Besides salary, there are various types of flows of money into and out of the company. The payroll instruction code allows users to create and set up all these values. This section will explain everything you need to know about payroll instruction codes including what payroll instruction codes are, and how to create, edit, filter, sort, and archive payroll instruction codes.

1. What Are Payroll Instruction Codes?

Payroll instruction codes indicate the list of all payments that client pays to their workers such as incomes, deductions, expense reimbursement etc. Each payroll instruction code can be limited to specific countries and can be set payment frequency.

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Example 1 “Overtime Amount” is a payroll instruction code that is income provided to employees who work in Japan which is paid case-by-case.

• Result: The payroll instruction code “Overtime Amount” is showed as a column in payroll instruction page (Payroll >> Payroll Instruction) with Japan’s flag showing that this column is applicable to only employees who work in Japan (has Japan as the payrun country)

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Example 2 “Bonus” is a payroll instruction code that is income provided to employees in all countries which is paid once in a year.

• Result: The payroll instruction code “Overtime Amount” is showed as a column in payroll instruction page (Payroll >> Payroll Instruction) with no flag showing that this column is applicable to employees in all countries.

2. Payroll Instruction Code Types

There are 6 types of payroll instruction code:

1. Income (+): Any income for employees that is added the total income. It might be paid monthly, once, case-by-case or on specific month. (e.g. salary, bonus)
2. Deduction (-): Any deduction for employees that is deducted the total income. It might be paid monthly, once, case-by-case or on specific month. (e.g. child support payments)
3. Expense Reimbursement (+): Any payment from employers to pay back to employees spent money on business-related expenses. The expense reimbursement requires supporting documents when adding payroll instruction. (e.g. tool resource expense)
4. Employer Contribution (+): The payment that employers contribute towards employees’ benefits (e.g. retirement plans)
5. General Number (+): The general payment that does not included in above cases.
6. Remarks Only: Remarks that for showing and confirming. Remarks Only is not included in net income. (e.g. Hours worked)

3. Access Payroll Instruction Codes

1. Go to the sidebar and select Payroll
2. Click Payrun Setting
3. Select Payroll Instruction Codes from the top bar
4. The Payroll Instruction Codes will show up

4. Create New Payroll Instruction Code

1. Click Add Code
2. Set payroll instruction code name (e.g. Telephone)
3. Set limit to selected countries (e.g. Thailand)
4. Set frequency (e.g. monthly)
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Note In the case of the default frequency Specific months, users also need to set the recurring months
5. Set default proration (e.g. Yes)

6. Click Save
7. The new dimension will show up in the table

4.1. Payroll Instruction Code Frequency

There are 4 types of frequency:

1. Case-by-case: payroll instruction code that has different frequencies in each payrun.
2. Once: payroll instruction code that exists one time and ends automatically in a month.
3. Monthly: payroll instruction code that recurs every month in the same amount; to edit, user need to end the payroll instruction code and create new a one for the next month.
4. Specific months: payroll instruction code that recurs in the selected month in the same amount.

4.2. Default Proration

Default proration is for the payroll instruction code that has the same rate entire month. It is applied when the new employee onboards or offboarded in the middle of the month. Their salary is still the same, but due to proration, they can get a portion of their full salary depending on the number of days they work in that month.

• Check Yes to enable default proration
• Check No to disable it

5. Edit Payroll Instruction Codes

1. Click anywhere on the row of the payroll instruction code that you want to edit (e.g. Telephone Fee)
2. Edit the information as you want (e.g. Name: Telephone Fee → Telephone Service)

3. Click Save
4. The edited payroll instruction code will show up in the table

6. Filter Payroll Instruction Code

You can choose desirable criteria to filter lists of payroll instruction codes that you want to display in the table.

1. Click Filters
2. Select criteria that you want to filter (e.g. Type)
3. Set your criteria (e.g. Income)

4. The filtered values regarding your criteria will show up in the table

The filter can be set and edited from the bar above the table as well.

7. Sort Payroll Instruction Code

The table can be sorted alphabetically and numerically in descending and ascending order.

• If data in the selected column is alphabetic data, it will be sorted alphabetically
• If data in the selected column is numerical data, it will be sorted numerically

The table can be sorted by one column at a time.

1. To sort based on that column, click on the head of a column until you get the desired sort

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Symbols

Not Sorted

Ascending Order

Descending Order

2. The sorted table will show

8. Archive Payroll Instruction Code

1. Click anywhere on the row of the payroll instruction code that you want to archive (e.g. Telephone Service)
2. Check Archived
3. Click Save
4. The archived payroll instruction code will disappear from the table

Next: Process Payroll Instructions