Payroll: Add Bank Withdrawal Rules to Payroll Schemes

Bank withdrawal rules extract pay or quantities from banks that crew members have accrued, then create a corresponding pay line in their paycheck. The most common use of bank withdrawal rules is to pay out a balance from a bank when a crew member takes time off. You build bank withdrawal rules using payroll sources, such as timesheet entries, time off requests, or transaction lines, and set conditions to control when each rule applies. For more about how rules are organized and how payroll sources work, see "Payroll: Structure of a Payroll Scheme."

Like bank accrual rules, multiple bank withdrawal rules can trigger from the same record. For example, if a single time off request matches the conditions of two different bank withdrawal rules, both rules trigger. This means the order of rules in the Bank Withdrawals section doesn't matter.

Before You Begin

Before you set up your bank withdrawal rules, make sure you have the following in place:

• Set up your earning codes. Learn how in the "Payroll: Set Up Earning Codes" article.
• Set up your payroll classes, with rates applied to each earning code configured for the class. Learn how in the "Payroll: Set Up Payroll Classes" article.
• Make sure each crew member has a payroll class on their profile.
• Set up the banks you'll be withdrawing from. Learn how in the "Payroll: Set Up Banks" article.
• Set up the bank accrual rules that will populate those banks. Learn how in the "Payroll: Add Bank Accrual Rules to Payroll Schemes" article.
• Set up the payroll scheme you'll be adding the rule to. Learn how in the "Payroll: Set Up Payroll Schemes" article.

Payroll Sources for Bank Withdrawal Rules

Bank withdrawal rules use one of the following payroll sources. The payroll source you select determines which fields and values are available when you configure the rule's conditions, and which effects are available in its output. Select the payroll source by clicking its tab when you're configuring the rule.

• Payroll Period: The payroll period itself. Use for period-based withdrawals.
• Date: A specific date or set of dates. Useful for one-time withdrawals tied to specific dates, such as paying out a bonus bank at the end of the year.
• Transaction Line: Pay lines generated by earlier rules in the payroll scheme, such as rate rules and extra pay rules. Use Transaction Line when you want a withdrawal to trigger based on what's already been paid, rather than recreating the original conditions.
• Timesheet: Time logged in the timesheet. Use when the act of recording specific time should trigger a withdrawal. Requires the Timesheets module.
• Time Off: Approved time off requests, such as vacation, sick days, or bereavement. This is the most common payroll source for bank withdrawal rules, since withdrawals are typically used to pay out accrued time off.

Adding a Bank Withdrawal Rule

When you build a bank withdrawal rule, you'll see the payroll source tabs along the top of the rule, the conditions on the left, and the effects on the right. For more about conditions and effects, see "Payroll: Structure of a Payroll Scheme."

To add a bank withdrawal rule

1. On the Setup > Payroll > Payroll Schemes tab, select the payroll scheme you want to modify, then click Edit.
2. Add the rule:
   • If the Bank Withdrawals section has no rules yet, click Add Bank Withdrawal.
   • If the Bank Withdrawals section already has rules, click the Add icon (+) in the sub-group where you want to add the rule. You may need to scroll down to see the rule you just added. For more about groups and sub-groups, see "Payroll: Structure of a Payroll Scheme."
3. (Optional) Under Effective at the top of the group, enter a start or end date or both. Effective dates apply to all rules in the group.
4. Along the top of the rule, select the payroll source you want to use.
5. On the left side of the rule, click Add Condition, then choose a field, an operator, and a value.
6. (Optional) To add another condition, repeat Step 5.
7. On the right side of the rule, configure the effects:
   • Payroll Class Source: Select the source of the payroll class to use. On the Payroll Period, Date, Timesheet, and Time Off tabs, the only option is From Person. On the Transaction Line tab, you can select From Transaction Line or From Person, with From Transaction Line as the default.
   • Earning Code: Keep Use accrual earning code selected to use the earning code from the bank accrual rule that put the balance into the bank, or clear it and select an earning code.
   • Bank: Select the bank from which the withdrawal should be taken.
   • Quantity: Enter the quantity that should be withdrawn from the bank, either as a value or as a formula.
   • Description: Enter text that will appear on the Payroll Details tab and in any reports or exported payroll data.
8. (Optional) To flag the withdrawal as exceptional, click Show all effects (if it isn't already expanded), then select the Exceptional Pay checkbox. Exceptional pay is marked on the Payroll Details tab, where it can be used as a filter to view only the records this rule generates. This is a label only and has no effect on the calculation.
9. (Optional) To remove the balance from the bank without creating a pay line on the crew member's paycheck, click Show all effects (if it isn't already expanded), then select the Suppress Transaction Line checkbox. This is useful when you need to clear a bank balance, such as expiring unused vacation days at the end of the year or processing a termination.
10. Click the checkmark (√) button on the rule to confirm the rule.
11. Click Save Changes to save the payroll scheme.

Example

The following example shows a common pattern for bank withdrawal rules.

A leave withdrawal for captains

This rule withdraws 2 from the Leave bank for Captain 1 crew members. The Payroll Class Source is From Accrual, and the Use accrual earning code is selected, so the earning code comes from the original accrual.