Entering an employee’s compensation

An employee’s compensation is entered in the Salaries tab of their record: base salary, recurring and one-off payments, bonuses, advances and loans. This is what the payroll screen gathers each month and what the exports send to your payroll software. This article explains how to read the tab and enter each item. It is intended for payroll managers and HR; it also says what the employee sees.

Before you start #

• Open the employee’s record, then the Salaries tab.
• Each block has its permission in the Salaries & Payroll catalogue: Base salary, Recurring payments, Bonuses, Salary advances and Loans. At the Access level you view; at the Execute level you enter. The default Payroll Manager and HR Manager roles have both levels; the Administrator also has the Admin level.
• The default All employees role has read access: employees view their own compensation, and can request an advance or a loan.
• An entry may be submitted to an approval workflow if your workspace has set one up: it is then only saved after approval.

Reading the Salaries tab #

At the top, Applied calculation settings recalls the proration method and the salary and bonus rounding. Four cards summarise current compensation: Base salary, Recurring and non-recurring payments, Bonuses and Advances & Loans. Each has a Manage button that opens its entry panel.

Below, the tab shows the month-by-month change in theoretical compensation, the year’s Total remuneration elements, the 12-month evolution, leave taken and seniority, the Compensation breakdown, the Bonus history by quarter, and a quarter-by-quarter detail (base, payments and bonuses for each quarter). These figures add up the entered items; they are not a payslip.

Entering the base salary #

1. On the Base salary card, click Manage.
2. Choose the Salary type: Fixed or Hourly.
3. For a fixed salary: enter the Effective from date, the Base salary (100%) (the full-time amount), the Frequency (salary months) — 12 months, or 13 to 15 if the matching additional salary is enabled — and, if needed, the Working hours. The Actual FTE salary is calculated automatically: 100% amount × hours worked ÷ full time.
4. For an hourly salary: enter the effective date and the hourly rate.
5. Click Add. The new line is added to the history, with its type and period.

Working hours are inherited from the position’s “Standard weekly hours” at the effective date. If the company’s hourly reference (standard weekly hours) is not set, the fixed salary calculation is refused: the screen says where to set it.

If you enter a past effective date, the screen warns you: adding compensation at a past date retroactively changes the employee’s payroll history and may affect periods that are already closed.

Entering a recurring or one-off payment #

1. On the Recurring and non-recurring payments card, click Manage.
2. Choose the Compensation type (for example a transport or meal allowance), from those defined in the settings.
3. Enter the Start month and, if needed, the End month (optional): empty, the payment is permanently recurring; a different month, it recurs until that month; the same month, it is a one-time payment.
4. Enter the Amount, the Frequency and a Comment if useful, then click Add.

An amount of 0 neutralises a payment for the period. The panel’s list shows each payment with its Type, Period, Frequency, Amount and Comment. If the start month falls in an already approved payroll period, the screen says so: Illizeo generates no back pay.

Entering a one-time bonus #

1. On the Bonuses card, click Manage. The One-time bonuses panel opens: one-off payments (signing bonus, severance pay, objective-based bonus…).
2. Choose the Compensation type, enter the Target amount, the Effective date (month and year) and a Comment (optional).
3. Click Add.

An unconfirmed bonus carries the note “To be validated in the table”: click Confirm on its row so that it is taken into account in payroll. Some bonuses come from other modules and cannot be edited here: an objective-based bonus is created in the Performance tab (its amount is corrected on the objective), a referral bonus is approved on the referral, and a CRM commission comes from an approved commission statement (the View the statement link opens it). A bonus relating to an already approved period is locked.

Advances and loans #

On the Advances & Loans card, click Manage. The panel offers three tabs: New advance, New loan and History.

Requesting an advance #

1. Choose the deduction source: the current month’s salary, or the payment of an additional salary (13th, 14th, 15th) when there is one. Each source shows its ceiling.
2. Enter the amount and the Reason. The Impact area shows what the advance will be deducted from and what Remaining amount is available.
3. Click Submit advance request.

Requesting an employee loan #

1. In New loan (interest-free employee loan), designate the contract if the employee has several.
2. Enter the amount, the Duration in months and the Reason. The ceiling is recalled: a number of months of salary set for your workspace, minus the capital still owed on current loans.
3. Check the Schedule preview, then click Submit loan request.

The History tab lists advances and loans with their status and, for a loan, the remaining balance. Deleting an advance or a loan is final; for a loan, the remaining capital is no longer withheld from subsequent payrolls.

Good to know #

• Entered amounts are recorded as they are, with the rounding from the general settings. Illizeo calculates neither contributions nor net pay, and generates no back pay.
• A salary that changes during the month is prorated using the proration method; the payroll screen shows the detail.
• Items in an already approved period can no longer be changed: revoke the month first if a correction is needed (Approving payroll and exporting items).
• To enter many employees at once, use the import: Importing payroll data.

Frequently asked questions #

I cannot choose 13 months in the frequency. #

The 13th month is not enabled in Settings › Salary & Payroll › Additional Salary. See Payroll settings.

The payment type I am looking for is not offered. #

It must exist and be active in the compensation types, and apply to the employee’s office, department or team: see Compensation types and payroll items.

Does the employee see these amounts? #

They see their own compensation read-only, depending on your workspace’s permissions, and can request an advance or a loan there.