & payroll costs module: settings, approval workflows and permissions”.
- The module relies on data already in Illizeo (employees, contracts, base salaries, departments, sub-companies, cost centres, groups): nothing has to be entered twice.
What the module does, and what it does not do #
- It does not calculate payroll. Monthly actuals come from your payroll software, by importing a file (on screen or by dropping it on the company SFTP server).
- For months without actuals, Illizeo computes payroll costs from current contracts (annualised base salary, 13th and 14th salaries included, activity rate) and adds the employer charges you have set. No rate is made up: without a setting, the computed payroll stays gross.
- New salaries decided in the salary review are written to the profiles with the same checks as the Salaries screen.
The budget cycle #
The tabs follow the cycle of a fiscal year:
- create the fiscal year and set its funding envelope (Multi-year & funding);
- budget the units (Budget monitoring);
- track spending and project the year end (Budget monitoring);
- prepare the following year (Simulation & headcount);
- run the salary review (Salary review), based on the pay scale (Pay scales & positioning);
- check pay equity and report (Pay equity, Reporting).
Opening the module #
The module opens from the main menu, Budget & payroll costs entry, whose sub-entries lead straight to each tab. The page has seven tabs:
| Tab | What it is for | Usual users |
|---|---|---|
| Budget monitoring | Compare actual payroll costs with the budget, unit by unit, and project the year end | Payroll, finance, HR |
| Salary review | Run the annual pay rise campaign, from managers’ proposals to writing the new salaries | HR, managers |
| Pay scales & positioning | Define the pay scale and place each contract within its range | HR, payroll |
| Pay equity | Measure pay gaps between women and men with the Confederation’s model (Logib) | HR |
| Simulation & headcount | Cost HR assumptions for a fiscal year and plan headcount | Payroll, finance, HR |
| Multi-year & funding | Enter fiscal years, their funding sources and provisions; track how the planned payroll is covered | Finance, payroll |
| Reporting | Module indicators, Excel and PDF exports, action log | Management, HR, finance |
A tab only appears to people who hold its permission. A manager who proposes raises for their team, for example, only sees the Salary review tab, limited to their own lines. Someone with no tab sees the message “No budget view is open to you.”
The Settings button, top right, opens the module settings. It only appears to people who hold the “Budget & payroll costs module settings” permission (by default, the Administrator role) and access to Settings.
Conventions shared by all pages #
- The fiscal year: the budget year is chosen in the Fiscal year list, top left of the Monitoring, Pay scales, Multi-year and Reporting tabs. Simulation has its own “Simulated fiscal year” and the salary review is chosen by campaign. A fiscal year must first be created in Multi-year & funding to receive budgets, a pay scale, a review or scenarios.
- The currency: amounts are shown in the module currency, the organisation’s currency by default. Indicators abbreviate them: “k” for thousands, “M” for millions.
- Orange boxes flag missing data needed for an accurate calculation: contracts with no salary entered, no reference hours, hourly with no rate, in a currency with no exchange rate, or elapsed months with no imported actuals. These contracts are left out of the calculation and counted, never silently taken as zero.
- Named amounts (one person’s salary) are only shown at the Execute level of the tab’s permission; other readers only see totals and counts. The salary review has its own rules, described in its article.
From the home page #
The home page can show three tiles, “Payroll vs budget”, “Salary review” and “Pay equity (GEA)”, and four quick actions: “Import actuals”, “New simulation”, “Propose a raise” and “Pay-equity analysis”. The same actions can be launched from search (Ctrl K).
Each tile and action requires the permission of its tab and, in addition, its own home page permission in the role matrix. In a new workspace, these home page permissions are only granted to the Administrator role: grant them to other roles, for example to managers for “Propose a raise”.
Articles in this module #
- Monitoring payroll costs against the budget
- Running the salary review
- Pay scales and contract positioning
- Analysing pay equity (Gender Equality Act)
- Simulating payroll costs and planning headcount
- Fiscal years, funding and coverage rate
- Module indicators, exports and action log
- Administering the module: settings, approval workflows and permissions
- Administering the module: notifications, traceability, personal data and glossary
Good to know #
- The module screens exist in French, English, German and Italian; everyone sees them in their profile language.
- Without a fiscal year, the tabs that depend on one show a message pointing to Multi-year & funding.
- The module is for HR, payroll and finance teams, and for managers in the salary review: employees have no access to it and receive their salary decision letter in their documents.
