AdHoc payments

What are AdHoc payments?

We have two types of AdHoc payment

• AdHoc payments allow you to create payments to staff within the admin portal to pay to staff via your custom payroll export files.
  • These can be wages, expenses or any other types of payments to staff
• Allowing staff to claim expenses via AdHoc payments
  • This allows staff to create an expense claim in their staffarea for a shift that has already been paid

Enabling AdHoc payments

You can enable AdHoc payments as follows:

• Go to settings
  
• Go to the Payroll options
• You then have the following ad-hoc payment options that you can enable
  
  • For details about AdHoc Payment click here
  • For details about staff claiming expenses via AdHoc payments click here

Creating AdHoc payments via the admin portal

• Go to Payroll > AdHoc payments
  
• Click on Add new
  
• You will now have the following options
  
  • Campaign
    • Select the job this payment refers to
  • Staff
    • Select the staff you are paying this AdHoc payment to
  • Currency
    • If you have multiple currencies, select the currency for this payment
  • Amount
    • Add the total amount to pay
  • Expense
    • If this payment relates to an expense tick here to reveal more options
      
      • Incurred date
        • Add the date the expense was incurred
      • Shift date
        • Add the date of the shift
      • Expense type
        • Select the expense type
      • Image
        • Add a supporting image such as a receipt
  • Comments
    • Add any comments
• Press Submit
  

Staff claiming AdHoc payments via their staffarea

Staff can claim expenses for paid shifts using AdHoc payment claims within their staffarea

• Go to Expenses > Add Expenses (for paid shifts)
  
• Click on + Claim expenses
  
• You then have the following options
  
• Incurred date
  • Add the date the expense was incurred
• Campaign
  • Select the job this payment refers to
• Shift date
  • Add the date of the shift
• Currency
  • Select the currency for this payment if applicable
• Amount
  • Add the total amount for the claim
• Expense type
  • Select the expense type
• Image
  • Add a supporting image such as a receipt
• Press OK

You will now see the shift awaiting approval in the list

Approving AdHoc payments

You can approve AdHoc payments as follows

• Go to Payroll > AdHoc payments
  
• The list of payments to approve will be displayed in a list
  
• To approve payments in bulk
  • Select the checkboxes of the payments to approve
  • Go to With Selected > Approve​​​​​​​
    
• To approve payments individually
  • Click here on each payment
    

Exporting AdHoc payment for payroll

• Go to Payroll > AdHoc payments
  
• On the Payments tab
  
  • Select the payments to be exported for payroll
  • Go to With Selected > Export
• Add comments for this AdHoc payroll batch
  
  • Press OK
• This will now create an AdHoc Payroll batch on the batches tab
  
• Click on Download to see your custom payroll file download:
  

If you made a mistake you can cancel the payroll batch here on each batch: