Understanding additional costs

How it works

Each timesheet for an employee may have an additional percentage applied to its total cost (including topups, paid rest breaks and overtime, which remain itemised). This percentage comes from the additional costs that apply for that employee on that day.

An example of where this is useful is to apply Holidays of 8% to all employees, or Kiwisaver of 3% to enrolled employees. You can set the dates that the additional cost applies for, as well as the dates they apply for each employee. This allows complete flexibility to manage changing cost percentages as well as entitlements depending on employee-specific agreements.

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Getting started

Your Organisation contains a library of additional costs that can be applied to specific individuals and their timesheets. You can manage this library of additional costs Organisation → Settings → Job Cost and Payroll Period → Additional Costs.

In order to protect your historical data:

• you cannot change historical effective dates, and

• you cannot add an additional cost with a historical effective date.

With this in mind, we recommend you apply additional costs to employees ahead of when they need to be effective from.

Applying costs to employees

Once your library of costs is set up, you can use the Employees section to apply these costs to multiple employees at once. Just tick the box for each employee you want to update, and use the Bulk Edit option. You can also manage these for each employee on their profile → Employment → Employment Details.

Both the additional cost and the additional cost period must be effective for the additional cost to be applied.

Example:

• A “Management fee” additional cost of 2% is to be introduced on March 1, 2021. This additional cost was created ahead of time in February and had an effective from date of 1/3/2021.

• Bob is a new employee who is due to start on March 22, 2021. As a trainee, the management fee is not chargeable to his timesheets for the first month. So the “Management fee” additional cost period is created to Bob with an effective date of April 22, 2021.

• Bob’s timesheets until April 21 will not have this additional 2% applied

• Bob’s timesheets from April 22 onwards will have an additional cost of 2% applied