Configure Crew Scheduling: Payroll Classes

Payroll classes define different pay scales within your organization. To ensure that all crew members receive the correct pay for their work, each level of pay should be defined as a separate payroll class.

Examples

Let's consider some examples:

  • For a company that pays crew members based solely on their position, payroll classes may look something like this: Pilot, Captain, Mate, Tankerman, Deckhand, etc.
  • For a company that pays crew members based on both their position and level of experience, payroll classes may look something like this: Pilot I, Pilot II, Pilot III, Captain I, Captain II, Captain III, etc.
  • For a company that pays each crew member differently based on their own negotiated rate, one payroll class should be configured for each crew member.

To create a payroll class

  1. Go to the Setup > Payroll > Payroll Classes tab.
  2. Click New Payroll Class.
  3. In the Name field, enter a name for the payroll class, for example, " Pilot I."
  4. (Optional) In the Accounting Code field, enter an accounting code. This will enable you to export your payroll data or integrate it with an external accounting system so be sure it aligns with your other systems.
  5. Click Add Earning Code then, from the Earning Code list, select an earning code to include in this payroll class.
  6. Complete the following fields for each rate in the earning code:
    1. Rate: Indicate the rate in dollars (or your currency of choice) for this earning code.
    2. Quantity: Select Amount to track this earning code based on work period amount, the standard configuration. Your account manager or implementations specialist can help you decide if one of the other quantity options (Daily, Flat, or Hourly) would better suit your needs.
    3. Pay Out Factor and Bank Accrual Factor: Indicate how this rate will be paid out to and banked for your crew. For example, a company that pays crew in full, without banking any of their pay for later, would enter Pay Out Factor of 1 and a Bank Accrual Factor of 0. A company that pays crew half of their rate and banks the rest to pay them when they aren’t working, would enter a Pay Out Factor of 0.5 and a Bank Accrual Factor of 0.5.
    4. Effective Date: Select a date prior to any payroll you will be calculating to ensure that the settings will apply.
  7. (Optional) Click Add Rate to add another rate to this earning code if, for example, you wanted to track any historical pay rates or set up a future rate increase.
  8. (Optional) Repeat steps 5 to 7 to add additional earning codes to this payroll class.
  9. Click Save Changes.

To assign a payroll class to a crew member

  1. Go to the Management > People > People tab and select the crew member you want to which you want to assign the payroll class.
  2. On the Details sub tab, click Edit.
  3. In the Payroll Classes section, from the Payroll Class list, select the payroll class you want to assign to the crew member.
  4. In the Effective Date field, select a date prior to any payroll you will be calculating to ensure that the settings will apply.
  5. Click Save.