# AllWage Help Pages Time and Attendance & Payroll: All in One Effortlessly clock employee hours, reduce overtime, and finalise payroll in minutes with our cloud-based platform, using RFID, fingerprint, and facial recognition technology. Our user-friendly platform is designed to address the unique challenges of labour intensive sectors, and our extensive range of guides ensures that you can make the most of our innovative solutions. ## Getting Started {% content-ref url="/pages/hfi26tib9fbeGI4S3FHH" %} [Day Zero Guide](/guides/day-zero-guide) {% endcontent-ref %} {% content-ref url="/pages/Vnu1kB4QowudtwuSjKzH" %} [Time & Attendance](/modules/time-and-attendance) {% endcontent-ref %} {% content-ref url="/pages/6vwKL4SEtovNxGREdrHP" %} [Payroll](/modules/payroll) {% endcontent-ref %} # Onboarding Initial information required for onboarding ## Introduction to Onboarding Welcome to the Onboarding Guide. This guide is crafted to facilitate your seamless integration into the AllWage ecosystem, beginning right after your purchase is finalised. It details the key steps, responsibilities, and schedules critical for an efficient onboarding journey. Your onboarding starts with a welcome email from an Onboarding Specialist. This email not only introduces the process but also sets the stage for your initial meeting with your dedicated Customer Success Manager. Throughout this guide, we will walk you through these early steps and offer links to more in-depth resources for every part of the onboarding process. {% hint style="info" %} **Onboarding Specialist**: Your main contact during the initial setup. They not only guide you through the initial documentation but also assist with any future hardware orders and repairs. **Customer Success Manager (CSM)**: They take over after the initial setup. The CSM helps you understand and use the platform to its full potential, focusing on long-term success and support. {% endhint %} ## Step 1: Completing the Onboarding Sheet and Debit Order Mandate ### **Required Before the Scheduled Meeting** Upon starting your onboarding, you'll receive an email with two crucial documents: the Onboarding Sheet (an Excel document) and the Debit Order Mandate. #### **Onboarding Sheet** 1. **Purpose**: Collects essential information about your company and employees for setting up your account. 2. **Action**: Fill in your company and employee details in the Excel file. 3. **Guidance**: For specific information requirements, visit the [Onboarding Sheet page](/guides/onboarding/onboarding-sheet). #### **Debit Order Mandate** 1. **Purpose**: Establishes the financial arrangements. 2. **Action**: Read, complete, and sign the mandate. 3. **Guidance**: For more information or FAQs, refer to the [Debit Order Mandate page](#debit-order-mandate). {% hint style="warning" %} Both the completed Onboarding Sheet and the signed Debit Order Mandate must be submitted before your scheduled meeting. Prompt completion of these documents is key to a smooth onboarding process. {% endhint %} ## Step 2: Meeting with Your Customer Success Manager After completing the initial documents, the next step is a meeting with your Customer Success Manager (CSM). This meeting is key to getting your AllWage setup right. ### **Who Should Attend** * **From AllWage**: Your Onboarding Specialist and the Customer Success Manager. * **From Your Team**: Make sure to include everyone who'll be using AllWage, especially the person managing your workforce. They'll provide valuable insights. ### **Meeting Goals** * **Understanding Hardware Needs**: We'll discuss what hardware is necessary for you to start using AllWage effectively. * **Answering Your Questions**: Any doubts or concerns? This is the perfect time to ask. This meeting is all about making sure we understand your needs and you know how to make the most of AllWage. It's a chance to ensure everything is clear and ready for a smooth start. ## Step 3: Post-Meeting Actions & Hardware Setup Following your meeting with the Customer Success Manager, you'll move into the hardware setup phase, which is essential for activating your system. ### **Receiving and Approving the Hardware Quote** * **Receiving the Quote**: A detailed quote for the necessary hardware will be sent to you. * **Action Required**: Review the quote thoroughly. To proceed with the hardware order, ensure the total amount is approved and paid. ### **Delivery of Hardware** * **Shipment Process**: After payment confirmation, we will dispatch a package with all the required devices and wristbands already setup for your site. * **Delivery Service**: The package will be sent via Courier Guy, ensuring a reliable and timely delivery. ## Step 4: Beginning Data Collection The completion of your hardware setup marks your entry into the active phase of using the AllWage system. This step is all about getting hands-on with data collection and leveraging the full potential of the platform. Once your hardware is operational, you can begin the data collection process. To assist you in this new phase, your Customer Success Manager (CSM) will be in touch to guide you through the system's functionalities and ensure you are comfortable using it. For a detailed understanding of how to kick off and manage your data collection effectively from Day 0, please refer to our [Day Zero Guide](/guides/day-zero-guide). This guide is designed to provide you with all the necessary information and support for a successful start with AllWage. ## Frequently Asked Questions (FAQs) **1. How long does the entire onboarding process take?** **Answer**: The duration of the onboarding process varies depending on several factors, including the promptness of document submission and hardware setup. Generally, it should not take longer than 1 week. **2. What happens if there's a delay in receiving the hardware?** **Answer**: In case of a delay, please contact your Onboarding Specialist immediately. They will provide updates and assist in resolving any issues with the shipment. For any other questions or detailed assistance, feel free to reach out to your Onboarding Specialist or Customer Success Manager. They are here to ensure your transition to AllWage is smooth and successful. # Onboarding Sheet ## Company & Employee Information Sheet To ensure our records are accurate for accounting purposes and your invoicing is spot on, we need some essential details about your company. These will also help us send you a special lucky packet to get you started. Please complete the following fields in the Excel sheet provided: ### Company Details 1. Registered Company Name: The legal name of your company and also the name you want to appear on invoices 2. Address: Company registered address 3. VAT Number: Provide if applicable, will be present on all tax invoices 4. Accounting Contact Email: All invoices and statements will be sent to this email for payment. You can provide one or more email addresses Please provide your shipping address. We make use of The Courier Guy. If you do not have a courier-friendly address, please provide the location of your closes Courier Guy Hub.

Billing and Shipping Information

Make sure to double-check that all the details are current and correct to prevent any hiccups with invoice accuracy or delivery delays. ## **Basic Employee Information Submission**

Capture basic information for employees

{% hint style="warning" %} It is critical to ensure that all employee numbers are unique. {% endhint %}
Field NameDescriptionExample ValueRequired
Employee #Unique identifier for each employee.001Yes
First NameEmployee's given name.LukeYes
SurnameEmployee's family name.KroonYes
Payment MethodMethod by which the employee will be paid.EFT/CashYes
UIFUnemployment Insurance Fund - whether the employee contributes.TRUEYes
PAYEPay As You Earn - whether the employee is subject to this tax.TRUEYes
ETIEmployment Tax Incentive eligibility.FALSEYes
{% hint style="info" %} If an employee is marked as 'TRUE' for ETI, please be aware that all necessary checks will still be performed to ensure eligibility according to statutory requirements. {% endhint %} Please note that all fields must be completed for a successful import. The example values are provided to demonstrate the expected format for each field. For more details on statutory deductions such as UIF and PAYE, please visit our [Statutory Deductions Information Page](/modules/payroll/filing/statutory-deductions). # Debit Order Mandate ## Frequently Asked Questions (FAQs) # Day Zero Guide Getting started with your all-in-one labour solution ## Who is this guide for? This guide is structured to assist new clients in effectively incorporating AllWage into their operations, focusing on three primary steps: 1. **Identifying Wristbands, Device Setup, and Distribution** * Instructions on unpacking the hardware and understanding its contents, including the Android device and RFID wristbands. * Steps to power on the device and log into the app. * Guidance on differentiating wristbands for workers and supervisors * Procedures for handing them out to employees. 2. **Clocking in Employees** * Detailed process for using the device to scan an employee's RFID tag for the first time. * How to effectively utilise the app for employee attendance tracking. 3. **Using the Online Portal** * Instructions for viewing and managing captured data on the online portal. These steps are designed to ensure a seamless setup process, enabling clients to fully leverage AllWage from the outset. ## Unboxing the AllWage Hardware This section provides guidance on setting up your system right from unboxing the hardware and getting started with the essential components. In your package, you'll find: * **Rugged Android Device:** The primary tool for managing and tracking your workforce. * **RFID Wristbands:** Used to identify users and employees. ### Powering On and Accessing the App 1. **Power On the Device**: Find the rugged Android device and press the power button on its side until it powers on. 2. **Open the AllWage App**: Once the device is powered on, locate and open the AllWage app on the home screen. This app is central to managing and tracking your workforce. ### **Distinguish the RFID w**ristbands The wristbands are split into different bags for: * Different employee teams. * User tags marked as 'Admin'. * Unlinked tags for future use or replacements. {% hint style="info" %} Despite being physically identical, these wristbands have been pre-linked to the correct employees/users on our end. The tags can be reused and linked to other employees in the future. {% endhint %} ## Scanning an RFID Tag ## Identifying Employee RFID Tags This section explains how to use RFID wristbands with your device to identify employees and verify their information. Follow these steps to scan a tag and view linked employee details. #### Scanning Process 1. **Position the Device**: Hold the device so the back (where the NFC antenna is located, usually in the middle) is accessible. 2. **Select a Wristband**: Take an employee wristband from its bag. 3. **Open App**: Ensure the app is active on your device and the screen displays "Tap tag to login". 4. **Scan the Tag**: Place the round dial of the wristband against the back of the device, similar to making a contactless payment. 5. **Confirmation**: Listen for a confirmation sound from the device, indicating the tag has been read. #### Reviewing Employee Information 1. **Employee Details**: After scanning, a window will display the employee's details linked to that tag, including their employee number, name, surname, and team. 2. **Unlinked or Resigned Employee Tags**: If a tag is not associated with any active employee, the screen will show a notification. {% embed url="" %} Getting to know your device {% endembed %} ## Clocking In Your First Employee Clocking in and out is a critical function in AllWage for tracking employee attendance. Here's a simple guide to do it effectively.

Clocking-in employees on general activities

Having acquainted yourself with the device and RFID scanning, let’s proceed to clock in your first employee. You’ll find that scanning a foreman’s tag unveils more options owing to their elevated access, which includes the ability to capture information directly on the device. The extent of information a foreman can capture can be adjusted later via the online portal. By default, foremen have access to the Time & Attendance module. For more information on which roles can be assigned to your employees please visit this page: [Employees - Roles](/fundamentals/users-and-employees/employees) Follow these links to start: * [Clock in an employee](/modules/time-and-attendance/data-capture#android-device) * [Clock out an employee](/modules/time-and-attendance/data-capture#android-device-1) You've now learned the basics of using your device to clock employees in and out. ## Exploring the Online Portal Having mastered the basics on the device, it’s time to log in to the online portal and view the information you’ve just captured. The portal offers a consolidated view of all time and attendance activities on your farm, aiding in effective workforce management. 1. Log in to the Online Portal: 1. Follow instructions on this page: [Online Portal Login](/fundamentals/online-portal-login). 2. Navigating the Dashboard: * Upon logging in, you'll be directed to the employee overview dashboard. This dashboard provides a 7-day overview of all time and attendance activities on your farm. * Please refer to [this page](/modules/time-and-attendance/time-and-attendance-dashboard#employee-overview-dashboard) for more information on how to use the overview dashboard. 3. You're All Set: * Congratulations on familiarising yourself with both the AllWage hardware and the online portal! ## Distributing Wristbands and Devices Now that you're acquainted with the hardware and online portal, it's time to distribute the wristbands to your employees and hand over the devices to the foremen. ### Select and Verify Tags 1. **Find Team Bag**: Identify the bag labeled for the specific employee team. 2. **Verify Tags**: Briefly scan each wristband using the device to ensure it corresponds to the right employee information. [Use these steps to identify the correct tag.](#identifying-employees-with-rfid-tags) 3. **Hand Out Tags**: Once verified, distribute the wristbands to the respective team members. {% hint style="danger" %} Inform employees that this first wristband is provided by the company. Thereafter, it becomes their property and responsibility. If a wristband is lost, the employee will be responsible for the replacement fee. {% endhint %} {% content-ref url="/pages/Vnu1kB4QowudtwuSjKzH" %} [Time & Attendance](/modules/time-and-attendance) {% endcontent-ref %} # Day 1 Welcome to the AllWage Portal ## What is the AllWage Portal? The AllWage Portal is the hub for all data collected from your devices in the field, allowing you to view and interpret clocking activity efficiently. The AllWage portal is web-based and accessible from any device with internet connectivity and a browser. To access, simply navigate to [app.allwage.com](http://app.allwage.com/) and sign in using your user credentials. {% hint style="info" %} The portal is compatible across a variety of devices including Apple, Windows, Android, and iPhone, ensuring flexibility and ease of access. While the AllWage App is available exclusively on Android and is specifically designed for capturing information in the field, it does not support viewing data. To view information, you can use any internet browser on your preferred device. This approach ensures that data capture is efficient while data review and management remain flexible and accessible from anywhere. {% endhint %} ## Getting Started 1. **Access to the Portal**: Look out for an email from us with your login credentials. Please reach out to your customer success manager if you have not received the initial email with login details. 2. **Login**: Log in at [app.allwage.com](https://app.allwage.com/) (direct link, no "www") with your email and password provided in the email. ## Manage your Users * **Control**: You dictate user access levels. Add unlimited users and define what they can do and see. * **Adding Users**: Simply go to [Management > Users](https://app.allwage.com/#/system/users) to start adding team members to your profile. Only users added in this section will be able to log in to the online Portal * **User Roles**: * **Administrators**: Get full profile access and can add users. Ideal for farm managers, owners, and finance/HR personnel. * **Farmers**: Have view-only access to assigned farm areas with limited reporting functions. For a detailed breakdown of roles and access limitations, check out our [user role guide](/fundamentals/users-and-employees/users). Remember, you can expand your team on AllWage anytime by adding more users. ## Manage your Employees * **Role Assignment**: Employees, the backbone of your field operations, won't access the portal but will have specific roles within AllWage that define their tasks and data capture capabilities, such as time & attendance, harvesting, and supervisors. * **Guidance**: For a clear understanding of each role and its restrictions, visit our employee [role guide](/fundamentals/users-and-employees/employees). * **Flexibility**: You can add new employees to the system as your workforce grows, simply navigate to [Management / Employees](https://app.allwage.com/#/system/employees). ## Time & Attendance The next step in the process is to start with your time and attendance module, please navigate to this section: {% content-ref url="/pages/Vnu1kB4QowudtwuSjKzH" %} [Time & Attendance](/modules/time-and-attendance) {% endcontent-ref %} # Support Channels Support channels and communication We are committed to enhancing your experience and ensuring you receive the best possible support. ## Centralised Platform All customer support interactions are now routed through a single contact number, email, and a new web chat feature available directly on our portal. {% hint style="success" %} Our web chat is powered by an **AI assistant** that is available 24/7 and knows the whole AllWage system. It always clearly identifies itself as AI — it never pretends to be human — and you can choose to **speak to a real person at any time**: simply ask to speak to a human and you will be connected to our support team. {% endhint %} 1. **Centralised Issues**: All your concerns are logged in one place, making it easier for our support team to track and resolve issues efficiently. 2. **Improved Accountability**: With our support tool, we can better monitor the resolution process and ensure that every issue is addressed to your satisfaction. 3. **Enhanced Collaboration**: When more complex issues arise that require technical team intervention, the transition is seamless, with all necessary context transferred accurately. ## Accessing Support You can reach our dedicated support team in the following ways: * [Whatsapp](#whatsapp) * [In App Chat](#web-chat) * [Email](#email) * [Request for a call back](#request-a-call-back) ### WhatsApp

AllWage official WhatsApp Support number

Send a WhatsApp message to our central number [066 272 5265](https://wa.me/27662725265) (click on the number to sent a WhatsApp message right now).\ \ This is ideal for quick queries and immediate assistance. You can send us voicenotes, pictures and videos on this platform. {% hint style="warning" %} Please note that phone calls to this number will not be answered as it is linked directly to our support platform for written communication. {% endhint %} ### Web Chat Visit our portal and use the web chat feature — the chat icon at the bottom of the navigation panel. The web chat agent is manned by Allie, our AI assistant. Allie is available **24 hours a day, 7 days a week** and can answer questions, guide you through tasks, and troubleshoot issues in real time. If you'd rather talk to a real person, ask the assistant to escalate to a human — our support team will responds during business hours.

Web chat function is available from every page

### Email Send an email to . {% hint style="danger" %} Do **not** email individual support agents. Our team members are actively managing support queues and conducting onboarding meetings, so individual inboxes are not monitored for client inquiries. Direct emails will be missed, resulting in significant response delays. {% endhint %} ### Request a call back You are supported by a small, but dedicated team of Time & Attendance, and Payroll specialists. These specialists are introduced during your kickoff meeting, and they will guide you through your entire onboarding journey. To ensure our specialists can focus fully on onboarding meetings and dedicated client assistance, we do not operate an inbound call centre. If you prefer to speak directly with an agent, you can request a call back via WhatsApp or email. To help us process your request quickly, please ensure you include: * The specific topic or issue you need help with. It is crucial we have as much detail as possible so the correct person contacts you. * The phone number where we can reach you. Our support team handles multiple client requests simultaneously and will attempt to resolve your query via email or WhatsApp message first. If your request requires a phone conversation, your specialist will coordinate with the team to ensure coverage and schedule a dedicated time to call you. ## Business Hours Our support team is available during these times: * Mondays to Thursdays: 08:00 - 17:00 * Fridays: 08:00-16:30 We are closed on all public holidays. If there is a planned disruption in our business hours, we will let clients know of this before hand so they can plan their processes accordingly. ## Response Times & Expectations We strive to acknowledge and respond to every incoming message within 1 hour during business hours. Please note that this applies to our initial response time, as resolution times depend on the complexity of the query. * Platform Prioritization: We prioritize quick, time-sensitive inquiries submitted via WhatsApp before addressing requests on other channels. * Proactive Status Updates: When you initiate a conversation, we will immediately inform you if there are any expected delays in our response time. * Email & In-App Inquiries: Standard inquiries are processed in the order they are received. # Online Portal Login How to access the online portal and find your way around ## **Understanding the Online Portal** The Online Portal is the management hub of the AllWage ecosystem — the place where all your workforce data comes together. ### **Primary Functionality:** 1. **Data Visualization and Management:** * The online portal is your centralised hub for viewing all information gathered in the field — clocking data from biometric and Android devices, WhatsApp self-service activity, and data captured on the portal itself. 2. **Review, Analyse, and Correct:** * While devices capture information in the field, the online portal is the interface for reviewing, analysing, and modifying this data as needed — and for configuring your profile: employees, teams, clock templates, and pay runs. 3. **Accessible from Any Connected Device:** * The portal is designed for accessibility and ease of use. It can be accessed from any device with internet connectivity and modern web browsing capabilities, such as laptops, desktops, tablets, or smartphones. ## **Getting Started** To access the online portal, simply navigate to [app.allwage.com](https://app.allwage.com/) on your web browser. Log in with your credentials, and you'll be able to start exploring and managing your workforce data. ## Login Credentials Once your user account is set up, you will receive your login credentials via email. This email will be the key to accessing the Online Portal. For more information please visit the [Users ](/fundamentals/users-and-employees/users#add-a-new-user)page. ## First-Time Login & Password Reset When you log in for the first time, you will be automatically redirected to your profile page, where you are required to reset your password to a new, secure password that only you know. **Why is this critical?** * The default password from the welcome email may be known to other users or AllWage support staff. * If you don't change it, someone else could log in and perform actions as your user. * This is **especially important** if you work on payroll, as you'll have access to sensitive employee and financial data. **Choosing a secure password:** * Use a password that only you know, and don't reuse passwords from other accounts. * Use a mix of letters, numbers, and symbols. * Avoid easily guessed information (birthdays, names, "password123"). ## Forgot Your Password? If you forget your password, you can reset it in a few steps: 1. On the login page, click the **"Forgot your password"** link. 2. Enter your email address and submit. 3. Check your email for a password reset link. 4. Click the link and follow the instructions to set a new password. {% hint style="info" %} The password reset email is only valid for **60 minutes**. If the link has expired, simply request another password reset. {% endhint %} {% hint style="warning" %} If you receive a password reset email that **you didn't request**, this may mean someone is trying to access your account. Log in immediately and change your password from your profile page, and report it to AllWage support. {% endhint %} ## Password & Account Security * **Never share your password** with anyone, including colleagues or AllWage support. * **Log out** when you're finished using the portal, especially on shared devices. * **Change your password regularly** (for example, every 3 to 6 months). * **Use a password manager** if you have trouble remembering secure passwords. * **Report suspicious activity** to AllWage support immediately. ## Finding Your Way Around Once signed in, the portal uses a **left-hand navigation panel** that stays with you as you move through the system. You can collapse or expand it by clicking the burger menu icon (three horizontal lines) below the AllWage logo. **Your profile menu** — clicking on your name at the top of the panel opens a dropdown menu with: * **Profile** — update your personal details and password. * **Billing** — view billing information (if you're an administrator). * **Sign out** — log out of the portal. * Other options like Terms and Conditions, Privacy Policy, and Learn More. **Notifications** — the **bell icon** next to your name shows system update notifications: announcements about new features, upcoming maintenance, and important changes, often with links to the relevant documentation. Check it regularly to stay informed. **Main menu** — six sections cover the whole portal: **Home** (dashboards), **Data** (raw data review and corrections), **Reports**, **Payroll** (visible only with payroll access), **Manage** (employees, teams, and configuration), and **Settings** (system-wide settings such as audit logs). **Support** — the chat icon at the bottom of the panel opens in-app support. See [Support Channels](/fundamentals/support-channels) for all the ways to reach us. # Variants & Crops Manage cultivars and variants on your farm. Provide multiple variants and cultivars of each produce or crop type you cultivate on your farm. Provide details on how this variant is harvested and transferred to your Packhouse. ## Create Variant Navigate to [Management / Variants](https://app.allwage.com/#/system/variants). 1. Click on "Add Variant" 2. Select the Produce 3. Specify the name of the Variant 1. Provide an optional description to further describe this variant or cultivar 4. Quick Harvest * Check this box if the variant is harvested in rapid succession i.e. citrus. This will allow the foreman to allocate multiple harvest items to harvesters without returning to the block screen and specifying the number of units harvested. * **Harvest interval limit** is only applicable if **Quick Harvest** is selected. This limits the time in seconds between two harvest items for one individual. This will prevent employees to scan their wristbands in rapid succession when in the field. 5. Specify the unit and estimated weight in which the variant is harvested. Example variants: 1. Tomatoes are harvested in crates and the estimated weight per crate is 18kg. The tractor loads all the crates and transfers it to the warehouse i.e. 1. Harvest Unit = Crate 2. Harvest Unit Factor = 18 3. Calculated Harvest unit = kg 4. Transfer Unit = N/A (The Harvest Unit defaults if nothing is specified) 5. Transfer Weight = N/A (The Harvest Unit Weight defaults if nothing is specified) 2. Sweet potatoes are harvested in crates and the estimated weight per crate is 22kg. The tractor loads all the crates into a bin and the estimated weight of a full bin is 400kg i.e. 1. Harvest Unit = Crate 2. Harvest Unit Factor = 22 3. Calculated Harvest unit = kg 4. Transfer Unit = Bin 5. Transfer Unit Factor = 400 6. Calculated transfer unit = kg 6. Enable batch number tracking * Scan QR or barcodes when harvesting, transfer and receiving. ### Variant Conversions If a variant is harvested or transferred in more than one way, multiple conversions can be added. 1. Click on the desired variant 2. Click on the + icon next to Harvest Conversions or Transfer Conversions 3. Provide the factor and unit for this conversion 1. The size of a salad head determines how many of them can fit into a crate, early in the season they harvest 6 heads per crate, later in the season when the heads are bigger, this number comes down to 4 heads per crate. 4. Click on add 5. Click on Save Changes ### Variable Factors If the calculated unit of the variant changes over a period of time the factor can be set up for a period of time. For example, when harvesting Macadamia nuts, the weight of the nuts decreases over time as they dry out, the estimated weight per crate can be set up weekly. 1. Click on the desired variant 2. Click on the "Edit" icon in the top right toolbar 3. Clear the "Harvest Unit Factor" field and leave it empty 4. Click on "Save" The "Variable Variant Factors" section will now be enabled 1. Click on the "Add Factor" button 2. Specify the factor of the harvest unit ex. 10kg 3. Select the date to which this factor will be applied * All harvest items after this date and time will be affected by this factor 4. Click on "Save" ### Delivery Tare Units This configuration is only applicable when the variant delivered is weighed upon receiving it. By setting up delivery tare units it allows the receiver to enter a number of transport units that will automatically be deducted from the entered weight. An example of this is when a receiver receives a delivery of for example tomatoes weighing 100 kilograms. But these tomatoes are transported in crates and placed on a palette. By setting up tare units the receiver can then enter the amount of crates and palettes and the weights of these will automatically be deducted from the 100 kg to provide a more accurate delivery weight. Another use case for setting up delivery tare units is when the weight for each unit is setup as 0 kilogram. The result is that the receiver can enter the amount of crates but this will not be deducted from the entered weight. This can assist in comparing the number of crates that were transported from the field and received at the packhouse. ![Delivery tare unit summary](/files/fRMbqsYAC2fYKvIQZNRx) ![Add another delivery tare unit](/files/0iL74fo31GGpJhxShm7c) # Regions, Sites and Geofences Set up regions and sites to track where work happens, and use geofences to automatically assign clocks to the right location based on GPS. If you have employees clocking in across multiple physical locations — warehouses, sites, branches, depots, farms, stores — this page explains how to set up a structure that mirrors your operations, link clocks to specific locations for cost allocation, and start using geofences to automatically place clocks on the map. {% embed url="" %} Managing Regions, Sites and Geofences {% endembed %} **What this page covers:** * Why location matters for time, attendance and cost allocation * How regions and sites work together as a flexible two-layer structure * How to set up regions and sites on the new Regions and Sites page * How to draw a geofence around a site, and how to change or remove one * How GPS auto-assignment matches each clock to the right site across the Bio3G biometric app, the RFID Android app and WhatsApp * Where to see the results — including the Geolocation Clocks report — and how to correct the rare clock that lands in the wrong place **Who this is for:** Managers, business owners and administrators who are responsible for setting up and running their AllWage portal. A working understanding of how clocking works in AllWage is helpful. **What's coming next:** This page covers everything available today: setting up regions and sites, linking clocks to sites, drawing geofences, and automatic clock assignment by GPS. The next phase of geofencing — already on the roadmap — will automatically flag clocks that fall outside their expected geofence, so you no longer need to spot location violations manually. Setting things up well now will give you a head start when that arrives. ## Why Regions, Sites and Geofencing Before getting into how to set things up, it is worth pausing to understand why location data matters and how a simple two-layer structure can give you visibility, accountability and accurate costs across your operation. ### The Problem Location Solves In most operations, employees move between physical places during their working day. A team might clean Warehouse A in the morning and Warehouse B in the afternoon. A driver might visit five different stores. A field worker might rotate between two production sites. Until now, AllWage knew **what** an employee was doing — the activity when clocking — but not **where** they were doing it. That gap creates two everyday problems: * **No accountability for self-service clocking.** When employees clock in via WhatsApp or a mobile app, there is nothing stopping someone from clocking in at home, on the road, or after they have already left site. The system captures GPS coordinates on every clock, but reviewing them on a map one by one is unworkable for any operation with more than a handful of locations. * **No way to split costs by location.** Hours and costs roll up by activity, but not by where the work actually happened. If you run two warehouses, three farms, or ten branches, you cannot answer questions like "how much labour did Store 4 absorb last month?" without manual spreadsheet work. Regions, sites and geofencing are designed to close this gap directly. Once you have a structure in place and clocks are linked to sites, location becomes a normal dimension of your time and attendance data — alongside the activity, the team and the employee. ### Activities and Sites: Two Dimensions of a Clock Time and attendance in AllWage has always worked hand in hand with **activities**. Every time an employee clocks in, they specify the activity they are about to perform. This is what lets customers see how much time was spent on each activity across the whole workforce, and it is what allows costs to be allocated to specific jobs. Adding **sites** gives you a second dimension. The clock now captures both an activity and a site — *what* work is being done, and *where* it is being done. Together, these two pieces of information let you slice your data in much more useful ways. **A simple example:** imagine a cleaning team that moves from Warehouse A to Warehouse B during the day. Without sites, you would only see "cleaning" — eight hours of it, with no way to know how the time split between the two warehouses. With sites, you can see exactly how much cleaning time landed at each warehouse, and the labour cost follows naturally. Because each site belongs to a region, you also gain a **third level of grouping** for free. The same cleaning data can be rolled up by activity, by site, or by region — without any extra effort on the part of the employee. The only thing that changes for the employee at clock-in is that they now select a site as well as an activity. On WhatsApp, the site is determined automatically from the GPS, so even the employee's flow stays the same. ### How Regions and Sites Fit Together The structure is intentionally simple. There are exactly two layers: * **Region** — a flexible top-level grouping. A region might represent a province, a city area, a client name, a division, or any other grouping that matches how you already think about your business. A region has nothing more to it than a name — it exists to organise your sites. * **Site** — a specific physical location where employees clock in or out. A warehouse, a branch, a store, a farm, a depot, a job site. Each site belongs to exactly one region. There are no further layers below a site, and there is no nesting between regions. If a region needs to be broken down further, the answer is to create more sites within that region — not to invent sub-regions. **Why two layers and no more?** Because most reporting questions are answered at one of the two levels. You either want to see a roll-up across a region ("how much did the Western Cape cost this period?") or detail at a single site ("what happened at Warehouse A on Friday?"). Adding a third or fourth layer creates more setup overhead than it saves. ### What a Geofence Does A **geofence** is a boundary drawn around a site on a map. It tells the system "this is the area that belongs to this site." A geofence can be either a **circle** — a centre point and a radius — or a **polygon** — a shape with several points around the boundary. Both work equally well; circles are quicker to draw and suit roughly round areas, polygons are better when the site has an irregular shape or sits next to other sites that you want to keep separate. Once a site has a geofence, the system can do something very useful. When a clock arrives without a manually selected site, the system checks the GPS coordinates against your geofences. If the GPS falls inside one of them, the clock is automatically assigned to that site. This is the **auto-assignment** behaviour. It means a WhatsApp clock from an employee who never sees a site selection screen still ends up linked to the right place, as long as their GPS is sensible. A few important principles: * **Geofences cannot overlap.** Auto-assignment must be unambiguous, so the system prevents you from creating two geofences that intersect. * **Geofences are optional per site.** A site without a geofence still works for manual selection. It just does not participate in auto-assignment. * **Manual selection always wins.** If an employee or administrator has explicitly chosen a site, the system never overrides that choice based on GPS. ### Which Devices Auto-Assignment Applies To Geofence-based auto-assignment depends on GPS coordinates being captured with each clock. This means it only applies to clocking methods where the device can move with the employee and report its current location: * **WhatsApp clocks** — the employee shares their location with the message, and GPS is captured automatically * **The RFID Android app** — the device captures GPS on each scan * **Mobile biometric devices** — wherever the device supports GPS capture in the field **Fixed biometric devices** — the kind mounted to a wall at a single clocking point — do not capture GPS, and they do not need to. Because the device cannot move, every clock that comes from it is by definition at the same physical place. In short: geofencing simply does not apply to fixed devices, and that is by design — the device's fixed location is already a stronger signal than GPS could ever provide. The practical implication is that you should think of geofences as a tool for the **mobile** part of your workforce. If most of your clocking happens at fixed devices, geofences will not change much for you. If most of your clocking happens on WhatsApp or in the field, geofences are where most of the value sits. ### Flag, Don't Block A natural reaction to geofencing is "great, the system can stop people clocking from the wrong place." This is deliberately not how AllWage works. GPS is not perfect. Signal can be weak inside a building or in a basement. A device can drift by tens of metres even on a sunny day in the open. Some clocks are captured offline and only sync hours later. If the system blocked clocks based on GPS, the most common outcome would not be catching cheats — it would be preventing legitimate employees from clocking in and out, costing them their working hours and you their goodwill. The principle is **flag, don't block**. The system records what happened and surfaces issues for review. It does not prevent employees from working. The first wave of this feature focuses on accurate placement — getting clocks linked to the right site automatically. The next wave, already on the roadmap, will add automatic flagging of clocks that fall outside the expected geofence, so administrators can review violations without having to spot them manually. ### A Common Approach to Setting Things Up There is no single right way to organise regions and sites — it should reflect how your business actually works. That said, the following approaches tend to work well: **Mirror the structure you already use.** Most businesses already have an unspoken structure — north and south, by client, by branch number, by manager. A common approach is to use that same structure for your regions, rather than inventing a new scheme. If your team already says "the Cape Town stores," then "Cape Town" is probably a sensible region. **Pick one consistent rule for what a region represents.** Mixing region types — some regions geographic, some by client, some by department — makes reports harder to read. A common approach is to settle on one dimension and stick with it. **Use site codes consistently.** Site codes are short identifiers used for costing and grouping — they appear in cost reports, exports, and anywhere sites are rolled up. They are optional, but a consistent scheme — for example, three letters and a number like WH1 or CTN3 — makes reports far easier to scan than long site names, and gives you something stable to group on if a site's display name ever changes. **Lead with geofences, not manual selection, for any clocking that happens in the field.** When clocking happens away from a fixed clocking point — on WhatsApp, on a mobile device, out in the field — asking the employee to pick a site is a trust problem. An employee can select any site they like, regardless of where they actually are. GPS coordinates validated against a geofence are far harder to falsify. A common approach is to set up geofences from day one for every site that has mobile clocking, and to treat manual site selection in the clock edit modal as a correction tool for administrators — not as the primary way field clocks get linked. Fixed devices are exempt from this concern: the device cannot move, so the site is implicit either way. **Only add a geofence where you actually want auto-assignment.** Creating a geofence activates auto-assignment for that site. If a site has unusual GPS conditions — for example, it sits inside a much larger area covered by another site, or employees occasionally clock from neighbouring locations — leaving the geofence off and relying on manual selection is the safer choice. **Keep geofences tight, but not too tight.** A geofence that is much larger than the actual site will pick up clocks from the surrounding area. A geofence that is too small will miss clocks just outside the door because of GPS drift. A common approach is to draw the geofence around the building or working area with a small buffer of 20 to 50 metres for radius geofences, then adjust based on what you see in the data. **For existing harvesting module customers — your data is already there.** If your portal currently uses the harvesting module with farms and blocks, you do not need to migrate or re-enter anything. Your farms automatically appear as regions and your blocks appear as sites on the new Regions and Sites page. A common approach is to start by tidying names and codes on the new page, rather than rebuilding the structure from scratch. ## Setting Up Regions, Sites and Geofences This section walks through the Regions and Sites page itself — where to find it, how to create your first site, how to manage regions, and how to keep the list clean as your operation changes. ### Finding the Regions and Sites Page The Regions and Sites page lives in the **Manage** section of the portal navigation, alongside the other setup pages. The page opens on a **map view** by default. Every site that has a geofence drawn around it shows up on the map as a circle or a polygon, so you can see your whole operation laid out geographically at a glance. A sidebar on the right lists all your sites, with each entry tagged as **Linked** (the site has a geofence) or **Not Linked** (no geofence yet). You can switch from the map to a flat **Sites** list at any time using the **Map / Sites** toggle at the top of the page. ### Creating Your First Site There are two ways to create a site, depending on whether you want to start from the site details or by drawing the area on the map. **Option 1: Start with the site details** Click the **Create A Site** button in the top right of the page. A side panel opens with the following fields: * **Site Name** — required. The display name of the location, for example "Warehouse A" or "Cape Town Branch." This is what employees and administrators will see throughout the portal. * **Site Code** — optional, but if provided it must be alphanumeric and unique across all your sites. The code is used for costing and grouping — it appears in cost reports, exports, and anywhere sites are rolled up. If you leave it blank, the system will fall back to using the site name in places that need a short identifier. * **Region** — required. A dropdown to pick an existing region or create a new one inline (more on this below). * **Description** — optional free text for any extra context. Click **Save** and the site appears in the sidebar list. You can add a geofence to it later. **Option 2: Start by drawing the area on the map** If you already know exactly where the site sits on the map, you can start with the geofence and let the site details follow: 1. **Find the location first.** Use the search bar at the top of the page to type an address, a city name, GPS coordinates or a Plus Code — the map will zoom to that spot. This is much faster than panning the map by hand, especially for sites in a different part of the country to where the map currently sits. 2. On the map, use the drawing tools on the left — the **polygon** tool for an irregular shape, or the **circle** tool for a centre point and radius. 3. Click on the map to draw the boundary. 4. Once you finish the shape, you are prompted to either link it to an existing site or create a new site by clicking on the + icon in the top right. 5. If you choose to create a new site, the same side panel opens with the geofence already attached. Fill in the site details and save. This second flow is the fastest way to set up a site that has a clear physical boundary — the geofence and the site are created together in a single step. **Linking a new geofence to an existing site:** If you draw a geofence on the map and link it to a site that already has one, the new shape replaces the old one. This is useful when you want to update a geofence for a site. **Validation rules to be aware of:** * Site name cannot be empty. * If you provide a site code, it must contain only letters and numbers (no spaces or special characters), and it must be unique across all your sites. * A new geofence cannot overlap with an existing one. ### Managing Regions Regions are managed from within the site panel — there is no separate Regions page. From the **Region** dropdown in the site panel, you can: * **Pick an existing region.** The dropdown lists all regions you already have, with a count of how many sites are linked to each one (for example, "Western Cape — Linked to 3 other sites"). * **Create a new region inline.** Type a new region name into the dropdown and confirm it. The region is created and immediately selected for the current site. * **Rename an existing region.** Use the edit icon or context menu next to the region name to update it. The change applies everywhere the region is shown. * **Delete a region.** Only allowed if no sites are linked to that region. If sites still belong to the region, move or archive those sites first. Remember, a region is just a named grouping. It has no other settings — there are no rules, no rates, no schedules attached to it. The only thing it does is organise your sites. ### Viewing and Editing a Site You can open a site in two ways: click its entry in the sidebar list, or click its geofence shape directly on the map. Either action opens a **Site Details** panel showing the site's name, status, region, code, a preview of the geofence and the GPS coordinates of the geofence centre — all read-only at this point. From the Site Details panel you can: * **Change the geofence colour without entering edit mode.** A row of colour swatches at the bottom of the panel lets you pick a colour for the site's geofence. Use this to make different regions, site types or operational categories stand out at a glance on the map. * **Click Edit (the button at the bottom of the panel) to change the site's details.** This switches the panel into edit mode where site name, site code, region and description become editable. Save commits the changes; Cancel discards them and returns you to the read-only view. * **Use the overflow menu — the three-dot icon at the top of the panel — for additional actions:** * **Edit** — same as the Edit button at the bottom of the panel. * **Mark as Inactive** — archive the site (covered in the next section). * **Delete** — permanently delete the site. This is only available once the site has been marked as inactive — there is no one-click hard delete from an active site. **Moving a site to a different region** is done from edit mode — pick a different region from the panel. The site keeps its name, code and clock history; only its grouping changes. ### Adding a Geofence to an Existing Site A site without a geofence still works — administrators can manually link clocks to it from the data review. What a geofence adds is **auto-assignment**: incoming clocks with GPS coordinates that fall inside the geofence are automatically assigned to the site, without the employee or administrator having to pick anything. Adding a geofence to an existing site uses the same flow described earlier in *Creating Your First Site*: 1. Use the search bar at the top of the page to find the location. 2. On the map, use the drawing tools on the left to draw a circle or a polygon. 3. When prompted, choose to **link the shape to an existing site** rather than creating a new one. 4. Pick the site from the list. The geofence becomes active for that site immediately. If the site you link to already has a geofence, the new shape **replaces** the old one. There is no separate "edit shape" mode — the way you change a geofence is to redraw it. This is also how you switch between a circle and a polygon, or how you reshape a geofence whose original boundary was drawn poorly. A few practical notes: * **One geofence per site.** Linking a new shape to a site that already has one always replaces the existing geofence — a site cannot have two geofences at once. * **The geofence is optional.** A site without a geofence still works for manual selection — it just does not participate in auto-assignment. * **Colour change is independent.** As covered in *Viewing and Editing a Site*, the colour swatches are available directly on the read-only Site Details panel — no redrawing needed. In the sidebar list, every site is tagged as **Linked** (has a geofence) or **Not Linked** (no geofence yet). Use the **Geofence** filter at the top of the sidebar to narrow the list — the quickest way to spot sites that still need a geofence drawn. ### Changing or Removing a Geofence Geofences are not set in stone — your operations change, and your geofences will need to change with them. There are three things you might want to change, and each has its own path: * **To change the shape, position or size of a geofence** — draw a new geofence on the map and link it to the same site, exactly as described in *Adding a Geofence to an Existing Site* above. The new shape replaces the old one. The same no-overlap rule applies — the new shape cannot intersect with another site's geofence. * **To change the colour** — pick a new swatch from the Site Details panel. This works in the read-only view; you do not need to enter edit mode. * **To remove the geofence entirely** — use the **trash icon** in the map drawing tools on the left of the page. Click the trash icon, then click the geofence shape you want to delete. The site itself stays in place; only the geofence is removed, and the site stops participating in auto-assignment. **An important note about changes and removals: changes to a geofence only affect new clocks going forward.** They do not retroactively re-assign historical clocks. A clock that was auto-assigned to Site A last week stays linked to Site A even if you redraw the geofence today. This is by design — past reports and costs should not silently change because a boundary moved. If you need to re-evaluate historical assignments, that is something administrators do manually on the affected clocks (covered later under *Editing a Clock to Set or Change the Site*). ### Archiving and Deleting a Site When a site is no longer in use — a closed branch, a finished project, a depot you have moved out of — you can archive it to keep your active list clean. In the portal, archiving is called **Mark as Inactive**, available from the overflow menu in the Site Details panel. What happens when a site is marked inactive: * The site no longer appears in the active sites list or in any clock dropdowns. * The site's clock history is fully preserved — historical clock records still reference the site, and reports for past periods continue to work as before. * The site's geofence (if it had one) is also disabled, so it stops participating in auto-assignment. * The action is reversible — you can switch the list to show inactive sites and restore one if needed. The status filter at the top of the sidebar list lets you switch the view: * **Active** (default) — only shows sites currently in use. * **Inactive** — shows only sites that have been marked as inactive. * **All** — shows everything. This makes archiving a soft operation — nothing is lost, the site is just hidden from day-to-day workflows. **Permanently deleting a site** If you want to remove a site entirely — for example, a test site that should never have existed — the **Delete** option in the overflow menu becomes available once the site has been marked inactive. The two-step requirement is deliberate: hard deletion cannot be undone, and forcing you to mark a site inactive first prevents an active site from being wiped out by mistake. Once deleted, historical clock records that referenced the site display gracefully (the site name simply shows as unknown) — no calculations or reports break. ### A Suggested Setup Order When setting up Regions and Sites for the first time, a common approach is: 1. Decide on the rule for what a region represents in your business (geographic area, client, division, etc.). 2. Create your sites, assigning each one to a region as you go. New regions can be created inline from the site panel. 3. Add site codes that follow a consistent scheme — these will appear in your cost reports and exports. 4. Draw geofences for the sites where mobile clocking happens. ## Clocking, GPS and Site Assignment Once your regions, sites and geofences are set up, this section covers what happens next — how each clocking method handles site assignment, how GPS coordinates get matched to your geofences, where the site information shows up after the clock arrives, and how administrators correct the rare clock that lands in the wrong place. ### Why Linking Clocks to Sites Matters Until a clock is linked to a site, it contributes hours and costs only against an activity — not against a location. Once clocks are linked, you immediately gain three things: * **Cost allocation by location.** Hours and costs roll up by site, so you can answer questions like "how much labour did Warehouse A absorb last month?" * **Visibility on the data review.** Every clock shows the site it belongs to, alongside the activity, employee and team. Filtering and reporting by site become straightforward. * **A foundation for accountability.** Once clocks are reliably linked to sites, the next phase of geofencing — flagging clocks that fall outside their expected geofence — becomes useful. Without site links, there is nothing to compare GPS against. ### How Sites Are Picked Up Across Clocking Methods Clocks can arrive in AllWage from several different sources, but not all of them participate in GPS-based auto-assignment. The **Bio3G fixed wall-mounted biometric reader** is deliberately left out of the auto-assignment story, because the device does not capture GPS coordinates. That leaves three GPS-capable clocking methods, each handling site assignment a little differently: **Bio3G biometric clocking app (iPhone and Android)** The Bio3G biometric clocking app is the mobile counterpart to the hardware readers — it runs on an iPhone or Android device and is used by supervisors who move between locations. Every clock from the app captures GPS coordinates alongside the activity, so clocks arrive ready for auto-assignment based on where the device was at the time of the clock. **RFID AllWage Android app** The RFID Android app is AllWage's official Android clocking application. Employees clock in by tapping an RFID wristband against the device. Each scan captures GPS coordinates, so clocks arrive ready for auto-assignment based on the device's location at the time of the scan. **WhatsApp** WhatsApp is the self-service clocking option for employees. They send a message and share their location — there is deliberately no extra step asking them to pick a site. WhatsApp clocking is designed to be fast, and adding more steps creates friction for employees who are already in the field. The site is determined automatically from the GPS the employee shares with the message. The next section explains how that matching works. ### How GPS Auto-Assignment Works When a GPS-capable clock arrives on the AllWage server — from the Bio3G biometric app, the RFID Android app, or WhatsApp — the system goes through a simple decision: 1. **Does the clock already have a site?** If yes (because the employee selected it on the device, or an administrator set it manually), the system does nothing. Manual selection always wins, even if the GPS would suggest a different site. 2. **Does the clock have valid GPS coordinates?** If no, the clock is left unassigned and life continues normally — administrators can still link it manually later. 3. **Do the GPS coordinates fall inside an active geofence?** If yes, the clock is automatically assigned to the matching site. If no, the clock is left unassigned. There is no "closest geofence" fallback — the GPS must actually be inside the geofence. A few important behaviours: * **Auto-assignment happens server-side, after the clock arrives.** It does not happen on the device, and it cannot block a clock from being captured. * **Auto-assigned clocks are stored exactly the same way as manually assigned clocks.** Reports, calculations and exports treat them identically. * **Clocks that fall outside any geofence are left unassigned, with no flag and no error.** The next phase of development on the roadmap will add automatic flagging of such clocks. For now, "unassigned" simply means an administrator can review the clock and link it to a site if needed. ### Why Geofences Cannot Overlap For step 3 of the auto-assignment decision to work, the system has to land on **exactly one** site for any given GPS point. If two geofences overlapped, a clock falling in the overlap zone would have no clear answer — it could belong to either site, and there is no fair way for the system to pick. To keep auto-assignment unambiguous, AllWage enforces a strict rule: **geofences for a customer cannot overlap**. If you try to save a geofence that intersects with an existing one — even by a small amount — the save is blocked. The error message tells you which existing geofence(s) it overlaps with, so you can adjust the new shape or rework the existing one. The check covers every combination of shapes: * Two circles overlapping each other. * Two polygons intersecting. * A circle that crosses a polygon boundary or sits inside it. In practice, the no-overlap rule rarely gets in the way once your sites are well organised. If you find yourself wanting overlapping geofences, it usually means two of your sites are physically the same place and could be merged into one — or the geofences are drawn far too generously and need to be tightened. ### Where to See Site Information After Clock-In Once clocks are linked to sites, location data flows through to several existing reports automatically — there is no separate "site report" to learn: * **Geolocation Clocks report** — plots every clock as a GPS pin on a satellite map, with your geofences overlaid. The most visual way to confirm whether clocks landed inside the right geofence, and to spot clocks that fell outside any geofence entirely. Filter by date to focus on a single day or period. * **Employee Overview timeline** — opening a single employee's day plots that day's captures on a map with your geofences overlaid, alongside the list of records they came from. Use this when you are investigating one person's day; use the Geolocation Clocks report when you want to see everyone at once. See [Capture Locations](/modules/time-and-attendance/reports/employee-overview#capture-locations). * **Data review / Clocks** — every clock row shows its site in the **Site / Block** column (renamed from "Block"). You can filter and search by site as you would by any other dimension. * **Activity Site / Block Duration report** — this report breaks down hours by activity and by site, giving you a quick view of what work happened where. * **Cost reports** — labour costs that flow through from time and attendance now break down by site, allowing per-location costing without manual spreadsheet work. ### Editing a Clock to Set or Change the Site Even with geofences in place, there will always be clocks that need a manual touch — a WhatsApp clock from an employee with patchy GPS, a clock that came in before a site's geofence was drawn, or an after-the-fact correction. The **Edit Employee Clock** modal is the tool for this. When you open a clock in the modal: * The **Site / Block** dropdown lists **all** sites. * Each option in the dropdown is shown as: **Code – Site Name (Region)**. For example, "WH-A — Warehouse A (Western Cape)." If the site does not have a code, only the name and region are shown. To set or change a site on a clock: 1. Open the clock from the data review or the Employee Overview Report. 2. In the Edit Employee Clock modal, scroll to the **Site / Block** field. 3. Pick the correct site from the dropdown. 4. Save. The change applies immediately. There is no impact on time and attendance calculations from changing only the site — the hour totals stay the same. What changes is which site picks up the cost and how the clock shows up on location-based reports. ### A Common Rollout Approach If you are rolling this out for the first time, a common approach is: 1. **Run a pilot on one or two sites first.** Once you have your geofences set up, watch the data review to see how many clocks are being auto-assigned correctly. Adjust geofence size or shape based on what you see, then expand to the rest of your sites. 2. **Treat the clock edit modal as a correction tool, not a routine workflow.** Administrators use it to fix the rare clock that auto-assignment got wrong, or to assign a clock that fell outside every geofence. It is not meant for day-to-day site assignment of field clocks. 3. **Review periodically.** Check the data review for clocks that fell outside any geofence. These will become much easier to manage in the next phase, when the system will automatically flag them — but it is helpful to start spotting them now while you tune your setup. # Areas, Blocks & Farms Almost every action can be associated with an area or block. Create and manage your areas here. ## Areas Navigate to "Management" and click on "[Areas](https://app.allwage.com/#/system/area)". ### Farms Every block or block on a farm must be associated to a Farm. 1. Click on the "+ Add Farm" button in the top right corner 2. Provide a Name, Description and the size of the farm 3. Click on "Add" ### Blocks Blocks can be seen as physical areas that are used to plant any type of crop. Blocks can be created for perennial crops or annual crops. Perennial crops includes any type of crop that stays planted in a area for more than 2 years. Examples of perennial crops includes * Nuts * Avocado * Citrus * Apples / Pears Annual crops are seasonal and can be rotated on different areas. Examples of annual crops includes * Vegetables * Maize * Spices and Herbs #### Annual Crops block creation When creating a block for an annual crop, an area or location is specified first. In this area a block will be created which will contain the planted crop information. This will allow you to see the crop rotation of a specific area over time. **Create an Area** 1. Navigate to the "Blocks" tab 2. Click on "Add Block" 3. Specify the Farm where this area is located 4. Specify the name of the Area * Provide an optional Description for this area 5. Leave the Variant field blank as this block will represent a specific area on the farm 6. Provide the size of this area 7. Provide the date this area was first used **Create Sub-Block inside an area** 1. Click on an area in the table * Areas are identified by the green location icon on the left 2. Click on the "+" icon in the top right toolbar 3. Specify the name of this block * Usually the name describes the crop and date it was planted ex. TOM-WK33 (Tomato Week 33) 4. Specify the specific cultivar of the crop planted 5. Specify the size of the block that was planted 6. Specify the date at which this cultivar was planted #### Perennial Crops block creation 1. Navigate to the "Blocks" tab 2. Click on "Add Block" 3. Specify the Farm where this block is located 4. Specify the name of the block * Provide an optional Description for this block 5. Specify the specific cultivar of the crop planted 6. Specify the size of the block that was planted 7. Specify the date at which this cultivar was planted #### Planting Records 1. Click on a block in the table 2. Navigate to the Plant Records tab 3. Click on the add plant record button * Provide required details 4. Click on save # Assets & Consumables Manage all your consumable and fixed assets on your farm Start by navigating to [Management / Assets](https://app.allwage.com/#/system/asset). Here you can create, manage and organize your assets. Assets can be organized in two levels, categories and groups. * Categories - The top level managing your assets. An example of categories can be "Vehicles" or "Machinery" * Groups - Each asset category can be broken down into different groups. * For your "Vehicles" category your groups may consist of Bakkie, Car, Tractor, Truck etc. * For your "Machinery" category your groups may consist of Comine, Forklift, Sprayer etc. Every asset you create belongs to a group to help you keep everything well organised. ## Category Navigate to the Categories tab and click on the "+ Add" button. 1. Provide a name and description for your category 1. You can always edit this at a later stage 2. Click on Save To edit a category click on an item in the table. ## Groups Navigate to the Groups tab and click on the "+ Add" button. 1. Select the Category to which this group belongs to. 2. Provide a name and description 3. Click on Save To edit a group click on an item in the table. ## Assets Two types of assets can be created i.e. Consumables and Fixed assets. ### Fixed Asset Fixed assets are long-term assets that a company has purchased and is using for the production of its goods and services. * Toyota Hilux Double Cab with registration number ABC 123 MP * STIHL Chainsaw MS 310 ### **Consumable Assets** Consumables are assets that are not tracked individually, but as a group of the same model. * Clothing * Packaging material * PPE ### Add Asset Navigate to the Assets tab and click on the "+ Add" button 1. Select the Category 2. Select the Group in the Category 3. Provide a name and description 4. Check the box if this asset is a consumable 5. Click on Save To edit an Asset click on an item in the table ## Tag Assignment Assign a asset tag to your fixed assets to identify them with the device. 1. Sign in as a User on the device 2. Select the "Tag Assign" tile 3. Click on the "Assets" option in the bottom navigation 4. Click on the red NFC icon next to the asset you wish to assign 5. Scan the asset tag with the device 6. Repeat this process for every asset 7. Selec the toggle switch in the top navigation bar to view all assigned assets # Users & Employees Assign roles and permissions to your user and employees There is a distinct difference between "**users**" and "**employees**," each with specific access rights and functionalities: * **Users:** These are individuals who have login credentials for the online portal. Users can sign in using their email and password to access, manage, and interact with information on the portal. This group primarily includes **administrative roles** and those who need to oversee or update various aspects of the operations from anywhere via the internet. * **Employees:** This group does not have access to the online portal and **cannot** log in to view or manage data. Their interaction with the system is limited to their specific **operational roles**. However, certain employees, such as foremen, may have the capability to log into the Android application to capture information directly in the field. This allows them to input data relevant to their daily tasks and responsibilities while on-site, but they do not have broader portal access for administrative functions. This structure ensures that data access and management are tailored to the roles and responsibilities within the organization, enhancing security and efficiency. # Users Users have access to the online portal and can view the results of data captured in the field Owners can dictate user access levels. Add unlimited users and define what they can do and see. ## **Access to the Portal** Look out for an email from AllWage with your login credentials. As soon as you log in please navigate to your profile to change your password. {% hint style="info" %} Please reach out to your customer success manager if you have not received the initial email with login details. {% endhint %} You are in control of who has access to your profile and what they can see. There is no limit to how many users you can add. ## Add a new User To add a user to your profile please navigate to the following page, [Management > Users](https://app.allwage.com/#/system/users).

Add and manage existing users

1. Click on the "+ User" button. 2. Provide the user details 1. **Email**: Login details will be sent to this email address and this will be the email address used to sign in 2. **Name + Surname** 3. **Role**: Please see the section below on the different user roles. 4. **Password**: Provide a password for the user to log in for the first time. The user can change this password at any time in the future. After adding a user, an email will be sent to that user with instrucitons on how to sign in. ## **Edit Current Users** If there's a need to update details for an existing user, such as a change in email address or other personal information, follow these steps. {% hint style="info" %} To ensure the user's historical data remains intact and properly linked to their profile. Avoid deleting and re-adding users, as this can lead to data being associated with a 'missing user' {% endhint %} 1. **Navigate to User Management**: * Go to [**Manage / Users**](https://app.allwage.com/#/system/users) in the portal. 2. **Select the User**: * Locate and click on the user whose information needs updating from the list displayed in the table. 3. **Edit User Details**: * Click on the user in the table and select **Edit** button in the bottom panel. * Update the necessary fields, such as the user’s email address or any other pertinent details. 4. **Save Changes**: * After making the required edits, ensure to save the changes to update the user’s profile accordingly. By following these steps, you can efficiently manage user details without disrupting the linkage of historical data and activities, ensuring a seamless continuation of access and responsibilities. ## User Roles User roles within the portal are essential for managing permissions and controlling visibility for all users. Understanding each role will help you ensure that every user has appropriate access based on their responsibilities. Here are the current roles defined in the system:

List of users with their access roles

* **Owner**: This role is reserved for key stakeholders and can only be assigned by the AllWage staff. Owners act as top-level administrators with the added capability to add and remove other admin users. They are uniquely empowered to manage permissions for other users and have access to all functionalities available to administrators. * **Administrators**: Administrators have comprehensive access to most of the site's functionality, with the exception of managing existing and new user accounts. Their permissions can be tailored, particularly in relation to payroll actions and data visibility, to ensure they have access only to the features necessary for their specific duties. {% hint style="warning" %} When assigning the administrative role to a new user and there are **existing** payroll restrictions on **other** users, the default setting for the new user's payroll access will be "**none**." This precaution ensures that new users do not inadvertently gain broader access than intended. To specify or grant payroll access to new administrative users, click on their user profile and select "**Payroll Permissions**". {% endhint %} These roles are designed to provide structured access to the portal, ensuring security and efficiency in managing operations and sensitive data. ## Payroll Permissions To further refine access controls within the portal, additional permissions can be allocated specifically for payroll functions. These permissions are tailored to suit various administrative needs, ensuring that each administrator has the appropriate level of access to sensitive payroll information and capabilities. Here are the three levels of payroll access: * **Full**: Users with full access are able to engage with all aspects of payroll. They can manage pay runs, access all payroll functions, and handle payments and filings. This level is typically reserved for users who need comprehensive oversight and control over payroll operations. * **Limited**: Users with limited access have permissions that are restricted to specific **pay runs** and employees. They do not have access to payments, filings, or the ability to alter payroll configurations. However, they can make changes to the details of employees linked to the pay runs that are visible to them. This level of access is suitable for users who need to manage day-to-day payroll operations without requiring full administrative capabilities. * **None**: Users with no access are completely restricted from viewing or interacting with any payroll functions. This setting is used to prevent access to payroll information for users who do not require it for their role. To set up the payroll permissions for an User, navigate to [Management / Users](https://app.allwage.com/#/system/users).

Select payroll permissions for users.

1. Click on the desired user in the table to open the actions menu 2. Click on "**Payroll Permissions**" 3. Next to Payroll Access select one of the options: 1. **Full Access** - Access to all payroll functions 2. **Limited Access** - Only access to specific pay runs 3. **None** - No access to payroll 4. Click on save. # Employees Boots on the ground, they help you collect valuable information Employees do not have access to the portal. They are usually the people that perform specific tasks in the field that you want to measure. Specific roles can be assigned to each employee that will restrict their actions and help them to capture relevant information like time & attendance, harvesting etc. To capture employee personal information for payroll please refer to this page: {% content-ref url="/pages/ZY7Sg6XRjJivCSmJC03A" %} [Employee Information](/modules/payroll/employee-information) {% endcontent-ref %} ## **Employee Numbers** In the system, a unique employee number is vital for distinguishing each member of your workforce. ### Duplicate Employee Numbers To maintain data integrity and avoid confusion, our system is designed to prevent the assignment of **duplicate** employee numbers. Should you attempt to register a new employee with a number that’s already in use, an **error message** will prompt you to choose a different identifier.

When adding new a new employee, you will be able to see the last employee number.

{% hint style="danger" %} When managing employee numbers, please be aware that leading zeros are **not considered** in the comparison of duplicates. For example, an employee number input as '00001' is recognized as equivalent to '1'. This means that the system treats both formats as the same number, and attempting to use both will result in a duplication error. {% endhint %} ### Employee Number Limitations When creating an employee, the system automatically removes certain characters from the employee number: * **Alphanumeric Characters Only**: Employee numbers are restricted to letters and numbers only. Special characters such as hyphens (-), slashes (/), and underscores (\_) are not allowed. * **No Spaces**: Any spaces before, within, or after the employee number will be removed. * **No Accented Characters**: Accents on characters will be removed automatically. ## Employee Roles When setting up an employee, it's important to assign them a specific **role** within the system. These roles define the level of **permission access** and types of interactions an employee can have with the **device** and are **not** indicative of their actual job titles within your organisation. Here's a breakdown of the roles available: * **Supervisor**: This role is designed for employees who need to log into the Android device/application to manage field operations. A Foreman can clock employees in and out, add activity information, and record harvesting activities directly from the field. * **General Worker**: Employees assigned to this role do not have login access to the Android device/application. They cannot enter or capture any data themselves. Instead, Foremen and Supervisors can scan their tags to clock them in and out or allocate tasks. Foremen and Supervisors are granted access to the device by scanning their wristbands on the back of the device. To assign wristbands to these roles, follow the steps outlined in the section: [Assign Tags](/fundamentals/android-device/employee-rfid-wristbands-tags#employee-tag-assignment). ## Employee Management While the underlying actions are the same, here are the two specific ways the pages differ to streamline your workflow: **1. Default Visible Columns** Each page displays a different set of columns by default to show the most relevant information for its context. You can customize the columns on either page to match your specific needs. * **Manage > Employees**: The default view is focused on T\&A and operational information. It prioritizes columns such as: Verification method, Clock Template, and Roles. * **Payroll > Employees**: The default view is focused on payroll processing. It prioritizes columns such as the employee's Current Pay Run, Company and Employment Duration. **2. Primary Row-Click Action** The action that occurs when you click on an employee's row is tailored to the page's context. * On the **Manage > Employees** page, clicking an employee's row opens an interface to edit their **Basic Information**, such as their Name, Surname and Employee Number. * On the **Payroll > Employees** page, clicking an employee's row navigates you to that employee's detailed **Personal Information** page, where you can also see their current pay run . Except for the two differences noted above, all other employee management functionalities are available and work identically on **both** the Manage > Employees and Payroll > Employees pages. This includes: * **Adding New Employees**: You can create new employee records by providing their basic details . * **Importing & Exporting Data**: You have access to a single, consolidated import/export experience. * **Performing Bulk Actions**: You can select multiple employees and perform a wide range of bulk actions, including assigning clock templates, managing team and role assignments, and processing resignations. * **Filtering and Searching**: Both pages feature the same powerful search and filtering tools to help you locate any group of employees based on dozens of criteria . To capture Employee Personal Information for **payroll** please refer to this page: {% content-ref url="/pages/ZY7Sg6XRjJivCSmJC03A" %} [Employee Information](/modules/payroll/employee-information) {% endcontent-ref %} ### Page Breakdown The Employee Management page (Manage > Employees) is a powerful dashboard for viewing, searching, and managing all your employees. Below is a detailed guide to the key features and controls available on this page, as indicated in the screenshot.
1. **Global Employee Search**: Use this to search for employees across all their basic and personal information fields. 1. [#global-search](#global-search "mention") 2. **Active Column Filters**: Refine the employee list by filtering based on the data in the currently visible columns. 3. **Current Errors**: View a summarized list of all current data validation errors across all employees. 4. **Column Customisation**: Customise your view by selecting which data columns are visible in the employee list. 1. [#column-customisation](#column-customisation "mention") 5. **Import / Export**: Access all bulk data operations, including importing and exporting employee information and leave balances. 1. [#exporting-employee-information](#exporting-employee-information "mention") and [#importing-and-bulk-updating](#importing-and-bulk-updating "mention") 6. **Add Employee**: Initiate the process to create a new employee record by providing their basic information. 1. [#add-new-employee](#add-new-employee "mention") 7. **Bulk Management:** Apply bulk actions to selected employees**.** 1. [#bulk-actions](#bulk-actions "mention") 8. **Employee Row**: Displays a summary of an employee's key information, including any specific enrolment errors relevant to them. 9. **Status Indicator and Row Actions**: Shows the employee's current status (e.g., Active) and provides a menu for actions specific to that employee. 10. **Audit Logs**: Access a complete history log of all changes made to employee data. ### Add New Employee To add a new employee into the system, their profile must first be created with a unique [employee number](#employee-numbers) and their basic details. This is essential before they can begin using time and attendance or do payroll. To add an employee navigate to [Manage / Employees](https://app.allwage.com/#/system/employees/manage) or [Payroll / Employees](https://app.allwage.com/#/payroll/employees) to manage your employees.
1. Click on **Add Employee** to open the profile creation dialog. 1. **Step 6** in this screenshot [#page-breakdown](#page-breakdown "mention"). 2. Provide the employee's Basic Information to create their profile: * [**Employee Number**](#employee-numbers): Assign a unique ID that may include both numbers and letters. * **Name**: Enter the name or nickname of the employee as it should appear on the device and portal. * When setting up payroll you can provide their real name as it appears on their identification documents. * **Surname**: Provide the employee's surname. * **Label 1**: This field can be used for any additional information that helps identify the employee. * **Team**: Assign the employee to a team based on their area of responsibility. * **Roles**: Select the appropriate role for the employee. You can find more information about the different roles available here. 3. After entering all the necessary information, click on **Save** to create the employee profile. ### Edit Employee Basic Details To edit an employee, navigate to [Manage / Employees](https://app.allwage.com/#/system/employees/manage) or [Payroll / Employees](https://app.allwage.com/#/payroll/employees) to manage your employees.
Edit employee details
1. Click on an employee in the table. 1. Step 7 in this screenshot [#page-breakdown](#page-breakdown "mention"). 2. In the panel presented, make changes to any field 3. Click on the "**Save**" button ### Bulk Actions Managing employees in bulk can significantly streamline the administrative process, especially when dealing with large numbers of staff. To perform bulk actions on employees, navigate to [Manage / Employees](https://app.allwage.com/#/system/employees/manage) or [Payroll / Employees](https://app.allwage.com/#/payroll/employees) and select one or more employees in the list. Refer to **Step 7** here: [#page-breakdown](#page-breakdown "mention") 1. **Add permission -** Assign an additional permission role to an employee 1. Select one or more employees in the list 2. Click on "Add permission" and select a permission 3. If an employee already has a specific role, it will not be added again 2. **Set permission** - Change the employees permission or permissions to the selected one 1. Select one or more employees in the list 2. Click on "Set permission" and select a permission 3. If the employee has one or more permissions, they will be removed and set to the selected one 3. **Move to team** - Move employees to a different team 1. Select one or more employees in the list 2. Click on "Move to team" and select a team 3. Employees will be removed from their existing teams 4. **Resign** - Resign employees at a given date 1. Select one or more employees in the list 2. Click on "Resign" 3. Follow these steps for resignation information: [Employee Resignation](/fundamentals/users-and-employees/employee-resignation) 5. **Enroll** - Enroll previously resigned employees 1. To view resigned employees, click on the "Status" [filter ](#filters)and select "Inactive" 2. Select one or more employees in the list 3. Click on "Enroll" 4. Switch the [filter ](#filters)back to "Active" to view the employees 6. **Manage WhatsApp Permissions**: [WhatsApp Feature Permissions](/modules/whatsapp/whatsapp-feature-permissions) 7. **Leave Policy** - Bulk manage employee leave policies. 1. For more information on how to override leave policies: [Employee Pay Run View](/modules/payroll/recurring-pay-runs/employee-pay-run-view#employee-leave-policy-override) ### Employee Enrolment Status After adding a new employee, the system identifies any missing information required for accurate processing. These discrepancies are displayed as error tags within the employee row. Resolving these errors is essential to ensure that Time & Attendance (T\&A) tracking and Payroll calculations function correctly.
The following errors may appear: * **Missing Clock Template**: No clock template is currently assigned to the employee. This prevents the system from calculating T\&A hours. * **Missing Team**: The employee is not linked to a team. * **Pay Run Without Active Period**: The employee is linked to a pay run, but does not have an active period (Start Date). This will also trigger an error during the pay run process. * **Active Period Without Pay Run**: The employee has a valid active period (no End Date) but is not currently included in a pay run. To resolve this, you must either add the employee to a pay run or terminate their employment status (resign). * **Personal Info Errors**: If there are any payroll info missing. ### Importing and Bulk Updating The portal supports bulk **updating** and **creation** of employee profiles via Excel spreadsheet uploads. To access the importing menu, navigate to [Manage / Employees](https://app.allwage.com/#/system/employees/manage) or [Payroll / Employees](https://app.allwage.com/#/payroll/employees) click on the "**Export / Import**" menu and select "**Import**". You will be presented with the following screen with multiple options:
#### 1. Import Basic Employe Details Updating or Creating Employee Profiles: * **An employee will be updated**: If an [employee number](#employee-numbers) already exists within your profile, the employee’s name and surname will be updated, and they will be re-enrolled if previously resigned. This method is efficient for updating details and re-enrolling multiple employees. * **An employee will be created**: If the employee number is not found in your database, new profiles will be created for those entries. {% hint style="success" %} Use the "**Export Basic Employee Details**" option in the exporting section to make sure that you have the latest updated Excel Sheet format for seamless importing. {% endhint %} **Steps to Import Employees:**\ Navigate to [Manage / Employees](https://app.allwage.com/#/system/employees/manage) or [Payroll / Employees](https://app.allwage.com/#/payroll/employees) and click on "**Export / Import**" (top righthand of screen) > "**Import**" > **"Import Basic Employee Details"** > **"Upload"** > select the file you prepared (use the ["**Export Basic Employee Details**"](#exporting-employee-information) option to have a template) > **"Next"** > Map the columns by first selecting the columns in your sheet corresponding to the fields of information (see image below) > **"Next"** > **"Save & Close"**

Information field for importing employee details

#### 2. Bulk Update/Change Employee Numbers If you need to revamp your employee numbering system, perhaps to introduce prefixes that help identify departmental affiliations more easily, the portal offers a bulk update function that can accommodate this change. This can be particularly useful if you're starting fresh or implementing a new organizational structure. **Step 1:** Prepare an **Excel spreadsheet** with the current and new employee numbers. Ensure the spreadsheet has two columns: one for the current employee numbers and one for the new numbers. You can also [export the basic employee details](#exporting-employee-information), and add a column for the new employee numbers Here is an example format:
**Step 2:** Navigate to [Manage / Employees](https://app.allwage.com/#/system/employees/manage) or [Payroll / Employees](https://app.allwage.com/#/payroll/employees) and click on "**Export / Import**" (top righthand of screen) > "**Import**" > **"Bulk Update Employee Numbers"** > **"Upload"** > select the file you prepared in step 1 > **"Next"** > Map the columns by first selecting the column in your sheet containing the existing employee numbers, then select the column in your sheet containing the new employee numbers > **"Next"** > **"Save & Close"** After the update, verify that the new employee numbers are correctly reflected in the system. Check a few profiles to confirm that updates have been applied uniformly and correctly. #### 3. Import Personal Information Bulk update or import employee payroll information. For more details visit this page: {% content-ref url="/pages/5fWMP3v1zispAWczJSuY" %} [Employer Information](/modules/payroll/employer-information) {% endcontent-ref %} #### 4. Import Leave Balances Bulk import take-on or update leave balances. For more details visit this page: {% content-ref url="/pages/ZxSg31QTRu2w8bBSuSBx" %} [Leave](/modules/payroll/leave) {% endcontent-ref %} ### Exporting Employee Information Exporting data allows you to download employee information into an Excel file, which can be used for offline viewing, printing, or analysis. These exported files can also be modified and then re-imported back into the system to perform bulk updates. To access these options, navigate to [Manage / Employees](https://app.allwage.com/#/system/employees/manage) or [Payroll / Employees](https://app.allwage.com/#/payroll/employees) and click on "**Export / Import**" menu and select "**Export**". The following exports are available, grouped by data type:
1. **Employee T\&A Details** 1. **Export Basic Employee Details**: This option downloads a file containing the basic details for all employees. The export includes the employee's First Name, Surname, Employee Number, Roles, Team, and Labels. This file is formatted to be used as a template for the basic details import. 2. **Employee Personal Info (Payroll)** 1. This section allows you to export detailed payroll-related information. You can either download all information or use targeted exports to find and fix specific errors. 2. For more information refer to this section: [Employee Information](/modules/payroll/employee-information#bulk-edit-upload-information) 3. **Leave (Payroll)** 1. Export All Leave Balances: Generates a report of all current leave balances (e.g., Annual, Sick) for all employees. 2. Export Take-on Balances: For more information refer to this section: [Leave](/modules/payroll/leave#importing-leave-balances) ### Column Customisation You can customise the employee list to display the information most relevant to your task. This is done by using different column presets or by creating your own saved custom view.
**Preset Views** The system includes two default column presets: `Time & Attendance` and `Payroll`. The view that loads by default depends on how you accessed the page: * When you navigate from **Manage > Employees**, the list will default to the **Time & Attendance** preset. * When you navigate from **Payroll > Employees**, the list will default to the **Payroll** preset. You can switch between these presets at any time from the column customisation menu. **WhatsApp View** Use the WhatsApp View to monitor employee registration status, required details for authentication, and manage permissions. This view can also be used to compare the required information (Mobile number and Identification) of different employees, to ensure it is not the same. The following columns can are part of the WhatsApp view: * **WhatsApp Registration:** ![](/files/hvwDmLhVSIO0Qnvd7HcI) - employee has already authenticated on WhatsApp and can use WhatsApp features. ![](/files/1x2YugK1LtWB2jfawOCL) - all required information is loaded onto the portal, next step is for employee to [authenticate on WhatsApp](/modules/payroll/employee-information/whatsapp-employee-integration#the-employee-authentication-process). ![](/files/mIOnXHEes3B0ShMXiJ2m) - all required information is not yet loaded onto the portal, [add mobile number](/modules/payroll/employee-information/whatsapp-employee-integration#capturing-employee-details-for-whatsapp-registration). ![](/files/wB3HU1oGNl8MctYh42Ny) - all required information is not yet loaded onto the portal, [add identification](/modules/payroll/employee-information/whatsapp-employee-integration#capturing-employee-details-for-whatsapp-registration). * **Mobile Number:** mobile number in Employee Personal Information. * **WhatsApp Overrides:** ![](/files/RyF6DllQ2LhwRx0XlzNT) - employee's WhatsApp feature permissions differs from the [global permissions](/modules/whatsapp/whatsapp-feature-permissions#how-to-manage-global-permissions). * **WhatsApp Enabled Features:** Indicates the WhatsApp features that are enabled for an employee * **WhatsApp Disabled Features:** Indicates the WhatsApp features that are disabled for an employee * - WhatsApp features surrounded with a black border indicates that the permissions align with the global permissions. ([How to Manage Global Permissions](/modules/whatsapp/whatsapp-feature-permissions#how-to-manage-global-permissions)) * ![](/files/QYxES5j8LT0v3QjbaUKY) - WhatsApp features surrounded with a yellow border indicates that there was an override on the global permissions. ([How to Manage Employee-Level Permissions](/modules/whatsapp/whatsapp-feature-permissions#how-to-manage-employee-level-permissions-overrides)) * **ID Number:** ID number in Employee Personal Information. * **Passport Number:** passport number in Employee Personal Information. **Creating a Custom View**
You can also select "**Create custom view**" to choose exactly which columns you want to see. Once you create and save a custom view, it will become your default view every time you visit the employee management page. **Impact of Visible Columns** The columns you choose to display directly affect filtering and searching capabilities: * **Filtering**: The available page filters are directly linked to the visible columns. If you want to filter by a specific field that is not an active filter, you must first enable that column in your view. * **Global Search**: Making a column visible also adds its field to the Global Search, allowing you to search for data within that field. {% hint style="warning" %} The system protects sensitive payroll information. If a user does not have permission to view certain payroll data, they can still enable the corresponding column in their view. However, instead of the sensitive data, they will see an "**Access Denied**" label in the data cells for that column, ensuring information remains secure. {% endhint %} ### Global Search The Global Search bar at the top of the page (Step 1: [#page-breakdown](#page-breakdown "mention")) allows you to quickly find employees by searching across all their recorded basic and personal information fields.
As you start typing in the search bar, a dropdown list will immediately appear showing all employees that match your search term. The specific text within the employee's information that matches what you have typed will be highlighted, making it easy to see why they appeared in the results. You can refine your search in the following ways: * **Limit Search to Specific Properties**: Before typing, you can click in the search bar to see a list of "Available properties" like `Full Name` or `Employee No.`. Selecting one or more of these properties will limit your search to only those specific fields. * Only visible columns will be listed as options. Enable more columns you narrow down your search to other fields. * **Apply Filters**: You can use the active filter chips (e.g., `Team`, `Status`) in combination with your search query to further narrow down the results.
Once you have found the employee(s) you are looking for, you can: * **Update the Main List**: Press `Enter` or click the "**All results**" link at the bottom of the dropdown to filter the main employee list to show only the employees who match your search criteria. * **Select an Employee Directly**: Click on an employee's name directly from the search results dropdown to immediately navigate to their profile or perform an action on that specific employee. ### Biometric Images When using biometrics to clock employees, particularly **facial recognition**, it is crucial to ensure that the initial photo uploaded to the biometric device is of high quality. Poor quality images can result in failed or inaccurate recognition. To view the image currently loaded on the biometric device, follow these steps: Viewing Biometric Images, navigate to [Manage / Employees](https://app.allwage.com/#/system/employees/manage) or [Payroll / Employees](https://app.allwage.com/#/payroll/employees):

View biometric images

1. **Filter** for employees with biometric verification enabled. 2. **Verify** that employees are linked to biometric devices. 3. Click on the **overflow menu** (three vertical dots) on the right-hand side and select **"View Image"**. #### **Tips for Better Quality Images** To ensure optimal facial recognition, consider the following tips when capturing and uploading employee images: * **Face Lighting**: Ensure the employee's face is evenly illuminated from all directions. Avoid shadows or strong light sources from just one side. * **Full Face Visibility**: The entire face, including the forehead and chin, should be visible in the image. * **Remove Face Coverings**: Employees should remove hats, beanies, masks, or any other face coverings that might obscure their features. * **Facial Hair Changes**: If an employee significantly changes their facial hair (e.g., grows or shaves a beard), consider reloading their image to the biometric device. * **Background**: The background should be darker than the lighting on the employee’s face. Avoid bright lights or busy patterns in the background that might confuse the biometric system. * **Neutral Expression**: Employees should have a neutral facial expression, with their mouth closed and eyes open, to aid consistent recognition. # Teams Group employees by department, shift, or location A team is a way to **group employees together** — by department (like "Head Office", "Workshop", or "Packing"), by location, or by shift. How you group them depends on how your company is structured. Each employee is assigned to **one team**. You can see the team assignment in the **Team** column on the [employee list](/fundamentals/users-and-employees/employees), and you can view and manage your teams under **Manage > Teams** in the portal. ## Why Teams Matter Teams aren't just labels — they affect how you use AllWage in three important ways: 1. **Reporting** — when you run reports, you can filter by team. Instead of scrolling through every employee in the company, you can pull up just one team and see their clocking data, attendance, or hours worked. 2. **Management** — you can view and manage employees by team, for example when reviewing attendance or making bulk changes. This keeps things organised and avoids information overload. 3. **Configuration** — employees in different teams often have different operational setups. For example, a "Warehouse" team might start at 6:00 AM while "Head Office" starts at 8:00 AM. Clock templates and working hour patterns are assigned directly to employees — one by one or in bulk — giving you flexibility in how each team operates. ## Managing Teams Teams are usually configured during your initial setup, but they can be updated at any time as your company structure changes — for example, when you add a new department or merge two teams. * **View and edit teams:** navigate to **Manage > Teams**. * **Move employees between teams:** open an employee from the [employee list](/fundamentals/users-and-employees/employees) and change their team, or select multiple employees and use the **Move to team** [bulk action](/fundamentals/users-and-employees/employees#bulk-actions). # Employee Resignation Terminate employees Terminating employees is a sensitive process that requires careful handling to ensure compliance with legal requirements. Employees not currently linked to a pay run will simply be marked as inactive upon termination. Here’s a step-by-step guide on how to terminate employees from either the Management or Payroll modules. ## Steps to Terminate Employees {% hint style="warning" %} If you need to terminate an employee for a previous period that falls outside of the current pay run dates, you will need to [remove the employees](https://help.agrigistics.co.za/modules/payroll/recurring-pay-runs/current-pay-run#remove-one-or-more-employees) from the pay run before you proceed with the termination. {% endhint %} You can terminate employees from either [Manage / Employees](https://app.allwage.com/#/system/employees) or [Payroll / Employees](https://app.allwage.com/#/payroll/employees/assigned). The process and effects are identical regardless of where you initiate it. To terminate employees: 1. Navigate to either Payroll, Employees OR Manage Employees. 2. From the employee list, select the employee(s) you wish to terminate by clicking on their checkboxes. * You can select multiple employees if they where all terminated on the same date 3. Click on “**Resign**” at the top of the page. 4. After selecting to resign an employee, a panel will appear prompting you to provide additional information necessary for the termination process: 1. Enter the date for the Termination 2. Click on the + in the Add status code and select the UIF reason for termination 3. You can enter a Termination reason - this reason will display on your terminations report. 4. You can select to Pay out Leave - or you can untick the toggle to not pay out the leave. If you do not pay out the leave the leave days due will remain on the employee if they are re-employed. 5. Click on Resign. {% hint style="danger" %} If you are getting an error you are probably terminating the employee for a date prior to your pay run start date and you have not yet removed the employee from the pay run. Click on this guide [remove the employees](https://help.agrigistics.co.za/modules/payroll/recurring-pay-runs/current-pay-run#remove-one-or-more-employees) from the pay run and then retry the steps. {% endhint %}
Please see below video: {% embed url="" %} This video will show the various ways that you can terminate employees {% endembed %} ## Resignation Details {% @arcade/embed url="" flowId="1or8IeIsp9NkiJ0cwwaM" %} ### Termination Date This is the last day the employee will be considered active in your organisation. You can set the termination date at any point in your payroll processing cycle. For example, if an employee is to be terminated in the next pay period, you can already specify their termination date now. {% hint style="info" %} If the employee is linked to a pay run, the termination date cannot be **before** the **start** of the employees current pay run. {% endhint %} The employee will become inactive only after this date. If the employee is linked to payroll, it's crucial to understand that any **time and attendance data** recorded after the termination date will not be included in their final pay slip. This ensures that payroll calculations remain accurate and reflect only the period during which the employee was active.

Inactive employees on the employee overview report.

### Termination Reason When terminating an employee, in addition to selecting the UIF status code, you can add custom termination reason to provide additional context for the employee’s termination. Each time an employee is rehired, a new active period is created, allowing a termination reason to be specified for each period of employment.

Provide a custom termination reason when an employee is terminated

Follow these steps to generate a termination report, which provides a list of employees along with their termination reasons: [Reports](/modules/payroll/reports#termination-report) ### UIF Status Code When processing the termination of an employee, particularly for those linked to payroll, it's necessary to specify the reason for termination using UIF (Unemployment Insurance Fund) status codes. These codes help to categorise the nature of the termination and ensure that all necessary legal and procedural standards are met. {% hint style="info" %} UIF status codes are only applicable to **Payroll Employees**. If you are terminating employees that are not linked to payroll you still need to provide a status code but it will not be reported to the Department of Labour. {% endhint %} Here is a summary of the UIF status codes for terminating employees: 1. Active: The employee is actively employed. 2. Deceased: The employee passed away. 3. Retired: The employee retired. 4. Dismissed: The employee was dismissed following a disciplinary hearing. 5. Contract Expired: The employment ended after a fixed-term contract reached its end without renewal. 6. Resigned: The employee voluntarily resigned. 7. Constructive Dismissal: The resignation was forced by the employer's actions, as determined by legal authorities. 8. Insolvency / Liquidation: Termination due to the employer’s bankruptcy. 9. Maternity / Adoption Leave: Temporary leave for childbirth or adoption. 10. Long-term Illness: Permanent termination due to illness preventing the employee from fulfilling duties. 11. Retrenched / Staff Reduction: Termination due to operational staff reductions. 12. Transfer to Another Branch: The employee has moved to another branch. 13. Absconded: The employee did not report to work and is considered to have abandoned the job. 14. Business Closed: The business ceased operations for reasons other than bankruptcy. 15. Death of Domestic Employer: The employee's service ended due to the death of the employer. 16. Voluntary Severance Package: Termination following acceptance of a voluntary severance offer. 17. Reduced Working Time: Temporary reduction in work hours. 18. Commissioning Parental: Leave for the primary caregiver of a child born via surrogacy. 19. Parental Leave: Leave for caring for a new child, where the employee is not the primary caregiver. ### Leave Payout When an employee is terminated, managing their leave payout correctly is crucial to ensure compliance with employment laws and company policies. Here's how leave payouts are handled based on the employee's payroll linkage and leave configuration: {% hint style="info" %} Please refer to the section below on how to disable leave payouts when terminating employees: [#optional-leave-payout](#optional-leave-payout "mention") {% endhint %} #### Overview of Leave Payout Statuses 1. Employee is not currently linked to a pay run and has no open active periods:\ * This employee is not linked to payroll. * Employees not linked to any active pay runs will not receive a leave payout. They will simply be marked as inactive on the provided termination date. * To enable leave payout, the employee must be added to a pay run where [leave is configured](/modules/payroll/recurring-pay-runs/pay-run-settings#leave-configuration). 2. Employee does not have a valid annual leave balance:\ ![](/files/yGpx0H3CkBKATVOSHmNa) * If an employee is part of a pay run but leave has not been configured in that pay run, no leave balance exists and hence no payout will occur. * To facilitate a leave payout, [configure leave settings](/modules/payroll/recurring-pay-runs/pay-run-settings#leave-configuration) in the employee’s linked pay run. Once set, the leave payout will automatically be calculated and included. 3. Linked to a Pay Run and Leave is Configured:\ ![](/files/rkU9pY8NfifGVotItiWN) * For employees with configured leave in their pay run, their remaining leave balance will be paid out as an earning in their current pay run. If their leave balance is negative, it will be deducted as a negative payout. * If leave is accrued on an hourly basis, the balance will be updated daily until the employee's last active day. 4. Employee does not have any active periods that overlap with their current pay run:\ ![](/files/Ufz3nP9k5p8PmpBPqthT) * Invalid employees will prevent you from resigning them. Remove them from the list or fix the errors below to resign them. * Employees linked to a pay run without a valid active period cannot be terminated. The active period may be missing or their current active period does not overlap on thier current pay run. * To resolve this, either remove the employee from the current pay run or establish a new active period. #### Optional Leave Payout When terminating employees, leave payouts are enabled by default. However, if you do not want to process leave payouts—for example, in cases of transferring employees between branches or when employees have absconded—you can disable the leave payout option. To do this, simply toggle the **Leave Payout** switch to disable payouts for all selected employees.

Leave payouts enabled

1. If an employee has a leave balance, the amount to be paid out will be displayed in the "**Manage Leave**" section. 2. Click on the "**Pay out all leave**" toggle to disable leave payouts for all employees.

Leave pay outs disabled

3. Leave payouts will be disabled for all employees with leave balances. {% hint style="success" %} If employees were terminated with or without leave payouts by mistake, you can easily correct this by reverting the resignations: [#revert-resignation](#revert-resignation "mention") or [#bulk-cancel-resignations](#bulk-cancel-resignations "mention") {% endhint %} ## Revert Resignation Reverting a resignation is possible under certain conditions, for example: if the termination was entered by mistake or if the employee’s contract is extended. Here’s how to handle the cancellation of a scheduled termination: ### Conditions for Cancelling a Resignation * The resignation can **only** be cancelled if it is scheduled within the **current pay run** and the pay run has not yet been **finalised**. * If the pay run including the resignation has been finalised, the resignation is also **finalised**. In such cases, to re-employ the employee, a **new active period** must be created and the employee must be **re-enrolled**. {% hint style="warning" %} If you get the following error: "**Leave payout scheduled, but leave payout not configured in pay run settings.**" it means that the current employee has a leave balance but the leave payout settings is not configured. Follow this link to configure the payout: [Leave Payout](/modules/payroll/recurring-pay-runs/pay-run-settings#leave-configuration). {% endhint %} ### Steps to Cancel a Resignation {% @arcade/embed url="" flowId="Wge0KoOmFoi8y5GI46cH" %} 1. Navigate to the [Employee’s pay run page](/modules/payroll/recurring-pay-runs/employee-pay-run-view): * You can find the employee in two ways: * [Payroll / Pay Run](https://app.allwage.com/#/payroll/templates): Select the relevant pay run, then click on the employee in the list. * [Payroll / Employees](https://app.allwage.com/#/payroll/employees/assigned), then click on the employee in the list. 2. Resignation Notification: * At the top of the employee's page, a banner notification will be present indicating that the employee is scheduled for resignation within the current pay run. This will include the planned date of resignation. 3. Cancel the Resignation: * Click on the button next to the notification to cancel the resignation. This action will reinstate the employee as active in the system. Upon cancellation, any configurations related to their resignation, such as pending leave payouts, will be removed. The employee’s status will revert to active, and they will continue as if the resignation had never been scheduled. ### Bulk cancel resignations To get started, navigate to [**Payroll** > **Pay Runs**](https://app.allwage.com/#/payroll/templates) and select the desired pay run.

Bulk Cancel Resignations

1. **Select Employees:** Choose all or specific employees within the selected pay run. 2. Click on **Manage Leave.** 3. Select **Remove Resignations.** 1. This will revert all resignations and cancel any pending leave payouts for selected employees. # Purchases & Stocktaking Acquire consumables and manage stock levels The following section will guide you on how to add purchases and capture stock levels. {% hint style="info" %} Purchases and stock taking can be used by multiple modules. If you need more info regarding how to use these functions visit the [Asset Management](/modules/asset-management) module pages. {% endhint %} Navigate to [Management / Costing](https://app.allwage.com/#/system/costing). ## Purchases Click on the first tab "Purchases". You will be presented with a table consisting of all items purchased in the last two weeks. Change the date range filter to view older items. ### Add a Purchase Navigate to [Management / Costing](https://app.allwage.com/#/system/costing) and click on the "Purchases" tab. 1. Click on the "+ Add" button to record a purchase 2. Select the type of item that was purchased 1. Chemicals / Fertilisers - Select the product in the following field. 2. Produce / Variants - Select the cultivar in the following field. This is used when purchasing trees/plants to cultivate a new area. 3. Consumable Assets - Select the consumable asset in the following field. 4. Fuel - Diesel and Petrol 3. Supplier reference - A note from where this product was purchased from. 4. Invoice / Delivery Note Number 5. Delivery Date - The stock will increase on this date and time Provide details of one or more products in the following fields
1. Store Room - Link this spe 2. Stock code - This is your own stock reference, usually for accounting purposes. 3. Product unit - The unit of weight or volume per individual item. 4. Quantity - The number of individual items purchased 5. Total amount - The total value of item bought 6. Click on "Add More Products" to add another product to this invoice or delivery note 7. Click on Save once all products have been added {% hint style="info" %} The cost of purchases will only be applied from the date and time of delivery. If you want to back date costs, add the purchases on a past date before it was consumed. {% endhint %} ## Stocktaking Keep track of actual stock levels on your farm. Navigate to [Management / Costing](https://app.allwage.com/#/system/costing) and click on the "Stocktaking" tab. You will be presented with a table consisting of all stock items in the last two weeks. Change the date range filter to view older items. ### Add a Stocktake Click on the "+ Add" button. 1. Select the type of item for this stocktake record 1. Select the corresponding item in the following field 2. Provide the total product left 1. The total provided here must be the calculated amount i.e. 3000 plastic bags and not 3 boxes of 1000 bags 3. Provide a note for the change in stock 4. Select the date and time when this stocktake was completed 1. This must be as accurate as possible because if items are checked out before or after the date the stocktake it may result in missing items 5. Click on Save # Targets Assign targets to specific activities and track your employee's progress in real time ## Create targets If a target is reached for an employee you will be able to reward them for a full day's work even if there is still time left in the day. Navigate to [Management / Costing](https://app.allwage.com/#/system/costing) and click on the Targets tab. Each target is created with a specific target date. This indicates from which date this target will be active. You can create multiple targets over a period of time. Targets can be configured for the following activities. ### Harvesting Set a specific daily target for each Variant. The target can be linked to the unit (crate, bag) or calculated unit (kg). Click on the "+ Add" button: 1. Select the type "Harvesting (Variant)" * The targets are linked to specific variant of a given crop. This will allow you to set separate targets for variants that may be easier to harvest than other. If the effort to harvest each variant is the same, create a target for every variant. 2. Select the Variant 3. Set the interval to daily 4. Select the target unit * Per unit: This is the value captured on the device i.e. crates, lug, bags etc. * Per calculated unit: This is the unit that is calculated with a factor i.e. kilograms etc. 5. Target per unit/calculated unit - provide the target number 6. Target Date - the target will only be valid from this date. If a new target is created with a newer date, that one will be used. * It is possible to backdate a target, select a date of a year ago 7. Click on save ### Employee Activity Set a specific daily target for each Employee Activity. The target can be linked to the unit (row, tree etc.) or calculated unit (meters). Click on the "+ Add" button: 1. Select the type "Employee Activity" 2. Select the Employee Activity 3. Set the interval to daily 4. Select the target unit * Per unit: This is the value captured on the device i.e. rows, trees etc. * Per calculated unit: This is the unit that is calculated with a factor i.e. meters etc. 5. Target per unit/calculated unit - provide the target number 6. Target Date - the target will only be valid from this date. If a new target is created with a newer date, that one will be used. * It is possible to backdate a target, select a date of a year ago 7. Click on save ### Packhouse Set a specific daily target for each Pack Item. The target can be linked to the unit (row, tree etc.) or calculated unit (meters). Click on the "+ Add" button: 1. Select the type "Pack Item" 2. Select the specific Pack Item from the list 3. Set the interval to daily or hourly 4. Select the target unit * Per unit: This is the value captured on the device i.e. crate, lugs etc. * Per calculated unit: This is the unit that is calculated with a factor i.e. kilograms etc. 5. Target per unit/calculated unit - provide the target number 6. Target Date - the target will only be valid from this date. If a new target is created with a newer date, that one will be used. * It is possible to backdate a target, select a date of a year ago 7. Click on save ## How do targets work? On a farm a specific employee rarely spends the entire day on a single activity. That is why it is still possible to reach your daily target, without reaching a single target. ### Scenario 1 Employee A only participates in one activity: Employee A spends his entire day harvesting a specific Variant of Macadamia nuts. The farmer configured a daily target of 15 crates for that Variant. At the end of the day that employee harvested 16 crates. That is 16/15 crates, which is 106% of his target. This employee successfully completed his daily target. ### Scenario 2 Employee B participates in multiple activities: Employee B starts the day out pruning grape vines. The farmer configured a daily target of 10 vines for the pruning activity. Half way through the day the employee only pruned 5 vines. After lunch the farmer assigns Employee B to a new activity, weeding. The farmer configured a target of 50 meters for the weeding activity. By the end of the day the employee only managed to complete 30 meters of weeding. At the end of the day the employee's target progress is: * Pruning: 5/10 vines = 50% of his target * Weeding: 30/50 meters = 60% of his target At the end of the day Employee B completed 50% + 60% = 110% of his daily goals, he will be rewarded. {% hint style="info" %} It is possible to reach your daily target without completing a single target. {% endhint %} # Report Summary Summarizing table data for valuable insights Report Summaries in AllWage are used to summarize table data. They can automatically process large amounts of data and generate a report showing count totals, averages, sums, and other calculations, as well as arranging data into groups. Report Summaries provide insight that may otherwise be difficult to see. For example, below is a table of harvesting information in its original format. It lists products harvested in specific areas on a farm. However, it is hard to compare how each produce is performing or identify which variant generates the most calculated units. These questions can be easily answered using a Report Summary. ![Harvesting data on different areas](/files/PvloINEEPPhy4znOut3k) Creating a Report Summary that sum key amounts (such as total calculated units of a specific area or produce) helps you to look for trends and patterns in the data. You can apply calculations, create multiple groups and expand/collapse groups. ![Report Summary of Produce harvested in different areas](/files/xDgQTlHupFmRNiwcmsve) The Report Summary drilldown option adds functionality that users view the data behind each summary value. Users can click on any value on the Report Summary and see the underlying data that comprises the value. On AllWage, Report Summaries are enabled by default on specific reports (more to come in the future!). To try them out now, click on the links below to view your Report Summaries. * [Chemical Product Totals](https://app.allwage.com/#/reports/chemical/product-total) - Product and Farm summaries * [Area / Production Summary](https://app.allwage.com/#/reports/variant-summary) - Variant and Area performance * [Packhouse Overview](https://app.allwage.com/#/reports/packhouse/overview) - Pack group, batch and produce totals * [Fuel Issue Consumption](https://app.allwage.com/#/reports/fuel/issues) - Error summary and asset usage # Custom Reports Custom reports can be used to derive your own insights from existing data. They are presented as smaller reports with drill down capabilities. ## Editing Report Summaries {% hint style="danger" %} This feature is still in testing phase. Some features might not work as intended. Please contact your Customer Success Manager for any feedback. {% endhint %} Custom reports gives you the capability of user defined aggregation on specified fields. You can access this via the context menu in the top right corner of an existing report summary. ![Context menu on a report summary](/files/P7MsxRKipuVMUzf56q57) ### Custom Report Editor The report editor is a full screen view that allows for several types of modifications. In the centre you will find a preview of the current report (all changes will immediately reflect here). On the right hand side, you will find the Configuration panel. {% hint style="info" %} This feature was designed to be used on a Desktop computer. {% endhint %} ![Report editor](/files/V01kKD6iX5c6cgIDV6fF) ### Configuration panel {% hint style="info" %} Did you know you can double click on Report name, or on the Value names to change it? {% endhint %} #### Rows Rows determine how the data should be grouped, and how many levels of drill down there is.
Rows configuration
#### Columns Columns can also determine how the data should be grouped. This is mostly used when you want to compare data on the same level. Example: Comparing last week's data with this week's data. #### Values This is where one can adjust what values to show, and how they should be aggregated. ![Values configuration](/files/vk5XrtZmREjYMZXiByxN) #### Calculations Calculations are used to combine several columns or data sources in some way. {% hint style="warning" %} To date, one can only rename and remove an existing calculation. {% endhint %} ### Saving You can save your changes which will then load every time this particular report opens. If you don't want the changes any more, you can just *Revert to default.* ![Pivot context menu](/files/B9aAOzjP5esACVrT8AsH) {% hint style="danger" %} PLEASE NOTE: You're changes will only be available on the current device. If you clean your browser's local storage these changes will be lost. {% endhint %} # Billing Portal & Payments A quick guide to your online billing page and notifications ## Billing Portal Self Service To access your open invoices, go to your billing page. Click on your name at the top of the navigation panel, and then select "**Billing**." From this page you will be able to download all open and overdue invoices as well as custom account statements. You will see the following page:

Billing page

From here you can perform essential functions: 1. Your Company Legal Name that will be displayed on invoices 2. Current and Overdue balances of your account 3. Download Statements: Use this option to download your own account statements 4. View and download all open and overdue invoices ### Invoice Reminder
If you have any unpaid invoices **due within 5 days**, a reminder banner will appear at the top of your page. Click on the banner to navigate to the Billing Portal and review the invoices requiring attention. ### Account Suspension

Suspension notice

If any of your monthly licence fee invoices are overdue by **more than five days**, access to your portal will be temporarily suspended. You will not be able to close the suspension notification until all overdue invoices have been paid in full. Click on the "**Download PDF**" button do download the official invoice. Once payment has been made, please send proof of payment to ****. Our support team will restore access to your portal once the funds have been received and allocated to the overdue invoices. {% hint style="warning" %} The suspension notification will remain visible until the payment reflects in our account and is processed, which may take up to **three working days**. {% endhint %} ## Debit Orders As part of our standard **monthly & quarterly** license agreement, we require all customers to have an active debit order mandate on file. This serves as a convenient, automated way to ensure your account remains in good standing and your service is uninterrupted. However, you absolutely still have the flexibility to make payments via EFT if you prefer. * **EFT Payments**: You can make an EFT payment for your invoice at any time before the invoice due date. * **Debit Collection**: We only process debit order collections for invoices that are still **due** in our system. * **The Timing**: Our team checks for any outstanding invoices the day before the scheduled debit order collection date. If your EFT payment has been received and allocated to the invoice before this check, the debit order for that specific invoice **will not be run**. In the rare event that an EFT payment is not allocated in time and a debit order is also processed - resulting in a double payment - please contact support. We will apply the credit to your next invoice. Our goal is to provide both a secure payment system and the flexibility you need. {% hint style="danger" %} **Unpaid Debit Orders**: If a debit order on your account fails, you will receive a notification. Please settle the outstanding amount via EFT promptly to avoid suspension. {% endhint %} ## Frequently Asked Questions ### When will I receive my monthly invoice? Monthly invoices are sent on the **1st** of each calendar month. If the 1st falls on a weekend or public holiday, the invoice will be sent on the first working day. ### What do I do if there is an error on the invoice? If you have signed a debit order mandate, you have until the **11th** of the calendar month to contact our support team at **** to raise your concerns. ### When is my invoice due? All invoices must be paid in full **before** or on the **due date** of the invoice. Failure to pay will result in service suspension. If a debit order mandate was signed, the amount due on the invoice will be debited from your account on the due date of the invoice. If you have signed a debit order mandate and make an EFT payment, you will not be debited. Please see this section: [#debit-orders](#debit-orders "mention") {% hint style="success" %} Debit orders are only processed on **unpaid invoices** on the debit order date as stated in the mandate. {% endhint %} ### What does the line items on my invoice mean? Your monthly invoice typically includes three line items: * **Base licence fee**: This is the fee for using our services each month. * **Device Monthly Admin fee**: A fee is charged for each managed device and **SIM card**. This includes an active SIM card and mobile data to ensure live updates on the portal. * Please note that the monthly device fee will always be charged, even if the device is not in use. This is necessary to keep the SIM card **active**. If you wish to **cancel** the Device Monthly Admin fee for a device, we will remove it from your invoice and stop providing mobile data. ### Can special arrangements be made for late payments? Unfortunately we strive to provide the best service possible, and this is only achievable if we can also meet our financial obligations. Therefore, we are unable to accommodate special arrangements for late payments. Please ensure timely payment to avoid service disruptions. ### Why am I seeing a suspension banner after payment? The suspension notification will remain visible until the payment reflects in our account and is processed, which may take up to **three working days**. Please send the proof of payment to our support team for immediate activation. ### Monthly Contract Cancellation If you wish to cancel your service, please notify us by sending an email to . Once we receive your request, we will confirm it with you and provide further instructions. * **Monthly Plans**: Please provide at least one **calendar month's notice**. * **Annual or Quarterly Plans**: You must notify us before the start of your next billing cycle to prevent automatic renewal. The notice period starts from the date we receive your email, and you will remain responsible for payment for any services provided during the required notice period.
# Android Device # Employee RFID Wristbands / Tags How to scan, identify and manage your employee RFID wristbands ## How to scan an RFID tag 1. Prepare the **Wristband**: Remove one of the employee wristbands from its respective plastic bag. 2. Position the **Device**: Ensure the app is open on your device and "Tap tag to login" is displayed on the screen. 3. **Scan** the Tag: Place the round dial of the wristband on the back of the device, near the NFC antenna location in the middle of the device. This process is akin to making a contactless payment with your bank card or phone. 4. **Confirmation**: Upon successful scanning, your device will emit a confirmation sound. Note that this sound only signifies the tag has been read, not that the action was successful. 5. **Review** Employee Information: Post scanning, a window will pop up displaying the employee's details linked to the tag, including their employee number, name, surname, and team. ## How to identify an RFID tag RFID wristbands in the system are pivotal for efficient employee identification and tracking. Each wristband is uniquely linked to an individual employee’s profile. To ascertain which employee a specific wristband is associated with, follow these steps: 1. **Launch the App on the device:** * Navigate to and open the application installed on the device. 2. **Navigate to the Login Screen:** * On the app’s login screen make sure you see the NFC (Near Field Communication) icon. This is typically accompanied by the prompt "Scan to login." 3. [**Scan the Wristband**](#how-to-scan-an-rfid-tag) 4. **View Employee Details:** * Once the wristband is scanned, the linked employee’s details will be displayed on the screen. This includes their name and relevant profile information. 5. **Unlinked or Resigned Employee Tags:** * If the RFID tag is not associated with any employee in the system, a notification will indicate this on the screen. * Similarly, if the wristband is linked to an employee who has resigned, this status will be displayed. ## Employee Tag Assignment ### Sign In as a User 1. **Access the System**: Sign in with your user credentials on the designated device. ### Navigate to Employee Tagging 1. **Open Tag Assignment**: Select the "Tag Assign" tile from the main menu.
2. **Choose Employees**: Tap on the "Employees" option in the bottom navigation bar. ### Assign Tags to Employees 1. **Select Employee**: Click on the red NFC icon next to the employee's name you wish to assign a tag.
2. **Scan Tag**: Hold the employee tag close to the device to scan it. 3. **Confirmation**: Ensure the tag is correctly assigned to the employee. The system will display a confirmation message. 4. **Repeat for Others**: Continue this process for each employee you need to assign a tag. ### Unlinking Employee Tags 1. **Switch to Assigned View**: In the top navigation bar, use the toggle switch to view all employees with assigned tags.

Use toggle to see assigned employees as well

2. **Select Employee**: Click on the green NFC icon next to the employee's name whose tag you wish to unlink. 3. **Confirm Unlinking**: A prompt will appear for confirmation. Confirm to proceed with unlinking the tag.

Prompt to confirm unlinking of tag

1. **Repeat if Necessary**: Repeat this process for any other employees from whom you need to unlink tags. ### Review Assigned Tags 1. **Toggle View**: Use the toggle switch in the top navigation bar to switch between views of assigned and unassigned tags. 2. **Verify Assignments**: Check the list to ensure all necessary employees have been correctly tagged or untagged as required. ## Manage Lost Tags RFID wristbands are an essential tool for employee identification. Despite their importance, wristbands can occasionally be lost. Fortunately, reassigning a new wristband involves no data loss, as they do not store information but serve purely as identifiers. Here’s how to manage RFID wristbands effectively, ensuring accountability and minimizing losses. ### Managing RFID Wristbands for Permanent Employees 1. **Initial Issue**: Permanent employees are typically issued their first wristband free of charge. 2. **Replacement Cost**: If a wristband is lost, the cost of a replacement is usually paid by the employee. This cost can be conveniently deducted from their upcoming pay slip as a deduction. 3. **Policy Communication**: Clearly communicate this policy during onboarding and through employee handbooks to ensure that employees understand their responsibilities regarding the safekeeping of their wristbands. ### Managing RFID Wristbands for Temporary Workers 1. **Upfront Deduction**: For temporary workers, managing wristband costs can be trickier due to the higher turnover and risk of absconding. To address this, it’s advisable to deduct the cost of the wristband from their **first pay slip**. This approach ensures that the cost is covered upfront. 2. **Ownership**: After the initial deduction, the wristband becomes the property of the temporary worker. They retain it when their employment ends, which allows them to reuse the wristband if they return for another season. 3. **Returning Workers**: If temporary workers return for a new season and still possess their previous wristband, they can continue using it without incurring additional costs. If they lose their original wristband, they would need to purchase a new one. # Errors # NFC/Tag Scanning Issues This guide offers step-by-step solutions for resolving NFC errors on Android devices, including enabling NFC and troubleshooting common issues. ## Overview of NFC Errors on Android ### Device not scanning a tag or "NFC Not Enabled" #### Troubleshooting Steps for NFC Issues **Restarting the Device** 1. **Initial Step:** Often, restarting the device can resolve minor technical glitches, including those related to NFC functionality. **Ensuring NFC is Enabled** 2. **Verifying NFC Settings:** 1. Go to `Settings` on your device. 2. If searching within settings, type `NFC`, then select the `NFC option` and ensure NFC is turned on. 3. Alternatively, follow this path: `Settings` → `Other Wireless Connections` → `NFC` → Turn `On`. Note that this option might not appear in search results within settings. ### "No Supported Application for This NFC Tag" Error #### **Cause of the Error** The "No supported application for this NFC tag" error message typically appears when an NFC tag is scanned while the device is not prepared to process it. This is common in scenarios such as scanning a tag on the “Clocks & Activities” summary screen, where the device does not recognize the action associated with the scanned tag. #### **General Rule for NFC Scanning** Remember that the device is generally set to listen for NFC scans only on screens displaying the NFC icon.

NFC Icon

## Further Assistance If these steps have been followed and the issue persists, please send an email to to arrange for the device to be sent in for diagnostics and repairs. # Sync Issues This guide provides instructions for resolving sync issues on Android devices, focusing on checking mobile data settings and device restart steps. Sync errors typically occur when the “Connection Status” is unsuccessful during syncing processes. Indicators of this issue include “Ping Time” and “IP Address” displaying as “N/A”. ## Steps for Resolving Sync Errors ### Restarting the device Most often a simple device restart solves a sync issue. ### Checking Mobile Data Settings 1. **Access Cellular Settings:** 1. From the login screen, tap the 3-stripes icon in the top left-hand corner. 2. Navigate to “Cellular Settings”. 1. Enable “Mobile data” if it's disabled. 2. **Restart the Device:** After enabling mobile data, it's crucial to restart the device to apply the changes. ### Ensuring Correct APN Settings 2. **Change APN to “flickswitch”:** 1. Go to `Settings` → `Sim card and traffic management` → `Sim card 1` → `Access point names`. 2. Within `Vodacom`, enter `APN settings` and replace the existing entry with “flickswitch” (all lowercase). 3. Remember to save the new settings by pressing at the top right and selecting save. 4. If you see “APN settings not available for this user”: 1. Click the three dots at the top right-hand side. 2. Opt for `reset to default`, then re-enter “flickswitch” as the APN and save. 5. **Restart the Device Again:** It's important to restart the device after changing the APN settings to ensure they are properly implemented. ## Additional Support Should the sync issues continue after these troubleshooting steps, further assistance may be required. Please consult the help site for more comprehensive guidance or reach out to our support team for additional help. # Device Update Issues This guide provides steps to fix device update errors on Android devices, focusing on clearing Google Play Store cache, restarting the device, and retrying updates. Device update errors can often be resolved by clearing the device's Google Play Store cache and storage. This process refreshes the app, potentially resolving issues preventing device updates. ## Steps to Resolve Device Update Error ### Clearing Google Play Store Cache and Storage 1. **Clear Play Store Cache and Storage:** 1. Open `Settings` on the device. 2. Navigate to `Apps & notifications`. 3. Select `See all apps`. 4. Find and select `Google Play Store`. 5. Go to `Storage & cache`. 6. Tap on `Clear Cache`. 7. Choose `Clear Storage`. 8. Confirm the action by clicking `OK`. ### Restarting the Device 2. **Restart the Device:** After clearing the cache and storage, restart the device to apply the changes. ### Retrying the Update 3. **Retry Updating:** Attempt to install the update again post-restart. ## Video Tutorial For a visual guide on these steps, watch this helpful video: [Clearing Play Store Cache and Storage Tutorial](https://docs.google.com/file/d/1B1gOTtpXesBvq6w6N2FFIfLmid3TBfzl/edit) ## Additional Support If the device update error persists after these steps, further troubleshooting may be needed. Please consult the help site for more detailed information or contact our support team for personalized assistance. # Clear Device Storage and Reset the App This document outlines the steps to clear the app's storage on your device and reset the app. This process is useful for addressing potential configuration errors or enhancing performance ## Instructions 1. **Access App Settings** * Long press the **App** icon on your device until a menu appears. * Tap on the **info icon** to access app settings. 2. **Clear Storage and Cache** * Select **Storage and cache**. * Tap **Clear cache**. * Then, tap **Clear storage/data** to remove all app data. 3. **Restart the App** * Reopen the app. The device should now display a screen indicating it is not connected to any site. 4. **Link with your site** * Follow your standard procedure [link the device with your site](https://app.allwage.com/#/system/devices). #### Additional Notes * Clearing the app data is recommended if there are issues suspected to be caused by current configurations. * On older devices, this process can help improve app performance. # Hardware Buying Guide Data Capturing made simple
## Rugged Android Devices (Locked) These devices are exclusively for use with the AllWage Application and cannot perform any other functions. If you need an unlocked device that can run other applications, refer to the section below for detailed specifications: . {% hint style="warning" %} Hardware prices are subject to change based on supplier adjustments. We always strive to keep our pricing competitive and transparent. {% endhint %} ### What is included * Rugged Android device for data capturing in the field, **locked** to the AllWage App to prevent access to other applications. * Each device comes with a data **SIM** card, managed by AllWage at a fee per device per month. These SIM cards are network-locked and cannot be used for other applications. ### Warranty 1. All devices are sold with a **12-month warranty** counted from the date of purchase directly with local suppliers 2. Warranty does not apply to the following 1. Damage due to accident, misuse, abuse, alterations or vandalism 2. Improper or inadequate maintenance 3. Unauthorised modification 4. Damage in transit ### Device Repairs One of our services is assisting you in repairing and maintaining all broken devices purchased from us. #### Submitting a repair request: Please reach out to us on one of our support channels and provide the following information: 1. **Describe the Issue**: Please provide a brief description of what is wrong (e.g., "cracked screen," "won't charge," or "GPS signal lost"). 1. **Visual Evidence**: You are welcome to send a short video or a screenshot showing the error or the physical damage. This helps our technicians diagnose the problem much faster and reduces back-and-forth communication. 2. **Identify Your Device**: To process your request, we need specific identification details. Depending on whether your device is functional or not, please provide the following: 1. If the device **powers on**: 1. You can find these details directly within the app. You can either type these details out or simply send us a screenshot of the info: 1. Open the app on your device 2. Tap the Menu icon (three horizontal stripes) in the top left corner. 3. Send us the IMEI, Phone number, and Device name that is displayed there. 2. If the device does not power on: 1. Check for a sticker on the back of the device containing the IMEI number and Model. 2. If labels are missing or unreadable, send a clear photo of the SIM card currently inserted in the device. #### Repair Process 1. After submitting a repair request you will receive an email with instructions on the repair process and a device repair booking form of the local supplier that will carry out the repair 2. When packaging the broken device/s ensure the repair form is included with the package. Failure to send the package with this information will result in delays. 3. Once the parcel arrives at the repair centre, you will receive a confirmation email 1. Customers are responsible for courier costs 4. An initial assessment fee per device may be charged before the repair quote is issued. 5. After the device/s are diagnosed, you will receive a quotation with the amount payable for repairs 1. If the device is still under warranty and damage is determined to be a factory fault, repairs will be free of charge 6. The payment must be made directly to the repair facility 1. Customers are responsible for the repair cost 7. Once the repair is completed, the device/s must be returned to AllWage for software installation 1. Devices will be inspected and configured for data capturing 8. After inspection, the device/s will be couriered to the customer 1. Customers are responsible for courier costs If a device is deemed beyond economical repair, or if you do not wish to proceed with repairs, please notify our support team so that **managed SIM cards** can be deactivated to avoid further monthly management fees. ## Silicone Watch Wristbands

Silicone Watch Wristband

{% hint style="warning" %} Hardware prices are subject to change based on supplier adjustments. We always strive to keep our pricing competitive and transparent. {% endhint %} ### What is included Silicone adjustable wristband with embedded RFID chip. These wristbands are used to identify each employee on the platform. {% hint style="info" %} Please be aware that the adjustable wristbands include a small metal clip. This may pose health and safety risks in food processing environments. Contact support for a non-metal, non-adjustable alternative wristband. {% endhint %} ### Warranty 1. Due to the nature of the product, any physical damage to wristbands will not be replaced. 2. Faulty **RFID chips** in wristbands will be replaced at no extra cost. ### Repairs / Returns Policy Please provide the relevant information to your dedicated Onboarding Specialist or Customer Success Manager for any returns on faulty wristbands. ## Order Process Please contact support to place a hardware order and indicate what product and the amount you would like to order. 1. Once your order is placed, you will receive a confirmation email as well as a Quotation Estimate stating the full amount payable. 2. Make a payment to the banking details provided on the bottom of the Quotation and forward your proof of payment to . 1. Please use your **company name** and **quote number** as a reference for the payment. 2. Using the wrong reference number will result in a delay in processing your parcel. 3. Only after we have received a **proof of payment** will we start processing your hardware order and send you a tax invoice. 4. We make use of The Courier Guy for all our deliveries and collections. To ensure the most cost-effective shipping fee, we encourage clients to provide the address of their nearest Courier Guy Hub for drop-offs or collections. 5. Once your order is processed, you will receive an email with a waybill number. 6. We will follow up with the courier company to make sure that the parcel is delivered safely. 7. Happy clocking! ## Lead Time Hardware orders will be processed upon receipt of payment confirmation sent to or once the payment is reflected in our bank account. Preparation of orders commences upon receipt of payment. Orders are dispatched within **2 working days** after preparation, and delivery typically takes **2-5 working days** depending on location. Should stock shortages or unexpected delays occur, we will inform you promptly and provide updates as necessary. We are committed to delivering the best possible service and endeavour to minimise any potential delays. ## Biometric Devices AllWage has partnered with [Biometrics3G ](https://biometrics3g.com/)to provide state-of-the-art biometric clocking devices capable of **facial recognition** and **fingerprint scanning**. All devices also have optional functionality to scan RFID wristbands. These devices directly integrate with the AllWage platform for live data capturing. If you are interested in purchasing any of these devices, please contact Billy van Eden at to provide you with a quote or any further information. AllWage are not the suppliers of biometric devices. Biometrics3G is responsible for installation, training and maintenance. For more information on how the biometrics work on the platform, please refer to this section: {% content-ref url="/pages/v8h9EORwOZ2G9Y6vB5s2" %} [Biometrics & Integration](/modules/time-and-attendance/biometrics-and-integration) {% endcontent-ref %} ## Use your own hardware If you would like to use your own hardware instead of our recommended devices,\ please review the specifications and requirements outlined below to ensure compatibility\ with our system. ### Hardware Requirements Your device must meet the following criteria to ensure smooth operation with our Android application: 1. **NFC** (Near Field Communication) Compatibility 1. Your device must support NFC technology to scan RFID wristbands effectively. 2. How to Test NFC Compatibility: 1. Go to the Google Play Store on your device. 2. Search for the "AllWage" app. 3. If the app appears as an option to download, your device is likely compatible. If not, it will not work with the RFID wristbands. 2. Supported RFID Tag Type 1. The RFID wristbands used are **13.56 MHz** RFID tags. Your device must support scanning this specific tag type. 3. Android Devices Only 1. Important: The app is not compatible with iOS devices (e.g., iPhones). Only Android devices, typically modern or newer models, can be used. 4. Key Considerations When Using Your Own Hardware 1. **Performance Variations**: While our app and software are optimized for fast and accurate operation, not all Android devices are created equal. If you experience delays or inefficiencies in scanning or clocking, it is likely due to the hardware's limitations and not the platform. 2. No **Hardware Liability**: AllWage does not accept responsibility for performance issues caused by third-party hardware. 5. Recommended Option: Our Approved Hardware 1. For guaranteed compatibility, reliability, and support, we recommend using our approved hardware, which includes rugged Android devices. These devices are specifically tested and optimized for use with our app. 2. Advantages of Using Our Hardware: Seamless synchronization and clocking. Dedicated support for maintenance, repairs, and replacements. If you would like to purchase hardware directly through us, we can facilitate the process to ensure a smooth experience. Alternatively, we can connect you with our trusted supplier. # Data Capture Devices Physical hardware devices to collect information in the field The platform utilises physical hardware devices to collect information in the field. These devices are connected to the internet to ensure real-time data, maximizing accuracy. {% hint style="info" %} The [Portal](https://app.allwage.com/) can be accessed from any web browser on any internet-connected device. It is not limited to a specific operating system. However, capturing data in the field is limited to the AllWage Android application and biometric devices. {% endhint %} Currently, there are two types of devices: 1. **Android Device** * The Android application can be installed from the official Google Play Store on any compatible device. * Android devices can only identify employees with their RFID tags. * With the Android application, you can capture time and attendance data and monitor activities. 2. **Biometric Devices** * Fixed biometric devices that are either free-standing or linked to turnstiles. * The supported biometric devices can identify employees through facial recognition, fingerprint, palm, and RFID tags. * With biometric devices, you can only capture time and attendance data. Please refer to the [hardware buying guide](/fundamentals/hardware-buying-guide) for more information on how to purchase the hardware. # Device Management Synchronise data in real time Both Android and biometric devices synchronise data in real time when connected to the internet. If a device loses connection, it will still collect information, but the data will only synchronise to the cloud once the internet connection is restored. {% hint style="danger" %} When processing payroll at the end of the month, it is critical to ensure that all devices are connected to the internet and have synchronised all relevant information for the payment period. {% endhint %} ## Device Status To view the status of each device, navigate to [**Manage > Devices**](https://app.allwage.com/#/system/devices). Here, you can customize and view the sync status of each device connected to your site.

Device List

| Field | Android Devices | Biometric Devices | | ------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------- | | Type | <svg xmlns="http://www.w3.org/2000/svg" height="24px" viewBox="0 -960 960 960" width="24px" fill="#e8eaed"><path d="M40-240q9-107 65.5-197T256-580l-74-128q-6-9-3-19t13-15q8-5 18-2t16 12l74 128q86-36 180-36t180 36l74-128q6-9 16-12t18 2q10 5 13 15t-3 19l-74 128q94 53 150.5 143T920-240H40Zm240-110q21 0 35.5-14.5T330-400q0-21-14.5-35.5T280-450q-21 0-35.5 14.5T230-400q0 21 14.5 35.5T280-350Zm400 0q21 0 35.5-14.5T730-400q0-21-14.5-35.5T680-450q-21 0-35.5 14.5T630-400q0 21 14.5 35.5T680-350Z"/></svg> | | | Last Seen |

Updates when:

- User logs in

- User logs out

- User taps the sync button in the top toolbar

- Device location updates (every 10 minutes if the app is open, active, has moved more than 10 metres, and GPS accuracy is within 35 metres. This can also be triggered on the login screen with no logged in user)

If offline, the time shown will be older than one hour.

|

The last time the device connected to the server.

Updates once every hour.

If offline, the time shown will be older than one hour.

| | Name | You can set a custom name. | Name is set directly on the device. | | Mobile Number | Mobile number of the SIM card in the device. | N/A | | Last User | Name of the last user who signed in. | N/A | | Logged In | ✅ (green check) means the user is currently logged in. | N/A | ## Change Device Details To change the name and description of a device or view its latest location, navigate to [**Manage > Devices**](https://app.allwage.com/#/system/devices). {% hint style="info" %} Please note that only the location of Android devices is tracked; biometric devices do not have location data. {% endhint %} 1. Click on the device in the table. 2. In the **Info** tab, you can edit the following: * **Name**: Change the name of the device to something descriptive to easily identify it in the field. * **Description**: Add any additional information you want to associate with this device. * **Mobile Number**: If the device has a managed SIM card, the number will be added here. This field is used to reference the correct SIM card when troubleshooting connectivity issues. Please do not change the mobile number of devices with SIM cards managed by us. 3. In the **Location** tab, you can view the last known location of the device. This is only applicable to Android devices where permissions were granted to track location updates. ## Remove a Device To remove a device, navigate to [**Manage > Devices**](https://app.allwage.com/#/system/devices). When deleting a device, it will only be removed from the list; no data captured on the device will be deleted. You can always add the device again in the future. {% hint style="info" %} It is good practice to remove all devices that are not in operation, as this makes it easier to identify any sync issues. {% endhint %} 1. Click on the device in the table. 2. Select the **Delete** option. ## Adding a New Device To add a new device, navigate to [**Manage > Devices**](https://app.allwage.com/#/system/devices). Currently, you can only add Android devices from this page. To add a new biometric device, please refer to the hardware buying guide on how to acquire new biometric hardware.

Add new device.

Click on "**Add Android Device" button** and follow the on-screen prompts:

Add a new device

{% hint style="danger" %} If you search for the AllWage app on the Google Play Store and no results appear, it indicates that your Android device is not compatible with the application. Ensure that your device supports NFC (Near Field Communication). {% endhint %} # Audit Logs Transparency among all stakeholders and processes When working on payroll, it is crucial to maintain a clear paper trail for all inputs used to calculate wages at the end of a payroll period. The more individuals involved in the payroll process, the more essential audit logs become. Each stakeholder is responsible for specific tasks, and each task can impact subsequent steps in the process. For example: **Employee hours**: These are calculated directly from Time and Attendance data. Any changes to clocking data will directly affect the wage paid to an employee. **Once-off expenses or earnings**: If the employee requires additional inputs to calculate their wages, these values must be recorded. **Employee information**: Modifying employee information, such as employment start dates or taxable status, will impact statutory deductions. Changing banking details can result in the employee not being paid. These examples illustrate some of the repetitive tasks performed by multiple stakeholders in the payroll process each period. When handling tasks for hundreds of employees, mistakes are inevitable. Managing these tasks among multiple stakeholders can lead to incorrect wages and unhappy employees. This is where **audit logs** come in. They create transparency among all stakeholders and processes, allowing anyone to view changes made at each step in the process.

Change log events

Audit logs enable you to inspect each action taken by: * Identifying the **exact stakeholder** who made the change and the precise date and time it was made. * Detailing the **type of action** performed, such as removing overtime, adding missing days, changing the value of a deduction, updating employee banking details, and more. * Displaying the **original and new values** side by side to easily backtrack and rectify errors. The goal of audit logs is to empower you to hold individuals accountable for the changes they make and to assist in correcting errors. While errors are inevitable, fixing them should not be difficult. ## Log Breakdown All actions performed by users are summarized in the log list. Each log provides a summary of the action performed and by whom. Here is a detailed breakdown of each log:

Log breakdown

1. **User:** The user who performed the action. 2. **AllWage Specialist:** For transparency, any changes made by an AllWage member will also be listed in your logs. 3. **Event ID:** A unique identifier for each log entry. 4. **Date:** The specific date and time when the action was performed. 5. **Action Type:** The type of action that was performed. 6. **Context:** A brief summary of the data affected by this action. ## Changes Breakdown Click on a log to view the details of what data changed. Each log contains all the values that were updated with the specific action. Here's a detailed breakdown of the log entries:

Changes breakdown

1. **Search:** Use the search bar to find a specific field or employee that was changed with this action. 2. **Filters:** Apply filters to narrow down your search. 3. **User:** The user who made the change. 4. **Employee Name:** The name of the employee whose data was changed. 5. **Property Name:** The specific property that was changed. 6. **New Value:** The updated value after the change was applied. 7. **Old Value:** The previous value before the change was made. ## Where to Access Audit Logs Audit logs are accessible from multiple locations within the platform. While we're still in the process of rolling them out across the entire portal, the following locations are currently available, with more to be added soon. You can always access audit logs from the action panel on the right-hand side of the relevant pages. Please refer to the image below for guidance.

Audit log locations

**Current Pages with Audit Logs and Tracked Changes:** * [**Employee Management**](https://app.allwage.com/#/system/employees/manage) * Employee information (e.g., name, surname, employee number, team, etc.) * Clock template scheduling * [**Employee Overview Report**](https://app.allwage.com/#/reports/manager/employee-overview) * Clocks * Leave * Harvest Items * Activity Items * [**Pay Run**](https://app.allwage.com/#/payroll/templates) * Employee personal information (e.g., banking details, identification numbers, tax details, etc.) # Time & Attendance Manage your time more efficiently and address common issues with ease The Time and Attendance module of AllWage is designed to save administrators and managers a **significant** amount of time by addressing common issues with ease. This module concentrates on three main areas: **data consolidation**, **exception management**, and **transparency**. By automating the majority of data handling, it allows users to focus solely on managing exceptions, with AllWage taking care of the rest. #### **Data Consolidation** Our live clocking system provides instant access to real-time data, enabling you to see, for example: who is absent or late immediately. This allows for prompt action, such as adding leave or manual entries if an employee was unable to clock in. By having access to this information in real time, you can spread the workload over the entire pay run period instead of consolidating all information the day before payday. Additionally, having immediate access to data ensures that everyone involved retains context. For example, if you ask a supervisor why an employee was late three weeks ago, they might have forgotten, but with immediate access, you can ask and record the outcome right away. #### **Exception Management** In an ideal world, employees would always clock in and out as expected. However, lateness and unforeseen circumstances occurs daily. Managing these exceptions takes time and significantly impacts **data accuracy**, which in turn affects your **payroll**. Our flexible shift setups and bulk management tools help you automatically handle common issues, allowing you to focus on what matters. This includes managing **overtime**, **short time**, and **night shifts**. More detailed instructions on how to manage these exceptions are provided in later sections. #### **Transparency** All hours clocked in AllWage are directly integrated with our built-in payroll solution. AllWage has spent considerable time perfecting this payroll system to ensure it is ideally suited for employees paid by the hour. With an integrated payroll, employees can see all their hours worked on their payslips. Any changes made to time and attendance are instantly reflected in their payslips, giving you more control and saving time on reconciling information at the end of the month. This transparency eliminates disputes over payslips, as the calculations are clear and visible. With these tools, the Time and Attendance module enhances transparency and efficiency in managing your workforce. # Introduction Basic concepts of the Time and Attendance module This section will introduce you to the basic concepts of the **Time and Attendance** module. After reading through this section, you will understand the basics of how shifts work, how clock-ins and clock-outs are managed, and the terminology related to how hours are calculated. {% hint style="success" %} In AllWage, time and attendance form the **foundation** of your payment process. If an employee's hours are calculated **incorrectly**, their **payslips** will also be **incorrect**. To ensure that employees' hours are correct, the first step is to make sure that their shifts are configured properly. {% endhint %} ## Shift Setup In AllWage, shifts are configured when creating a [**Clock Template**](#clock-templates). There are two main types that will determine how employees' clocking data are processed: 1. **Start & End Times Shifts**: These shifts have specified start and end times on specific days of the week. * For example, a shift on Monday might start at **08:00** and end at **17:00**, with a lunch break from 12:00 to 13:00. 2. **Fixed Duration Shifts**: These shifts do not have defined start and end times, including for breaks. Instead, they only specify the total **duration of hours** that need to be worked on a given day. * For example, a shift on a Monday might require employees to work 8 hours, irrespective of when they start or end their shift. If there is a required break, the duration of the break will be deducted from the employee's hours. When configuring either of the above shifts, they are configured as follows: * **Per Day of the Week**: Each day from Monday to Sunday can be configured separately with its own shift type and parameters. * **Mixed Shifts**: Different shifts can be configured for different days. For instance, Monday to Friday could have defined start and end time shifts, while weekends could have fixed duration shifts. ### Start & End Times Shifts To set up these shifts, you need to specify the start and end times. Breaks can also be configured with specified start and end times. 1. **Shift length**: Calculated as the duration between the start and end of the shift minus any breaks. For example: If a shift is set up from 08:00 to 17:00 with a break from 12:00 to 13:00, the total length of the shift is 8 hours. 2. **Breaks**: Breaks are scheduled to start and end at specific times and they are compulsory, i.e. employees cannot work during a break. Employees clocked in during a scheduled break will be automatically clocked out. 3. [**Overtime / Short Time Flex**](#overtime-and-short-time-flex): Rounding mechanisms for managing overtime and short time can only be configured at the beginning and end of the shift. Start and end times shifts are ideal for operations with **defined schedules** and **minimal variation** in work times.

Start & End time

1. The shift is configured to start at **08:00** and ent at **17:00**. 2. There is a break scheduled from **12:00** to **13:00**. Employees will be clocked out during this time and it will not count towards their total hours worked for the day. 3. Overtime and short time flex durations can be configured for the start and the end of a shift. ### Fixed Duration Shifts To set up these shifts, specify the **total hours** employees must work in a day. Optionally, break durations can also be configured. 1. **Shift length**: For each day of the week the shift duration is specified as hours. The duration is not calculated by calculating the duration between the start and the end of the shift as there is no defined start and end times. 2. **Breaks**: If breaks are configured, the duration of the breaks will be deducted from the hours worked. 3. [**Overtime / Short Time Flex**](#overtime-and-short-time-flex): There are no flex times at the start and end of the shift. The total hours worked are rounded according to the shift length and flex configurations. Fixed duration shifts are ideal for employees with erratic schedules, mixed day and night shifts, or varying start times.

Fixed duration shift

1. Because the shift is flexible, i.e. no fixed start and end times, the shift starts as soon as the employee clocks in for the first time. 2. If breaks are configured for the shift, they are deducted from the hours worked immediately. For example: if a shift is configured with a length of 5 hours and a 1 hour break, the employee needs to work for 6 hours because the break is deducted automatically. * The break is only deducted if the employee's total hours is **more** than the total breaks. For example: If the duration of the break is 1 hour, and the employee only worked 50 minutes, the break will not be deducted. If the employee worked 1 hour and 30 minutes, it will deduct the 1 hour break. 3. Overtime and short time flex are only applied at the end of the shift. If the length of the shift is 8 hours and the overtime flex is configured as 30 minutes, the employee must work more than 8 hours and 30 minutes before they will get overtime. Please refer to this section for best practices on how to configure your shifts: [Best Practices: Start & End Times vs Fixed Duration Shifts](/modules/time-and-attendance/best-practices#start-and-end-times-vs-fixed-duration-shifts). ## Clocking Data The [shift setup](#shift-setup) mentioned in the previous section in conjunction with the [clock template](#clock-templates) parameters serves as the set of rules used to process clocking data. When employees clock in and out, their actions are recorded as timestamps within a day. AllWage differentiates between **clock-in** and **clock-out** data by associating clock-ins with the type of [activity](/modules/time-and-attendance/configuration#employee-activities) the employee performs. This means an employee can have multiple clock-ins and clock-outs in a day, and the system will automatically determine how to process them. ### **Differentiating Clock-Ins and Clock-Outs**

The clock in at 07:00 is associated with the Irrigation activity. The clock out at 17:00 is not associated with any activity.

Unlike other platforms that use an even number of clocks in a day to identify clock-outs, AllWage **explicitly** differentiates between clock-ins and clock-outs. This provides better context for when an employee did not clock in or out for the day. When processing the clocks for time and attendance, only the rules specified in the [clock template](#clock-templates) are applied. We do not alter any employee clock data during calculations, ensuring data integrity and allowing you to adjust [clock template](#clock-templates) setups to fine-tune overtime and exception management. ### **Clocking In on Activities**

Employees clocked in on different activities

When clocking in, employees always associate their clock-ins with an activity. This ensures accountability for their tasks throughout the day and simplifies cost calculation at the end of a pay run period. Employees can clock in for multiple activities in a single day. When an employee clocks in for a new activity, they are automatically clocked out from the previous activity. This allows an employee to perform multiple tasks within a day and only clock out once at the end of the day. ## T\&A Terminology Each employee's clock-ins and clock-outs are processed according to the rules provided in the shift setup. This results in different hourly components, which are defined in the following section: ### Clock Templates Clock templates refer to a collection of parameters and configurations used to interpret and calculate hours from employees' clocking data. When setting up a clock template, the following elements are configured: * **Name and Teams**: A clock template is associated with one or more teams and is linked to all employees within those teams. * **Shifts**: Define the working hours for each day of the week. This can include [start and end times](#start-and-end-times-shifts) or [fixed duration shifts](#fixed-duration-shifts). Each shift can also have optional, detailed [flex](#overtime-and-short-time-flex) configurations that apply to specific days of the week. * **Global Flex Settings**: [Flex configurations](#overtime-and-short-time-flex) that apply to all shifts when no specific flex settings are configured for a particular shift. Flex settings are determined per shift type. * [**Periodic Overtime Aggregation**](/modules/time-and-attendance/configuration#weekly-and-period-overtime-aggregation): Specify which hour components to use when calculating overtime over a week or period. * [**Targets and Default Clock Outs**](/modules/time-and-attendance/configuration#default-to-shift-end): Manage missing clock-outs and allocate full days for employees who meet their targets. To create a new clock template: [Clock Template Configuration](/modules/time-and-attendance/configuration#clock-templates) ### Budget Hours In the context of the [shift setup](/modules/time-and-attendance/configuration#set-up-working-hours) in a [clock template](#clock-templates), "**budget hours**" refer to the designated hours an employee is required to work per day. These hours are calculated by determining the duration between the start and end time of a shift, minus any allocated breaks. If a shift is configured for a day, there will always be budget hours. If the day is marked as optional, the budget hours will not contribute towards the employee's ordinary hours of work. {% hint style="info" %} If there are no **budget hours** for a day i.e. no shift configured, and an employee clocks in or out, it will result in a [**Missing Template**](/modules/time-and-attendance/reports/employee-overview#exceptions) error. {% endhint %} ### Ordinary Hours of Work "**Ordinary Hours of Work**" refers to the hours permitted to work by an employer. Please refer to section 9 in the [BCEA ](https://www.gov.za/sites/default/files/gcis_document/201409/a75-97.pdf)for more information. If any day of the week is not marked as "[**optional**](/modules/time-and-attendance/configuration#optional-working-hours)" in the clock template, the **budgeted hours** on that day will be classified as "**Ordinary Hours of Work**". According to the [BCEA](https://www.gov.za/sites/default/files/gcis_document/201409/a75-97.pdf), the total number of "**Ordinary Hours of Work**" within a calendar week may not exceed **45** hours. {% hint style="warning" %} Please consult your lawyer if there are any special conditions applicable to your operations. {% endhint %} ### Overtime & Short Time Flex Flex is a rounding mechanism for clock-ins and clock-outs that helps manage overtime and short time. Flex is applied differently depending on the configured shift type. Essentially, overtime flex **subtracts** time worked from an employee, and short time flex **adds** time worked for an employee within the configured parameters. #### **Start & End Time Shifts** Flex is applied at the beginning and end of the shift. The flex mechanism adjusts clock-ins and clock-outs to the shift's start or end time within the configured parameters. Flex times can be configured separately for the start and end to provide more flexibility. For detailed usage, refer to our [Best Practices](/modules/time-and-attendance/best-practices#start-and-end-times-shifts) on maximizing flex with Start & End Time shifts. Examples: * **Overtime Flex at the Start**: If the overtime flex at the start of the shift is 30 minutes and the shift starts at 08:00, any clock-in between 07:30 and 07:59 will be adjusted to 08:00. If the employee clocks in before 07:30, they will be allocated the full 30 minutes as additional time. * **Short Time Flex at the Start**: If the short time flex at the start of the shift is 10 minutes and the shift starts at 08:00, any clock-in between 08:01 and 08:10 will be adjusted to 08:00. If the employee clocks in after 08:10, the full 10 minutes will be deducted. * **Overtime Flex at the End**: If the overtime flex at the end of the shift is 30 minutes and the shift ends at 17:00, any clock-out between 17:01 and 17:30 will be adjusted to 17:00. If the employee clocks out after 17:30, they will be allocated the full 30 minutes as additional time. * **Short Time Flex at the End**: If the short time flex at the end of the shift is 10 minutes and the shift ends at 17:00, any clock-out between 16:50 and 16:59 will be adjusted to 17:00. If the employee clocks out before 16:50, the full 10 minutes will be deducted. #### **Fixed Duration Shifts** When applying flex to fixed duration shifts, it rounds off the total hours worked for the day. Flex is not applied to the start or end of the shift since there are no defined start and end times. For detailed usage, refer to our [Best Practices ](/modules/time-and-attendance/best-practices#fixed-duration-shifts)on maximizing flex with Fixed Duration shifts. Example: * **Overtime Flex**: If the overtime flex is configured for 30 minutes and the required budget hours are 8:00, any work between 8:00 and 08:30 hours will be rounded down to 08:00. * **Short Time Flex**: If the short time flex is configured for 10 minutes and the required budget hours are 8:00, any work between 7:50 and 8:00 hours will be rounded up to 08:00. ### Daily Normal Hours, Overtime and Short Time If there is a shift configured for a day, there will always be [budget hours](#budget-hours). As soon as an employee clocks in on a day with a shift configured we can start to calculate Normal Hours, Short Time and Overtime. * $$H\_t$$ = Total hours worked in a day * $$H\_b​$$ = Budget hours in a day * $$H\_n​$$ = Normal hours * $$H\_s​$$ = Short time * $$H\_o​$$ = Overtime 1. **Normal Hours (**$$H\_n​$$**):**\ $$H\_n = \min(H\_t, H\_b)$$\ **Normal Hours** equal the total hours worked if they are less than or equal to the Budget Hours, and are capped at the Budgeted Hours if more hours are worked. 2. **Short Time (**$$H\_s​$$**):**\ $$H\_s = \max(0, H\_b - H\_t)$$\ This calculates the shortfall when the Total hours worked are less than the Budget Hours, ensuring Short Time is zero if the Total hours worked exceed or equal the Budgeted Hours. 3. **Overtime (**$$H\_o​$$**):**\ $$H\_o = \max(0, H\_t - H\_b)$$\ This calculates the excess when the Total hours worked exceed the Budget Hours, ensuring Overtime is zero if the Hours worked are less than or equal to the Budgeted Hours. #### Short Time Example

Short time timeline

An employee worked less than the Budget Hours specified on the day: * $$H\_t$$ = 7 hours * $$H\_b​$$ = 8 hours Normal hours and Short time calculations: * **Normal Hours (**$$H\_n​$$**):**\ $$H\_n = min(H\_t, H\_b)$$\ $$H\_n = min(7,8)$$\ $$H\_n = 7$$\ **Normal Hours** are less than Budget hours and equal to the total hours worked on the day. * **Short Time (**$$H\_s​$$**):**\ $$H\_s = \max(0, H\_b - H\_t)$$\ $$H\_s = \max(0, 8 - 7)$$\ $$H\_s = \max(0, 1)$$\ $$H\_s = 1$$\ The total hours worked is less than the budget hours on the day. The Short Time is equals to the difference between the Budget hours and the total hours worked on the day. #### Overtime Example

Overtime timeline

An employee worked more than the Budget Hours specified on the day: * $$H\_t$$ = 9 hours * $$H\_b​$$ = 8 hours Normal hours and Overtime calculations: * **Normal Hours (**$$H\_n​$$**):**\ $$H\_n = min(H\_t, H\_b)$$\ $$H\_n = min(9,8)$$\ $$H\_n = 8$$\ **Normal Hours** are more than Budget hours. Normal hours can't exceed the budget hours for the day. * **Overtime (**$$H\_o$$**):**\ $$H\_o = max(0, H\_t - H\_b)$$\ $$H\_o = max(0, 9 - 8)$$\ $$H\_o = max(0, 1)$$\ $$H\_o = 1$$\ The total hours worked is more than the budget hours on the day. The Overtime is equals to the difference between the Total hours worked and Budget hours on the day. ### Extended Days & Night Shifts A day in AllWage runs from **midnight to midnight**. When a shift crosses that boundary — a night shift that starts in the evening and ends the next morning — the system keeps the whole shift together on the day it started, including any short break taken around midnight. This is handled by **extended days** and **continuous night shifts across breaks**. For a full explanation, see [Night Shifts & Extended Days](/modules/time-and-attendance/night-shifts-and-extended-days). ### Public Holidays Employees must be paid their ordinary hours of work if any public holiday that falls on a [ordinary working day](#ordinary-working-hours). An employee's ordinary pay is equal to the **budget hours** on the public holiday. {% hint style="info" %} If a public holiday is not on a ordinary working day, i.e. optional day in the clock template, the should not be compensated for that day. {% endhint %} According to the Basic Conditions of Employment Act (BCEA) in South Africa, if an employee **works** on a public holiday, they must be paid at **double** their normal rate of pay. # Night Shifts & Extended Days How AllWage handles shifts that run across midnight — extended days and night-shift breaks around midnight. This section explains how AllWage handles shifts that cross from one calendar day into the next — for example a night shift that starts in the evening and ends the following morning. If you run night shifts, this is how the system keeps each shift's hours together on a single day. ## How the day boundary works In AllWage, each day runs from **midnight to midnight**. Every clock-in and clock-out belongs to the calendar day it physically happened on. We keep the day boundary fixed at midnight on purpose. A simple, predictable day makes it easy to spot problems — a missing clock-in, a forgotten clock-out, or a shift that doesn't look right. If the boundary moved around from one employee to the next, those exceptions would be much harder to see and trust. {% hint style="info" %} **Why don't we shift the day for night-shift workers?** In the past, some systems tried to handle night shifts by moving the start of the day earlier (for example, starting the "day" at 18:00 so a night shift fell inside one block). This created more problems than it solved: it made reports inconsistent between day and night workers, broke as soon as someone's hours fell outside the assumed window, and made missing clocks very hard to detect. Instead, AllWage keeps the day fixed at midnight for everyone and handles night shifts with the two mechanisms below — **extended days** and **continuous night shifts across breaks**. This keeps reporting consistent for every employee while still counting each night shift correctly. {% endhint %} ## Extended days A fixed midnight boundary raises one obvious question: what about a shift that is *still in progress* when midnight passes? When an employee clocks in before midnight and works straight through into the next morning, AllWage automatically keeps the whole stretch together as **one shift on the day it started**. This is called an **extended day**. For example, an employee clocks in at 18:00 and clocks out at 05:00 the next morning. Rather than showing this as a missing clock-out on the first day and a stray clock-out on the second, the system recognises it as one continuous shift and calculates the total hours across the two calendar days. Extended days are flagged on both the **Employee Overview report** and the **Time & Attendance dashboard** so you can easily see which shifts crossed midnight. On the dashboard, the clock-out time is annotated with a **(+1)** to show it happened on the next day. {% hint style="success" %} An extended day is applied automatically when: * The employee's last action on the day is a **clock-in** (there is no clock-out yet on that day), and * The next day starts with a **clock-out**, and * The time between that clock-in and clock-out is within the maximum shift length of **27 hours** (so an employee is never credited with an impossibly long single shift). {% endhint %} {% hint style="info" %} **The Extended Day tag only appears on Start & End Times shifts.** If your clock template is a **Fixed Duration** shift, a shift that runs past midnight is still recognised as a night shift and its hours are counted correctly — but the **Extended Day** tag is not shown against it. This is intentional. Fixed Duration templates are most often used for night shifts, so tagging every one of them cluttered the report without adding any information. If you want the Extended Day tag to appear, use a **Start & End Times** template. {% endhint %} ## Night-shift breaks around midnight Extended days handle a shift worked *straight through* midnight. But night-shift employees often take a break around midnight — a meal break or a short rest — and clock out and back in while doing so. AllWage treats a short break around midnight as **part of the same shift**, not the end of one shift and the start of another. As long as the employee clocks back in within a short window of clocking out, the system keeps the whole night as **one continuous shift on the day it started**, with the break excluded from worked hours. This applies to both common patterns: * **A break taken after midnight** — the employee works past midnight, then clocks out for a break in the early hours and clocks back in shortly after. * **A break straddling midnight** — the employee clocks out *before* midnight and clocks back in *after* midnight. This is common for teams working to an overseas time zone, where the meal break naturally falls right around 00:00. If there are several short breaks around midnight, each one is treated the same way, so the shift stays together as a single day rather than being chopped into pieces. ### Worked example A night shift runs from 22:00 to 06:00, and the employee takes a 30-minute break at 01:00: | Action | Time | Calendar day | | ----------------- | ----- | ------------ | | Clock in | 22:00 | Day 1 | | Clock out (break) | 01:00 | Day 2 | | Clock in (resume) | 01:30 | Day 2 | | Clock out (end) | 06:00 | Day 2 | AllWage records this as **one shift on Day 1: 22:00 → 06:00**, with a 30-minute break in the middle. The break time is not counted, so the worked hours are 7h30m. {% hint style="info" %} The break time between clocking out and clocking back in is **unpaid** and is not included in the worked hours — only the time actually clocked in counts. {% endhint %} ## When does a new shift start instead? The system needs to tell the difference between a *break* (same shift continues) and the *end of a shift* (a genuinely new shift later on). The rule of thumb is the length of the gap. A real break is almost never longer than about **two hours**, so: * If the employee clocks back in within roughly two hours of clocking out, it's treated as a **break** and the shift continues. * If the gap is longer than that, the shift has **ended**. The later clocks start a new, separate day — exactly as they do today. There is also a sensible upper limit on how long a single shift can run: **27 hours** from the first clock-in. A long chain of short breaks can never stretch one "shift" on indefinitely — once a shift reaches 27 hours, any further clocks start a new day. {% hint style="success" %} The two-hour guideline comfortably covers normal break patterns. If your operation has unusual break arrangements around midnight, contact AllWage support so we can advise on the best clock template setup. {% endhint %} ## Where you'll see this **Employee Overview report** — shifts that cross midnight show an [**Extended Day**](/modules/time-and-attendance/reports/employee-overview#exceptions) indicator next to the day's hours. Open the timeline details (the three dots) to see the full shift, including any break around midnight.

An icon appears next to the hours for the day if it was an extended day. Click on the three dots to view the timeline details for the employee.

**Employee Timeline** — inside the timeline, the [records for the day](/modules/time-and-attendance/reports/employee-overview#records-for-the-day) show the date as well as the time whenever a record falls on a different calendar day to the one you are viewing. A night shift therefore reads exactly as it happened: the clock in on the first day showing only its time, and the clock out on the following day carrying that next date. This is the quickest way to confirm a shift genuinely crossed midnight, rather than an early-morning clock having been recorded by mistake.

Another day badge indicating it falls on the next day.

**Time & Attendance dashboard** — extended days are flagged, with a **(+1)** on the clock-out that lands on the next day.

Dashboard — the last icon represents extended days for 2 employees on the 16th of September.

The clock-out is annotated with a (+1) to indicate that it falls on the next day.

# Configuration Setup your employees, activities, teams and clock templates to start. ## Employee Roles On the online portal only administrators and farmers can add clocks for employees that are visible to them. When clocking employees on the device, the following user and employee roles have access to the time and attendance module: 1. User Administrators 1. Users with the [administrator](/fundamentals/users-and-employees/users) role can log in on the device by using their email and password. 2. Employees with the following roles: 1. [Foreman](/fundamentals/users-and-employees/employees) 2. [Packhouse Supervisor](/fundamentals/users-and-employees/employees) ## Clock templates Please refer to the introduction section on [shifts](/modules/time-and-attendance/introduction#shift-setup) and [clock templates](/modules/time-and-attendance/introduction#clock-templates) for more information. ### Add new clock template To get started with clock templates, navigate to [**Manage > Clock Templates**](https://app.allwage.com/#/system/employees/clock-templates). Here, you can either **edit** an existing template or **create** a new one to suit your needs. {% hint style="success" %} Please refer to our [Best Practices ](/modules/time-and-attendance/best-practices#cock-templates-and-shift-setups)section for tips and tricks on how to get the most out of your clock template setups. {% endhint %}

Manage clock template

Click on "**+ Add clock template**" to create a new template, or click on an existing clock template in the table to make changes. ### Template Info {% hint style="danger" %} Assigning clock templates to a team **is not valid anymore.** We have implemented an **improved** mechanism to link clock templates to employees. Please follow the instructions here: [#linking-employees-to-a-clock-template](#linking-employees-to-a-clock-template "mention") {% endhint %} * Provide a name that will describe the clock template and the employees that will be linked to it. * Select a shift type: 1. **Weekly:** Shifts are assigned to specific days of the week (e.g., Monday, Tuesday). This patterns repeats every week and is ideal for employees with a consistent weekly schedule. 2. **Cycle:** Shifts repeat in a custom sequence of work days and rest days (e.g., 4 days on, 2 days off), independent of the day of the week. The cycle begins on the date it is assigned to an employee.
{% hint style="success" %} If all employees have the same shifts and configuration parameters. Create only one clock template and link all employees to the single clock template. This makes it easier to fine tune your settings at a later stage. {% endhint %} ### Working hours Working hours are where you configure your shifts for each day of the week. To add a shift, click on "Add working hours" 1. **Weekdays**: Typically, Monday to Friday have the same working hours, reflecting a standard workweek. 2. **Variable Weekend Hours**: Saturday and Sunday might have different working hours, accommodating weekend-specific schedules.

Work week configuration (weekly schedule type)

Shift configuration (cycle schedule type)

#### Days of the week Choose one or more days of the week to apply specific shift times. It's important to note that you cannot set up more than one shift per day. #### Optional Working Hours When a shift is marked as "**optional working hours**", it indicates that working on these days, typically weekends like Saturdays and Sundays, is not compulsory for employees. This designation has important implications for how employee attendance and [budget hours](/modules/time-and-attendance/introduction#budget-hours) are managed. 1. **No Obligation to Work**: On days marked as optional, employees are not required to work. 2. **Optional Work Days Don't Count as Leave**: Choosing not to work on these optional days is not the same as taking a leave. It's just a day off that doesn't affect leave balances. 3. [**Ordinary Working Hours**](/modules/time-and-attendance/introduction#ordinary-hours-of-work): Budget hours on optional days to not contribute to the total ordinary working hours for a week. 4. **Attendance Record**: When an employee doesn't work on an optional day, it won't be marked as an absence in the system. #### Types of Shifts Select between Start & End Times and Fixed Duration: * [**Start & End Times**](/modules/time-and-attendance/introduction#start-and-end-times-shifts): Fixed start and end times for a shift on a work day**.** * Specify the start and end time of the shift * Optional: Add one or more breaks * [**Fixed Duration**](/modules/time-and-attendance/introduction#fixed-duration-shifts)**:** Flexible shift where only the total hours required to work is specified. * Specify the duration of the shift * Optional: Add the duration of the breaks. {% hint style="success" %} Only specify a break for a Fixed Duration shift if employees do not clock out for lunch / tea breaks. {% endhint %} For more information on the difference between these two types of shifts refer to: * [Introduction: Shift Setup](/modules/time-and-attendance/introduction#shift-setup) * Basic explanation between the two types of shifts * [Best Practices: Start & End vs Fixed Duration](/modules/time-and-attendance/best-practices#start-and-end-times-vs-fixed-duration-shifts) * When to use which shift ### Optional *Clock template* settings Here you adjust several types of other *Clock template* settings. These are all considered optional.

Clock settings options (optional)

#### Monthly repeat Monthly repeat is not valid anymore. {% hint style="danger" %} This action is not valid anymore. Clock templates can be assigned to employees periodically**.** Please follow the instructions here: [#linking-employees-to-a-clock-template](#linking-employees-to-a-clock-template "mention") {% endhint %} #### Overtime & Short Time Flex These flex settings are applicable across the entire template. If [Flex ](/modules/time-and-attendance/introduction#overtime-and-short-time-flex)was configured within a shift, those settings will take precedence over these for that shift. #### Default to shift end If it is not possible for someone to clock out, this setting will automatically assign 'n clock out for all employees working against this template. The clock out will default to the end of shift. #### Ignore Absence When enabled, employees assigned to this template will never be marked as absent, regardless of whether they have clocking data for the day. This is intended for **salaried employees** who are not required to clock in and out but still need a work schedule for leave. #### Night Shift Window Configure the time window that defines when night shift hours begin and end. This is used to calculate how many hours an employee worked during the night shift period. By default, the night shift window is set to **20:00 - 04:00**. You can adjust these times to match your operational requirements — for example, if your night shift starts earlier or ends later than the standard window. #### **Weekly and Period Overtime Aggregation**
When configuring clock templates in AllWage, you can also set up how overtime for a period will be calculated. By default, the hours worked each day can be divided into [**normal hours**](/modules/time-and-attendance/reports/employee-overview#daily-normal-hours-overtime-and-short-time), **short hours**, and **overtime hours**, depending on whether they are more or less than the [**budgeted hours**](/modules/time-and-attendance/reports/employee-overview#budget-hours). However, South African law allows employers to average out hours worked by employees on either a weekly basis or over the entire pay run period. {% hint style="danger" %} Please consult your **labour lawyer** about averaging overtime hours, as it depends on your implemented **contract** and **bargaining councils**. {% endhint %} A basic overview of how the aggregation method works: you configure which hourly components need to be included in the aggregation. All the hours are aggregated over each week and the entire pay period. If the aggregated hours exceed the required working hours within the week or period, those hours are classified as overtime. Required working hours are calculated by aggregating all [budgeted hours](/modules/time-and-attendance/reports/employee-overview#budget-hours) on days that are not marked as optional working days in the clock template. When averaging overtime hours, you need to specify which hours will be used. **The hourly components that can be included in the weekly and period aggregation:** * **Weekday Normal Hours** :white\_check\_mark:**:** All hours worked Monday to Friday that are less than the budgeted hours each day. * **Weekday Overtime Hours** :white\_check\_mark:**:** All hours worked Monday to Friday that exceed the budgeted hours each day. * **Saturday Hours** :white\_check\_mark:**:** All hours worked on Saturdays. * **Sunday Hours:** All hours worked on Sundays. * **Leave Hours** :white\_check\_mark:**:** All annual, sick, and family responsibility leave taken. * **Public Holiday Clocked Hours** :white\_check\_mark:**:** All hours worked on a public holiday that is part of the selected hourly components. * **Public Holiday Budget Hours** :white\_check\_mark:**:** Budgeted hours on a public holiday that is part of the selected hourly components, provided it is not an optional day. Please note that this **will increase** the total **required working hours** for the week or period and **will affect** the overtime calculation. By default all checked :white\_check\_mark: items are included in the configuration. {% hint style="danger" %} It is advisable not to include any public holidays in your weekly or period overtime calculations. Please consult your **labour lawyer** and review **employment contracts** before including public holidays in your aggregated overtime calculations. {% endhint %} ### Linking Employees to a Clock Template Clock templates are assigned to employees individually and not assigned to teams. Employees are linked to a clock template on a specific date. The clock template will be used to calculate the employee's hours starting from this date. If an employee's clock template needs to be changed, you can assign a new clock template with a start date after the previous clock template. The new clock template will only apply from that date onward. {% hint style="success" %} Assigning a new clock template will not affect historical calculations for the employee. {% endhint %} Steps to Assign Employees to a Clock Template:

Select employees and perform the bulk action

1. **Navigate to** [`Manage > Employees`](https://app.allwage.com/#/system/employees/manage). 2. **Select one or more employees** from the list. 3. The **Bulk Actions** menu will appear at the top of the table. Click on the "**Clock Templates"** button and select "**Assign"**. 4. A side panel will appear. Provide the following information: * **Employees**: All employees selected in the previous step will be listed. You can add or remove employees at this stage. * **Start Date**: Select the date when the clock template should be applied. This can be today's date or any date in the past. Note that the previous clock template will remain active until the start date of the new clock template. * **Clock Template**: Choose the desired clock template to assign starting on the selected date. You can create or edit existing clock templates if needed. 5. Click **Assign** to complete the process. #### Error: Clock template not the latest for the employee If you encounter this error, it means you are attempting to assign a clock template that starts **before** the most recently assigned clock template. Clock templates must be scheduled to start after the most recent clock template.

Error: Add clock template before the most recent template

To add a clock template that starts before the last clock template, you'll need to remove the most recent clock template first. ### Removing Employees from a Clock Template {% hint style="info" %} You do not need to remove employees from their current clock template to assign a new one. Simply schedule the new clock template to start after the previous one. {% endhint %} If the wrong template was assigned or the start date was incorrect, you can remove the clock template schedule for an employee. Steps to Remove Employees from a Clock Template

Select employees to remove

1. **Navigate to** [`Manage > Employees`](https://app.allwage.com/#/system/employees/manage). 2. **Select the employees** from the list. 3. The **Bulk Actions** menu will appear at the top of the table. Click on the "**Clock Template"** action and select "**Remove"**. 4. A side panel will appear. Provide the following information: * **Employees**: Add or remove additional employees as needed. * **Select the Date**: To remove a clock template, it is very important to select the date next to the clock template name (start date). Only employees with scheduled clock templates on this **date** will be affected. If there are no scheduled templates on the selected date, the action will be ignored. You will be able to view the start date of the current clock template in the list of employees:

Clock tempalte name with start date

5. Click "**Remove"** to finalise the removal. ## Employee Activities In AllWage, the time and attendance module is closely integrated with employee activities to ensure accurate tracking of work performed in the field. Once activities are set up, employees can clock in on these activities through their devices. If measurement units are specified, foremen can also record these units during field operations. This functionality not only allows for precise tracking of time spent on each activity but also enhances the measurement of productivity through additional units. Here’s how you can add and manage activities: ### Setting Up Categories All activities must be linked to a category. Categories helps you to differentiate between activities in the field and on the reports.

Activity Categories

Navigate to [Manage / Activities](https://app.allwage.com/#/system/employees/activities). 1. Select the Categories tab and click on "**+ Add**". 2. Provide a name and description for the category. You can modify these details later if needed. 3. If activities under this category are specific to **packhouse supervisors**, ensure to mark this accordingly. 4. Click on "**Save**" ### Setting up Activities

Employee activities

Navigate to [Manage / Activities](https://app.allwage.com/#/system/employees/activities) and select the Activities tab. 1. Click on "**+ Add".** 2. Select the category you want the activity to belong to. 3. Provide a descriptive name for the activity. This name should clearly indicate what the activity involves. 4. Code: Assign a code that may be used for additional identification, such as costing codes for later job costing. 5. Define Measurement Units (optional): * **Measurement Unit**: Specify the unit in which this activity is measured (e.g., rows, hours, kilograms). This unit will be prompted on the device when capturing information. * **Unit Factor**: If you need to convert this unit to another (e.g., converting rows to meters), specify the conversion factor (e.g., 20 meters per row). * **Calculated Unit**: Define the final unit of measurement after conversion (e.g., meters, abbreviated as 'm'). 6. Click on "Save". ### Archive Activity If an activity is not used anymore they can be archived. You will not lose any data that was linked to this activity. All archived activities will be hidden on the devices. Navigate to [Manage / Activities](https://app.allwage.com/#/system/employees/activities) and select the Activities tab.

Employee Activities

1. Click on the activity in the table that you want to archive 2. Click on the red inactive button\ 3. To view all inactive activities enable the toggle switch next to the "**+ Add**" button\ ![](/files/GFnhUbmrDDZS42GT23Tk) To reactivate an activity: 1. Click on the toggle button to show all inactive activities next to the "**+ Add**" button\ ![](/files/trsoALrdLk3FGaFo4Rhs) 2. Click on the specific activity in the list 3. Click on the green Activate button\ ![](/files/vu7zPVZb8lACc8Vyvd4k) 4. The activity will now be visible on the devices Proceed to the next section to start clocking people in on activities. # Data Capture Capture Clocks, Overrides, Activities and Leave ## Time & Attendance Clock In {% @arcade/embed url="" flowId="b9rOfTImjFXVPzDG2b9S" fullWidth="false" %} ### Online Portal Step by step guide on how to add a manual clock on the online portal. Please note that when creating manual clocks on the online portal they can be created for any employee on any day. Manual clocks can be added from both the dashboard and employee overview ### Android Device Step by step guide on how to clock in an employee on the android device. Please refer to this section, [Employee Roles](/modules/time-and-attendance/configuration#employee-roles), on who have access to the time and attendance module on the device. 1. Accessing Time & Attendance Module: 1. Tap the foreman's wristband on the back of the device. 2. A window will pop up, displaying a tile named ‘**Time & Attendance**’. Tap on this icon to access the module. 2. Clocking In 3. In the Time & Attendance module, tap on the green + icon located at the bottom right. 4. You’ll then need to select an activity as all clock-ins on AllWage are associated with a specific activity to aid in cost allocation across various farm tasks. While a general activity is set by default, additional activities can be configured later via the online portal. For now, select the general activity and tap on ‘Clock In’. 5. Scanning Employee Tag: 1. On the following screen, you'll see the scan tag option. Remove an employee's tag from its bag and tap it on the back of the device. 2. A pop-up will appear displaying the date, time, and the name of the associated employee. The NFC icon on this screen signals whenever a tag scan is required 6. Reviewing Clock-Ins: 1. Press the back button twice to return to the ‘Clocks & Activities’ screen where a list of clocked-in employees and their times on this device are displayed. To view all clocked-in employees across devices, visit the online portal. 7. Clocking Out: 1. Tap on the red icon above the green + icon to transition to the tag scanning screen for clocking out, denoted by the letters OUT at the top. 2. Scan the same employee's tag to clock them out, then tap the back button once to return to the ‘Clocks & Activities’ screen. You’ll now see that the employee is clocked out. ## Time & Attendance Clock Out {% @arcade/embed url="" flowId="pPFnUN4NJOPR5QV8CT6k" fullWidth="true" %} ### Online Portal ### Android Device Step by step guide on how to clock out an employee on the android device. Please refer to this section, [Employee Roles](/modules/time-and-attendance/configuration#employee-roles), on who have access to the time and attendance module on the device. 1. Accessing Time & Attendance Module: 1. Tap the foreman's wristband on the back of the device. 2. A window will pop up, displaying a tile named ‘Time & Attendance’. Tap on this icon to access the module. 2. Clocking Out: 1. Tap on the red icon above the green + icon to transition to the tag scanning screen for clocking out, denoted by the letters **OUT** at the top. 2. Scan the same employee's tag to clock them out, then tap the back button once to return to the ‘Clocks & Activities’ screen. You’ll now see that the employee is clocked out. ## Self-service Clocking on WhatsApp Employees can clock in and out using WhatsApp, providing secure GPS verification for their work hours. To use this function, employees must first be authenticated on WhatsApp. For instructions, please refer to the [WhatsApp Employee Integration](/modules/payroll/employee-information/whatsapp-employee-integration#whatsapp-employee-registration) guide. {% hint style="info" %} This **does not replace** existing clocking options but serves as an alternative that can be used in **conjunction** with other methods. It is designed specifically for small, distributed teams in remote or varied locations where **fixed clocking hardware** is impractical or **supervisors are not present**. {% endhint %} ### Clock in and out on WhatsApp When an employee clocks via WhatsApp, they are required to share their live GPS location. This provides a verifiable record of their clock-in location and time, which helps prevent time theft and resolves potential pay disputes by creating a formal attendance record. {% embed url="" %} #### Clock-In Process on WhatsApp 1. The employee initiates a conversation by sending "Hi" to the official AllWage WhatsApp number. 2. The system will present the main menu. The employee should select the **"Clock In** :green\_circle:" option. 3. The employee must select an activity from the list provided. * These activities are configured in the administration portal: [Configuration](/modules/time-and-attendance/configuration#employee-activities) 4. The system will prompt the employee to share their location. * The employee must select "**Send your current location**." * Selecting a location from the map or pinning a location is not permitted and will result in the system prompting for the location again. This step is mandatory for a successful clock-in. 5. Upon successful submission of their current location, the employee will receive a confirmation message with the clock-in time and activity. #### Clock-Out Process on WhatsApp 1. The employee initiates a conversation by sending "Hi" to the official AllWage WhatsApp number. 2. The system will present the main menu. The employee should select the **"Clock Out** :red\_circle:" option. 3. The system will prompt the employee to share their location. * The employee must select "**Send your current location**." * Selecting a location from the map or pinning a location is not permitted and will result in the system prompting for the location again. This step is mandatory for a successful clock-out. 4. Upon successful submission of their current location, the employee will receive a confirmation message with the clock-out time. #### Verifying GPS Location in the Portal As an administrator, you can view the **GPS coordinates** associated with each clocking event in the **Clocks Data Review**. To see where an employee clocked in, enable the "**GPS Coordinates**" column. You can also click on a specific clock record and select "**View GPS Location**" to see the position on Google Maps. ## Activity Item / Units Capturing activity units is crucial for tracking the productivity and performance of your employees, particularly when specific activities require measurement beyond time spent. Here's how you can add these units directly from the AllWage portal:

Capture activity unit

1. **Navigate to Activity Units**: * Go to [**Data Review / Activity Units**](https://app.allwage.com/#/review/employee/activity-item) on the AllWage portal. 2. **Initiate Addition**: * Click on the green **+** icon located in the bottom right-hand corner of the page. 3. **Allocate Units to an Employee**: * Select the employee to whom you wish to allocate the units. 4. **Select the Supervisor**: * Choose the supervisor responsible for approving the entry. By default, the currently logged-in user will be selected. You can change this if necessary. 5. **Specify Location (Optional)**: * If relevant, select the block or area where the activity was performed. This helps in tracking the location-specific productivity. 6. **Choose the Activity**: * Select the activity for which units are being recorded. Only activities configured with measurement units will appear in this list. If you need to set up measurement units for an activity, follow the instructions to add these: [Employee Activities](/modules/time-and-attendance/configuration#employee-activities). 7. **Enter Units**: * Provide the number of units completed. If a [unit factor is configured](/modules/time-and-attendance/configuration#employee-activities) for the activity, it will automatically multiply the entered units by this factor. 8. **Set Date and Time**: * Input the date and time when the activity was performed. This ensures accurate historical data recording. 9. **Mark as Under Review (if applicable)**: * If the entry needs further verification, flag it as under review and provide a remark explaining why this is necessary. This is useful for items that may require additional scrutiny or correction. After adding activity units, you can review these entries in the activity items report to ensure all data has been accurately captured. ## Employee Leave Capture and manage leave for employees. If leave is configured in Payroll, all leave taken during a pay run period will be deducted from an employee's balances. More on that here: [Pay Run Settings](/modules/payroll/recurring-pay-runs/pay-run-settings#leave-configuration). ### How to Capture Leave Leave can be captured from multiple places on AllWage depending on where you are: * [Time & Attendance Dashboard](/modules/time-and-attendance/time-and-attendance-dashboard#quick-actions): Quick actions allow you to add leave directly from the dashboard. * [Employee Overview Report](/modules/time-and-attendance/reports/employee-overview#overrides): Most of the time, leave will be captured from the overview report where bulk actions are also available to capture leave for more than one employee. * [Leave Data Review](https://app.allwage.com/#/review/employee/leave): Focused solely on leave, this section allows you to view all captured leave over a period, and to edit and add leave. * WhatsApp Self-service: Employees can request leave with supporting documents by interacting with our official WhatsApp bot. To register employees follow the instructions here: [WhatsApp Employee Integration](/modules/payroll/employee-information/whatsapp-employee-integration#whatsapp-employee-registration) {% hint style="warning" %} Please note that **Leave Capturing** works differently for employee(s) who are not assigned to a Clock Template and don’t clock in. These employees’ leave will be captured by making a **leave adjustment.**\ To add leave adjustments for multiple employees refer to this page: [Add Bulk Leave Adjustments](/modules/payroll/leave#add-bulk-leave-adjustments)\ To add leave adjustments for individual employees refer to this page: [Employee Leave Adjustment](/modules/payroll/recurring-pay-runs/employee-pay-run-view#employee-leave-adjustment) {% endhint %} ### Add Leave Details To add leave, provide the following information on the panel:

Add, Edit, Delete or Approve leave Leave.

1. **Leave Type:** Select the type of leave you want to capture. 2. **Start - End Dates:** Specify the duration of the leave. You can select multiple days including weekends. Leave will only be applied if the employee is required to work on the selected days. Refer to the [Configuration](/modules/time-and-attendance/configuration#clock-templates) to configure employee shifts. 3. **Duration:** The first and last days of the leave duration can be customised to allow flexibility. All days between the first and last day will default to full days. * **Full Day:** All the [Introduction](/modules/time-and-attendance/introduction#budget-hours) for the employee on that day. * **Half Day:** Half of the [Introduction](/modules/time-and-attendance/introduction#budget-hours) for the employee on that day. * **Partial Day:** Select the number of hours of leave to be applied. The total hours cannot exceed the [Introduction](/modules/time-and-attendance/introduction#budget-hours) for the employee on that day. 4. **Employees:** Select one or more employees. 5. **Options:** * **Leave not approved:** If an employee requests leave on WhatsApp self-service it will be unapproved by default. To approve leave uncheck this option. * **Restrict Device Access:** If selected, the employee will not be able to clock any information on the Android application. * **Under Review:** If this leave needs to be reviewed at a later date. 6. **Note:** Provide a note to give more context for the leave. 7. **Attachments**: When employees request leave through WhatsApp they will be able to take pictures of sick notes. Click here to view or download the attachments. Attachments can currently only be uploaded if an employee requests leave by using WhatsApp self-service. ### Approve Leave All leave captured on WhatsApp will be in an unapproved state until a portal user approves it manually. {% hint style="success" %} **Unapproved leave** will not count towards an employee's totals or be deducted from their balances on the payroll. {% endhint %} To approve leave, navigate to the [Employee Overview](/modules/time-and-attendance/reports/employee-overview) report and open the [Employee Overview](/modules/time-and-attendance/reports/employee-overview#employee-timeline) for an employee: {% embed url="" %} 1. Navigate to the [Employee Overview](/modules/time-and-attendance/reports/employee-overview) report and generate the report with the desired parameters. 2. **Unapproved leave** will be indicated with the following message:\ ![](/files/VM3CUGRGItlTerk4e9Vm) 3. Click on the affected day to open the **employee timeline**. 4. **Click on the leave card**, at the top of the day's records under the **All day** heading. The card carries a **Not approved** badge, so you can confirm you have the right one before opening it. 5. Untick the "**Leave not approved**" button in the "**Add Options**" section. 6. Click on the attachments indicators to view any uploaded documentation.\ ![](/files/lHI2vPA8wXjgxd2bwGiQ) 7. Click on "**Update**" to confirm.
### Edit or Remove Leave Edit or remove leave after it has been captured. #### Employee Overview Report Navigate to the [Employee Overview](/modules/time-and-attendance/reports/employee-overview) report and open the [Employee Overview](/modules/time-and-attendance/reports/employee-overview#employee-timeline) for an employee:
1. Click on the **leave card**, at the top of the day's records under the **All day** heading. 2. **To edit the leave**: Follow the instructions here: [#add-leave-details](#add-leave-details "mention") 1. Click on Update to confirm the edit 3. **To approve leave**: Uncheck the "Leave not approved" button in the "Add Options" section. 1. Click on Update to confirm the leave approval 4. **To delete the leave**: Select the delete option at the bottom of the page. #### Leave Data Review Navigate to [Data Review / Leave](https://app.allwage.com/#/review/employee/leave) to view all captured leave for a specific period:
1. Select the date range for the specific leave item 2. Click on the leave item in the table 3. Click on Delete ### Employee WhatsApp Self-service Leave Employees can request leave with supporting documents by using the WhatsApp self-service bot. Follow these instructions to register new employees: [WhatsApp Employee Integration](/modules/payroll/employee-information/whatsapp-employee-integration#whatsapp-employee-registration) {% hint style="success" %} All leave requested by employees using the self-service option must be approved on the Employee Overview Report before it will be deducted from their Leave Balances. More information here: [#approve-edit-or-remove-leave](#approve-edit-or-remove-leave "mention") {% endhint %} {% embed url="" %} Before attempting to request leave on WhatsApp, ensure employees are authenticated: [WhatsApp Employee Integration](/modules/payroll/employee-information/whatsapp-employee-integration#whatsapp-employee-registration) 1. Send a message to our official WhatsApp number: [WhatsApp Employee Integration](/modules/payroll/employee-information/whatsapp-employee-integration#whatsapp-employee-registration). 2. An employee will be presented with a menu. Select "**Leave Request**" from the menu. 3. Before providing the leave request details the employee will be presented with their **current leave balances**. * Leave balances will only be presented if employees are on a **pay run with leave configured**. 4. Click on the "**Request Leave"** button to start 5. Select the **Leave Type** from the dropdown. 6. **Leave Start Date**: This is the first day the leave will start. 7. **Start Date Duration**: Specify if the first day of the leave period will be a **Full** or **Half** day. 8. **Leave End Date**: Specify the last day the employee will be on leave. * If requesting leave for only one day, the start and end date must be the same. 9. **End Date Duration**: Specify if the last day of the leave period will be a **Full** or **Half** day. * If requesting leave for only one day this option is ignored as the Start Date Duration will be used. 10. **Supporting documents (optional)**: Employees can attach photos of supporting documents when capturing sick or family responsibility leave. 11. **Note (optional)**: Provide any additional context for this leave request. 12. Click on "**Submit Request**" to finish. All leave requests must be approved on the Employee Overview Report before they are deducted from an employees leave balances. Refer to this section: [#approve-edit-or-remove-leave](#approve-edit-or-remove-leave "mention") # WhatsApp Self-service Specific actions that employees can perform on WhatsApp related to Time & Attendance This section is focused on specific actions that employees can perform on WhatsApp to help them manage their information. ## Timesheets Employees can view their timesheet activity for the **last seven days**, plus the **current day**, directly within WhatsApp. This feature is designed to give employees full transparency of their recorded hours, allowing them to validate their time and report any discrepancies to their manager before the pay run. {% hint style="success" %} Proactively identifying and correcting issues helps reduce payroll queries at the end of the pay period. {% endhint %} Employees must be authenticated on WhatsApp before they can use this feature: [WhatsApp Employee Integration](/modules/payroll/employee-information/whatsapp-employee-integration#whatsapp-employee-registration) **How to View a Timesheet** {% embed url="" %} 1. The employee initiates a conversation by sending "Hi" to the official AllWage WhatsApp number. 2. From the main menu, they select the "Time Sheets 📊" option. 3. Their timesheet will be displayed, showing their activity for the last **seven days** and the **current day**. The timesheet includes: * **Leave**: Displays the leave type and the number of hours taken (e.g., `🧾 SICK Leave: 8.0 hours`). * **Absent Days**: Indicates any day an employee was scheduled to work but was marked as absent (e.g., `⚠️ ABSENT`). * **Clocking Details**: Shows clock-in and clock-out times, along with the total hours worked for the day (e.g., `✅ Total: 7.0 hours → IN: 07:00 → OUT: 15:00`). * **Missing Clocks**: Clearly flags if a clock-in or clock-out transaction is missing for a required workday (e.g., `Clock In Missing`). * **Optional Days**: Shows days where no shift was scheduled. * **Current Day**: Displays today's clocking status, such as current clock-in time and expected hours for the day. Allowing employees to proactively review this information can significantly reduce payroll-related queries. ## Shift Schedules Providing employees with visibility of their upcoming shift schedules significantly reduces administrative queries and communication. All adjustments made to an employee's schedule are reflected in real-time, ensuring that both you and your employees have access to the most current information. Shifts are defined by the **Clock Template** assigned to an employee. A Clock Template dictates the work pattern, which can be either a fixed weekly schedule (e.g., Monday to Friday) or a cyclical pattern (e.g., 4 days on, 2 days off). More information here: [Configuration](/modules/time-and-attendance/configuration#clock-templates) **How Employees View Their Schedule via WhatsApp** {% embed url="" %} Employees can easily check their upcoming 14-day schedule using WhatsApp. 1. The employee initiates a conversation by sending "Hi" to the official AllWage WhatsApp number. 2. Select "**Shift Schedule 📅**" from the menu. 3. The employee will be presented with their schedule for the next 14 days. The schedule includes: * **Shift Details**: Information on whether a shift is required on a specific day. * **Duration**: The total length of the scheduled shift. * **Start and End Times**: The start and end times for the shift. * **Leave**: Details of any upcoming leave within the 14-day period, including the approval status of the leave request. # Time & Attendance Dashboard View and manage exceptions Get an overview of all present and absent employees for the current day and a summary of all issues and notable exceptions from the past 7 days. This dashboard also allows you to interact with and resolve issues and exceptions.

Example of the time and attendance dashboard

## Quick Actions

Add missing data for employees

From the quick actions add missing data for one or more employees: * Add Leave * Add clock-in * Add clock-out * Add full day ## Current Day * **Present Employees Today**: Displays the number of employees currently present. * **Absent Employees Today**: Displays the number of employees currently absent.

Total present and absent employees for the current day

Click on one of the tiles to view all the present or absent employees for the current day. You will also be able to view each individual employee's clock-in and clock-out times.

Employee clock in and out times for the current day

### Clock Exceptions The following section provides all the clocking exceptions for the previous 7 days. Click on a specific day to fix these errors. The three types of exceptions are:

Clocking exceptions

* **Missing clock templates**: This indicates that an employee has clocked in on the day but there is no shift configured in their clock template. To address this, the days should be configured in the clock template by following these steps: [Update clock template](/modules/time-and-attendance/configuration#clock-templates)\ This exception will also indicate when an employee is clocking in, but not assigned to a clock template. To address this, assign a clock template to the employee(s) by following these steps: [Assign clock template](/modules/time-and-attendance/configuration#linking-employees-to-a-clock-template). * **Missing clock in**: There is only a clock out for an employee on the day. To address this, add a clock in by follow these steps: 1. Click on the red rectangle surrounding the affected day. 2. Click on "Add clock in" 3. You are able to remove employees from this override by clicking on the x next to their name. 4. Ensure all required fields (indicated with \*) is entered. 5. Click on "Add/Update Date" after the clock in time was entered. 6. Click on "Save" * **Missing clock out**: There is only a clock in for an employee on the day. To address this, add a clock out by follow these steps: 1. Click on the red rectangle surrounding the affected day. 2. Click on "Add clock out" 3. You are able to remove employees from this override by clicking on the x next to their name. 4. Ensure all required fields (indicated with \*) is entered. 5. Click on "Add/Update Date" after the clock out time was entered. 6. Click on "Save" {% hint style="warning" %} If a **Missing Clock In** or **Missing Clock Out** does not go away after you've added the missing clock, please refer to [Missing clock Ins/Outs exception persisting](/modules/time-and-attendance/best-practices#missing-clock-ins-outs-exception-persisting) {% endhint %} ### Notable Exceptions The notable exceptions section provides a summary of all employees that might require attention. Click on a specific icon to attend to the exception. This includes:

Employees that might require attention

* **Overtime**: Employees that worked more than the required hours per day. [Bulk Overrides](/modules/time-and-attendance/reports/employee-overview#bulk-overrides) can be used to adjust overtime. * **Short-time**: Employees that worked less than the required hours per day. [Bulk Overrides](/modules/time-and-attendance/reports/employee-overview#bulk-overrides) can be used to adjust short time. * **Absent**: Employees that did not work but were expected to. [Bulk Overrides](/modules/time-and-attendance/reports/employee-overview#bulk-overrides) can be used to address absentees. * **Extended days**: Employees whose working days extended to the next working day, i.e., they worked past midnight. ### Daily Trends Daily graphs allow you to view daily trends for all employees.

Daily trends for the last 7 days

* **Employee Count**: The total number of employees that clocked in on a specific day. * **Normal Hours**: The total normal hours clocked on each day. * **Overtime Hours**: The total overtime hours clocked on each day. * **Saturday Hours**: The total hours worked on the previous Saturday. * **Sunday Hours**: The total hours worked on the previous Sunday. * **Public Hours**: The total hours worked on public holidays. # Reports All reports that are related to time and attendance and employee activities # Employee Overview This report combines all clock and activity items per employee into a single report, providing a summarised view of an employee's hours and activities per day. Watch this video on the [Employee Overview Report](https://youtu.be/dGCIIjEE7Zk?si=H7B3eUZhep-N9EO5). {% embed url="" %} Employee Overview Report {% endembed %} Navigation In the navigation menu select the Labour Solution module and click on: Reports > [Employee Overview](https://app.allwage.com/#/reports/manager/employee-overview). This report allows you to: 1. **Date Period and Employee/Team Filtering**: Users can select any date range and filter the data for specific employees or teams. 2. **Interpreting Clocking Information**: The report uses [clock templates](/modules/time-and-attendance/configuration#clock-templates) to interpret all clocking data of employees, ensuring that the information displayed is accurate and adheres to the configured templates. 3. **Viewing, Editing, and Validating Data**: Users have the capability to view and edit existing data. This feature is essential for validating that all calculations, including hours worked and overtime, are correct. 4. **Managing Exceptions with Warnings and Errors**: The report highlights any warnings or errors. This functionality assists users in identifying and managing exceptions for employees over the selected period, ensuring compliance and accuracy in time and attendance reporting. ## Time & Attendance Concepts Please refer to this section for additional concepts and explanations: [T\&A Terminology](/modules/time-and-attendance/introduction#t-and-a-terminology). ### Aggregated Metrics The normal hours, overtime and short time for each day are calculated based on the **budget hours** and the **shift** setup specified for that day. When aggregating the hours for a week, they are categorised based on days of the week. This categorisation includes **Weekdays** (Monday to Friday), **Saturdays**, **Sundays**, and **Public Holidays**. This approach ensures that the calculation of hours worked, including normal hours and overtime, is accurately aligned with the specific working conditions of each day of the week.
Metric NameMeasurement UnitDay of the WeekDescription
Weekday Normal HoursHourlyMonday - FridayThe total normal hours worked on weekdays.
Weekday Overtime HoursHourlyMonday - FridayThe total overtime hours worked on weekdays.
Saturday Normal HoursHourlySaturdayThe total normal hours worked on a Saturday.
Saturday OvertimeHourlySaturdayThe total overtime hours worked on a Saturday.
Sunday Normal HoursHourlySundayThe total normal hours worked on a Sunday.
Sunday OvertimeHourlySundayThe total overtime worked on a Sunday.
Public Holiday Ordinary HoursHourlyPublic Holiday on any day of the week, given that the day is not marked as optional in the clock templateOrdinary pay for the employee on the public holiday, regardless of whether the employee worked on this day.
Public Holiday Normal HoursHourlyPublic holiday on any day of the week where an employee workedThe total normal hours worked on a public holiday.
Public Holiday OvertimeHourlyAny public holiday where an employee workedThe total overtime worked on a public holiday.
Short TimeHourlyAny day of the week, given that the day is not marked as optional in the clock templateAll hours worked less than budget hours on a day. On an absent day all budget hours are added as short hours.
Absent DaysDailyAny day of the week, given that the day is not marked as optional in the clock templateIf there are budget hours for a day and the day is not marked as optional and there are no activity for an employee, they are counted as absent.
Leave (Annual, Sick, Family Responsibility, Maternity, Special and Unpaid)HourlyAny day of the week, given that the day is not marked as optional in the clock templateLeave is only applicable to days that are included in the ordinary working hours.
Night ShiftDailyAny day of the weekWhen an employee works within the configured night shift window. The default window is 20:00 to 04:00 but can be adjusted per clock template. See Night Shift Window.
## Parameters Watch this video on [How to generate the Employee Overview Report](https://youtu.be/dGCIIjEE7Zk?si=SGdDvrVQwRSiyVst\&t=3).

Provide parameters before generating the report

* **Date range**: Select a start and end date for a specific period * **Teams** (Optional): Filter one or more [teams](/fundamentals/users-and-employees/employees) * **Employees** (Optional): Filter one or more [employees](/fundamentals/users-and-employees/employees) ### Action Toolbar

Additional actions when using the report

* **Learn**: Click here for information on how to use the Employee Overview report * [Export report information](https://youtu.be/dGCIIjEE7Zk?si=_dRncGhPSPfdoJ1w\&t=442) (This option is only available once the report is generated): * **Export totals**: Aggregated hours categorised in the main categories mentioned in the [Metrics ](#metrics)section above and leave categorised by type. * **Export Full**: All values in totals export but including daily normal hours and daily overtime * Custom Export: * **Total Hours**: Aggregated hours excluding leave * **Leave**: Aggregated leave totals * **Daily Hours**: Normal hours per day * **Daily Overtime**: Overtime hours per day * **Daily In & Out**: Daily clock in and out times * **Total Activities**: Total number of units per activity * **Total Harvesting**: Total number of harvested units per produce * **Payroll Metrics:** Aggregated hours in specific categories. More information below: * **Download Logs**: Click here to download a change log (Excel format) for the date range of the generated Employee Overview Report. * **Audit Logs**: Click here to view changes made to data for the date range of the generated Employee Overview Report. * Data review - Quick actions to navigate to [captured information](/modules/time-and-attendance/data-capture) on the device * When using these quick actions to navigate to the data review section the date period will automatically be set to the period on the employee overview report ## Generate Result Click on the Generate button to view the result. ### Actions

Filter and sorting on the table

* **Search**: Search for employee name or number * **Exceptions:** Use this option to filter the table for specific exceptions. When this option is activated, only the employees and days that contains the exception will be displayed in the table. Use this option to effortlessly manage all exceptions. * **Detailed View**: View all activities per day. ### Employee Timeline Click on any cell in the table to open the employee timeline for that day. This is where you go to answer "what actually happened on this day?" — and it is where you correct it. The timeline holds four things, top to bottom: 1. **The shift graphic** — a visual bar of the day showing the shift, the hours worked, breaks, and any overtime or short time. 2. **Capture locations** — a map of where the day's records were captured, when they carry a GPS position. 3. **Filters** — chips to narrow the day down to one kind of record, or to only the records flagged for review. 4. **The day's records** — every clock, leave, activity item and harvest item for the day, each on its own card. You can also add overrides here, or add missing information for the employee on that day. Watch this video on [how to view the Employee Timeline](https://youtu.be/dGCIIjEE7Zk?si=yRNE__Xi_WZWqORU\&t=258) and on [how to add overrides from the employee timeline](https://youtu.be/dGCIIjEE7Zk?si=kRIVvkDRRCo9QIZB\&t=305).

Employee timeline.

#### Records for the Day Every record captured for the employee on that day appears as a card, in time order with the earliest first. Each card is labelled with what kind of record it is and shows the detail that matters for that kind. | Card | What it shows | | ---------------------------- | ----------------------------------------------------------------------------------------------------------------------------------- | | **Clock In** / **Clock Out** | The time, the activity the employee clocked on to, the site, the supervisor who captured it, and the device it came from | | **Activity Item** | The time, the activity, the quantity with its unit, the calculated total, the site and the supervisor | | **Harvest Item** | The time, the variant and its crop, the quantity with its unit, the calculated total, the batch number, the site and the supervisor | | **Leave** | The leave period, the leave type, how much of this day it covers, whether it has been approved, the note, and any attachments | **Leave sits at the top, under an "All day" heading.** Leave applies to the whole day rather than a moment in it, so it is grouped separately from the records that happened at a particular time. **Click any card to open it.** This is where you correct a clock's time, activity or site, change a quantity, approve leave, or delete a record. Clock ins and clock outs can be deleted from here — watch this video on [how to delete clock ins and outs](https://youtu.be/dGCIIjEE7Zk?si=_ft6-jwraBR21pnT\&t=381). **Records flagged for review.** Any of these records can be flagged for review, and the reason the person left when they flagged it is shown on the card itself. You no longer need to go to Data Review to find out why something was queried. {% hint style="info" %} **A clock with no supervisor is not missing information.** Clocks from a fixed biometric device have no supervisor, because nobody captured them on the employee's behalf — the employee clocked themselves at the device. These cards show that they came from a device instead of naming a supervisor. {% endhint %} **Dates on cards.** A day on this screen follows the employee's shift, not the calendar. When a record falls on a different calendar day to the one you are viewing, the card shows its date as well as its time. This is what lets you read a night shift correctly — a clock in on the 31st and a clock out on the 1st. See [Night Shifts & Extended Days](/modules/time-and-attendance/night-shifts-and-extended-days). #### Capture Locations Records captured on a device usually carry a GPS position. Those positions are plotted on a map above the day's records, with each pin coloured to match the type of record it came from. Your [site geofences](/fundamentals/regions-sites-and-geofences) are drawn on the map as well, so you can see how each capture sits relative to the sites the employee was expected to be at. The map tells you how many of the day's records carry a position, because not every record has one. Clocks from fixed devices and records added from the portal have no GPS position and do not appear on the map, though they still appear as cards. **To find a single record on the map**, click **View location** on its card. The map moves to that record's position. Only cards whose record has a position offer this. {% hint style="info" %} **The map shows you where things happened — it does not judge them.** Geofences are drawn for reference so you can see the relationship between a capture and a site boundary and decide for yourself whether it looks right. A pin outside a boundary is not the system flagging a problem. GPS drifts, signal is weak indoors, and a capture can be metres out for entirely innocent reasons. {% endhint %} **If no record on the day carries a position, there is no map** — the section is left out entirely rather than showing an empty one. On profiles where all clocking happens at fixed devices, you will not see a map at all.

Employee timeline.

**Looking at more than one employee?** Use the [Geolocation Clocks](/modules/time-and-attendance/reports/geolocation-clocks) report instead. That report plots every employee's clocks across a whole day; this map covers one employee's day in the context of their own records. #### Filtering the Records On a busy day — a full day of harvesting or piecework can produce forty or more records — the filter chips narrow the list down. There is one chip for each kind of record present on the day, plus a **Needs review** chip. A chip only appears if the day actually contains that kind of record. Chips can be combined, and how they combine depends on what you pick: * **Two or more record types** — the list shows all of them. Selecting Clocks and Activity Items shows both. * **A record type plus Needs review** — the list narrows to the flagged records of that type. Selecting Clocks and Needs review shows clocks that need review. * **Needs review on its own** — every flagged record on the day, whatever its type. The number on each chip counts the records for the whole day, so it does not change as you turn other chips on and off. ### Exceptions Efficiently managing exceptions in time and attendance data is crucial, and the employee overview report simplifies this task with integrated filters and bulk management tools. This report highlights several key exceptions: * **Absent**: Indicates a lack of employee activity (clocks or piecework) on a day where the budget hours exceed zero and the day is not marked as optional. * **Missing Clock In/Out**: Occurs when an employee has either clocked in without clocking out, or vice versa. * **Overtime**: Identified when the hours worked surpass the day's budget hours. * **Short Time**: Recognized when the hours worked fall short of the day's budget hours. * **Extended Day**: Indicates when an employee's workday extends into the next calendar day. See [Night Shifts & Extended Days](/modules/time-and-attendance/night-shifts-and-extended-days) for how these shifts are handled. * **Missing Template**: The employee is not linked to a clock template on a specific day. This can be caused because the employee is not linked to a team, or the team the employee is linked to is not associated with a [clock template](/modules/time-and-attendance/configuration#clock-templates). * Missing template on a weekend can be caused when the clock template is not configured for all the days of the week. * When configuring [clock templates](/modules/time-and-attendance/configuration#clock-templates) for different seasons of the year make sure that the templates are linked to each calendar month of the year. * **Inactive Payroll Period**: The employee does not have an open active period for this day. [How to add an active period](/modules/payroll/recurring-pay-runs/employee-pay-run-view#creating-a-new-active-period) #### Filter exceptions

Total exceptions for all employees in the selected period.

Click on the exceptions button in the actions section to view the total number of exceptions for all employees in the selected period. Click on one of the exceptions in the list to filter employees and days for the selected exception. Watch this video to see how to [Filter exceptions](https://youtu.be/dGCIIjEE7Zk?si=Aih2ctYd_Ruizb39\&t=240). Click on Clear to reset the table to all the information. #### Daily Exceptions Watch this video on [Daily Exceptions](https://youtu.be/dGCIIjEE7Zk?si=1jeBoQIupXS5XbUs\&t=73).

Exceptions and daily summaries below the date in each column

Below the date of each column, a summary of all the exceptions will be represented by round colour icons. Hover over these icons to view the types of exceptions and the total number of employees applicable to this exception. Click on these icons to perform bulk actions for each of the exception types.

Example of 5 absent employees on a day.

The following bulk actions are available for each type of exception: * **Absentees**: Add full days, clock ins and outs or add leave for all absent employees * **Missing clock in or out**: Add bulk clock ins or outs for all employees * **Overtime**: Override employee hours and adjust the total hours worked * **Short time**: Override employee hours and adjust the total hours worked ### Bulk Overrides Bulk overrides allow for efficient handling of attendance exceptions in the employee overview report. They can be applied when there are the following exceptions: **Absent**, **Overtime**, and **Short Time**. This video explains [Bulk Overrides](https://youtu.be/dGCIIjEE7Zk?si=l-KUEGEO27BDdI4z\&t=106), with examples. #### How to Add Bulk Overrides

Add bulk overrides

1. Click on the date exception indicators located at the top of the table, below each date, to access the daily exceptions view.

Click on the exception indicators

1. Navigate to the specific exception—**Absent**, **Overtime**, or **Short Time**. 2. Select the employees affected and click on 'Bulk Override'. You'll then have several options: * **Default to Budget Hours**: This will adjust the total hours to match the budget hours set in the clock template for the selected employees. * **Set Overtime**: Enter the amount of overtime to be added for each employee. Their total hours will be their budget hours plus the provided overtime. * **Set Short Time**: Enter the short time hours to be added for each employee. Their total hours will be their budget hours minus the provided short time. * **Set the Total Hours**: Specify the total hours for the selected employees, which may result in overtime or short time depending on how it compares to the budgeted hours. #### Remove all overrides If you wish to remove all overrides for a given day, click on the gear icon next to the date in the header row and select "Remove all overrides" Watch this video on [How to Remove all overrides.](https://youtu.be/dGCIIjEE7Zk?si=FnJA_AtLMwHayXac\&t=528)

Remove all overrides for a day

### Overrides #### Total Hours Override Overrides enable the adjustment of an employee's total daily hours worked, while maintaining the original clocking data. The configured budget hours in the clock template are still used for calculating normal hours and overtime. When overriding the hours, you only provide the total duration that the employee worked; start and end times are not needed.

When an override is applied for a day the background color of that cell will change. Click on the override label to edit the override.

Overrides can be added in the following two ways: * Access the [**Employee Timeline**](#employee-timeline) and clicking on the "Add Override" button. * Viewing daily exceptions for overtime and short time. Refer to this section for more information: [Daily Exceptions](#daily-exceptions). When selecting the add override option the following dialog will appear. If the employee has existing information it will be prefilled:

Add override dialog

1. Add overrides for more than one activity. Click here to add an additional line. 2. Change the existing activity. If the employee have existing information for the day the activities will be pre-populated on this list. 3. Add a block (Optional): Associate this activity and hours with a specific area or block. 4. Specify the duration in hours and minutes for this activity. You can specify a duration per activity that will be aggregated to calculate the total hours for the day. 5. The budget hours for the day as configured on the clock template shift. Overtime or short time will also be indicated here if applicable. 6. Night shift: If this option is enabled this day will be counted as a night shift on the [metrics](#metrics). 7. Add or update the current override. 8. Remove items: Remove all activities and durations for this day. 9. Delete the override by clicking on the trashcan icon. #### Add Clock Template (shift) Override Use this feature to adjust an employee's working hours on a day. Common use-cases include weather disruptions or break alterations. Watch this video on [How to override working hours](https://youtu.be/dGCIIjEE7Zk?si=yv9xKvsjilg1RvKW\&t=534). {% hint style="danger" %} Use this feature cautiously, as it may impact payroll calculations. When changing the shift on a specific day, it will also affect the total ordinary working hours in the week. {% endhint %} To add a clock template override for all employees in the the table: 1. Click on the cogwheel in the date row to add overrides in bulk. 2. Click on "Working hours overrides" * Please note that when adding bulk overrides for clock templates all employees in the table will be selected automatically.

Add overrides for a single day or for all employees on a day.

To add a clock template override for an individual employee: 1. Access the [**Employee Timeline**](#employee-timeline) and click on the "Add Override" button. 2. Click on "Add clock template override"

Add clock template override to an individual employee

Add an override for the shift on the selected day:

Add clock template override

Please refer to the clock template section in configuration for more information on how to setup shifts: [Clock Templates](/modules/time-and-attendance/configuration#clock-templates). ### Employee Totals The first column in the table contains each employee's information and aggregated hours. {% hint style="warning" %} Resigned employees will be included on this report if there are any information captured within the selected period. A resigned label will be present below their totals. {% endhint %}

First column in the table

Refer to the [metrics ](#metrics)section on more information on how hours are aggregated in this column. ### Detailed view Enable the detailed view in the [report actions ](#actions)to view additional information on each employee. This video explains the [Detailed view](https://youtu.be/dGCIIjEE7Zk?si=wWOoEYPhyFmRazZy\&t=423) option.

Detailed view enabled

When detailed view is enabled the following information will also be displayed in addition to the hours worked: * Hours spent on each activity * Measurement units allocated to each employee for an activity * Harvesting units per produce. ## Exports Export hourly results to excel for Payroll and other platforms. ### Custom Export Combine multiple hourly metrics on a single export sheet #### Payroll Metrics (Hours) Refer to this section for a detailed breakdown on how daily hours are calculated: * [Introduction](/modules/time-and-attendance/introduction#t-and-a-terminology) - Introduction to hourly calculations * [#aggregated-metrics](#aggregated-metrics "mention") - Detailed metric breakdown Select this option to export the following hourly metrics: * Employee Details: * Employee Number * Name + Surname * Team * Label * Normal Hours (Weekdays) - All hours clocked on weekdays less than budget hours * Overtime (Weekdays) - All hours clocked on weekdays more than budget hours * Saturday Normal + Overtime - Total hours clocked on Saturdays * Saturday Normal Hours - All hours clocked on a Saturday less than budget hours * Saturday Overtime - All hours clocked on a Saturday more than budget hours * Sunday Normal + Overtime - Total hours clocked on Sundays * Sunday Normal Hours - All hours clocked on a Sunday more than budget hours * Sunday Overtime - All hours clocked on a Sunday more than budget hours * Public Holiday Required Hours - If on a requried working day, ordinary pay for the employee on the public holiday, regardless of whether the employee worked on this day * Public Holiday Clocked Hours - All hours worked on Public Holidays that falls on required working days * Public Holiday Clocked Optional Day Hours - All hours worked on Public Holidays that falls on optional working days * Leave * Annual Leave * Sick Leave * Family Responsibility Leave * Maternity Leave * Special Leave * Unpaid Leave #### Payroll Metrics (Days) Select this option to export the following daily metrics: * Present T\&A Days (Only clocked days) - Present days with any clocking activity. Includes missing clock in and missing clock out days. * Present Days (All activities) - Present days with any activity (Employee activities) * Present Weekdays - Present days between Mo. to Fr. * Present Saturday Days - Present days on Saturdays * Present Sunday Days - Present days on Sundays * Present Public Holiday Days - Present days on Public Holidays * Public Holiday Days - All Public Holidays on required working days (irrespective if employees work on these days) * Absent Days - Required working days where employees did not have any activity * Fractional Required Days - All days on required working days * Fractional Optional Days - All days on optional working days * Required Present Days More Than 7 Hours (BIBC) - Present day counter for required working days more than 7 hours #### Payroll Metrics (Periodic Hours) Refer to this section to configure periodic grouping of hours: [Configuration](/modules/time-and-attendance/configuration#weekly-and-period-overtime-aggregation) * Weekly Normal Hours * Weekly Overtime Hours * Period Normal Hours * Period Overtime Hours * Total Budget Hours # Last Activity Get a list of the last time all employees performed a specific activity. ### Navigation In the navigation menu click on [Reports > Clocks & Activities > Last Activity](https://app.allwage.com/#/reports/time/last-activity) ### Overview Get a list of the last time all employees performed a specific activity. {% hint style="info" %} Only when "Activity Items" i.e. activity measurement units, are allocated to employees will they appear in this report. {% endhint %} ### Filters ![Activity filter](/files/sKQdXQgchpdsqwAEQ2VT) * Employee activity: Filter all employees by the selected activity * Show employees with no activity: Will only show employees that have not performed the selected activity ### Result A table with all the employees that have been filtered for the selected activity will be presented. Sort according to the date to filter employees that have recently performed the activity. # Geolocation Clocks Map-based view to visually verify the physical location of employee clocks The Geolocation Clocks report provides a map-based view to visually verify the physical location of employee clocks for a selected day. This feature displays data from clocking methods that capture GPS coordinates, such as WhatsApp Clocking. The report defaults to showing all clock locations for the current day.
1. **Navigate to the Report**: To access the map view, navigate to [**Reports / Geolocation Clocks**](/modules/time-and-attendance/reports/geolocation-clocks) in the main menu. 2. **Select a Date**: Use the date selector to view clocking data for a specific day. You can only view one day at a time. 3. **Filter by Employee:** Use the filter to search for and select one or more employees. The map will update to display clocks only for the selected individuals. 4. **View Clock Details**: Click on any pin on the map to open a pop-up with additional information about the clocking event. * Clock-in events are represented by green pins, and clock-out events are represented by blue pins. * The pop-up displays the employee's name, team, the exact time of the clock, and any associated activity. * Click **View Timeline** to open the employee's daily timeline, where you can make changes or add overrides to their clocks. {% hint style="info" %} **Which map to use.** This report covers **every employee across a whole day** — use it to check your operation as a whole, or to find the clock that looks out of place. The [employee timeline](/modules/time-and-attendance/reports/employee-overview#capture-locations) has a map of its own covering **one employee's day**, shown next to the records those positions came from — use that once you know whose day you are investigating. {% endhint %} # Biometrics & Integration Biometric System Integration with Bio3G At AllWage, we streamline your time and attendance tracking through a seamless integration with Bio3G’s biometric systems. Here's a brief overview of the process: Bio3G is tasked with the installation and maintenance of biometric hardware. After their team completes the setup, they will synchronize the biometric system with your AllWage account. This integration allows the immediate download of active employee data from your account onto the biometric devices. You can then easily associate each employee with their unique biometric data, either fingerprint or facial recognition, directly on the Bio3G devices. Detailed guidance on this procedure can be found with Bio3G’s support resources. Once your employees are registered on the biometric devices, they can start using them to clock in and out. In the AllWage system, these clock-ins are recorded under an activity typically named "**Bio3G Clock**". You can view and manage these records by going to the 'Data Review' and then '[Clocks](https://app.allwage.com/#/review/employee/clock)' section within AllWage. It's important to note that clock-ins from the biometric devices will not show a supervisor’s name—this field is reserved for entries made through the AllWage Android remote device by an appointed supervisor.

Biometric clock in the data review section. Note there is no supervisor.

All biometric clocks are **synchronised** automatically with your AllWage account. For this to function smoothly, please ensure that the biometric devices are online and **connected** to your network at all times. Regular network connectivity checks are recommended to maintain uninterrupted service. ## How and When Data Syncs Different types of data move between the biometric devices and AllWage at different intervals: | What | Direction | How often | | --------------------------------- | ---------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Clocking data | Device → AllWage | **Every 15 minutes** — a clock record appears in the portal at most 15 minutes after it was made. Data flows throughout the day, not overnight. | | New employees | AllWage → Device | **Immediately** — when you add an employee on the portal, they sync straight to the devices, so their face or fingerprint can be enrolled right away. | | Face templates & enrolment status | Device → AllWage | **Once daily (overnight)** — the latest biometric enrolment data is sent back to AllWage, so you can verify on the portal which employees are properly enrolled. | | Device online status | Device → AllWage | **Every hour** — see [Device Management](/fundamentals/data-capture-devices/device-management) for checking each device's status and when it was last seen. | {% hint style="info" %} **Devices work offline.** If a device loses its internet connection, employees can still clock in and out — the clocking data stays on the device and syncs automatically as soon as the connection is restored. Until then, that data will not appear in the portal, and your Time & Attendance hours will not be up to date. If you notice missing clocks for employees on a particular device, check the device's connection first — the problem is usually connectivity, not clocking. {% endhint %} For more information or any assistance regarding the biometric integration, the Bio3G team is ready to help. With this setup, your time and attendance tracking is automated, secure, and efficient, allowing you to focus more on the growth of your business. ## Bio3G Update ### **Firmware update for Clock In and Clock Out Button Enhancements**

New Check-in and Check-Out interface

Please note that this update is only compatible with the Bio3G FA1000 readers. If you are unsure about the type of reader you have, please contact Billy from Bio3G (076 879 1645).
{% embed url="" %} Biometrics Update {% endembed %} #### Steps to Update the Firmware: 1. Download the Firmware File: 1. File: [emfw.cfg](https://drive.google.com/file/d/1WE5YgIdPFXerK5qvuvvOv3_q0CLCvJdd/view?usp=drive_link) (Click the link provided to download the firmware update file to your laptop or PC. Ensure that the file name is saved as "**emfw\.cfg**") 2. Insert a USB flash drive into your laptop or PC 3. Ensure the USB drive is formatted to the **FAT32 file system**. *(Refer to the video tutorial from 00:14 for guidance on formatting the USB drive.)* 4. Copy the Update File to the USB Drive: * Locate the downloaded firmware update file. * Copy the file and paste it into the **root directory** of the USB drive. *(The root directory is the main area of the drive, not inside any folder.)* 5. Safely remove the USB drive from your laptop or PC to prevent data corruption. 6. Install the Update on the Bio3g Reader: * Insert the USB drive into the USB port on your biometric reader. * On the biometric reader's screen: 1. Go to the **System** menu. 2. Select **USB Upgrade**. # Best Practices Tips and tricks to help you get the most out of your time and attendance. ## **Cock Templates and Shifts** Please use the following as a guideline when configuring your shifts and clock templates: ### **Legal Guidelines for Working Hours** {% hint style="danger" %} Always refer to section 9 in the [BCEA ](https://www.gov.za/sites/default/files/gcis_document/201409/a75-97.pdf)and consult your labour lawyer when setting up shifts for your employees. {% endhint %} Disclaimer: The following information is an example for configuring shifts on AllWage. Please refer to the applicable labour laws before implementation. 1. **Maximum Weekly Hours**: No more than 45 hours per week. 2. **Daily Working Hours**: * Up to 9 hours if working 5 days or less a week. * Maximum of 8 hours if working more than 5 days a week. 3. **Compressed Work Week**: Up to 12 hours daily without paid overtime under a written agreement. 4. **Averaging Hours**: A collective agreement can average hours over 4 months, capped at an average of 45 hours weekly and 5 hours of overtime. 5. **Overtime Regulations**: Limited to 10 hours weekly, extendable to 15 hours for up to 2 months annually under a collective agreement. 6. **Meal Breaks and Rest Periods**: At least 30 minutes break after 5 hours' work, with mandatory rest periods. 7. **Sunday Work**: Additional pay for working on Sundays. 8. **Night Work**: Additional compensation or reduced hours for work between 18:00 and 06:00. The night shift window is configurable per clock template — see [Clock Template Settings](/modules/time-and-attendance/configuration#night-shift-window). ### Examples of Clock Template Setups Example 1: 5-Day Work Week
Day of WeekWork HoursShift TypeOptional HoursFlex Period
Monday9 hours08:00 - 17:00 (1-hour break)❌15 min
Tuesday9 hours08:00 - 17:00 (1-hour break)❌15 min
Wednesday9 hours08:00 - 17:00 (1-hour break)❌15 min
Thursday9 hours08:00 - 17:00 (1-hour break)❌15 min
Friday9 hours08:00 - 17:00 (1-hour break)❌15 min
Saturday5 hours08:00 - 13:00✅15 min
Sunday5 hours08:00 - 13:00✅15 min
*Compliance Summary:* This setup aligns with the 45-hour weekly limit as per the Basic Employment Act. The optional hours on Saturday and Sunday do not contribute to the budgeted hours. Example 2: 6-Day Work Week
Day of WeekWork HoursShift TypeOptional HoursFlex Period
Monday8 hours08:00 - 16:00 (1-hour break)❌15 min
Tuesday8 hours08:00 - 16:00 (1-hour break)❌15 min
Wednesday8 hours08:00 - 16:00 (1-hour break)❌15 min
Thursday8 hours08:00 - 16:00 (1-hour break)❌15 min
Friday8 hours08:00 - 16:00 (1-hour break)❌15 min
Saturday5 hours08:00 - 13:00❌15 min
Sunday5 hours08:00 - 13:00✅15 min
*Compliance Summary:* Meets the requirement of not exceeding 45 hours per week for a worker working more than 5 days a week, as per the Basic Employment Act. Work on the optional day (Sunday) does not count towards the weekly budgeted hours. ### Start & End Times vs Fixed Duration Shifts #### Start & End Times Shifts As the name suggests, Start & End Times shifts have fixed times during the day. They start at a predefined time, end at a predefined time, and include predefined breaks. This type of shift is advisable when employees are expected to work the same hours each day of the week. **Benefits:** * **Consistency in Clocking:** It's easy to determine if employees clocked in at the correct times since they are expected to start and end at the same times each day. * **Flex Times:** Flex times can be configured at the start and end of the shift. This allows for strict control over overtime in the morning and leniency in the evening. Read more here on how flex is calculated: [Flex for Start & End times Shifts](/modules/time-and-attendance/introduction#start-and-end-time-shifts) * **Accurate Hour Calculations:** Flex times are applied to the clocks and not as a rounding mechanism on the total hours. For instance, if the shift starts at 07:00 and the overtime flex is 30 minutes, clock-ins from 06:30 to 06:59 will be adjusted to 07:00, ensuring more accurate hour calculations. * **Fixed Breaks:** Employees are required to take breaks at specific times, and they cannot be clocked in during scheduled breaks. **Limitations:** * **Night Shifts:** For sporadic night shifts, you lose all deducted breaks and flex times because these are only applied to the start and end of the shift, and breaks are only deducted if employees are clocked in during the scheduled break. * **Flexible Shifts:** If external factors, such as weather, affect the start of an employee's shift, the start flex times will not apply if they start at different times during the day. #### Fixed Duration Shifts Fixed Duration Shifts are more flexible regarding when employees start their workday but come with certain limitations. **Benefits:** * **Flexible Start Times:** Employees can start work at any time during the day, with no defined start or end times for their shift. * **Dynamic Breaks:** Employees can take breaks at different times of the day. They can either clock out for breaks, or you can schedule a break duration to be automatically deducted. This is ideal for employees using turnstiles to clock in and out or those who take breaks at varying times without clocking out. * **Day/Night Shifts:** For employees alternating between day and night shifts, hours are consistently calculated according to the defined duration and break times. **Limitations:** * **Flex Times:** Flex is only applied after the daily hours are calculated. This is less flexible than providing flex times at the start and end of the shift. Read more here on how flex is calculated: [Flex for Fixed Duration Shifts](/modules/time-and-attendance/introduction#fixed-duration-shifts-1) * **Discipline in Clocking:** Since employees can start work at any time, it becomes more challenging to manage trends and enforce clocking discipline. By understanding the benefits and limitations of each shift type, you can choose the most appropriate configuration for your workforce, ensuring efficient and accurate time and attendance management. ## Common Time & Attendance occurrences ### Missing clock Ins/Outs exception persisting If a Missing Clock In or Missing Clock Out exception persists (does not disappear) after adding the missing clock, it's often because the employee accidentally clocked in or out twice. Here's how to resolve this issue: #### Persisting Missing Clock Out If the T\&A dashboard shows a "Missing clock out," but you've already added it, there may be an extra clock in recorded later in the day. To confirm this, run the [Employee overview report](/modules/time-and-attendance/reports/employee-overview) for the period and check the [employee's clock times](/modules/time-and-attendance/reports/employee-overview#employee-timeline), by clicking on the employee’s day in the report. You may find a second clock in after the correct clock out time. You can fix this in one of two ways: 1. **Delete the extra clock in.** Click on the clock > delete. 2. **Edit the extra clock in.** You'll need to delete the clock out(s) you previously added. Then change the extra clock in to a clock out by editing the clock and removing the activity. #### Persisting Missing Clock In If the T\&A dashboard shows a "Missing clock in," but you've already added it, it's possible the employee clocked out twice. To confirm this, run the [Employee overview report](/modules/time-and-attendance/reports/employee-overview) for the period and check the [employee's clock times](/modules/time-and-attendance/reports/employee-overview#employee-timeline) for an extra clock out at the beginning of the day, by clicking on the employee’s day in the report. You can fix this in one of two ways: 1. **Delete the extra clock out.** Click on the clock > delete. 2. **Edit the extra clock out.** You'll need to delete the clock in(s) you previously added. Then change the extra clock out to a clock in by editing the clock and adding an activity.
# WhatsApp WhatsApp integration overview Our WhatsApp integration is a powerful tool designed to modernise and streamline communication between your **business** and your **employees**. It provides a direct and secure channel for delivering important payroll information and managing HR tasks using an application that your employees already know and trust. The primary goal is to empower employees with self-service capabilities, reduce the administrative burden on payroll staff, and ensure timely and confidential access to information. ### **Key Features** Our integration brings essential functions directly to your employees' mobile devices: * **Instant Payslip Delivery**: Notify employees as soon as payslips are finalised. They can request their latest payslip or view payslips from the last three months, delivered instantly as a secure, password-protected PDF. * **Self-Service Clocking**: Allow specific employees, such as remote workers or drivers, to clock in and out directly through WhatsApp. * **Leave Requests**: Employees can request leave through WhatsApp, streamlining the application process. * **Access to Work Information**: Provide employees with access to view their timesheets and shift schedules on demand. * **Secure Authentication**: A simple, one-time verification process ensures that the correct employee is accessing their information. ### **How It Works** The system is designed to be simple for employees and powerful for administrators. For the **Payroll Administrator**: 1. **Prepare Employee Data**: The integration relies on the accuracy of your employee data. You must ensure each employee has a correct mobile number (the one they use for WhatsApp) and a valid South African ID or Passport number saved in their profile. 2. **Manage Permissions**: You have granular control over which features are available. You can enable features for your entire company or enable/disable them for specific employees based on their roles. For the **Employee**: 1. **One-Time Authentication**: To get started, the employee sends a message (e.g., "Hi") to the company's dedicated WhatsApp number. They will be prompted to verify their identity by providing the last 5 digits of their ID or Passport number. 2. Interact with **Simple Commands**: Once authenticated, the employee can interact with a "help" menu to guide them. ### **Who Is This For?** This integration is ideal for any business looking to: * **Reduce Administrative Time**: Save time spent on manually printing and distributing payslips. * **Empower Employees**: Give employees instant, on-demand access to their payroll information, reducing queries to the HR and payroll departments. * **Improve Flexibility**: Offer modern solutions like remote clocking for segments of your workforce without disrupting existing processes for others. ### **Getting Started** To begin using the WhatsApp integration, please follow the guides below: * Capture employee details and employee authentication: [WhatsApp Employee Integration](/modules/payroll/employee-information/whatsapp-employee-integration) * Manage WhatsApp Feature Permissions — customise what employees can see and interact with on WhatsApp: [WhatsApp Feature Permissions](/modules/whatsapp/whatsapp-feature-permissions) * Send payslips: [Current Pay Run](/modules/payroll/recurring-pay-runs/current-pay-run#whatsapp-current-payslips) * Clocking in and out: [Data Capture](/modules/time-and-attendance/data-capture#self-service-clocking-on-whatsapp) * Requesting leave: [Data Capture](/modules/time-and-attendance/data-capture#employee-whatsapp-self-service-leave) * View Timesheets: [WhatsApp Self-service](/modules/time-and-attendance/whatsapp-self-service#timesheets) * View Shift Schedules: [WhatsApp Self-service](/modules/time-and-attendance/whatsapp-self-service#shift-schedules) # WhatsApp Feature Permissions Manage what actions employees can perform on WhatsApp Our WhatsApp integration gives you precise control over which actions your employees can perform. Permissions are managed on two levels: globally for your entire profile and on an individual employee level, allowing for specific overrides. This two-level system provides both consistency and flexibility. You can set a default for all employees and then tailor permissions for specific individuals or groups as needed. {% hint style="info" %} Example: If only your remote staff are permitted to clock in via WhatsApp, you can disable the clocking feature globally. This ensures no one can use it by default. You can then navigate to each remote employee's profile and enable the feature for them individually. {% endhint %} ## How to Manage Global Permissions Global settings act as the default for all employees. If a feature is enabled globally, any new employee added to the system will automatically have access to it.

WhatsApp Global Permissions

1. Navigate to [**Settings > WhatsApp Features**](https://app.allwage.com/#/settings/whatsapp-features). 2. You will see a list of all available WhatsApp features with a clear indicator showing if they are **Enabled** or **Disabled**. 3. Adjust the settings as required. 4. Click Save. {% hint style="info" %} Changes made to global settings will not affect an employee if their permissions for that specific feature have been individually overridden. {% endhint %} ## How to Manage Employee-Level Permissions (Overrides) For maximum flexibility, you can override global settings for one or more employees. This allows you to grant or restrict access to features for specific individuals, regardless of the global configuration.
1. Navigate to [**Management > Employees**](https://app.allwage.com/#/system/employees/manage) or [**Payroll > Employees**](mailto:undefined). 2. From the **Column Presets** menu, select the **WhatsApp** view. 1. This will display columns showing which employees are registered for WhatsApp and the status of their feature permissions.\ ![](/files/PaewtZrEUyf0wICqj8U2) 3. Select the employee or employees you wish to manage. 4. Click the "**Manage**" bulk action button and select "**Manage WhatsApp Permissions**". * *A payroll access role is required to modify an employee's permissions.* 5. In the new window, you can change the status of each feature for the selected employees: * **Unchanged**: No changes will be made to the current settings for the selected employees. * **Global**: The employees will inherit the permission status from your global settings. Any custom override will be removed. * **Enable** (Override): The feature will be permanently enabled for the selected employees, regardless of the global setting. * **Disable** (Override): The feature will be permanently disabled for the selected employees, regardless of the global setting. 6. Click **Update**. The employee table will refresh to show the updated permission status for the employees you have modified. # Payroll Get all your payroll information here At AllWage, we understand that managing payroll is a critical aspect of your business operations. It involves not only the accurate calculation and distribution of employees' wages but also the meticulous handling of financial data, statutory requirements, and reporting. Our payroll documentation is designed to guide you through the intricacies of payroll processing, from setting up your first pay run to generating bi-annual filing reports for SARS. We've tailored this resource to ensure clarity, efficiency, and compliance with industry standards. ## What You'll Find in This Documentation This documentation is structured to provide you with step-by-step instructions, insights, and best practices related to AllWage's payroll system. Whether you're a seasoned payroll professional or just getting started, you'll find valuable information to help you streamline your payroll processes, minimise errors, and maintain accurate financial records. Click on next below to start your payroll journey with AllWage # Employer Information Updating Employer Information for Payroll Compliance ## **Employer Information for Payroll** When setting up payroll in AllWage, it's important to remember that all payroll activities are conducted under a legal entity. This means: 1. **Legal Entity Details are Essential:** * Your company's legal details must be accurately entered into AllWage. This includes the company’s full legal name, registration number, and tax details. 2. **Compliance with SARS:** * You are required to report all employees associated with this legal entity to SARS and the Department of Labour on a monthly and bi-annual basis. **Why This Matters:** * Ensuring that your company's legal details are correctly configured in AllWage is crucial for compliance with tax laws and the Basic Conditions of Employment Act (BCEA). In AllWage, employer information serves several critical functions: 1. **Generating Pay Slips:** * Employer details are mandatory on all pay slips, ensuring they meet legal and formal requirements. 2. **Payments:** * Essential for creating EFT payment files, reduces time and effort for manual payments. 3. **Filing Submissions:** * Vital for generating various compliance documents like EMP201, EMP501, tax certificates, and UIF declarations. ## Employer Details Navigate to Payroll / Settings and click on the [Companies](https://app.allwage.com/#/payroll/settings/details/list) tab, then open the company you want to view. The company screen shows all of the company's details in a read-only view. To make changes, click **Edit** in the top right — a panel opens with the company details form where you can update the information and save.
The form captures the following information: 1. Company name (Trade name) * Trade name as stated on official documents 2. Full address and country code * The registration address of your company. This is also a legal requirement for payslips. 3. Banking Details - Please refer to [this section](/modules/payroll/bank-payments) for more details on what banks are supported * Bank name * Branch code * Account number * Company code - Only required for Standard Bank accounts 4. Filing Details * PAYE reference number * UIF reference number * SDL reference number * ETI Eligibility * Please refer to [this page](/modules/payroll/filing/employment-tax-incentive-eti) for more information regarding ETI * SIC7 Code * Standard Industrial Classification of all Economic Activities (SIC) Seventh Edition * Filing mode indicator * Select "Test" if you need to validate files on the @easyfile * Employer contact details (SARS Representative) - Required when generating tax certificates for employees * Name + Surname * Phone number * Email address ## Multiple Companies Farmers often operate multiple legal entities on a single farm, such as one for general operations and another for a packhouse. When managing payroll in AllWage, employees are not separated by the entity they work for; they can clock in wherever they work. However, when configuring payroll settings in AllWage (Payroll / Settings / Companies), it's possible to create multiple companies. Each company should have its unique legal name, registration number, and address. These distinct companies also have their own unique filing details, which are essential for SARS submissions. It's important to note that all companies must be configured in AllWage to enable SARS filings. When creating pay runs, each pay run can be linked to a separate company. Please refer to the pay run [configuration page](/modules/payroll/recurring-pay-runs/pay-run-settings#company) for more information. # How to create a new company This section will focus on how to create a new company in your AllWage system. You will only need to create a new company if you have a new company, or if your PAYE number has changed. Please follow the below steps: 1. Navigate to Payroll, Companies. 2. Click on Add company on the top right hand side:
3. Enter all of the details and click on Save Changes on the top left hand side. # Employee Information This section provides guidance on managing employee data in AllWage, covering both the specifics of required personal information fields and the process for bulk uploading this data efficiently. ## **Employee Personal Information Fields** Below is an example of a completed Excel file containing employee information. Follow these instructions to learn how to import the file and perform bulk updates: [#bulk-edit-upload-information](#bulk-edit-upload-information "mention") The example includes data with descriptions of each field. {% hint style="info" %} Please note that all columns with grey backgrounds are for context only (Read only). These fields will not be updated when importing the Excel file for bulk updates. {% endhint %} {% embed url="" fullWidth="false" %} ## Edit Employee Personal Information - Per individual employee Navigate to the employee profile screen to edit an individual's information. To access this screen: * Navigate to [Payroll / Employees](https://app.allwage.com/#/payroll/employees/assigned) and click on the desired employee\ OR * Navigate to a [Recurring Pay run](https://app.allwage.com/#/payroll/templates) and click on the desired employee On the **Employee Details** screen you'll see all of the employee's information laid out in a read-only view, grouped into sections — Personal Information, Contact Details, Physical Address, Banking and Payment Details, and Tax Details. Any missing or invalid information is flagged inline so you can spot what needs attention. To make changes, click **Edit** in the top right of the screen. A panel opens with the employee information form — the same form as before — where you can update the details and save.
{% hint style="info" %} The screen now shows the information first, and you click **Edit** to open the form. Everything you could capture before is still captured the same way, just inside the Edit panel. {% endhint %} ## Adding an active period to individual employees Navigate to the employee profile screen to edit an individual's information. To access this screen: * Navigate to [Payroll / Employees](https://app.allwage.com/#/payroll/employees/assigned) and click on the desired employee\ OR * Navigate to a [Recurring Pay run](https://app.allwage.com/#/payroll/templates) and click on the desired employee On the left hand side, click on Add Active periods:
The below side panel will open up:
1. In the **Start date** section, click on the calendar and select that start date for this employee. 2. Click on the **Company** drop down and select the correct company this employee will now be linked to. 3. Click on **Add**. ## Bulk Edit/Upload Information Please note to add any payroll information for employees they must first be added under [Management / Employees](/fundamentals/users-and-employees/employees). Navigate to [Management / Employees](https://app.allwage.com/#/system/employees/manage) or [Payroll / Employees](https://app.allwage.com/#/payroll/employees). Click on the "**Export / Import"** button:
1. **Export Employee Information:** Select the Export option and in the **Employee Personal Info (Payroll)** Section 1. **Export All:** Exports information for all employees. 2. **Export Pay Run Errors:** Exports data specifically related to errors in pay runs and that need to be fixed before the first pay run can be completed. 3. **Export Monthly Filing Errors:** Exports information regarding errors in monthly filings 4. **Export Bi-Annual Errors:** Focuses on exporting data concerning bi-annual filing errors. You can make changes to any information on this sheet. The sheet will highlight required information with red validation errors. 2. **Reference for Field Requirements:** * For details on which fields are required or conditional, refer to the [field descriptions](#employee-personal-information-fields). 3. **Completing the Upload:** * After making the necessary changes on the excel sheet, click on the "**Import personal info**" button on the same page and follow the instructions to update the information. 4. **Validate information**: * Before uploading the data it will be validated. * **All errors** must be attended to before importing.

Validation errors and warning when importing data.

## Update the employee details in Bulk #### Export the EPI sheet 1. Navigate to Payroll, Employees. 2. Click on Export/Import on the top of the screen (more to the right). 3. Click on Export. 4. Select Export All Personal Info This will download an Excel sheet. #### Edit the sheet 1. Open up the Excel sheet. 2. You can remove any employees or lines you don't want to edit. 3. Fill in all the information in red 4. Save the excel sheet. {% hint style="info" %} Remember for the pay run, the below information needs to be completed before you can pay your employees: Active Period/Start date\ Date of Birth\ UIF\ PAYE\ Banking details {% endhint %} #### Import the EPI sheet 1. Navigate to Payroll, Employees. 2. Click on Export/Import on the top right hand side. 3. Click on Import. 4. Select Import Personal Information. 5. Click on Import. 6. Locate the Excel sheet and select it, then click on Open. 7. Click on Upload file. 8. Click on Next. 9. Click on Validate. 10. If there are any errors - please correct the errors first. If there are warnings, or no errors you can click on Imports with warnings or import. ## Validation To make sure all employee information is valid, the AllWage payroll has built in functions to assist in finding errors with all your information. {% hint style="danger" %} Tax certificates cannot be generated for employees that have validation errors {% endhint %} Click on the red exclamation icon next to filter to view validation errors across all your employees:
Once you have clicked on the icon, a detailed side panel will appear with specific errors for each employee:

Validation error for a specific employee

Click on the specific employee in the list to edit and correct their information. If there are no errors for an employee the red icon will disappear next to their name. # WhatsApp Employee Integration Allow employees to interact with the AllWage Portal ## WhatsApp Employee Registration To access payslips and other functions via WhatsApp, an employee must first **authenticate their WhatsApp mobile number**. This is a crucial security step to ensure employees can only access their own personal information. Authentication is done by matching the employee's **mobile number** with the corresponding **ID or Passport number** stored in their payroll profile. {% hint style="info" %} As the Payroll Administrator, it is your responsibility to ensure that the correct mobile number and identification details are captured for each employee, as this information is used to verify their identity and grant access to sensitive payroll data. {% endhint %} ### Capturing Employee Details for WhatsApp Registration Before an employee can register on WhatsApp, you must ensure the following information is accurately captured in their profile: * A valid **mobile number** that the employee will use for WhatsApp. * A valid **South African ID Number** or **Passport number** or **Asylum seeker permit number**. {% hint style="danger" %} Employees cannot register if they do not have a valid **South African ID** or **Passport number** or **Asylum seeker permit number**. {% endhint %}
To add or verify these details for an individual employee: 1. Navigate to [**Payroll > Employees**](https://app.allwage.com/#/payroll/employees) and select the relevant employee from the list. 2. From the menu on the left, click on Employee Details. 3. In the **Personal Information** section, confirm that the "ID Type" is set to either **ID Number** or **Passport Number** and that the corresponding number is entered correctly. * Note: The "No Identification" option is not valid for WhatsApp registration and will prevent the employee from authenticating successfully. 4. In the Contact Details section, enter the employee’s mobile number. * For South African numbers, you can use the format `0...` or `+27...`. * For international numbers, please ensure the [correct country code](https://countrycode.org/) is used: * Zimbabwe: +263 * Botswana: +267 * Namibia: +264 * Mozambique: +258 5. Click **Save Changes**. **To add or verify details for multiple employees at once:** [#bulk-edit-upload-information](#bulk-edit-upload-information "mention") ### Viewing an Employee's Registration Status After capturing the required information, you can monitor each employee's WhatsApp registration status by using the WhatsApp View or by navigating to the employee's Personal Information. #### WhatsApp View Use the "WhatsApp Registration" column in the [WhatsApp View](/fundamentals/users-and-employees/employees#column-customisation) to monitor employees' Registration Status. #### Employee Personal Information

Employee WhatsApp Integration Status

1. Navigate to [**Payroll > Employees**](https://app.allwage.com/#/payroll/employees) and select the employee. 2. Click on Employee Details from the side navigation menu. 3. Scroll down to the **Contact Details** section to find the **WhatsApp Integration** status. 4. Here, you can view the date the employee successfully authenticated their mobile number and the date of their last interaction with the system via WhatsApp. ### The Employee Authentication Process Once the employee's details are saved in the system, they can begin the authentication process. The employee must send a message (e.g., "Hi") from their phone to the official **AllWage WhatsApp** number: **+27 66 105 3246**. Or alternatively, print out this QR code for employees to scan:

AllWage Portal QR Code

{% embed url="" %} Employee WhatsApp Registration {% endembed %} If they are a new user, they will receive a welcome message and be prompted to start the registration. 1. The employee will be asked to provide the last **5 digits** of their **ID** or **Passport number** to verify their identity. 2. Upon successful verification, they will receive a **confirmation message**. #### Troubleshooting Common Errors If an employee fails to register, they will receive an error message with details about the submission. This information helps you quickly identify and resolve the issue.

Authentication Error

* **Authentication Error 1001: No matching employee found** * This error means the mobile number and/or the last 5 digits of the ID/Passport number provided by the employee do not match any record in the system. * Solution: Verify that the employee's Mobile Number and ID/Passport Number are captured correctly on their Employee Details page. Ensure the "ID Type" is set correctly and not as "No Identification". * **Authentication Error 1002: More than one matching employee found** * This error occurs if the same mobile number and ID/Passport number combination is linked to more than one employee profile. * Solution: Use the [WhatsApp View](/fundamentals/users-and-employees/employees#column-customisation) on the Employees page to check for duplicate entries of mobile and ID/Passport numbers. The information can be corrected by navigation to the employees' [personal information](/modules/payroll/employee-information#employee-personal-information-fields). * **Authentication Error 1003: The mobile number previously belonged to a different employee** * To ensure employee information remains secure we do not allow employees to exchange numbers. This can cause sensitive information to be delivered to the wrong person. * Solution: Please contact our support team with the error message containing the affected number and the last 5 digits of their identification number. # Move employees between pay runs for the SAME company Please follow the below steps that will assist you with removing employees from one pay run and adding them to a new one under the same company. {% hint style="warning" %} Make sure that the previous Payslip run is complete and that you have finalised the last run that they have been paid for before moving them. If the last pay run that they were paid for from the initial company is not yet finalised you will need to finalise it first.\ \ Not all the templates will be moved along with the employee, please generate a [Cost report ](/modules/payroll/recurring-pay-runs/current-pay-run#cost-report)before you start the process. {% endhint %} ### Remove the employee from the current pay run 1. Navigate to Payroll, [Pay Runs](https://app.allwage.com/#/payroll/templates). 2. Go into the pay run the employee is in. 3. Use the checkbox next to the employees name and select the employee. 4. In the special selection menu click on the **trashcan** next to Manage Payslip. 5. Please refresh your chrome browser. View our full guide to remove employees [here](#remove-the-employee-from-the-current-pay-run). ### Add the employee to the new Pay Run 1. Navigate to Payroll, [Pay Runs](https://app.allwage.com/#/payroll/templates). 2. Select the new pay run that this employee should go into. 3. Click on Add employee. 4. Click on the + next to No Employee linked. 5. Search and select the relevant employee. 6. You can use the pencil to edit the templates for this employee and make sure to add the template that is applicable to this employee. 7. Click on Add. View our full guide to add employees [here](#add-the-employee-to-the-new-pay-run). {% hint style="warning" %} Please remember that not all his templates will move with him, only the rate stays in place. Please make sure to load all the templates applicable to the employee and to check the leave policy linked to this employee. {% endhint %} # Move employees between pay runs for the DIFFERENT companies Please follow the below steps that will assist you with removing employees from one pay run and adding them to a new one under the same company. {% hint style="warning" %} Make sure that the previous Payslip run is complete and that you have finalised the last run that they have been paid for before moving them. If the last pay run that they were paid for from the initial company is not yet finalised you will need to finalise it first.\ \ Not all the templates will be moved along with the employee, please generate a [Cost report ](/modules/payroll/recurring-pay-runs/current-pay-run#cost-report)before you start the process. {% endhint %} ### Step 1: Remove the employee from the current pay run 1. Navigate to **Payroll**, [**Pay Runs**](https://app.allwage.com/#/payroll/templates). 2. Go into the pay run the employee is in. 3. Use the **checkbox** next to the employees name and select the employee. 4. In the special selection menu click on the **trashcan** next to Manage Payslip. 5. Please refresh your chrome browser. View our full guide to remove employees [here](#remove-the-employee-from-the-current-pay-run). ### Step 2: Terminate the employee(s) 1. Navigate to **Payroll**, **Employees**. 2. Use the **checkbox** and select the employee(s). 3. Click on **Resign** on the top of the screen. 4. Enter the **Termination date** as the last date of the previous finalised pay run. 5. Select the UIF status as **Transferred to another branch**. 6. Enter a internal Termination reason if you wish - this will appear on your termination report. 7. Make sure that **Pay Out Leave** has been **switched off**. 8. Click on **Resign**. ### Step 3: Re-enroll the employee 1. On the same Payroll, Employees screen, click on the green Active tag. 2. Select Inactive. 3. Use the checkbox to select the employee that we want to re-employee. 4. Click on Enroll. View our full guide to enroll an employee [here](#step-3-re-enroll-the-employee). ### Step 4: Add the employee to the new Pay Run 1. Navigate to Payroll, [Pay Runs](https://app.allwage.com/#/payroll/templates). 2. Select the new pay run that this employee should go into. 3. Click on Add employee. 4. Click on the + next to No Employee linked. 5. Search and select the relevant employee. 6. You can use the pencil to edit the templates for this employee and make sure to add the template that is applicable to this employee. 7. Click on Add. View our full guide to add employees [here](#add-the-employee-to-the-new-pay-run). ### Step 5: Add the new active period for the employee 1. Once the employee has been added to the pay run you can enter their profile by clicking on their name (not the checkbox). 2. Click on Active period on the left hand side. 3. Click on Add Active period on the top right hand side. 4. Enter the start date and the correct company from the drop down. 5. Click on Add. View our full guide to add an active period to an employee [here](/modules/payroll/employee-information#adding-an-active-period-to-individual-employees). ### Step 6: Set up the Original start date for the leave 1. While in the[ Active period section](#step-5-add-the-new-active-period-for-the-employee) of the employee detail screen, hover with your mouse over the current active period you have just created. 2. Click on Edit on the right-hand side. 3. In the Set original start date section, enter the original date that the employee started with this company group. 4. Click on **Update**. {% hint style="warning" %} Please remember that not all his templates will move with him, only the rate stays in place. Please make sure to load all the templates applicable to the employee and to check the leave policy linked to this employee. {% endhint %} # How to reinstate / re-enroll an employee When an employee gets re-employed with the company you don't need to recreate that employee from scratch. You can just re-enroll them without having to recapture all of their information. ### Step 1: Enroll the employee 1. Navigate to either Payroll, Employees OR Manage employees. 2. Click on the orange Active filter on the top and then select inactive. 3. Locate the employee(s) that you want to re-enroll and click on their checkbox(s). 4. Click on Eroll on the top:
There will be a small pop up stating that this employee has been successfully enrolled on the bottom left hand side. These employees will now 'disappear' from your page because they will now fall under the active employees again. ### Step 2: Check clock template and re-assign the template if necessary 1. In the same employees page as per the previous step, click on the orange inactive button and select active again. 2. Click on the icon next to Export/Import ( it looks like a small spreadsheet and when hovering your mouse over it, it will say Set default view) 3. Select Time & Attendance 4. Now check the clock template column for that employee line:
5. If the clock template assigned to the employee is still the correct one - no further actions needs to be taken. If however there is no clock template, or if the clock template needs to be changed, click on the checkbox next to the employee(s) name: 1. Click on Clock Templates on the top of the page. 2. Click on Assign. 3. Select the date that this person needed to start in this clock template. 4. Click on the + next to No clock template linked and select the correct clock template from the drop down. 5. Click on Assign ### Step 3: Add the employee to the correct Pay Run 1. Navigate to Payroll, [Pay Runs](https://app.allwage.com/#/payroll/templates). 2. Select the new pay run that this employee should go into. 3. Click on Add employee. 4. Click on the + next to No Employee linked. 5. Search and select the relevant employee. 6. You can use the pencil to edit the templates for this employee and make sure to add the template that is applicable to this employee. 7. Click on Add. View our full guide to add employees [here](#add-the-employee-to-the-new-pay-run). ### Step 4: Add the new active period for the employee 1. Once the employee has been added to the pay run you can enter their profile by clicking on their name (not the checkbox). 2. Click on Active period on the left hand side. 3. Click on Add Active period on the top right hand side. 4. Enter the start date and the correct company from the drop down. 5. Click on Add. View our full guide to add an active period to an employee [here](/modules/payroll/employee-information#adding-an-active-period-to-individual-employees). # Payrun Templates ## Introduction Pay run templates are useful for linking farmers' employees and their clocking system to calculate weekly, fortnightly, and monthly rates based on factors such as days or hours worked, overtime, weekends, or public holidays, and leave time. The benefit of using a pay run template is that it only needs to be set up once but can be used to calculate rates across all your employees. ### Setting up a pay run template To set up a pay run template, start by adding an earning, deduction, or benefit from the "Settings" in payroll. 1. Go to payroll. 2. Go to settings. 3. Click on "Add template". #### Follow these steps to add a new pay run template:
Add new template side bar

Add new template side bar

1. Provide a name for your template. 2. Add a description to provide more details on what the pay run template is used for. 3. Make sure that the pay run template type is set to the type you would like to create: * Earning - a payable amount that is paid out to employees. * Deduction - amount to be deducted from employees. * Benefit & Contributions - an added benefit that gets awarded to employees. 4. Link up the pay run with the required [SARS code](#sars-source-codes). Learn more about [SARS codes](/modules/payroll/payrun-templates/sars-codes) and how to use them 5. You have the option to set up a quantity from the [Functions](#functions-metrics) (such as activities, working hours, leave, or absent days) or set up a [Custom Quantity](#custom-quantity) that will be used to calculate rate over time. * Note that quantity minimum and maximum limits can also be set up to help your pay run determine when a unit should start or stop being measured. * An example of this would be calculating hours worked and setting a maximum hour unit measurement. A new pay run template can then be set up to start calculating from that limit and apply a new rate, such as overtime. [Read more about functions](#functions-metrics) 6. Set a custom rate or a System rate that will be associated with all employees using this pay run template. * Note that when opting to use a system rate, you would also be able to apply factors to them in a pay run. This added flexibility is useful in cases where an employee's rate might be adjusted by factors. 7. Click on add once you are done to add your new pay run template. ### SARS Source codes SARS codes are categorised based on the pay run type selected, such as earnings, deductions, or benefits. Each SARS code is accompanied by a short description to provide information on its appropriate use, and examples of when it is applicable.
Link to SARS code

Link to SARS code

Each SARS code includes the following information: 1. SARS code name 2. Description 3. Examples [Learn more](/modules/payroll/payrun-templates/sars-codes) about SARS codes and how to use them. ### Functions/Metrics When selecting quantities, users have the option to set which functions/metrics should be linked to the pay run from the employees' clocking metrics. These are grouped into the following categories:
Functions/Metrics

Functions/Metrics

* Activities, harvesting, and packing: These metrics are used to link to piecework and its unit of measurement, which is captured on the system and then linked to a rate. * Working hours: These metrics are used to combine all working days or hours, overtime, and working public holidays. * Leave: These metrics are used to include any types of leave, such as annual, sick, family, or unpaid leave. * Absent days: This metric is used in cases where employees might be absent. #### Unit Constraints By providing minimum and maximum quantity constraints on the units provided by the functions, you can implement concepts like bucket hours. Bucket hours refer to when employees need to work a set number of hours within a pay period before they earn overtime. #### Bucket Hours AllWage's Time and Attendance module calculates overtime daily by default. That means employees will only earn overtime if they exceed their regular working hours. However, some farmers prefer to combine all hours worked and only allocate overtime when a certain threshold of hours is reached. For example, a farmer pays his employees fortnightly. They work 5 days a week for 9 hours a day from Monday to Friday. On Saturdays, they are paid at a 1.5 rate, and on Sundays, at a 2 times rate. The regular working hours in a fortnight total to 9 hours per day x 5 days per week x 2 weeks = 90 hours. To implement bucket hours, you need to configure an earning template for Normal Hours and combine the following functions: * Normal hours: All regular hours worked between Monday to Friday * Normal overtime: All overtime hours worked between Monday to Friday * Public Holiday Total Hours Clocked: If an employee works on a public holiday, those hours must also be accounted for in the 90 total hours for the fortnight period. After selecting all the mentioned functions, you add a unit constraint with a maximum of 90. This will limit the total number of hours for all three functions to 90. The next step is to create an earning template for Overtime Hours. Combine all the functions mentioned in the Normal Hours template, but now add a unit constraint with a minimum of 90. This will ensure that overtime will only be allocated once the sum of all hours reaches the minimum threshold. Saturdays and Sundays are seen as irregular working days, and they can be added to their own respective pay run templates. ### Custom quantity Custom quantities are a great way to capture any special arrangements you may have with employees that need to be added to your pay runs and templates. These can include arrangements such as deductions in exchange for fuel, or other units of measurement for earnings that can be linked to a rate.
Custom Quantity

Custom Quantity

To set up custom quantities, follow these steps: 1. Select the "Custom Quantities" tab. 2. Input your unit of measurement (e.g. tokens). 3. Input the amount of units you typically trade with employees. 4. Click "Add" to add it to your pay run template. ### System Rates Refer to this page: {% content-ref url="/pages/wLI944uhoaqgfutZ2okP" %} [System Rates](/modules/payroll/payrun-templates/system-rates) {% endcontent-ref %} ### Other content [SARS codes](/modules/payroll/payrun-templates/sars-codes) and how to use them # SARS Codes SARS requires that all items on the IRP5 / IT3(a) certificates are reported under specific codes. In order for SARS to assess the total tax liability due from an individual, they need to be informed of the accumulated income which the individual has received during a particular period, as well as the amount of the allowable deductions for this same period. By law, the employer is obligated to submit the employee’s IRP5 to SARS which provides information about a particular tax year. Each certificate is allocated its own individual certificate number and displays all the company’s details for which the employee works such as company name, physical address and registration numbers for PAYE, Skills Development Levy and Unemployment Insurance Fund. The IRP5 contains all the necessary information that SARS requires in order to calculate the tax liability on your remuneration received for the tax year. it will list different categories of income, deductions, benefits and allowances that have been received or paid during the particular period. All these categories are allocated to specific SARS codes. ## Income & Allowances * 3601 - Income * 3605 - Annual Payment * 3606 - Comission * 3607 - Overtime * 3901 - Severance Benefit ## Deductions * 4001 - Employee Pension Fund Contributions * 4003 - Employee Provident Fund Contributions * 4005 - Employee Medical Aid Contributions ## Benefits & Company Contributions * 3713 - Allowances * 3801 - General Fringe Benefit * 3805 - Accomodation Fringe Benefit * 3825 - Employer Provident Fund Fringe Benefit * 3828 - Employer Retirement Annuity Fringe Benefit * 4472 - Employer Pension Fund Contributions * 4473 - Employer Provident Fund Contributions * 4474 - Employer Medical Aid Contributions * 4475 - Employer Retirement Annuity Fund Contributions # System Rates Streamline system rates linked to pay run templates {% hint style="warning" %} Please note that previously **System Rates** were known as **Variable Units**. They are referring to the same concept. {% endhint %} System rates allow you to manage payroll-wide pay rates for all employees. When configuring a pay run template, you can link it to a system rate instead of entering a custom rate manually. This can also be seen as applying an increase from the 1st of March. Or only applying an increase from a specific date onwards. **Use Cases** * Create a system rate that matches the national minimum wage (e.g., R30.23 as of 2026). * Configure a pay run template for compensating employees based on hours worked, linking it to the national minimum wage system rate instead of using a custom rate. Using system rates helps maintain consistency across all pay run templates. This ensures: * **Uniformity** – All templates follow a single predefined rate. * **Simplified Updates** – Wage increases can be managed centrally by adjusting the system rate. * **Flexibility** – System rates can be overridden for specific employees when necessary. A video on how to process the schedule rate override can be viewed here: ## Creating a New System Rate To create a new system rate:

Navigate to Payroll / Settings and select the System Rates Tab

Navigate to **Payroll > Settings**, select the **System Rates** tab, and click **Add Rate** to start:

Add a new system rate

1. Provide a name for the new system rate (e.g., National *Minimum Wage*). 2. Provide a value for the system rate. 3. Provide an optional description. 4. Click **Add New Rate**. Editing a System Rate, navigate to **Payroll > Settings**, select the **System Rates** tab:

Edit a system rate

1. Click the **pencil icon** next to a system rate in the list. {% hint style="warning" %} Editing a system rate will **immediately affect** all the pay run template and employees linked to those templates for the **entirety** of the pay run that they are in. If you need to **schedule a future rate change**, refer to the section below. {% endhint %} ## Scheduled System Rates {% embed url="" %} Each year, legislation mandates a national minimum wage increase, effective from **March 1st**. As a result, customers must adjust employee wages accordingly. Since pay periods do not always align perfectly with calendar months, they may overlap with a wage increase. **How Scheduled System Rates Work** Scheduled system rates allow you to set a future system rate change on a **specific date**. When the new rate takes effect, the system will: * Automatically calculate the split between **Time & Attendance (T\&A) hours** before and after the specified date. * Perform the necessary calculations to determine the correct wage. For a detailed breakdown of these calculations, refer to the **Payroll Calculations Report**, which can be attached to the payslip. {% hint style="success" %} Scheduled rate changes can be configured for **any date**, not just national minimum wage increases on March 1st. {% endhint %} #### **Limitations** When scheduling system rate changes, the following **linked data will not be split** on the scheduled date. If the scheduled rate change falls within a pay run period, the entire period will be compensated at the **new scheduled rate**: 1. **Harvesting units, Packhouse units, and Asset transfers** 2. **Activity Hours** – Pay run templates linked to hours of specific activities 3. **Fixed wages** – e.g., if an employee is assigned a fixed **195 hours per month**, all 195 hours will be compensated at the new scheduled rate 4. **Leave termination payouts** – If an employee is terminated within a period where a scheduled rate change occurs, the payout rate will be based on the **new scheduled rate** 5. **ETI** - If you schedule a **rate increase** for a pay run that overlaps with a new **National Minimum Wage**, the hours worked at the old rate will lower the **average hourly rate** for the entire period. This may result in employees **no longer qualifying** for ETI in that month. 1. To **continue claiming ETI** in the first month of the new **National Minimum Wage**, you must pay the **entire period** at the new rate. ### **Create a New Scheduled Rate** To create a scheduled system rate change: Navigate to **Payroll > Settings**, then select the **System Rates** tab:

Select the schedule option next to an existing system rate

1. Click on the **schedule icon** (clock) to the right of an existing system rate.

Provide scheduled rate details

2. Provide the **date** when the new scheduled rate should be active. 1. T\&A hours will be automatically calculated based on this date. 3. Provide the **updated rate** that must take effect on the scheduled date. 4. Add an **optional description**. 5. Click on **Schedule** to confirm the new scheduled rate change. ### **View and Edit a Scheduled Rate** To view all past and active scheduled rates for a specific system rate: Navigate to **Payroll > Settings**, then select the **System Rates** tab:

View scheduled rate history

1. Click on the **Scheduled Timeline** action on the specific system rate. *(This action is only available if there are scheduled rates for the system rate.)*

Edit or remove scheduled rates

1. Click on the **pencil icon** to edit the scheduled rate. 2. Click on the **trash icon** to delete the scheduled rate. {% hint style="success" %} Once a scheduled rate has been **finalised**, it cannot be removed or changed. {% endhint %} ## **System Rate Overrides** For employees who earn more than the configured system rate, you can apply individual overrides. For example, if a supervisor earns **10% more** than the default system rate, you can set a custom override for that employee to increase their rate with a specified amount. When you override a system rate for an employee, **all pay run templates linked to that rate will be affected**, ensuring a quick and efficient way to manage custom rates per employee. When overriding system rates for employees, you have two options: * **Factor Override:** Allows you to apply a percentage factor to the system rate. The factor is multiplied by the system rate to determine the override amount. * *Example:* If the factor is **1.1** and the system rate is **R30**, the effective rate will be **R33**. * **Recommended:** This method ensures seamless wage increases in the future. *(For more details, see: Scheduled System Rates)* * **Value Override:** Allows you to set a specific value that replaces the existing system rate. * This override **takes precedence** over any scheduled rate changes. To add a system rate override for a single employee: See Employee System Rate Overrides. To add system rate overrides in bulk: See Bulk Manage System Rate Overrides. ### Scheduled Rate Overrides When scheduling a new system rate, you can also **override the scheduled rate** for an employee. This override is separate from the standard system rate override and applies **only to the new scheduled rate**. Use Cases for Scheduled Rate Overrides: * System Rate **Value Override**: * Value overrides **always take precedence** over scheduled rates. * If an employee has an existing value override and a scheduled system rate change is set, you must **add a scheduled rate override** to adjust the employee’s rate accordingly. * The scheduled override **will only take effect on the scheduled date**. * Different Override (Factor or Value) **Before** and **After** the Scheduled Rate: * If an employee currently has a **10% increase** over the system rate but should have only a **5% increase** after the scheduled rate takes effect, you can create a **scheduled rate override**. * This new override will **apply only from the scheduled date onward**. To add a system rate override for a single employee: See Employee System Rate Overrides. To add system rate overrides in bulk: See Bulk Manage System Rate Overrides. ## How to increase the Basic Salary Please see below video that will show you how to increase your basic salary:
{% embed url="" %} See below steps: 1. Navigate to Payroll, Pay runs. 2. Click on on the pay run you want to increase. 3. Click on the checkboxes for the employees you want to increase or select all if all the employees needs to be select. 4. Click on Import earnings. 5. Click on the drop down and select Basic salary. 6. Click on Next. 7. Here you can change the amount for the salary, or you can import a excel spreadsheet from the manage drop down. 8. Click on Recurring to add the new values. ## How to split my Fixed hours template across two rates Please see below video: {% embed url="" %} ## How to remove the Redundant Rate Value The redundant rate means that this persons rate has been overwritten - but the overwritten value is the same as the current national minimum wage or the current system rate resulting in a redundance. You can just change the override to be equal to the current system rate by changing the rate to a factor of one by following the below steps: 1. Navigate to **Payroll**, **Pay runs**. 2. Go into the pay run you want to work with. 3. Click on **Pay run setup** search. 4. Click on **Redundant rate value override:**\ \\
5. This will only bring up employees with the redundant rate click on the **select all** checkbox. 6. Click on **Import Pay run templates**. 7. Click on **Import System Rate overrides.** 8. Leave the selection on **System Rate** (DO NOT CHANGE IT TO SHCEDULED RATES) 9. If you have more than one system rates, you will need to click on the drop down and select the correct one that you want to change - if you only have one pay run then this will be greyed out and you can't change it:\ \\
10. Click on Next. 11. Click on Manage. 12. Select Set Uniform amount. 13. Set the factor to 1. 14. Leave the rate block empty. 15. Click on Apply to all. 16. Click on Add. Please refer to our video below: {% embed url="" %} # Injury on Duty The [BCEA ](https://www.gov.za/sites/default/files/gcis_document/201409/a75-97.pdf)itself doesn't specifically address injury on duty. However, it interacts with other South African legislation governing injuries on duty, primarily the Compensation for Occupational Injuries and Diseases Act (**COIDA**), which specifically outlines responsibilities and processes for handling these situations. For more information please refer to the [act](https://www.gov.za/documents/compensation-occupational-injuries-and-diseases-act). ## How to compensate employees for IOD When an employee is injured, you can navigate to the [Employee Overview Report](/modules/time-and-attendance/reports/employee-overview#actions) and capture Special Leave for the days that the employee needs to be compensated for. Please be sure to only capture leave for the days that the employee needs to be compensated for. Provide a note for future reference when capturing the leave. Once the leave is captured, navigate to [Payroll / Settings](/modules/payroll/payrun-templates) to create a new earning Pay Run Template that will be linked to special leave from the employee overview report.

Injury On Duty Pay Run Template

1. Template name: Injury on Duty 2. Description: This field is optional. Add at own discretion 3. Pay run type: Earning 4. SARS Code: 3601 5. Quantity: Click on the "+" icon and select Leave / Special Leave This will ensure that the special leave that is captured on the employee overview report will be allocated to this specific earning for an employee.

Rate

When configuring the rate, select your minimum wage (or base hourly rate), and set the factor to 0.75. This will ensure that this will be paid out at a rate of 75% of the employees rate. This will also be adjust automatically if the employee's rate is changed on their pay run. # Public Holidays Public holidays affect both time and attendance calculations and payroll. This page covers the legal rules, how AllWage handles public holidays automatically, the metrics you should review, and how to swap or suppress a public holiday when needed. ## Legal Framework The **Basic Conditions of Employment Act (BCEA), Section 18** governs how employees must be paid on public holidays. The **Public Holidays Act** governs which days are public holidays and allows employers and employees to agree to exchange a public holiday for another day. {% hint style="info" %} An employer may not require an employee to work on a public holiday except in accordance with an agreement. {% endhint %} ## Public Holidays on Regular Working Days A regular working day is a day that the employee is normally scheduled to work. For most operations this is Monday to Friday, but many industries — particularly retail, hospitality, and continuous operations — include Saturdays and even Sundays as regular working days. What matters is what the employee's schedule defines as a normal working day, not what the calendar says. If a public holiday falls on a regular working day: * **Employee does not work** — They must still be paid at least their normal daily wage. The holiday does not reduce their pay. * **Employee works** — They must be paid at least **double** their normal daily wage. * **Employee works overtime** — Overtime hours are also compensated at double the rate. **Example:** A public holiday falls on a Wednesday. The employee's normal shift is 8 hours. * Employee doesn't work: Paid 8 hours at normal rate * Employee works 8 hours: Paid 8 hours at normal rate **plus** 8 hours at normal rate = 16 hours total (double pay) * Employee works 10 hours: Paid 16 hours (double for the regular 8) **plus** 2 hours overtime at double rate ## Public Holidays on Optional Working Days An optional working day is a day the employee would not normally work — typically a Saturday for Monday-to-Friday employees. In AllWage, these are configured as part of the [clock template](/modules/time-and-attendance/configuration#clock-templates) when certain days are marked as optional. If a public holiday falls on an optional working day: * **Employee does not work** — No payment is required. Since they would not have worked that day anyway, the public holiday does not create an obligation. * **Employee works** — They must be paid at **double the rate** for all hours worked. **Example:** A public holiday falls on a Saturday. Saturday is an optional working day for the team. * Employee doesn't work: No pay for that day * Employee works 6 hours: Paid 6 hours at double rate = 12 hours equivalent ## Public Holidays That Fall on a Sunday When a public holiday falls on a Sunday, the following Monday is also declared a public holiday. Both the Sunday and the Monday are separate public holidays — the Monday is not a replacement for the Sunday. For operations where Sunday is a regular or optional working day: * An employee who works on the **Sunday** must be compensated under the normal public holiday rules for that day * An employee who works on the **Monday** must also be compensated — it is its own public holiday * An employee who works **both days** has worked two public holidays and must be compensated for each one separately **Example:** Freedom Day (27 April) falls on a Sunday. Monday 28 April is declared a public holiday. * A hospitality employee works both days — each day is treated as a separate public holiday with its own pay entitlement * An office employee who only works Monday to Friday is not affected by the Sunday holiday but must be paid for the Monday public holiday as normal ## Shifts That Span Midnight When a shift crosses midnight into or out of a public holiday: * The **whole shift is treated as a public holiday shift** * **Exception:** If the greater portion of the shift was worked on the normal day, the whole shift is treated as a normal day **Example:** An employee works a night shift from 18:00 on Tuesday to 02:00 on Wednesday. Wednesday is a public holiday. The shift is 8 hours: 6 hours on Tuesday, 2 hours on Wednesday. Since the greater portion (6 hours) was on the normal day, the whole shift is treated as a normal day. ## How AllWage Handles Public Holidays Automatically AllWage knows all South African public holidays. When a public holiday falls on a day that is a required working day for an employee, the system automatically: * **Prevents the employee from being marked as absent.** Employees cannot be absent on a public holiday. * **Displays the public holiday name** in the employee's cell on the [Employee Overview Report](/modules/time-and-attendance/reports/employee-overview), under the column for that specific day. * **Shows the required working hours** next to the public holiday name. This indicates the hours the employee is entitled to be paid if they do not come to work. * **Lists actual clocked hours separately** in the same cell if the employee does work on that day. No configuration is needed. As long as the employee has a clock template assigned with the correct working days, the system handles it. ## Time & Attendance Metrics When employees work on a public holiday, AllWage calculates the following metrics visible on the [Employee Overview Report](/modules/time-and-attendance/reports/employee-overview): ### Public Holiday Budget Hours (Required Days) The hours the employee was required to work if the public holiday falls on a required working day. This is what the employee is entitled to be paid regardless of whether they come to work. ### Public Holiday Clocked Hours The actual hours worked on the public holiday, broken into three metrics: * **Normal Hours** — Hours worked up to and including the budget hours for that day * **Overtime** — All hours worked beyond the budget hours. Overtime on a public holiday should always be compensated at double the rate * **Total Hours** — Normal hours plus overtime combined ### Public Holiday Optional Hours All hours worked on a public holiday that falls on an optional working day. This includes both normal and overtime hours in a single metric, because all hours worked on an optional public holiday should be compensated at double the rate. ### Example: Public Holiday on a Required Working Day Thursday is a required working day. The employee is required to work 9 hours. Thursday is a public holiday. The employee comes to work and clocks 10 hours. * **Public Holiday Budget Hours:** 9 — The hours they are required to work, paid regardless of attendance * **Public Holiday Clocked Normal:** 9 — Hours worked up to the budget * **Public Holiday Clocked Overtime:** 1 — Hours worked beyond the budget * **Public Holiday Clocked Total:** 10 — Normal + overtime * **Public Holiday Optional Hours:** 0 — Not an optional day To calculate the correct pay: the employee must be compensated for the 9 budget hours, plus 9 normal hours worked, plus 1 overtime hour at double the rate. That is effectively 20 hours of pay for that day. ### Example: Public Holiday on an Optional Working Day Saturday is an optional working day. The employee is not required to work. Saturday is a public holiday. The employee comes in and works 6 hours. * **Public Holiday Budget Hours:** 0 — No budget, the day is optional * **Public Holiday Clocked Normal:** 0 — Not applicable for optional days * **Public Holiday Clocked Overtime:** 0 — Not applicable for optional days * **Public Holiday Clocked Total:** 0 — Not applicable for optional days * **Public Holiday Optional Hours:** 6 — All hours on an optional public holiday To calculate the correct pay: the 6 optional hours must all be compensated at double the rate — effectively 12 hours of pay. ### Exporting Public Holiday Data If you do not use AllWage payroll, use the **Time & Attendance metrics export** and select the relevant public holiday metrics for the period. This exports all values in Excel format for processing in your external payroll system. ## Payroll Configuration When configuring public holiday pay in your payroll templates, ensure that all four metric categories are included: * **Budget Hours** — So employees are paid for the public holiday regardless of whether they work * **Clocked Normal Hours** — The additional compensation for hours worked on the public holiday * **Clocked Overtime** — Must be at double the rate. If overtime hours are already included in another metric, add overtime at a rate of 1 to ensure it totals double * **Optional Hours** — Must be linked at double the rate for all hours clocked on an optional public holiday {% hint style="info" %} For detailed guidance on setting up public holiday input templates, refer to the payroll input templates documentation. {% endhint %} ## Exchanging a Public Holiday for Another Day The **Public Holidays Act** permits an employer and employee to agree to exchange a public holiday for another day. This is common when a public holiday falls in the middle of the week and the employer prefers to move it to a Monday or Friday. {% hint style="warning" %} The exchange must be **by agreement** between the employer and the employee. {% endhint %} ### How to Swap a Public Holiday in AllWage AllWage provides a **public holiday override** on the employee's hour override page. Because overrides are applied at the employee level, you can swap a holiday for one team without affecting the rest of the company. Watch our video here: {% embed url="" %} Swap Public Holidays {% endembed %} The override has three options: * **Default** — No override. The system checks the public holiday calendar as usual. * **Public Holiday** — The day is treated as a public holiday, regardless of the calendar. A description is required (e.g., "Youth Day — swapped from 16 June"). * **Normal Day** — Any public holiday on that day is suppressed. The day is treated as a normal working day. ### Swapping a Public Holiday **Example:** Youth Day (16 June) falls on a Wednesday. The employer and employees agree to observe the holiday on Friday 18 June instead. **Step 1 — Suppress the original public holiday:** 1. Navigate to the employee's hour override page 2. Create an override for **16 June** 3. Set the public holiday dropdown to **Normal Day** 4. The employee is now expected to clock in on 16 June as usual **Step 2 — Add the public holiday to the new day:** 1. Create an override for **18 June** 2. Set the public holiday dropdown to **Public Holiday** 3. Enter a description: "Youth Day — swapped from 16 June" 4. The employee will not be marked absent on 18 June, and all public holiday pay rules apply to this day **Step 3 — Apply to all affected employees:** At the top of the Employee Overview Report, each date column has a **cogwheel icon**. Click it and select **Add override for all employees** to apply the override to every employee currently shown in the report. If you only need to override a subset of employees, filter the report by team or specific employee first, then use the bulk option. No changes to pay run templates or input templates are needed. The system automatically adjusts — public holiday metrics will appear on the new day, and the original day will be treated as a normal working day. ### Suppressing a Public Holiday Without a Swap If the employer requires employees to work on a public holiday and has agreed with employees that the day will be treated as a normal working day: 1. Navigate to the employee's hour override page 2. Create an override for the public holiday date 3. Set the public holiday dropdown to **Normal Day** 4. The day is treated as a normal working day — the employee is expected to clock in, normal absence rules apply, and no public holiday metrics are generated To apply in bulk, use the cogwheel on the date column in the Employee Overview Report. ### What the Override Changes When you set an override, the system adjusts everything downstream automatically: * **Employee Overview Report** — The public holiday name and metrics appear on the overridden day, not the calendar day * **Absence detection** — The employee is not marked absent on the day marked as a public holiday, and normal absence rules apply on the day marked as a normal day * **Leave calculations** — Leave is not deducted on a day marked as a public holiday * **Pay run templates** — Public holiday input templates fire on the overridden day, not the calendar day * **Payslip** — The public holiday description you entered appears on the payslip for the overridden day {% hint style="warning" %} **Both steps are needed for a swap.** If you only suppress the original day but don't add the holiday to the new day, the employee loses the public holiday entirely. If you only add the new day but don't suppress the original, the employee gets two public holidays. {% endhint %} # Recurring Pay Runs Create multiple recurring pay runs to make sure each group of employees gets paid on time A recurring pay run is a payroll procedure designed to simplify and streamline the remuneration of employees with consistent pay structures and schedules. It offers several key advantages: **Customisable Pay Periods**: Each recurring pay run can be individually configured with its own payment frequency, whether it's on a monthly, fortnightly, or weekly basis. This flexibility allows businesses to align payment cycles with their unique operational needs. **Employee Grouping**: Recurring pay runs enable the grouping of employees who share similar job roles or payment structures. For instance, all packhouse employees or harvesting workers can be categorised within their respective pay runs, making it easier to manage and process payments efficiently. **Leave**: Employees linked to a specific recurring pay run will accrue leave based on the configuration set for that pay run. **Payment structure**: Avoid mixing different payment types (e.g., fixed salary and hourly wage) within the same pay run. **Multiple Companies**: Pay runs are grouped per company. Easily separate employees between multiple legal entities In summary, recurring pay runs are a versatile tool for managing payroll operations by tailoring payment schedules and grouping employees according to their roles, whether they are permanent or seasonal staff. This aids in achieving greater efficiency and accuracy in the payroll process. Move on to the next section to create a new recurring pay run. # Creating a new pay run The below steps will assist you to create a new pay run. 1. Navigate to [**Payroll**, **Pay runs**](https://app.allwage.com/#/payroll/pay-runs) (but don't go into a pay run). 2. Click on **Add recurring pay run** on the top left hand side. 3. The below side panel will appear:\ ![](/files/SPurwlaI2WOJHEgWzbKs) 1. In the **Pay run name** section - please enter a name for your pay run. This name will print on your payslips. 2. In the **Start date** section, click on the calendar icon and select the date that this pay run will need to start on. 3. Click on the **Select a company** drop down and select the company that this pay run needs to be linked to. 4. Under the the **Pay run period** section, select whether this pay run is Weekly, Fortnightly or Monthly. 5. In the **Choose which employees to add** section, click on the + 1. A side panel will now appear on the left hand side. 2. Search for the employee(s) that you want to add to the pay run and use the check boxes to on the left hand side of the employee to select the employee(s) you want to add to the pay run.\ \&#xNAN;***NOTE:** You have to add at least one employee to the pay run for it to be created.* 6. In the **Link recurring templates** section, click on the + 1. A side panel will now appear on the left hand side. 2. Go through the list of templates and add the templates that needs to be linked to the majority of the employees in this pay run.\ \&#xNAN;***NOTE:** The templates that you select when creating this pay run will be the default templates for this pay run and these templates will be loaded (and can be edited) when any new employees are added to a pay run. You have to at least add one template to the pay run.* 7. Click on **Create** to create your pay run. # Pay Run Settings Configure when and how pay runs should be created ## Period and Basic Config ### Recurring Pay Run Name In this field, provide a descriptive name for your recurring pay run. This name should help you easily identify the group of employees associated with it. For instance, you can name it "Fortnightly Packhouse" or "Permanent Monthly". {% hint style="info" %} Make sure the name of the pay run clearly describes the group of employees and how they get paid. You can edit this name at a later stage if necessary. {% endhint %} ### Recurring Period 1. Select the "**Start Date**" for the first pay run within this recurring pay run. This is the initial date from which the pay runs will begin. The start date of the pay run can be changed once the pay run is activated. 2. Next, select the period. * Weekly: Pay runs that will end once a calendar week * Fortnightly: Pay runs that will end every second calendar week * Monthly: Pay runs that will end every calendar month {% hint style="danger" %} Once a recurring pay run is activated, the **period** (monthly, fortnightly, weekly) cannot be altered. While the period remains fixed, you have some flexibility in adjusting the end date, with certain constraints to ensure the integrity of the pay period. * Monthly: The end date can be shifted to any day in the month that follows the start date of the pay run. * Fortnightly: You can change the end date to any day within the week that falls two calendar weeks after the start date. * Weekly: The end date can be adjusted to any day in the week immediately following the start date. {% endhint %} #### Why only Monthly, Fortnightly, or Weekly? When configuring your payrun period, you can only choose one of the following options, i.e., monthly, fortnightly, or weekly. This constraint ensures that employees are paid on a regular and expected period. Furthermore, when generating tax certificates for employees, the number of pay periods is used to reconcile their earnings. Consistency in the chosen pay period is crucial to avoid issues when submitting filings to SARS (South African Revenue Service). It's important to note that while you can change the end date of a pay run, it must not affect the selected period. For instance, the end date of a monthly pay run can be changed to any date within the month, as long as you still pay within the calendar month. ## Company Specify the company to which this pay run belongs. It's essential to ensure that this is accurately set, as all employees linked to this pay run will be included in the monthly filing reports of the selected company. ## Leave Policy Configuration In AllWage, leave accrual settings are an integral part of each recurring pay run configuration. Employees linked to a recurring pay run will accrue leave based on the configuration set for that pay run. Navigate to [Payroll / Pay Runs](https://app.allwage.com/#/payroll/templates) / Select a Pay Run. In the panel on the left, select "**Pay Run Settings**". Scroll to the Leave Config section and link it to an existing leave policy. {% hint style="info" %} All employees linked to the pay run will accrue leave based on the leave policy linked in the Pay Run Settings, but you can also override an employee's leave policy if their accrual differs from the rest of the pay run. For more info see this section: [Employee Pay Run View](/modules/payroll/recurring-pay-runs/employee-pay-run-view#employee-leave) {% endhint %} To create and maintain leave policies, please refer to this section: {% content-ref url="/pages/ZxSg31QTRu2w8bBSuSBx" %} [Leave](/modules/payroll/leave) {% endcontent-ref %} ## **Select Employees** Choose the employees who will be included in this recurring pay run. Once the pay run is finalised, these employees will be automatically included in each subsequent period. You can remove employees later if necessary. ## Select Recurring Pay Run Templates Choose the standard **earnings**, **deductions**, and **benefits** that will apply to the selected employees. The templates chosen will become the **default settings** for this pay run, ensuring any future employees added to this pay run inherit these configurations, enabling uniform management of all employees included in the pay run. {% hint style="info" %} It's crucial to remember that while there is a default configuration for the recurring pay run, individual employees can have variations in their pay run templates applied to them, such as fewer or additional templates. These deviations will be highlighted next to each affected employee's name to alert you to the special conditions applied to their pay run setup. {% endhint %} ## Edit Default Config The default pay run template configuration is crucial as it determines the templates that will automatically apply to new employees added to the pay run, with all default templates being set as recurring. **When Modifying the Default Configuration for Existing Employees:** * **Adding a Pay Run Template:** If you add a new template to the default configuration, it will be automatically applied to all employees who currently do not have this specific template. Employees who already have the template will not be affected. Additionally, if any employee has overridden values for a template, those customisations will remain intact. * **Removing a Pay Run Template:** When a template is removed from the default configuration, it will be deleted from the pay run of all employees who have that template applied. This approach ensures that updates to the default configuration are seamlessly integrated with existing employee setups, while also respecting individual customisations. ## ETI Config The ETI calculation is heavily based on how many hours have been worked for the month. We give you the flexibility to manage this based on your payroll components. {% hint style="info" %} We advise that you reach out to your tax practitioner if you are unsure of what ETI configuration function to use {% endhint %} **ETI Config for employees that are hourly paid:** * Navigate to Payroll. * Select the Pay Run you want to configure. * Click on Pay run settings. * Click on ETI Config. * Click on the pencil. * Click on the drop down and select Benefit inputs. * Now click on the + next to 'No pay run templates linked. * You can now select the templates that it should look at to calculate the 160 hours (Example: Hours worked etc.). * Once you have made your selection you can click on Save. **ETI Config for employees that are salary paid:** * Navigate to Payroll. * Select the Pay Run you want to configure. * Click on Pay run settings. * Click on ETI Config. * Click on the pencil. * Click on the drop down and select Fixed hours. * Enter Fixed hours as 160. * Click op Save. ## OID Config For more information on OID earnings configuration please refer to this section: [OID Definition of Earnings](/modules/payroll/filing/oid-return-of-earnings#definition-of-earnings). ## Create Once you've selected the employees and determined the pay run templates, simply click on "Create" to establish your pay run. # Current Pay Run View your latest pay run ## Employee List When you open a pay run, you will see a list of employees linked to the pay run. Each employee entry includes the following details:

Pay run employee list

1. Employee Name + Surname and Employee Number 2. Nett total - The total amount payable to the employee 3. Total Earnings 4. Total Deductions 5. Employee Notifications – Additional information related to the employee's pay run setup 6. Employee Search and Filters 1. You can filter by any notification tag using the **filters** at the top of the list. #### **Employee Template Notifications** {% hint style="success" %} Hover over any **notification tag** to view additional details. {% endhint %} * **Input Item Once-Off** – The employee has a **once-off** pay run template. * **Input Item Rate Changed** – The **rate** for an input item has been overridden. * **Input Item Quantity Changed** – The **quantity** for an input item has been overridden. * **Rate Value Override** – A **value system rate override** has been configured for the employee. *(Value overrides replace the existing system rate.)* * **Rate Factor Override** – A **factor system rate override** has been configured for the employee. *(Factor overrides are multiplied by the system rate.)* * **Default Config Missing** – The pay run has **no default configuration**. * **Default Config Items Missing** – Not all pay run templates in the default configuration are assigned to the employee. * **Default Config Extra Items** – The employee has **additional pay run templates** beyond those specified in the default configuration. * **Scheduled Rate** – One or more **system rates** linked to the employee have a scheduled rate in the current pay run period. * **Scheduled Rate Not Applied** – The employee has an existing **value override**, which takes precedence over any scheduled rate. * **Scheduled Rate Value Override** – The scheduled rate for the employee has a **value override**. * **Scheduled Rate Factor Override** – The scheduled rate for the employee has a **factor override**. * **Redundant Rate Value Override** – The employee’s **value override** is the same as the system rate. * **Loans & Savings** - indicate specific events * Loan Payout * Loan Adjustment * Loan Settled - if the loan is repaid in full in the current period * Redundant Loan - the loan balance is R0 i.e. repaid in full * Saving Withdrawal * Saving Full Withdrawal - entire available balance will be paid out * Saving Adjustment ## Add or Remove Employees from a Pay Run Navigate to Payroll / [Pay Runs](https://app.allwage.com/#/payroll/templates) and select the desired pay run. ### Add one or more Employees To add an employee to the current pay run: 1. Navigate to Payroll, Pay runs. 2. Enter the pay run you want the employee(s) to. 3. Click on the "Add Employee" button on the right. 4. Click on the plus next to the 'select employee' option and select the employee(s) from the list.\ NOTE: If the employee is not available for selection and in a peach colour then they are already in a different pay run and they need to be removed from that pay run before they can be added into the new pay run.\ NOTE: If the employee is not in the list, please make sure that they have been added to the Manage, Employee screen. If they are please refresh the page and add them again. 5. The link recurring template section will show you all the templates already linked to the pay run. You can use the pencil to add templates (it will link those templates to all the employees you have selected) or you can remove templates if they don't need to be on these employees (it will remove it from the employees selected). 6. Once you are happy with your selection you can click on Add. Please click on the green circle to go through a simulation of this: {% @arcade/embed url="" flowId="hD7iDrksNfa75KspLisa" %} This action will link the chosen employee(s) to the current pay run. It is essential to understand that added employees are automatically added as recurring. Therefore, upon finalisation of the current pay run, these individuals will be included in subsequent pay run as well. Once employees are selected, they will automatically inherit the default pay run template configuration. Should you wish to modify the templates for the selected employees, you can do so at this stage. Please note, altering pay run templates for individual employees during this process does not affect the default configuration of the pay run. To adjust the pay run's default settings, click[ here](/modules/payroll/recurring-pay-runs/pay-run-settings#edit-default-config). {% hint style="info" %} When adding employees, you'll notice that employees who are already associated with other pay runs are marked in red and employees already linked to the current pay run is gray. If you intend to include an employee of another pay run, you must first remove them from their current pay run. {% endhint %} ### Remove one or more Employees To remove an employee from the current pay run: 1. Navigate to Payroll, Pay runs. 2. Enter the pay run that the employee is in. 3. Choose the employee(s) from by clicking the check box. 4. A formerly hidden 'Bulk actions menu' option will become available once one or more employees are selected. 5. Click on the trash can icon to remove the selected employees. If you want to add this employee to a new pay run with the same PAYE number we advise that you refresh the screen before adding them into the other pay run. Please click on the green circle to go through a simulation of this: {% @arcade/embed url="" flowId="u7A4HOAPck8DfpAVR4SS" %} Removing employees from a pay run affects only their current, unfinalised pay run, preserving their historical pay run records. Thus, when examining the history of this pay run, previously removed employees will still appear. {% hint style="info" %} Should you need to transfer employees between pay runs, they must first be removed from their current pay run - our guide can be found [here](/modules/payroll/employee-information/move-employees-between-pay-runs-for-the-same-company). If you are moving an employee from a pay run linked to Company A (with PAYE number 71234568) and they need to move to a pay run linked to Company B (with PAYE number 78901234) it is important that we terminate the employee first, then enroll them when they move into Company B's pay run - we also need to make sure to give them a new start date - our guide can be found [here](/modules/payroll/employee-information/move-employees-between-pay-runs-for-the-different-companies). {% endhint %} ## Employee Overview Shortcut Navigate to Payroll / [Pay Runs](https://app.allwage.com/#/payroll/templates) and select the desired pay run. All the employees in the current pay run is linked to live data on the [Employee Overview Report](/modules/time-and-attendance/reports/employee-overview). All clocked hours and activities that are associated with pay run templates will update as soon as the information is captured. {% hint style="info" %} Information from the Employee Overview Report is only linked to the employees if they are configured in the Pay Run Templates. {% endhint %} Click on the "**Employee overview report**" button to navigate to the overview report with all the employees in the current pay run and pay run period already selected. {% @arcade/embed url="" flowId="vTi78yOfLRm2smSeF9Kw" %} ## Manage Pay Run Templates After adding employees to the current pay run, the **default configuration** will automatically apply. Beyond this default setup, you have the flexibility to add or remove pay run templates for individual employees as needed. Please refer to [this section](/modules/payroll/payrun-templates) for guidance on creating and adjusting your pay run templates. {% hint style="info" %} Each pay run template can be assigned to an employee only **once**, which means duplicates of a single pay run template are not possible. {% endhint %} Manage pay run templates should be used to either Remove templates from an employee, or Add templates that are linked to the EOR to employees. You can do this by navigating to: 1. Payroll, Pay runs. 2. Enter the pay run you want to add or remove templates from. 3. Select the desired employees from the list by clicking their checkboxes 4. A formerly hidden 'Bulk actions menu' option will become available once one or more employees are selected. 5. Click on Manage pay run templates. 6. A side panel will appear, you can either click on Add templates or the plus icon in either the recurring templates OR the once off templates section\ Read below for more details on when to select which option 7. Click the checkbox for the templates you want to add. 8. Click on Add 9. You can now close the side panel. After clicking on "**Manage Templates**" a side panel will open, presenting two sections that list all the existing pay run templates associated with the selected employees. This layout offers a comprehensive overview of the templates currently applied to all chosen employees. Within this side panel, you will have the ability to **add** or **remove** both **recurring** and **once-off** pay run templates. ### Recurring or Once-off

Recurring and once-off templates

Pay run templates can be added in one of two ways: **recurring** or **once-off**. When selecting "recurring," the pay run template will automatically be applied to the same employee for the next pay run once the current one is finalised. However, if it is added as a "**once-off**", it will not appear in the next pay run once the current one is finalised. **Recurring** templates are used for earnings and deduction that are always present on the employees pay run eg. Normal Hours, Fixed Salary, Overtime, Housing Deduction etc. **Once-off** templates are earnings and deductions that are only applicable to a single pay run or when their values differ each pay run. Examples of these are: bonus, hospital visits, shop purchases etc. ### Manage Pay Run Template vs Import Pay Run Templates The **Manage Pay Run Templates** feature is ideal for applying templates to employees when the template details are uniform across multiple employees. * It is the **only way to remove templates**. * Suitable for templates where values are identical for each employee or depend on the Employee Overview Report. The **Import Pay Run Templates** feature is best for situations where the template is applied to multiple employees, but the amounts vary per person. This method allows you to load individualized values for each employee efficiently. **Examples of templates to add via Import Pay Run Templates**: * Shop deductions * Electricity charges where different employees use varying units * Ad hoc bonuses * Reimbursements ### Remove pay run templates You can do this by navigating to: 1. Payroll, Pay runs. 2. Enter the pay run you want to add or remove templates from. 3. Select the desired employees from the list by clicking their checkboxes 4. A formerly hidden 'Bulk actions menu' option will become available once one or more employees are selected. 5. Click on Manage pay run templates. 6. A side panel will appear, you can click on Remove Templates in either the recurring templates OR the once off templates section 7. Click the checkbox for the templates you want to remove. 8. Click on remove. 9. You can now close the side panel. You can click on the green cursor below to click through a visual representation. {% @arcade/embed url="" flowId="HMLuWlpXHEvjVo2EhMwh" %} ### Add Adhoc templates to employees. When you need to add the same fixed-rate template for multiple people with varying values, you can import them in bulk. {% hint style="info" %} Pay run templates that are imported must be configured as **fixed values**; the quantity cannot be linked to clocked hours or piecework data and the rate cannot be linked to a system rate. {% endhint %} Here are a couple of examples of when you might want to import values for a pay run template: * **Shop Deductions**: If you need to deduct employee purchases at the end of each pay period, and each employee spends a different amount. * **Electricity Purchases**: When employees can purchase multiple tokens per month, and the quantities differ among individuals. To import these values, follow these steps:

Access the import panel

1. Navigate to Payroll, Pay Runs. 2. Enter the pay run you want to add or remove templates from. 3. Select the desired employees from the list by clicking their checkboxes or select the select all checkbox if it applicable to all employees 4. A formerly hidden 'Bulk actions menu' option will become available once one or more employees are selected. 5. Click on Import Pay run templates. 6. Select the type of template that you want to Add (you can only add one template at a time) 7. From the drop down, select the template you wish to add from the list. 8. Click on Next. 9. You can now manually add in the amounts and/or quantities and rates for the employees.\ Remember: you can copy and paste amounts if needed - or set a uniform amount for all employees by clicking on Manage, Set uniform amount. 10. Once the amounts have been added you can either select to add the template as: 1. Once off - this template with this amount will only be on the current period and will be removed from the payslip once this pay run has been finalised.\ Examples: Shop Purchases, Breakages, Bonus, Reimbursives, Electricity units used, Commission etc. 2. Recurring - this template will stay on these employees payslips after this period has been finalised and the amount will stay as is until you either manually remove the template or override the amount.\ Examples: Garnishee orders, Travel Allowances, Medical Aid, Retirement Annuities etc. 11. Once you have selected which option is applicable, you will get a successfully updated panel that you can close

Select the pay run template

Provide bulk values for pay run templates

### Importing ad-hoc templates via Excel {% hint style="info" %} You can use our template for the Excel sheet or generate your own. To download our template:\ Go to Payroll, pay runs. Click on pay run you want to add the templates to, click on the select all checkbox. Click on Import Pay run templates. Click on the type of template you want to add. Click on the drop down and select the template. Click on Next. Click on manage. Click on Download. It is important to note that you can import any excel sheet into our system. However, the sheet will have to have a column with the below and the column needs to have a heading: * Employee code - In this column the employee codes as they appear on our system has to be present * Amount and/or quantity - depending on the type of template you are importing it might just be a once off amount or it might be a template that has a quantity and a rate. You can have multiple columns with different templates and and amounts linked - but you will have to import the sheet multiple times because you can only import one template at a time. Please make sure that the sheet is free from calculations - you can copy the calculations and paste them as values in excel in order to do this {% endhint %} 1. Navigate to Payroll, Pay Runs. 2. Enter the pay run you want to add or remove templates from. 3. Select the desired employees from the list by clicking their checkboxes or select the select all checkbox if it applicable to all employees 4. A formerly hidden 'Bulk actions menu' option will become available once one or more employees are selected. 5. Click on Import Pay run templates. 6. Select the type of template that you want to Add (you can only add one template at a time) 7. From the drop down, select the template you wish to add from the list. 8. Click on Next. 9. Now click on Manage 10. Click on Upload. 11. Locate the directory where your Excel file is saved and click on it - then click on Open. 12. The system will ask you to Map your excel sheet: 1. In the employee number sheet click on the drop down and select the heading of the column where your employee number is located. 2. In the Rate click on the drop down and select the heading of column where the amount for this template is 3. Click on update 13. Now scan through the amounts that has been imported, if happy you can add it to the system by selecting either: 1. Once off - this template with this amount will only be on the current period and will be removed from the payslip once this pay run has been finalised.\ Examples: Shop Purchases, Breakages, Bonus, Reimbursives, Electricity units used, Commission etc. 2. Recurring - this template will stay on these employees payslips after this period has been finalised and the amount will stay as is until you either manually remove the template or override the amount.\ Examples: Garnishee orders, Travel Allowances, Medical Aid, Retirement Annuities etc. 14. Once you have selected which option is applicable, you will get a successfully updated panel that you can close. ## Employee View Click on an employee in the table to view detailed list of all pay run templates. Refer to this section for more information on the following: * [Override](/modules/payroll/recurring-pay-runs/employee-pay-run-view#overrides) system rates * [Configure employee information](/modules/payroll/recurring-pay-runs/employee-pay-run-view#employee-details) * Add and modify [active periods](/modules/payroll/recurring-pay-runs/employee-pay-run-view#active-periods) * View and edit [leave](/modules/payroll/recurring-pay-runs/employee-pay-run-view#leave) balances {% content-ref url="/pages/wJFi1BFq1oJbZE6T4T6o" %} [Employee Pay Run View](/modules/payroll/recurring-pay-runs/employee-pay-run-view) {% endcontent-ref %} ## Generate Payslips A payslip can be generated for a [single employee](/modules/payroll/recurring-pay-runs/employee-pay-run-view) or the entire pay run. To generate payslips from the pay run view please follow these steps. {% hint style="danger" %} Please make sure [employee ](/modules/payroll/employee-information)and [employer](/modules/payroll/employer-information) information is configured correctly to make sure that all the legally required information is present on each pay slip. If the filing details under the [employer information](/modules/payroll/employer-information#employer-details) is not configured, it will not be displayed on the payslips. {% endhint %} ### Generate Multiple Payslips Navigate to Payroll / [Pay Runs](https://app.allwage.com/#/payroll/templates) and select the desired pay run. {% @arcade/embed url="" flowId="n76oj5iORr2CRjHdDAg1" %} 1. **Select Employees**: In the table, choose one or more employees by selecting their checkboxes. Click on the top most selection box to select all the employees in the pay run. 2. **Access More Options**: Click on the "More" button, represented by three dots, located next to the "Add Pay Run Templates" buttons. 3. **Generate Payslips**: From the dropdown menu, click on "Generate Payslips" For a detailed breakdown on our payslips please follow the link below: {% content-ref url="/pages/jzPBxZ1z2RIhZhr31AHQ" %} [Payslip](/modules/payroll/payslip) {% endcontent-ref %} ### WhatsApp Current Payslips This feature allows you to notify employees in a specific pay run that their payslips are ready to be viewed on WhatsApp. By default, employees cannot access their current payslips for a **new** or **rolled-over** pay run. This restriction prevents them from viewing payslip information before the pay period is finalised. You must first **grant access** and then **send a notification** before employees can request their payslips. {% hint style="info" %} If you prefer employees to see their earnings accumulate during the pay period, you can grant them access earlier. However, the standard process is to enable access and notify them only when the payslips are final. {% endhint %} #### Step 1: Granting Payslip Access for the Pay Run First, you need to enable access for all employees within the pay run. This action allows employees to **request their payslips** via WhatsApp but does **not send them a notification**.

Enable WhatsApp Access for Payslips

1. Navigate to the pay run. 2. In the Overview panel on the left, locate the "**Payslip access via WhatsApp**" section. 3. Click on the button that says "**None**" and select "**Give all access**" from the dropdown menu. Once this is set, all authenticated employees in this pay run will be able to request their payslip from WhatsApp. #### **Step 2: Notifying Employees that payslips are ready** After granting access, you can send a notification to inform employees that their payslips are available.

Send Notification

1. In the pay run, select the employee or employees you wish to notify. 1. You can select all employees by ticking the checkbox at the top of the list. 2. Click on the **Manage Payslips** button in the action bar. 3. From the dropdown menu, select **Notify WhatsApp payslips are available**. 4. A confirmation window will appear, showing a list of employees who were successfully notified and a separate list of any unsuccessful notifications. Each unsuccessful attempt will include a reason why the message could not be sent. **The Employee Experience** Employees will receive a WhatsApp message notifying them that their latest payslip is ready. When they request and download the payslip, it will be a password-protected PDF. To open the document, they will need: * A **PDF viewer application installed** on their mobile phone. * Their **South African ID number** or **Passport number** to use as the password. ## Pay run Reports Navigate to Payroll / [Pay Runs](https://app.allwage.com/#/payroll/templates) and select the desired pay run. Click on the reports tab to view pay run specific reports. {% @arcade/embed url="" flowId="xNNgRzMZ5GgrJLcOs6vm" %} * **Cost report**: Provides a detailed breakdown of all earnings and deductions for each employee, offering a comprehensive view of payroll expenses. * **Nett pay report**: Combines each employee's net pay with their banking information. This report is particularly useful when generating payment files that are not currently supported by the system. * **Bank payment files**: To perform batch actions with your bank, you can download a bank-specific file. For guidance on exporting the correct file for your bank, please refer to the information provided on [this page](/modules/payroll/bank-payments). #### Cost report 1. Navigate to Payroll, [Pay runs](https://app.allwage.com/#/payroll/templates). 2. Enter the appropriate pay run. 3. Click on Reports. 4. Click on Export next to Cost Report (New):
#### Nett pay report {% hint style="danger" %} Do **NOT** generate the Nett pay report if you have not as yet generated the [payslips](/modules/payroll/payslip) or the [cost report](#cost-report). {% endhint %} 1. Navigate to Payroll, [Pay runs](https://app.allwage.com/#/payroll/templates). 2. Enter the appropriate pay run. 3. Click on Reports. 4. Click on Export next to Nett pay report:
## Bank Payments At AllWage, we recommend the following process for bank payments: {% hint style="warning" %} EFT payments to employees cannot be initiated if any of the following information is missing: * Employee payment method (EFT) and banking details * Employer banking details {% endhint %} 1. **Payslip Distribution:** We suggest printing payslips and distributing them to employees before initiating a bank payment. This step allows you to make any necessary adjustments to payslips if errors or missing information are identified. 2. **Verification by Employees**: Once the employees receive their payslips, they can review them to ensure accuracy. If there are any discrepancies or concerns, this provides an opportunity for resolution. 3. **Generate Bank Payment File**: Only after employees are satisfied with their payslips, proceed to generate the bank payment file. This step ensures that the payment data is accurate and error-free before the funds are transferred to employees' bank accounts. For more information on bank exports that we provide: [Bank Payments](/modules/payroll/bank-payments). ## Edit Start and End Dates It is possible to change the start and end dates of a pay run given the following circumstances: {% hint style="info" %} You can only adjust the start and end dates of a pay run, not the period itself. This means if you have set up the pay run on a Monthly or Weekly basis, you may only alter the end date provided it does not impact the period. {% endhint %} {% @arcade/embed url="" flowId="2U9ThijY655YS8RBvrdB" %} ### Edit Start Date This is only possible if there are no previous finalised pay runs within a recurring pay run. When beginning the **onboarding process**, you can modify the start date of your first pay run to any date you prefer. This method allows for conducting multiple trial runs in succession without finalising **incorrect information**. How to change the start date: 1. Navigate to Payroll, Pay runs. 2. Go into the pay run that you want to change. 3. You will see the date for the pay run on the right hand side more to the top. 4. Click on the pencil next to the date. 5. Click on the start date block and use the calendar to select the correct date\ (*Please do NOT try and edit the END date along with the start date - the system will then only change the end date).* 6. Click on Confirm. 7. Refresh the web page for the views to update. {% hint style="danger" %} Changing the start or the end date will adjust the duration of this pay run and it can change the calculated figures for:\ Leave accrual\ Leave Pay out\ Hours/overtime hours worked {% endhint %} ### Edit End Date You may edit the end date of a pay run at any time, provided it does not impact the period. The following table summarises the ways in which you can adjust the end dates of a pay run: {% hint style="danger" %} By **shortening** the duration of a pay run, you will automatically **increase** the duration of the next period. {% endhint %}
PeriodEnd Date
MonthlyThere can only be one pay run in a calendar month. If a monthly pay run starts after the first day in a month, it must end in the next calendar month.
FortnightlyThere can only be one pay run every two weeks. If a fortnightly pay run starts on a Tuesday, it must end within the calendar week two weeks after the Tuesday.
WeeklyThere can only be one pay run every week. If a weekly pay run starts on a Tuesday, it must end in the next calendar week.
How to change the end date for a pay run: 1. Navigate to Payroll, Pay runs. 2. Go into the pay run that you want to change. 3. You will see the date for the pay run on the right hand side more to the top. 4. Click on the pencil next to the date. 5. Select End date (if the pay run has been finalised before, Start date will be greyed out). 6. Click on the start date block and use the calendar to select the correct date. 7. Click on Confirm. 8. Refresh the web page for the views to update. {% hint style="danger" %} Changing the start or the end date will adjust the duration of this pay run and it can change the calculated figures for:\ Leave accrual\ Leave Pay out\ Hours/overtime hours worked {% endhint %} ## Finalise a pay run Finalising a pay run in AllWage ensures data integrity, accuracy, and compliance with statutory requirements. The following section outlines the key steps and considerations for this process. ### When do I finalise? Finalising a pay run, as the term suggests, is **irreversible**. Once a pay run is finalised, no changes can be made to any information associated with that pay run. Before finalising, please consider the following: * [**SARS Filing**](/modules/payroll/filing): After finalisation, the pay run will automatically be included in the filing process, which encompasses both monthly and bi-annual submissions. Any inaccuracies within a pay run will be reported to SARS. Finalising an incorrect pay run can lead to reconciliation issues and potentially result in fines. * Ensure the amounts paid to each employee match exactly what is stated on their payslips. * Verify that all statutory deductions are accurate and accounted for. For guidance on enabling UIF and PAYE, click [here ](/modules/payroll/employee-information#edit-employee-personal-information)for more details. * During the onboarding process, if you wish to roll over the current pay run without finalising it, please click [here ](#edit-start-date)for further instructions. * [**Periods**](/modules/payroll/recurring-pay-runs/pay-run-settings#why-only-monthly-fortnightly-or-weekly): Once the end date of a pay run is changed, it cannot be modified post-finalisation. * Should you need to adjust the end date of a pay run, refer to [this ](#edit-start-and-end-dates)section for detailed information. * Exercise caution when changing the end dates of pay runs. For additional insights, click here:: [Why only Monthly, Fortnightly or Weekly?](/modules/payroll/recurring-pay-runs/pay-run-settings#why-only-monthly-fortnightly-or-weekly) {% hint style="danger" %} It is of extreme importance to maintain the integrity of a **finalised** pay run. Finalised pay runs must be an **exact** replica of what was printed and distributed to each employee. This practice ensures that the employer can consistently verify the **accuracy** of their information, thus preventing any allegations of post-pay slip alterations by employees. Finalised pay runs also play a crucial role in the generation of reconciliation reports for the South African Revenue Service (**SARS**). Any alterations to this information can result in discrepancies and may lead to regulatory fines. {% endhint %} Pay runs can only be finalised **after** the period has concluded. This ensures that any live clocking data can still be allocated to the correct employees. When finalising a pay run, it will automatically generate a new pay run with the same period starting the day after the previous pay run has ended. To finalise a pay run, navigate to [Pay Runs](https://app.allwage.com/#/payroll/templates) and select the desired pay run. In the top right hand corner click on the "Finalise pay run" button. {% @arcade/embed url="" flowId="4SIHBgzEBNZlhPZMtmqZ" %} {% hint style="info" %} If the Finalise pay run button is greyed out, it means that this pay run is not yet ready to finalise. You can only finalise a pay run after the end date. {% endhint %} In **conclusion**, at AllWage, we recommend finalising the pay run only after payslips have been distributed and payments have been made. This approach allows for any necessary corrections to be made before finalising, preventing the submission of incorrect information. ### Verify your data before finalisation Before finalisation, thoroughly review the following elements to ensure correctness: {% hint style="success" %} To prevent accidental finalisation of the incorrect pay run, a **24-hour cooldown** period applies before you can finalise another pay run within the same Recurring Pay Run. This ensures sufficient time to review and confirm that the pay run is correct before finalising. Our support team can bypass this restriction in the event where multiple periods must be finalised at once. {% endhint %} * Time & Attendance Data data: * Verify that all [time and attendance](/modules/time-and-attendance/reports/employee-overview) data for each employee is accurate and correspond to their clocking templates. * Confirm that all piece work and activity records are correct and configured with the correct rates. * Resigned employees: * Employees that are scheduled to be resigned in the current pay run will be removed automatically once you finalise. * Leave Records: * Ensure all leave is correctly captured and updated. * Statutory deductions: * Review and verify statutory deductions for compliance. Make sure that all applicable employees are enabled for UIF and PAYE. {% hint style="info" %} A finalised pay run should represent an accurate and unchangeable record. Any changes to piece work data, time and attendance hours, or other details will not impact the finalised pay run. This is crucial to maintain data integrity and ensure that any changes to the underlying data have no affect on your payroll data. {% endhint %} ## Pay Runs History After finalising a pay run, a new pay run for the subsequent period is automatically generated. All finalised pay runs are accessible under the Pay Run History tab. To view, navigate to [Pay Runs](https://app.allwage.com/#/payroll/templates) and select the pay run of interest. Open the Pay Run History tab to see all finalised pay runs. {% @arcade/embed url="" flowId="e8VKJ9IavHDOrA4WQ7py" %} This section allows you to view all finalised pay runs and the dates they were finalised. By clicking on the pencil icon next to a finalised pay run, you can view its details and generate any required reports or payslips. {% hint style="info" %} Please be aware that once a pay run is finalised, it is not possible to add or remove any employees or alter their pay run templates. {% endhint %} ## Archive a Pay Run Archiving a pay run is a critical step in managing the payroll process, especially after completing a season or project involving temporary workers. Here’s a detailed guide on how to archive a pay run, ensuring that all necessary steps are followed and that your payroll data remains intact and accessible for future reference. ### When to Archive a Pay Run All temporary workers’ contracts have ended, and they have been [resigned](/fundamentals/users-and-employees/employee-resignation) with their [leave paid out](/fundamentals/users-and-employees/employee-resignation#leave-payout). As soon as their last pay run is [finalised](#finalise-a-pay-run) they will be automatically removed from the next pay run.

Archive a pay run if there is no employees

Once the pay run is **empty**, i.e. there are no more employees on the pay run, the system will prompt you with a screen indicating that you can now archive the pay run. {% hint style="warning" %} You must archive a pay run before you can generate the monthly EMP201 reports. Even if a pay run is empty, the monthly reports will not be generated until it is archived. This is to prevent employees from not being included in the monthly reports. {% endhint %} It is important to consider the following before archiving a pay run: * **Accessing Historical Data**: Even after a pay run is archived, you can always go back to access historical data. This ensures that you can generate payslips for individual employees as needed. For more information on reports that can be generated for employees refer to this section: [Payroll Reports](/modules/payroll/reports). * **Irreversible Action**: Once a pay run is archived, it cannot be activated again. If you need to manage payroll for a new season or project, you will need to create a new pay run with a new start date. * Properly archiving pay runs ensures that there are no gaps between the last pay run and any new pay run that might start in a subsequent season or for a new project. * **Compliance**: Always make sure to resign all employees officially before removing them from a pay run to comply with employment laws and payroll regulations. By following these steps, you can effectively manage the end of season or project payroll responsibilities, keeping your records organised and ensuring compliance with all necessary procedures. # Pay Run Health Checks Payroll Health Checks ensure the accuracy and compliance of your pay runs by identifying and requiring the resolution of errors and warnings before finalisation. During each pay run, users will be notified of all errors and warnings. The errors must be resolved before finalising a pay run. These notifications serve three primary purposes:

Pay run health checks

* **Ensuring Legal Compliance**: Some errors help our customers comply with payroll regulations. This is crucial to avoid legal issues, penalties or incorrect payments. * *Example*: Employee missing an employment start date. This will prevent the employee from being included in the UIF Declaration and also incorrect ETI calculations. * **Identifying Potential Data Issues**: Certain errors and warnings assist users in identifying and resolving issues with the data linked to the payroll, ensuring accuracy and incorrect pay run calculations. * *Example*: Employees are terminated and their leave pay-outs have been scheduled, but leave has not been configured in this pay run. This ensures all leave-related payments are correctly processed. * **Providing Informational Messages**: Informational messages highlight noteworthy points that may not require immediate action but could be important for review before finalising the pay run. ## Pay Run Health Errors All errors will **prevent you** from finalising a pay run. This is to ensure that all payroll calculations are correct and that all information is legally compliant. ### Employees scheduled for resignation but leave pay out not configured

Leave not configured

Employees in the current pay run are scheduled for resignation and they have pending leave pay outs but the leave pay out is not configured in the pay run settings. This is essential to make sure that the leave payout is configured correctly. To resolve this issue: * [Configure leave pay out in the pay run settings](/modules/payroll/recurring-pay-runs/pay-run-settings#leave-configuration) ### Employees have missing or incomplete personal information

Missing personal information

Employees have missing or incomplete personal information that may prevent incorrect statutory deductions or monthly filing submissions. It is important to make sure that the status of each employee's statutory deductions / contributions (**UIF**, **PAYE** and **ETI**.) are set. To resolve this issue you can edit the information: * [Bulk edit employee personal information](/modules/payroll/employee-information#bulk-edit-upload-information) and select "**Export Pay Run Errors**" * If employees do not contribute to any of the statutory deductions, set them to **FALSE** in the corresponding columns on the sheet * [Change information for a single employee](/modules/payroll/employee-information#edit-employee-personal-information) * If employees do not contribute to one of the statutory deductions, set them to **No** in the form under the **Tax details section** ### ETI is enabled for employees in this pay run but not configured correctly

ETI not configured

Employees are enabled for ETI but ETI configuration is not set up for the current pay run. To resolve this issue: * [Configure ETI in the pay run settings](/modules/payroll/recurring-pay-runs/pay-run-settings#eti-config) ### Incomplete Company Configuration

Company details missing

Company details linked to this pay run are not complete. To resolve this issue: * [Configure Employer Information](/modules/payroll/employer-information#employer-details) ### Employees are not active in the current pay run

Employees not active

Employee has one of the following issues: 1. End dates are **before** the start of the current pay run, or their start dates are **after** the end of the current pay run. To resolve this issue: * If the employee is currently inactive, [remove them from the current pay run](/modules/payroll/recurring-pay-runs/current-pay-run#add-or-remove-employees-from-a-pay-run). * If the employee was active in the past, but have been re-enrolled, create a new active period: * [Create active period for a single employee](/modules/payroll/recurring-pay-runs/employee-pay-run-view#active-periods) * [Create active periods for multiple employees](/modules/payroll/employee-information#bulk-edit-upload-information) * Add employee start dates to the column and import 2. These employees currently **do not** have a start date of employment. To resolve this issue: * If the employee is still active, create a new active period for this employee: * [Create active period for a single employee](/modules/payroll/recurring-pay-runs/employee-pay-run-view#active-periods) * [Create active periods for multiple employees](/modules/payroll/employee-information#bulk-edit-upload-information) * Provide a start date in the "**Employment Start Date**" column in the exported sheet * If this employee is not active, remove them from the pay run and resign them: * [Remove from the current pay run](/modules/payroll/recurring-pay-runs/current-pay-run#add-or-remove-employees-from-a-pay-run) * [Resign employee](/fundamentals/users-and-employees/employee-resignation) ### Employees active periods do not match pay run company

Pay run error

The company linked to the active periods for these employees does not match the company assigned to the pay run. Since the company for the pay run is configured during its creation, it cannot be changed afterward. To resolve this issue: * If the company linked to the active period is incorrect, follow these steps to edit the company: [Employee Pay Run View](/modules/payroll/recurring-pay-runs/employee-pay-run-view#editing-active-periods) * If the employee is assigned to the wrong pay run, remove them from the current pay run and add them to the correct one: [Current Pay Run](/modules/payroll/recurring-pay-runs/current-pay-run#add-or-remove-employees-from-a-pay-run) ## Pay Run Health Warnings While you can still finalise a pay run when warnings are present, it is highly advisable to ensure they are expected, as they will impact the calculation of each affected employee’s wages. ### Employees scheduled for resignation in this pay run

Scheduled for resignation

These employees have been scheduled for resignation. If they have leave balances, that will also be paid out in this pay run. All these employees will not be in the next pay run. If employees have been scheduled for resignation incorrectly, follow these steps to cancel the resignation: [Revert Resignation](/fundamentals/users-and-employees/employee-resignation#revert-resignation). ### Employees with negative sick leave balances

Negative sick leave

Employees will incur negative leave balances if more leave is captured on the Employee Overview Report than is available. To edit captured leave: [Leave Data Review](https://app.allwage.com/#/review/employee/leave). ### Employees with negative annual leave balances

Negative annual leave

Employees will incur negative leave balances if more leave is captured on the Employee Overview Report than is available. To edit captured leave: [Leave Data Review](https://app.allwage.com/#/review/employee/leave). ### Employees with unusual earnings detected

Unusual earnings

Employees have earnings that are significantly higher or lower than the average for their group. This can be caused by employees that are either inactive, or configured incorrectly. * [Remove ](/modules/payroll/recurring-pay-runs/current-pay-run#add-or-remove-employees-from-a-pay-run)and [resign](/fundamentals/users-and-employees/employee-resignation#steps-to-terminate-employees) employees if they are inactive ### Employees are earning R0 or less

Earnings zero or less

Employees have earnings that are significantly higher or lower than the average for their group. This can be caused by employees that are either inactive, or configured incorrectly. * [Remove ](/modules/payroll/recurring-pay-runs/current-pay-run#add-or-remove-employees-from-a-pay-run)and [resign](/fundamentals/users-and-employees/employee-resignation#steps-to-terminate-employees) employees if they are inactive ### Employees with missing clock ins

Missing clock ins

These employees have clocked out but there is no clock in for the day. No hours will be calculated. To resolve this issue: * Navigate to the [Employee Overview Report](broken://pages/FEX8WfOmHJzvfe6Dt9RT#exception-filter) and fix the exceptions. ### Employees with missing clock outs

Missing clock outs

These employees have clocked in but there is no clock out for the day. No hours will be calculated. To resolve this issue: * Navigate to the [Employee Overview Report](broken://pages/FEX8WfOmHJzvfe6Dt9RT#exception-filter) and fix the exceptions. ### Employees with missing clock templates
Employees have clocked in on a day but there is no configured clock template for that day. To resolve this issue: * Make sure the employee is allocated to a [team](/fundamentals/users-and-employees/employees#bulk-manage-employee-details), and that team is [linked](/modules/time-and-attendance/configuration#assigning-teams) to a clock template. * Make sure the [clock template](/modules/time-and-attendance/configuration#days-of-the-week) is configured for each day of the week. ### Employees have present days with overlapping leave

Overlapping days with leave

Employees have clocked in on a day and it overlaps with their captured leave. To resolve this issue: * Edit the [leave](https://app.allwage.com/#/review/employee/leave) that was captured for that employee. * [Override their hours](/modules/time-and-attendance/reports/employee-overview#overrides) if a partial leave day was captured. ### Employees present but not assigned any open pay run

Employees not on a pay run

When employees are loaded into AllWage, they can start clocking in immediately; however, to be paid, they first need to be added to a pay run. This notification alerts you to any employees who were active during the pay run period but are not currently included in a pay run. To resolve this issue: * If the employees are not supposed to be clocking in, [resign ](/fundamentals/users-and-employees/employee-resignation#steps-to-terminate-employees)them immediately. * If the employees are active, [add them to a pay run](/modules/payroll/recurring-pay-runs/current-pay-run#add-or-remove-employees-from-a-pay-run) to ensure they get paid. ### Employees with unauthorised leave Employees have leave records that haven't been approved yet. Each leave type with unapproved records generates a separate warning. How to resolve: 1. Click "View Employee Overview" to see affected employees and dates 2. For each leave record:\ \- Approve the leave → Change status from unapproved to approved\ \- Make it unpaid → Change leave type to unpaid leave\ \- Remove it → Delete the leave record entirely Prevention: Ensure all leave is approved before finalising pay runs. ### PAYE Earnings Under Threshold This error indicates that an employee is currently paying PAYE but is earning less than the weekly, fortnightly, or monthly threshold. To resolve this issue please refer to this section: * [Reasons for Unexpected PAYE Values](/modules/payroll/filing/statutory-deductions#reasons-for-unexpected-paye-values). ### Tax Code Issues #### Medical Aid Tax Codes Validation * **Medical aid tax credit (4116) requires either employee medical aid deduction (4005) or employer medical aid fringe benefit (3810)** * If a medical aid tax credit is declared, there must also be either an employee medical aid deduction or an employer medical aid fringe benefit. * **Employer medical aid contribution (4474) requires matching employer medical aid fringe benefit (3810)** * If an employer medical aid contribution is declared, a matching fringe benefit must also be declared. * **Employer medical aid fringe benefit (3810) requires matching employer medical aid contribution (4474)** * If an employer medical aid fringe benefit is declared, a matching employer medical aid contribution must also be declared. * **Employer medical aid contribution (4474) does not match employer medical aid fringe benefit (3810)** * The values for the employer medical aid contribution and fringe benefit do not match. #### Provident Fund Tax Codes Validation * Employer provident fund contribution (4473) requires employer provident fund fringe benefit (3825) * If an employer provident fund contribution is declared, a matching fringe benefit must also be declared. * Employer provident fund fringe benefit (3825) requires employer provident fund contribution (4473) * If an employer provident fund fringe benefit is declared, a matching employer provident fund contribution must also be declared. * Employer provident fund fringe benefit (3825) is greater than employer provident fund contribution (4473) * The value for the employer provident fund fringe benefit is greater than that for the employer provident fund contribution. #### Pension Fund Tax Codes Validation * Employer pension fund contribution (4472) requires employer pension fund fringe benefit (3817) * If an employer pension fund contribution is declared, a matching fringe benefit must also be declared. * Employer pension fund fringe benefit (3817) requires employer pension fund contribution (4472) * If an employer pension fund fringe benefit is declared, a matching employer pension fund contribution must also be declared. * Employer pension fund fringe benefit (3817) is greater than employer pension fund contribution (4472) * The value for the employer pension fund fringe benefit is greater than that for the employer pension fund contribution. #### Retirement Annuity Tax Codes Validation * Employer retirement annuity contribution (4475) requires matching employer retirement annuity fringe benefit (3828) * If an employer retirement annuity contribution is declared, a matching fringe benefit must also be declared. * Employer retirement annuity fringe benefit (3828) requires matching employer retirement annuity contribution (4475) * If an employer retirement annuity fringe benefit is declared, a matching employer retirement annuity contribution must also be declared. * Employer retirement annuity contribution (4475) does not match employer retirement annuity fringe benefit (3828) * The values for the employer retirement annuity contribution and fringe benefit do not match. #### Travel Allowance Tax Codes Validation * Travel allowance (3701) requires travel allowance fringe benefit (4582) * If a travel allowance is declared, a matching fringe benefit must also be declared. * Travel allowance fringe benefit (4582) is less than 20% of travel allowance (3701) * The travel allowance fringe benefit is less than 20% of the declared travel allowance. * Travel allowance fringe benefit (4582) is more than 80% of travel allowance (3701) * The travel allowance fringe benefit is more than 80% of the declared travel allowance. # Employee Pay Run View Comprehensive breakdown of an individual employee's payroll information The **Employee Detailed View** within the AllWage Payroll module provides a comprehensive breakdown of an individual employee's payroll information for a selected pay run period. This guide will walk you through the various components of this view using the provided screenshot as an example. ## **Payroll** Navigate between the current and historic pay runs for the selected employee. The current or latest pay run will always be selected by default when viewing this page:

Payroll view for an employee

For the employee's pay run the following information will be displayed: 1. **Overview:** * Total earnings, deductions and nett total that will be paid out to the employee. * Current **leave balances** with leave movement for the current pay run. * Statutory deductions i.e. UIF, PAYE. 2. **Earnings, Deductions and Benefits & Company Contributions:** Use these tabs to navigate between different Payrun Templates for this employee. 3. **Current pay run dates:** Start and end dates of the current pay run period. * Click on these dates to view all historic pay runs for the selected employee. 4. **Payroll actions:** 1. **Generate payslip**: Click on this button to generate a PDF pay slip for the selected pay run * Make sure [employer information](/modules/payroll/employer-information) is configured correctly before printing and handing out payslips to employees 2. More: 1. **Employee overview report**: Navigate directly to the employee overview report for the current pay run period. For more info: [Employee Overview](/modules/time-and-attendance/reports/employee-overview) 2. **PAYE Explanation**: View detailed explanation on how PAYE was calculated for the selected pay run period. For more info: [Statutory Deductions](/modules/payroll/filing/statutory-deductions#pay-as-you-earn-paye) 3. **Manage pay run templates**: Add or remove Pay run templates for the employee. For more info: [Current Pay Run](/modules/payroll/recurring-pay-runs/current-pay-run#manage-pay-run-templates) 5. **Pay run templates**: Detailed list of all pay run templates associated with the employee. * Use the "**Edit**" and "**Remove**" actions next to each pay run template to modify them. ## System Rate Overrides {% hint style="info" %} Please note that previously System Rates were known as Variable Units. They are referring to the same concept. {% endhint %} Overrides allow for customised pay rates on an individual basis, particularly useful when multiple pay run templates are linked to the same system rate. By overriding the system rate, it will affect all linked pay run templates. {% content-ref url="/pages/wLI944uhoaqgfutZ2okP" %} [System Rates](/modules/payroll/payrun-templates/system-rates) {% endcontent-ref %} ### Add System Rate Override - Individual employee This will be the same as doing an hourly rate override, or just changing the employees hourly rate. 1. Navigate to the Employee details screen, this can be done in one of two ways: 1. Either click on Payroll, Pay runs. Enter the pay run and then click on the name and surname of the employee. Please click on the name and not the checkbox. 2. OR click on Payroll, Employees. Locate the employee from the list and then click on the name and surname of the employee. Please click on the name and not the checkbox. 2. Click on Overrides on the left hand side:
3. Click on "**Add override**"\ ![](/files/9t1U13Wlgg5L5S0iCgIh) 4. Select the system rate that you want to override form the dropdown menu. 5. Select the override method: * **Override with a factor**: When selecting this option, you can override the original system rate with a given factor. If the value needs to be 10% more, override it with a factor of 1.1. By selecting the overriding with a factor option, this employees rate will always be up to date when changing the system rate in the future. * **Override with a new value**: When selecting this option, the provided value will replace the original value of the system rate. When the original value of the system rate changes, it will have no effect on the employee. 6. Click on "**Add recurring override**" to save. * This override will be applied to the current and all future pay runs until it is removed. 7. Once the override was added, it will be displayed in the table below. NOTE: Use the "**Edit**" and "**Delete**" actions next to a system rate override to modify them. Remember to refresh Google Chrome to make sure the displays updated. {% hint style="success" %} We advise to use the "**Override with a factor**" option. This will streamline wage rate increases in the future. {% endhint %} {% hint style="info" %} **Practical Scenario**: if the base rate for all employees is set to **Minimum Wage** and you’re adjusting wages for a supervisor or foreman, overriding the system rate for that employee will automatically adjust all relevant pay run templates to reflect the new, higher wage rate. {% endhint %} ### Add Scheduled Rate Override - Individual Employee A **scheduled rate override** can only be added if: * The employee **already has an existing system rate override**. * There is a **scheduled rate change** for the specific pay run period. This override is separate from the existing system override and applies **only to the new scheduled rate**. Navigate to the [#accessing-employee-detailed-view](#accessing-employee-detailed-view "mention") and select the '**Overrides**' link from the navigation to begin.

Employee overrides - add scheduled override

1. Click on the **Schedule Override** action on the specific system rate override.

Provide scheduled override details

2. The **scheduled date** and **system rate** will be displayed for context. Select **Rate Override** or **Factor Override**. *(For details on these options, see:* [System Rates](/modules/payroll/payrun-templates/system-rates#scheduled-rate-overrides)*)* 3. Provide the **new value**. 4. Add an **optional description**. 5. Click "**Schedule Override"** to save the new override. 6. Click on "**Remove"** to delete the scheduled override. ### Add System Rate Override - In bulk {% hint style="info" %} Please note that previously System Rates were known as Variable Units. They are referring to the same concept. {% endhint %} View our rate increase video for both bulk and individual employees here: {% embed url="" %} Import system rates in bulk {% endembed %} 1. Navigate to the pay run the employee(s) are in via Payroll, Pay run and selecting the pay run in question.

Import system rates for one or more employees

1. Use the checkboxes to select the employees you want to override the rate for. 2. Click on "**Import Pay Run Templates**". 3. Select "**Import System Rate".** 4. Click on the drop down and select the **System Rate** you want to override. 5. Cllick on next. 6. On the next screen you can now either put in the new value, or the factor for each employee. Y**ou can't add in BOTH, you will have to select either a new value or a factor.**\ **NOTE:** If all the selected employee has the same value or factor, you can set a uniform amount by clicking on Manage, set uniform amount. 1. **Override Rate**: Provide a new rate that will replace the existing rate of the system rate 2. **Override with a Factor**: Provide what the factor linked to the system rate provided\ Effective rate: When overriding with a factor, the effective rate will be displayed to make sure the correct values are captured. 7. Click on Add recurring override {% hint style="info" %} The excel file that you will import will have to have the employees code, a column for the new value and a column for the factor. Make sure to either add in a rate or a factor - don't add both! Both columns need to be there but only one of them should have a value. {% endhint %} ### Add Scheduled Rate Override - In bulk {% hint style="info" %} Please note that previously System Rates were known as Variable Units. They are referring to the same concept. {% endhint %} Navigate to the pay run the employee(s) are in via Payroll, Pay run and selecting the pay run in question.

Add scheduled rate overrides in bulk from the pay run

1. Use the **checkboxes** to select the employees you want to override the rate for. 2. Click on **Import Pay Run Templates**. 3. Select **Import Current** or **Scheduled Rates**.

Select scheduled rate

4. Select the **Scheduled** option. *(This will only show system rates that have scheduled rates applicable to the current pay run.)* 5. Select the **scheduled system rate** from the dropdown and click **Next**.

Scheduled rate details

> **Note:** Any existing system or scheduled overrides will be **prepopulated** in the override fields for additional context. If the fields are empty, it means that there are no current overrides. 6. **Override Rate:** Provide a new rate that will replace the existing scheduled rate. 7. **Override with a Factor:** A system rate can either be overridden with a rate or a factor, but **not both**. 8. **Effective Rate:** When overriding with a factor, the effective rate will be displayed to ensure the correct values are captured. 9. Toggle the "**Clear override**" switch to clear the current override. Click on "Add" to complete the process. {% hint style="warning" %} If an employee does **not** have an existing system override, an error will be displayed. There **must be an existing system override with a valid scheduled rate** before a scheduled rate override can be added. {% endhint %} ## Employee Details Navigate to the Employee details screen by: * Either click on Payroll, Pay runs. Enter the pay run and then click on the name and surname of the employee. Please click on the name and not the checkbox. * OR click on Payroll, Employees. Locate the employee from the list and then click on the name and surname of the employee. Please click on the name and not the checkbox. Select the '**Employee details**' from the navigation to view all personal information for this employee. From here individual adjustments can be made to each employee. For more information on Employee Personal Information, please visit this page: {% content-ref url="/pages/ZY7Sg6XRjJivCSmJC03A" %} [Employee Information](/modules/payroll/employee-information) {% endcontent-ref %} ## Active Periods ### **What Are Active Periods?** An employee's active period represents the time they are contractually employed by a company. While an active period is still open (i.e., it has no end date and the UIF status code is "**Active**"), it will have a start date and be linked to a company. When an employee is no longer employed, the active period is closed and includes the following additional details: * **End Date**: The date when the employee's employment with the company ended. * **UIF Status Code**: The UIF code that explains the reason for the employee's termination. * **Termination Reason**: An additional reason linked to the employee's termination provided by the user. * **Original start date**: If the employee transferred between branches, enter their original start date at the group of companies. This date is used to calculate leave cycles. The start and end dates of an employee's active period are crucial because they: * Initiate the employee’s leave cycles. * Trigger the start of monthly Unemployment Insurance Fund (UIF) declarations. * Begin the accumulation of data for tax certificates and PAYE. ### Creating a New Active Period 1. Navigate to the Employee details screen by: 1. Either click on Payroll, Pay runs. Enter the pay run and then click on the name and surname of the employee. Please click on the name and not the checkbox. 2. OR click on Payroll, Employees. Locate the employee from the list and then click on the name and surname of the employee. Please click on the name and not the checkbox.

Employee active periods

2. Select the "**Active Periods"** from the navigation panel. 3. Click on **"Add Active Period"**.\ ![](/files/YUC65Bd6OJGX8atmvSNr) * Enter the **start date** and select the **company**. * The employee's UIF Status code will default to "Active" when creating a new active period. 4. After adding the active period, it will be listed below: 1. **Start and end date**: If an employee is still active, there will be no end date. 2. **Company Name** 3. **Duration** of employment 4. **UIF Status Code** 5. **Termination Reason:** When terminating an employee you can provide your own custom termination reason 6. **Original start date**: If an employee moved between branches, the original start date will be used when calculating leave cycles. This allows an employee to retain all leave balances when moving between companies in a group. 5. Hover over any active period and select the "**Edit**" button to modify an active period:\ ![](/files/L0gtr2Kpz8cngXbImG8a) * Please refer to the section below when editing active periods: [#editing-active-periods](#editing-active-periods "mention") {% hint style="danger" %} An employee can only have one open active period at a time. You will receive an error if you attempt to add multiple open periods. {% endhint %} ### Editing Active Periods You can edit the start date, company, UIF Status code and termination reason of an existing active period. Changing the **start date** will affect the following: * **Leave Accrual**: Adjusting the start date will impact how annual and sick leave is accrued for the employee. * **PAYE Calculations**: Since [PAYE is calculated](/modules/payroll/filing/statutory-deductions#paye-annual-method) based on earnings over a period, changing the start date will affect the period of earnings considered. * **ETI Calculations**: The [Employment Tax Incentive](/modules/payroll/filing/employment-tax-incentive-eti) (ETI) calculations are also impacted. ETI eligibility and incentive amounts are based on qualifying employment periods, so any change in the start date could alter these figures. {% hint style="info" %} The end date of an employee can only be set by resigning them. Please follow these steps to resign an employee: [Employee Resignation](/fundamentals/users-and-employees/employee-resignation). {% endhint %} ## Employee Leave Navigate to the Employee details screen by: * Either click on Payroll, Pay runs. Enter the pay run and then click on the name and surname of the employee. Please click on the name and not the checkbox. * OR click on Payroll, Employees. Locate the employee from the list and then click on the name and surname of the employee. Please click on the name and not the checkbox.
1. Select the "**Leave"** from the navigation panel. 2. Leave detail page: View the current leave balances for the employee. This includes Annual, Sick and Family Responsibility Leave 3. **Export report**: Export a detailed Excel report of the employee's leave balances. For more info: [Reports](/modules/payroll/reports#leave-liability) 4. Leave type and accrual frequency. * Accrual frequency is configured in the pay run linked to the employee. For more information: [Pay Run Settings](/modules/payroll/recurring-pay-runs/pay-run-settings#leave-configuration) 5. Actions: * **View schedule**: Detailed view of the employee's leave history. For more info see below: [#employee-leave-schedule](#employee-leave-schedule "mention") * **Make adjustments**: Adjust an employees current leave balance. For more info see below: [#employee-leave-adjustment](#employee-leave-adjustment "mention") * **Add Payout**: For more info see below: [#employee-leave-payout](#employee-leave-payout "mention") 6. **Closing leave balance**: The employee's closing leave balance is calculated by adding accrued leave, subtracting used leave and adding any leave adjustments. ### Employee Leave Adjustment - Individual employee This functionality allows you to adjust an employee's leave balance either **positively** or **negatively**. Adjustments are applied to the **current leave** calculation before the closing balance is determined. {% hint style="success" %} For bulk managing Leave Adjustments, refer to this section: [Leave](/modules/payroll/leave#add-bulk-leave-adjustments) {% endhint %} 1. Navigate to the Employee details screen by: 1. Either click on Payroll, Pay runs. Enter the pay run and then click on the name and surname of the employee. Please click on the name and not the checkbox. 2. OR click on Payroll, Employees. Locate the employee from the list and then click on the name and surname of the employee. Please click on the name and not the checkbox. 2. Click on the leave tab. 3. All three leave types will now show, click on Leave adjustment in the appropriate leave section. 4. Enter the amount that the current balance needs to be adjusted with to the 'By how much should leave be adjusted' section (you can add negative amounts if the days due needs to be reduced. 5. Click on Make Adjustment

Leave Adjustment

### Key phrases and consepts to make note of **Current leave balance**: The employee’s existing leave balance. **Adjustment value**: This can be a positive or negative value in days. **Final adjusted value**: The updated balance after applying the adjustment.

After adjusting a leave balance

1. The **opening leave balance** for the current pay run period. * The opening balance will always be the same as the final closing balance of the employee's previous pay run period. 2. Leave **accrued** in the current pay run period. * As configured here: [Pay Run Settings](/modules/payroll/recurring-pay-runs/pay-run-settings#leave-configuration). 3. Leave **used** in the current pay run period. * To capture leave for employees: [Data Capture](/modules/time-and-attendance/data-capture#how-to-capture-leave) 4. Balance at the end of the pay run period before adjustments are applied. * This balance will always be calculated by adding accrued leave and subtracting used leave from the opening balance. 5. Pre-adjusted leave balance balance. 6. Final adjusted leave balance. * The adjustment is only applied after calculating the final leave balance in step 4. {% hint style="info" %} Even after adjusting an employee's leave balance, the final adjusted balance may change based on additional leave accrued or taken during the current period, or if there have been changes to the leave configuration. {% endhint %} ### Employee Leave Payout - Individual employee The **Leave Payout** feature allows you to compensate employees for leave before they take it. This is particularly useful for leave that falls within the **next pay run period**. {% hint style="success" %} For bulk managing Leave Payouts, refer to this section: [Leave](/modules/payroll/leave#add-bulk-leave-payouts) {% endhint %} 1. Navigate to the Employee details screen by: 1. Either click on Payroll, Pay runs. Enter the pay run and then click on the name and surname of the employee. Please click on the name and not the checkbox. 2. OR click on Payroll, Employees. Locate the employee from the list and then click on the name and surname of the employee. Please click on the name and not the checkbox. 2. Select the "**Leave"** link from the navigation to begin. 3. Select the "**Add payout**" option next to the Annual leave\ NOTE: You can only do a payout for Annual leave. 4. In the How much leave be paid out section - ent ther amount of days that you want to pay out. This always needs to be a positive amount 5. You can add a description - we advise to this for future reporting. 6. Click on Add. {% hint style="danger" %} When paying out leave, ensure that Annual Leave is not recorded in the **Employee Overview Report** to avoid double payment during the next pay run. Leave employees as **Absent** or capture **Special leave** and add a note to indicate that the leave is already paid out on the pay run. {% endhint %}

Leave payout

### Understanding the phasing and terminoligy associated with the leave pay out 1. **Leave Type and Accrual -** Only **annual leave** is eligible for payout. 2. **Pre-Payout Balance -** This balance includes any leave adjustments made for the same period. 3. **Payout Amount Options** 1. **Custom Amount:** Specify a custom number of leave days to be paid out. 1. This value can be **positive** (leave is paid out) or **negative** (deducts money from the employee, increasing their leave balance). 2. **Full Leave Payout:** Pay out the entire pre-payout balance. 1. Adjustments to leave accrued, spent, or modified will be accounted for in the payout. 2. **Note:** This option is only available if the employee’s pre-payout balance is positive. 4. **Balance After Payout -** Displays the preliminary balance after the payout is processed. 1. If **Full Leave Payout** is selected, this balance will always be zero. 5. **Add Description -** Enter a description explaining the reason for the payout. 1. This will be linked to the payout in the **Schedule** and **Leave Liability Report** to ensure full transparency. Click **Add** to confirm the payout. Once a leave payout is added, the employee’s leave balances will be updated as follows:

Leave balance after a payout

1. **Final Balance** - The final balance reflects the leave remaining after all adjustments and payouts for the period have been processed. * Leave payouts are applied after calculating the final balance for the period, which includes any additional adjustments. * This approach ensures that adjustments and payouts can be recorded within the same period without conflicts. 2. **Calculated Balance for the Period** - The calculated balance excludes any adjustments and payouts for the period. * It is based solely on leave accrued and used during the period. 3. **Descriptions for Leave Payouts** - Any descriptions linked to leave payouts in the period will be displayed here. * These descriptions provide transparency and context for the adjustments and payouts recorded. ### Employee Leave Schedule The Leave Schedule provides a complete history of all leave accrued by an employee. It details the leave accrued for each pay run period, including any adjustments. 1. Navigate to the Employee details screen by: 1. Either click on Payroll, Pay runs. Enter the pay run and then click on the name and surname of the employee. Please click on the name and not the checkbox. 2. OR click on Payroll, Employees. Locate the employee from the list and then click on the name and surname of the employee. Please click on the name and not the checkbox. 2. Select the "**View schedule**" option next to the leave you want to view.

Leave schedule

The **leave type** and accrual **frequency** for the selected leave schedule. **Current leave** balance for the selected leave. The **dates** of the pay run period when the leave was accrued. Leave balance **before** adjustments were applied. **Final** leave balance after adjustments. Leave **movement** for the pay run period. ### Employee Leave Policy Override By default, an employee is linked the leave policy assigned to their pay run. However, you can override this default to assign a specific leave policy to an individual employee, accommodating unique leave entitlements. #### Override an Employee's Leave Policy 1. Navigate to the Employee details screen by: 1. Either click on Payroll, Pay runs. Enter the pay run and then click on the name and surname of the employee. Please click on the name and not the checkbox. 2. OR click on Payroll, Employees. Locate the employee from the list and then click on the name and surname of the employee. Please click on the name and not the checkbox. 2. Click on the Leave tab on the left hand side
NOTE: The name of the currently assigned leave policy is displayed in the page header. By default, this will be the policy inherited from the employee's pay run. 3. Click "**Override Leave Policy**" to assign a different policy. 4. A panel will open, showing the current policy details. Click the pencil icon next to the policy name and select a new leave policy from the list.\ ![](/files/E1H0095LfynQFZbhA4FM) 5. The header will now display the new policy name, along with a badge indicating that a leave policy override is active.\ ![](/files/RBuyt6mGPyeZNFccAAes) #### Revert a Leave Policy Override Follow these steps to remove an override and restore the default policy from the employee's pay run. 1. Navigate to the Employee details screen by: 1. Either click on Payroll, Pay runs. Enter the pay run and then click on the name and surname of the employee. Please click on the name and not the checkbox. 2. OR click on Payroll, Employees. Locate the employee from the list and then click on the name and surname of the employee. Please click on the name and not the checkbox. 2. Click on the Leave tab on the left hand side
3. From the employee's Leave tab, click "**Override Leave Policy**" in the page header. 4. In the panel that appears, click "**Reset to Default**". 5. A confirmation dialog will show the policy you are reverting from and the default policy you are reverting to. Click Update to confirm and restore the pay run's default leave policy.\ ![](/files/EWEsOvLyTBp2vMwQyX9Y) # Pay Run History View all historic finalised pay runs The pay run history is a record of all finalized pay runs. To access this: * Navigate to Payroll, Pay runs * Click on the pay run that you want to view the history for * Click on the small drop down arrow next to the date on the top right hand side. * Find the previous period you want to view from the pop up list and click on View. NOTE: Once you have reverted to a previous pay run, you can view all the details of this pay run and also print payslips and reports for this pay run but you will NOT be able to make any financial changes. Here, you will find all historical finalized pay runs. These records are locked to maintain data integrity for several reasons: * **Finalized Pay Runs are Immutable:** Historical pay run data cannot be altered once finalized. This ensures the accuracy of records submitted to SARS. * **Compliance with SARS:** Any changes to finalized pay runs would lead to discrepancies during bi-annual reconciliations with SARS, hence the read-only status. * **Accuracy of Pay Slips:** Printed pay slips handed out to employees must accurately reflect what’s recorded in the system. * **Separation from Time and Attendance:** Finalized pay run information is not linked to time and attendance or piecework data. Subsequent changes to such data will not retroactively affect historic pay runs. This approach secures the historical accuracy of payroll data, which is crucial for both regulatory compliance and transparent employee communication. # Payslip ## Payslip Customisation When generating a pay slip you have the following options to customise it:

Payslip customisation

1. **Page Size**: Select A4 or A5 page sizes. 1. Please note that only one payslip will be generated per page. If you want to print two payslips per page, select A5 size and customise print settings on your computer. 2. **Page Margins**: Specify custom page margins in millimeters 1. If you have special confidential paper, adjust margins as needed — see [Confidential (Sealable) Payslips](#confidential-sealable-payslips) below. 3. **Additional Options:** 1. **Include employee hours**: By selecting this option, a daily breakdown of all hours worked for the employee will be added to the payslip. This can assist in unwanted queries when handing out payslips. 2. **Individual PDFs**: This option will generate separate PDF files for each employee. Use this option if you intend to digitally send payslips to each employee. 3. **Hide Leave:** * Toggle the options next to each leave option to hide it from an employees pay slip. 4. **Show Benefits & Contributions**: Add an additional table to display all company contributions and benefits. 5. **Detailed Payroll Calculations Report**: This will generate an additional page that can be printed with payslips. This will explain how hourly metrics are allocated to pay run templates. 1. Refer to this section: [#detailed-payroll-calculations-report](#detailed-payroll-calculations-report "mention") **Generate PDF:** A combined PDF file with all selected employees' payslips. Ideal option for printing. ## Confidential (Sealable) Payslips Some businesses hand out payslips on special **confidential payslip paper** — the kind that folds and seals so the pay details stay private. AllWage does not have a separate "print a confidential payslip" option, because this paper comes in many different sizes and fold positions. Instead, you create a confidential payslip by setting the **Page Margins** (under Payslip Customisation above) to match the paper you use. This works because of the order in which a payslip is laid out, from top to bottom: 1. The employee's identifying details — name, surname, team and job description. 2. The employee's personal information. 3. The wages earned. Because the wage details sit lower down while the employee's name stays at the top, adjusting the margins lets you line the payslip up with your paper so that, once folded, the name stays visible for handing out and the pay details are sealed inside. As confidential papers differ, set the margins to suit your own paper and application. If you would rather not print at all, the WhatsApp payslip delivery sends each employee their own payslip privately. ## Payslip Breakdown Below is a complete breakdown of an AllWage Payslip:

AllWage pay slip

1. Employee number and full name. 2. Pay run name and current period start and end date. 3. Employee team. 4. Company details as required by the BCEA. * This includes the company name, address, PAYE and UIF registration number. 5. Employee personal information: * Employee Number. * Full name. * Payment Frequency. * Date of employment. * ID Number. * Banking Details. 6. Company Logo. 7. Loans and Savings + Leave balances. * Loans and Savings will only be visible if the employee has active savings or loans. * The leave balances indicates the employee's current leave balance, leave accrued in this period and leave taken in this period. * PAYE Calculation method: Only applicable if this employee pays PAYE. 8. Earnings table. 9. Deductions table. 10. Pay run template name + description. 11. Pay run template quantity and rate. 12. Pay run template total monetary value. 13. Total Earnings / Deductions. 14. Daily breakdown of hours worked:\ Please note that the daily breakdown of hours is only included on the current pay slip. If a historical pay slip is printed, the hours will be omitted to avoid inaccuracies that may arise if time and attendance data or clock templates have changed. 1. Public holidays are indicated with an asterisk (\*) next to the date. 2. Leave is indicated next to the hours (AL - Annual Leave, SL - Sick Leave, FR - Family Responsibility Leave, UL - Unpaid or Other leave) 3. If weekly overtime is calculated, an additional breakdown will be provided. 15. Nett pay (Earnings - Deduction = Nett pay) 16. The date this payslip was generated. ## **Detailed Payroll Calculations Report** Detailed explanation of how hours worked are applied to each pay run template:

Detailed report

1. Employee details 2. Daily breakdown for the entire pay run period 3. Clocking Data: 1. Budget hours as configured in the clock template. If a day is optional, there will be no budget hours in the cell. 2. Total hours clocked: This includes Normal hours + daily overtime on the day. 3. Public Holiday: Budget hours for the public holiday if it is not on an optional day. 4. Leave: Leave taken on the specific day. 4. Pay run templates: List of all pay run templates for the employee that are linked to Time & Attendance data. 5. Daily hour accumulation: Indication of the total hours worked cumulative over the entire pay run period. 1. When data is allocated to a pay run template, it will be indicated with a + sign and the amount added. 6. Totals for the entire pay run period. ## Historic Payslips 1. Navigate to Payroll, Pay runs. 2. Click on the pay run that you want to reprint historic payslips for to enter the run. 3. Click on the drop down arrow next to the pay run date:
4. A list of previously finalised pay runs will now appear, locate the previous period and then click on view next to the period you want to print for. 5. You will now be in that previous pay run. 6. Click on the select all checkbox. 7. Click on Manage Payslips. 8. Click on Generate payslips. NOTE: To return to the current pay run - click on the button on the top right hand side of the screen that says View current pay run. # Leave Manage accrued and spent leave per employee The **Leave** module in AllWage enables you to link leave recorded on the [Employee Overview](/modules/time-and-attendance/reports/employee-overview) to the employee’s pay run. Within this module, you can: * Configure leave accrual parameters. * Manage leave balances. * Add adjustments. * Perform leave payouts. For details on how to capture leave days for an employee, refer to the [Data Capture](/modules/time-and-attendance/data-capture#how-to-capture-leave)section. ## Create a new Leave Policy Create standardised leave policies to efficiently manage rules for different employee groups. By defining policies centrally, you can link them to multiple pay runs, saving time and ensuring consistency. Follow the steps below to create a new leave policy: 1. Navigate to **Payroll**, then select [Leave Policies](https://app.allwage.com/#/payroll/leave-policies). 2. Click "**Add Leave Policy**". 3. Configure the following properties for the policy: * **Policy Name**: Enter a descriptive name. This will help you identify the policy when linking it to pay runs or assigning it to specific employees. * **Average Working Hours per Day**: Enter the average number of hours in a standard workday. This is used to calculate leave deductions correctly. If an employee's daily hours vary, use their average for a calendar year.\ ![](/files/gZR4etemw5lla71y3sM4) * **Leave Accrual Method**: Choose how leave is earned.\ ![](/files/90bfs3lNOtroXhNncjAY) * **Days Worked**: Leave accrues for each day an employee is present, based on any activity on the Employe Overview Report. * **Fixed Amount**: Accrues a set number of leave hours per pay period, regardless of actual hours worked. This is ideal for salaried employees or those with fixed leave entitlements. * **Hours Worked**: Accrues leave based on an employee's actual clocked hours. Select one or more pay run templates to be included in the calculation. * **Fractional Days**: Leave accrues based on the portion of a required workday an employee is present. For example, if an employee works 4.5 hours of a 9-hour day, they will accrue leave for 0.5 days. * **Leave Deduction**: Select how leave balances are reduced when leave is taken. * **Hourly**: Leave is deducted in hours. When an employee takes a day off, the number of hours equivalent to their standard workday is deducted from their leave balance. * **Daily**: Leave is deducted in full-day or partial-day units. Taking a full day of leave deducts one day from the balance, regardless of the employee's scheduled hours for that day. * **Annual Leave Configuration**: * **Cycle Start Date**: Choose whether the annual leave cycle begins on the employee's appointment date or on a fixed calendar date. A fixed date is useful for aligning all employees to the same leave cycle.\ ![](/files/3lb7lIueozOirbC3y257) * **Annual Leave Accumulation Factor**: Enter the rate at which leave is earned. This factor is used in the formula: `(Hours or Days Worked) / Accumulation Factor = Leave Accrued`. * **Leave Expiration**: Configure rules for carrying over unused leave. You can specify if leave expires, the maximum number of days to carry over, and when the carried-over leave expires. Carried-over leave is always used first. By default no leave expires.\ ![](/files/I1LsrtfbwDsQ4MZ7gGdy) * **Minimum Leave Balance**: Set a minimum leave balance (0 or a negative number) to prevent employees from taking more leave than allowed. The system will block leave applications that would cause the balance to fall below this limit.\ ![](/files/gZVMMLQxUTBRGizMos7U) * **Annual Leave Payout**: * **Leave Payout Rate**: Select the rate used to calculate leave pay. This can be an hourly or daily rate based on your system rate configuration. If a custom rate is set for an employee, that rate will be used instead.\ ![](/files/dsfXJQ5b4dIa90ruRxoi) * **Sick Leave Configuration**: * **Contractual Workdays per Week**: Enter the number of days the employee is contracted to work each week. This figure is used to calculate the total sick leave entitlement over the cycle.\ ![](/files/jlNtLRW9jPHKwkXK1lOw) * **Minimum Leave Balance**: Set a minimum leave balance (0 or a negative number). The system will block leave applications that would cause the balance to fall below this limit. * **Family Responsibility Leave**: * **Leave Entitlement (Days)**: Enter the number of Family Responsibility Leave days an employee is entitled to per leave cycle. The statutory minimum is 3 days, but this can be increased.\ ![](/files/sHfpy1TIHVmhwXjC9kKS) * **Minimum Leave Balance**: Set a minimum leave balance (0 or a negative number). The system will block leave applications that would cause the balance to fall below this limit. 4. Click "**Save**" to create the new leave policy. ## Importing Leave Balances Take-on balances for employees can only be imported when: * [x] Employees are linked to a pay run with leave configured: [#setup-and-configuration](#setup-and-configuration "mention") * [x] Have a valid start date or active period: [Employee Pay Run View](/modules/payroll/recurring-pay-runs/employee-pay-run-view#creating-a-new-active-period) ### How to import leave opening balances This video will show you how to download, complete and import the leave balances for your employees. Please see below steps for the step by step break down. {% embed url="" %} #### Download the Leave balance sheet 1. Navigate to [Payroll / Employees](https://app.allwage.com:9876/#/payroll/employees/assigned) 2. Click on Export Import on the top right hand side 3. Click on Export 4. Click on Export all leave balances #### Understand the Excel sheet This will download an excel spreadsheet. This excel file will be prepopulated with all the employees eligible for a leave take on balance. Leave thresholds will also be set according to current employment durations. Please refer to the below items on how to complete the leave balance sheet: {% hint style="warning" %} Only employees with **employment start dates** and which is **linked to a leave policy (whether via the pay run config or employee overrides)** will be populated on the export template. If employees are missing, make sure to check their start dates, if they are added to a pay run, and if the leave is configured in that pay run. {% endhint %}

Leave import template

* Employee Details: * **Employee #**: Contain the employee number * **Existing Leave Balance**: If TRUE, this means that the employee has an existing leave balance which can be updated if it is imported again. If it is FASLE, the values will be the take-on balance for the employee * **Months Employed**: The total months since the employee's start date. If this is less than 6 or 4, Sick and Family Responsibility leave thresholds will apply * **Balance As of**: The date at which the balances are applicable. This will always be the start date of the employees current pay run * Leave Balances - Provide the closing balance on the date of "**Balance As of**" * **Annual leave closing balance** * **Sick leave closing balance** * **Family responsibility closing balance** * **Leave Cycles**: Leave cycles start on the day of employment with the following durations for each leave type. These values are calculated as a reference and cannot be changed: * Sick leave cycle start date: 3 years from the start of employment * Annual leave: 1 year from the start of employment * Family responsibility leave cycle start date: 1 year from the start of employment * **Leave thresholds** - only applicable to Sick and Family Responsibility Leave * **Sick leave threshold crossed** - If indicated as FALSE, the employee needs to be employed longer than 6 months before they will be entitled to their full 6 week leave balance * Employees working less than 6 months accrue **1 hour of leave** for every **26 hours worked** until they reach the 6-month threshold. Afterward, they receive the full 6-week entitlement. * **Family responsibility leave threshold crossed** - If indicated as FALSE, the employee needs to be employed longer than 4 months before they will be entitled to the full 3 days of leave #### Import the file 1. Navigate to [Payroll / Employees](https://app.allwage.com:9876/#/payroll/employees/assigned) 2. Click on Export Import on the top right hand side 3. Click on Import 4. Click on Import Leave Balances 5. Click on Import 6. Locate the excel file that you have edited and click on Open 7. Click on Upload file 8. Click on Next 9. Click on Validate 1. If there are validations - please check each one. You can edit the item or choose to import it, but if you import it might have repercussions if the wrong balances where added 2. If there are errors - these will need to be corrected bfore you can continue. You can edit the line item, or edit the excel sheet and re-import the sheet. 10. Click on Import (or Import with warnings). ## Leave Payout Bulk Manage The **Leave Payout Bulk Manage** feature allows you to efficiently handle leave payouts for multiple employees within a single pay run. {% hint style="success" %} To manage leave payouts for a single employee, please refer to this page: [Employee Pay Run View](/modules/payroll/recurring-pay-runs/employee-pay-run-view#employee-leave-payout) {% endhint %} ### Add Bulk Leave Payouts To get started, navigate to [Payroll > Pay Runs](/modules/payroll/recurring-pay-runs/current-pay-run) and select the desired pay run.

Access bulk manage option for leave payout

1. **Select Employees**: Choose all or specific employees within the selected pay run. 2. Click on **Manage Leave**: Open the Manage Leave section. 3. Select the **Import Payout** Option: This will open the bulk management panel for leave payouts.

Add leave description

4. Leave Payouts Are Only Applicable for **Annual Leave** 5. Provide a **Description** for the Leave Payout: Add a description that will be linked to all selected employees for transparency.
6. **Full Leave Payout**: Pay out all available leave for an employee. This option is only available if the employee’s leave balance is positive. 7. **Partial Leave Payout**: Specify the number of leave days to pay out for an employee. 8. **Bulk Actions** * **Copy & Paste**: Copy values from one employee and use the paste option to apply them to other selected employees. * **Remove**: Remove specific employees from the bulk management list. 9. **Manage Templates** * **Download & Upload Template**: Download an Excel file to bulk edit or import values. Only employees in the current pay run will be included in the list. Any employees not found will be flagged as errors. * **Set Uniform Amount**: Use this quick action to apply the same amount to all employees in the list. Click on Add to save your selection. ### Remove Bulk Leave Payouts The **Leave Payout Bulk Manage** feature allows you to efficiently handle leave payouts for multiple employees within a single pay run. To get started, navigate to Payroll > Pay Runs and select the desired pay run.

Remove leave payouts in bulk

1. **Select Employees**: Choose all or specific employees within the selected pay run. 2. Click on **Manage Leave**: Open the Manage Leave section. 3. Select the **Remove Payouts** Option: This will all leave payouts for the selected employees. ## Leave Adjustments Bulk Manage The **Leave Adjustment Bulk Manage** feature allows you to efficiently handle leave payouts for multiple employees within a single pay run. {% hint style="success" %} To manage leave adjustments for a single employee, refer to this page: [Employee Pay Run View](/modules/payroll/recurring-pay-runs/employee-pay-run-view#employee-leave-adjustment) {% endhint %} ### Add Bulk Leave Adjustments To get started, navigate to [Payroll > Pay Runs](/modules/payroll/recurring-pay-runs/current-pay-run) and select the desired pay run.

Add bulk leave adjustments

1. **Select Employees**: Choose all or specific employees within the selected pay run. 2. Click on **Manage Leave**: Open the Manage Leave section. 3. Select the **Import Adjustment** Option: This will open the bulk management panel for leave adjustments.

Select leave type and provide description

4. Leave Adjustments can be applied to **any type of leave**: Select the leave that you want to adjust. 5. Provide a **Description** for the Leave Adjustment: Add a description that will be linked to all selected employees for transparency.

Provide leave adjustment values

6. Adjustment **value**: The value provided here will be added to the existing leave balance. This value can be positive or negative. 7. **Balances**: The balance before and after the adjustment. 8. **Bulk Actions** * **Copy & Paste**: Copy values from one employee and use the paste option to apply them to other selected employees. * **Remove**: Remove specific employees from the bulk management list. 9. **Manage Templates** * **Download & Upload Template**: Download an Excel file to bulk edit or import values. Only employees in the current pay run will be included in the list. Any employees not found will be flagged as errors. * **Set Uniform Amount**: Use this quick action to apply the same amount to all employees in the list. # Loans & Savings Manage monthly deductions and once off payouts AllWage’s payroll module efficiently handles both loans and savings for your employees, streamlining financial management. * **Loan Disbursement and Repayment**: Disburse loans directly through an employee’s payslip, specifying the repayment amount. Deductions will automatically occur during payroll processing based on the defined schedule. * **Savings Deduction and Distribution**: Deduct monthly savings contributions from employee salaries. Upon request, distribute these accumulated savings to employees. * **Payslip Transparency**: All loan balances, repayment amounts, and savings contributions are clearly displayed on employee payslips for easy tracking and transparency. For detailed instructions on managing loans, continue to the next section. # Loans Efficiently manage employee loans and monthly repayments AllWage’s payroll system allows you to efficiently manage employee loans and their monthly repayments. There are two types of loans available: 1. **Payroll-Processed Loans**: * These loans are disbursed directly through the employee’s payslip. * The specified loan amount is added to the employee’s payslip, and monthly repayment deductions are automated during payroll processing. * The loan balance and repayment details are transparently displayed on the employee’s payslip for easy tracking. 2. **External Loans**: * These loans are issued directly to the employee outside of the payroll system. * Repayments can still be tracked by recording balances and deductions in the payroll system, even though the initial disbursement was done externally. * This approach allows for flexible loan management while maintaining accurate records within your payroll system. In the following sections, we will detail how to set up, disburse, and track repayments for both types of loans. {% hint style="info" %} There is no interest on loan amounts paid out to employees {% endhint %} ## Loan Setup & Configuration In AllWage, loans are set up as a **specific type of deduction** within the pay run templates. This configuration allows for efficient management of multiple loan types while maintaining clarity and transparency on employees’ payslips. Key features include: * **Multiple Loan Accounts**: You can configure multiple loans, each representing a distinct loan balance or account. For example: * A loan for medical expenses. * A loan for issuing protective equipment. * **Simultaneous Repayments**: Employees can repay multiple loans concurrently, with each loan maintaining its own balance and repayment schedule. * **Payslip Transparency**: All loan balances, repayment amounts, and deductions will be clearly displayed on the employee’s payslip. This ensures transparency for employees regarding their outstanding balances and ongoing repayments. In the next section, we will guide you through the steps for configuring these loans and incorporating them into your payroll process. ## Create a new Loan Template A loan pay run template is only created once and can be reused multiple times on one or more employees. 1. Navigate to **Payroll, Pay run templates** 2. Click on the "**Add template"** button to start.

Provide loan details

3. Enter a **Template** name for this loan 4. You can add a **Description** that will also be displayed on the payslip - but this is **Optional**. 5. Select **Deduction** under pay run type. 6. Select **Loan** under Deduction Type 7. Make the **Loan repayment amount** zero 8. Click on **Add** to save the loan template. Please see below video: {% embed url="" %} ## **Loans Key Terms** Before outlining the validation limitations for capturing loans, it's important to define the following **key terms**: * **Loan Balance:** The amount the employee owes to the company. * In the portal, the balance appears as a negative value to indicate the employee’s debt to the company. * In the pay run, negative values are displayed in brackets (e.g., -R10 is shown as (R10)). * Loan balances **cannot be more than zero**—if a repayment would bring the balance above zero, the payroll system will automatically adjust the repayment amount. * **Opening Balance:** The loan balance at the start of the current pay run period. * This value always matches the **closing balance** of the previous pay run. * **Opening balances cannot be changed** as they reflect the balance before any payouts, adjustments, or repayments in the current period. * If migrating with existing loan balances, they are loaded as Balance Adjustments and will reflect in the closing balance. This ensures transparency that the balance was adjusted. * **Formula:** * *Opening balance = Closing balance of the previous period* * **Closing Balance:** The projected loan balance at the end of the current pay run after factoring in payouts, adjustments, and repayments. * Closing balances cannot **exceed zero**. * **Formulas:** * *If no payout in the period:* * *Closing balance = Opening balance - adjustments + repayments* * *If a payout occurs in the period:* * *Closing balance = Opening balance - payouts - adjustments* * **Note:** When a loan payout is made, **no repayment** will be processed in that period to ensure the employee is entitled to the full payout amount. ## Loan Inputs & Validation Rules When capturing loans for employees in the pay run, three different inputs can be provided within the following parameters: 1. **Payout:** The amount disbursed to the employee via their payslip. * The payout amount **must be greater than zero.** * A payout **increases** the loan balance. * **Note**: Repayments are ignored in the event of an payout to ensure the employee is entitled to the full payout amount. 2. **Adjustment:** Modifies the employee’s loan balance. * Adjustments can be **positive or negative**, as long as the closing balance **does not exceed zero.** * **Positive adjustment** → Increases the employee’s debt to the company. * **Negative adjustment** → Reduces the employee’s debt to the company. 3. **Repayment:** The amount deducted from the employee’s pay to repay the loan. * The repayment amount **must be positive.** * The repayment amount **cannot exceed the loan balance** (i.e., an employee cannot repay more than they owe). * If the loan balance is less than the repayment amount, **the payroll system will automatically adjust the repayment amount** to ensure the employee only repays the outstanding amount**.** ## Add loan template to an Employee You can view our video below that will show you how to add the loan in bulk and by individual employee, please refer to the documentation below the video for the written steps: {% embed url="" %} After creating a loan template, you can assign it to an employee using one of the following methods: 1. Navigate to [**Payroll / Pay runs**](/modules/payroll/recurring-pay-runs). Select the pay run where the employee is located, click on the employee name and surname.\ OR\ Navigate to [**Payroll / Employees**](/modules/payroll/recurring-pay-runs/employee-pay-run-view#payroll). Select the employee and [manage pay run templates](/modules/payroll/recurring-pay-runs/employee-pay-run-view#payroll). Click on Payroll on the left hand sub menu. 2. Click on **Manage pay run templates**. 3. Click on **Add Templates** in the Link recurring pay run templates sections. 4. Locate the loan template that you want to use and click on it - while you are in the block - click on Override.\ 5. Enter the details: 1. **Loan Pay Out:** This will **very very very rarely be used** and this will only be used if the value of the loan is PAID to this employee as part of this current payslip. 2. **Balance adjustment:** You will add the full value of the loan that was taken here.\ \&#xNAN;***Please note:** If the loan is already on the payslip and has a balance the amount that will be added here will be added to whatever the current balance is. It won't replace it.* 3. **Loan Repayment:** This will be the amount that gets deducted from this period going forward. 6. Click on Create **Create Override**. ## Bulk manage Loans for Employees From the pay run screen, you can efficiently manage loan payouts, balance adjustments, and repayments for multiple employees at once using the bulk management feature. 1. Navigate to [**Payroll** > **Pay Runs**](https://app.allwage.com/#/payroll/templates) and select the desired pay run.

Bulk manage loans

2. Use the **checkboxes** to select the employees you want to add the loan to. 3. Click on **Import Pay Run Templates** 4. Select **Import Loans** to open the bulk management panel.
4. **Select the appropriate loan from the drop down.** 5. Choose the **Values** to Manage\ **NOTE:** In most cases you will select **Balance Adjustment**. But this is the summary of all three of the options: * **Payout**: This will **very very very rarely be used** and this will only be used if the value of the loan is PAID to this employee as part of this current payslip. Add loan payouts for all selected employees and specify their repayment amounts. These payouts will be disbursed through the employee's pay runs and increase their nett pay. * **Balance Adjustment**: Adjust the opening balances for the loans of all selected employees and provide repayment amounts. This is useful if the loan funds have already been disbursed, or if the company has already covered the loan costs. * **Repayment (Only)**: Adjust only the repayment values while leaving the balances and payouts unchanged. 6. If you selected Balance Adjustment and clicked on Next you will see the below screen:\ 7. Enter the Loan balance to the **Balance adjustment** block and the amount that needs to be repaid in the **repayment** block\ Remember: If everyone has the SAME balance and the same repayment amount you can click on Manage, and then Set Uniform amount. Then you can add in the balance and the amount and click on Apply to all. Alternatively you can also import an Excel spreadsheet. 8. Click on **Recurring**. ## View Loan balances Loan balances can be accessed and managed in three different locations: 1. **Employee Pay Run View** 2. **Pay Run Cost Report** 3. **Payroll Loans & Savings Report** Below are detailed instructions for each option: ### Loan Balance (View and Edit): Employee Pay Run You can view opening and closing balances for individual employees and make adjustments as needed. Navigate to the employee’s [**pay run view**](/modules/payroll/recurring-pay-runs/employee-pay-run-view) and select the [**Payroll tab**](/modules/payroll/recurring-pay-runs/employee-pay-run-view#payroll).

Loan balances on the employee's pay run

1. Select the **Deductions** tab to view all the employee’s deductions. 2. All separate loans for the employee will be listed under their deductions. 3. **Balances**: Loan balances are indicated as negative values, they represent how much money the employee still owes. * **Opening Balance**: This represents the balance when the pay run template was added, excluding any movement in the current pay run. If the loan template was added during the current pay run, the opening balance will always show as **R0**. * **Closing Balance**: This is the balance after all transactions (payouts, adjustments, and repayments) are accounted for in the current pay run. Note that if a loan payout is made, **no repayment** will occur in the same period to ensure the employee receives the full loan amount. In the event of a payout, the repayments will begin in the next pay period. * **Template Notifications**:\ ![](/files/O0C99dGDgibTFV40f7Jv)\ In the event of an adjustment or payout, notifications will appear. Hover over each notification for detailed breakdown on the amounts. 4. **Repayment Amount**: * The amount deducted from the employee's salary each period for loan repayment. * If a loan **payout** is made, it will appear as a negative deduction (e.g., -R100 will display as (R100)). Payouts increase the employee’s net pay without being classified as an earning. 5. **Edit Template**:\ \ ![](/files/rvCDLx9LYUYljb4gEq1n) * Click the **Edit** button next to the loan template to access the override screen. Here, you can adjust the payout, balance, or repayment values. * Opening and closing balance calculations will indicate the movement for the current pay period. 6. **Remove Template**: * Click **Remove** next to the template. {% hint style="success" %} If the loan is not fully repaid, the template can still be removed; however, the remaining balance will still be associated with the employee. You will receive a [**Health Notification**](/modules/payroll/recurring-pay-runs/pay-run-health-checks) in the pay run, indicating an employee with an outstanding loan balance and no repayment. {% endhint %} ### Pay Run Cost Report Use this report to view all loans and savings balances for employees included in the current pay run. It also reflects any adjustments and payouts made during the period: [Current Pay Run](/modules/payroll/recurring-pay-runs/current-pay-run#reports) ### **Payroll Loans & Savings History Report** This report provides an overview of all loans and savings balances for employees across different pay runs, offering a comprehensive view of outstanding balances, adjustments, and repayments over time: [Reports](/modules/payroll/reports#loans-and-savings-history) ## Loan Balance on the Payslip Loan balances are shown on the payslip following the pay out of a loan to an employee. The payslip will typically display the initial loan payout, any loan deductions made, and the remaining loan balance. Please see the image below as an example of a [Directly paid loan payout](#directly-disbursed-loans), a loan deduction and the loan balance: {% hint style="info" %} Please be aware that the earnings and deductions added to an employee’s payslip are based on system templates and as such, cannot be directly edited or removed from the payslip itself. Any changes or adjustments must be conducted through the Loans & Savings module. {% endhint %}

Employee payslip with loan balances

# Savings Manage and track employee savings with flexible schedules and tax-free payouts The Savings module in AllWage allows you to seamlessly manage employee savings by deducting specified amounts from their salaries on a weekly, fortnightly, or monthly basis. The system automatically maintains accurate records of each employee's savings balance. When employees request to access their saved funds, these amounts can be conveniently disbursed directly through their pay slips, ensuring a streamlined and efficient process. ## Savings Setup & Configuration In AllWage, savings are configured as a specific type of deduction within pay run templates. This setup enables efficient management of various savings types while ensuring clarity and transparency on employees’ payslips. Key features include: * **Multiple savings accounts**: You can easily separate and manage balances for different savings purposes. For instance, if an employee has a savings plan that is paid out annually but also wants a bonus to roll over to the next pay run, a separate savings account can be set up to handle that balance. * **Once-off Savings Deductions**: Allowing you to save a specific amount in a single pay run. Even without periodic deductions, the saved balance remains linked to the employee, ensuring it is tracked accurately until withdrawn. * **Withdrawals**: Withdraw their savings at any time, either by specifying a particular amount or withdrawing the full balance. All withdrawals are processed directly through the pay slip, ensuring a smooth and transparent payout process. All savings balances are clearly displayed on the payslip to maintain transparency for the employee. ## Creating a New Savings Template A savings pay run template in AllWage is created once and can be reused for multiple employees. Follow these steps to set up a savings template: Navigate to [**Payroll** > **Settings** > **Pay run templates**](https://app.allwage.com/#/payroll/settings/pay-run-templates) and click on the **"Add template"** button to get started.

Provide saving details

1. **Template name**: Enter a name for the savings. This name will appear on the employee’s payslip and in reports. 2. **Description (optional)**: Add any additional information. This description will also be displayed on the payslip. 3. **Type**: Select **Deduction**. 4. **Deduction Type**: Choose **Saving**. 5. **SARS code**: This field is disabled since all loans and savings are exempt from SARS reporting.

Saving quantity and rate

6. **Set up a quantity (Optional)**: Skip this step if you only want to specify a specific rate per period. * You can link the savings template to a quantity metric, similar to other pay run templates. This allows you to create flexible savings based on employee inputs. For instance, you can connect overtime hours to the savings template so that employees can save their overtime earnings to be paid out at a later date. 7. **Savings amount / Rate**: Specify the amount that the employee will save each pay run period. If the amount is dynamic and needs to be adjusted for individual employees, leave this field as **R0**. Click **Add** to save your new savings template. ## Savings Key Terms Before outlining the validation limitations for capturing savings, it's important to define the following key terms: * **Saving Balance:** The amount the employee has saved. * In the portal, the balance appears as a positive value. * Saving balances **cannot be less than zero—** if a withdrawal would bring the balance less than zero, the payroll system will automatically adjust the withdrawal amount. * **Opening Balance:** The saving balance at the start of the current pay run period. * This value always matches the **closing balance** of the previous pay run. * **Opening balances cannot be changed** as they reflect the balance before any withdrawals, adjustments, or repayments in the current period. * **Formula:** * *Opening balance = Closing balance of the previous period* * **Available Balance:** The amount that can be withdrawn in the current period. The available balance excludes the current repayment. * A withdrawal cannot exceed the available balance — if it does the system will automictically cap the withdrawal amount to that of the available balance. * **Closing Balance:** The projected saving balance at the end of the current pay run after factoring in withdrawals, adjustments, and repayments. * **Closing balances cannot be less than zero.** * **Formulas:** * *If no withdrawal in the period:* * *Closing balance = Opening balance + adjustments + repayments* * *If a withdrawal occurs in the period:* * *Closing balance = Opening balance - withdrawals + adjustments* * **Note:** When a saving withdrawal is made, no repayment will be processed in that period to ensure the employee is entitled to their full saving balance. ## **Saving Inputs & Validation Rules** When capturing savings for employees in the pay run, three different inputs can be provided within the following parameters: 1. **Withdrawal:** The amount disbursed to the employee via their payslip. * The payout amount **must be greater than zero.** * Cannot be more than the available balance. * A withdrawal will **decreases** the saving balance. 2. **Adjustment:** Modifies the employee’s saving balance. * Adjustments can be **positive or negative**, as long as the closing balance **is not less than zero.** * **Positive adjustment** → Increases the employee's savings balance. * **Negative adjustment** → Decreases the employee's savings balance. 3. **Repayment:** The amount deducted from the employee’s pay to increase the savings balance. * The repayment amount **must be positive.** ## Add saving template to an Employee After creating a saving template, you can assign it to an employee using one of the following methods: * Navigate to [Payroll / Pay runs](/modules/payroll/recurring-pay-runs/current-pay-run). Select the pay run where the employee is located, then [manage the pay run templates](/modules/payroll/recurring-pay-runs/current-pay-run#manage-pay-run-templates). * Navigate to [Payroll / Employees](/modules/payroll/recurring-pay-runs/employee-pay-run-view). Select the employee and [manage pay run templates](/modules/payroll/recurring-pay-runs/employee-pay-run-view#payroll). Once the **Manage pay run templates panel** is visible:

Add saving to an employee

1. **Select recurring or once-off template**: The savings template can be added as either a recurring or a once-off template. * **Once-off**: The amount will be saved only for one pay period. The balance will still be linked to this employee even though there are no periodic decuctions. * **Recurring**: The employee will save the specified amount each pay period until either a withdrawal is made or the template is removed. * If a withdrawal is added as a recurring, the withdrawal will only be paid out once and after that the savings repayment will be recurring. 2. Select the **Deductions** tab and **search** for the savings template. 3. **Select** the savings template from the list. When **hovering over it**, you will see an option to override the values if needed.

Override saving values

4. Savings withdrawal or balance adjustment (Optional): * **Withdrawal**: If the employee has an available balance, you can use this option to pay out that amount on their payslip. This will appear as a negative deduction, increasing the employee's pay without adding an earning. * **Balance Adjustment**: If the employee already has an existing savings balance, enter the updated balance here. 5. **Override quantity (Optional)**: If a fixed quantity was configured when creating the pay run template, you can adjust the value here. 6. **Savings rate**: Specify the amount that will be deducted from the employee’s pay each period. This amount will be added to their savings balance. Click on **Create Override** and then **Add** to save this template. ## Bulk manage Savings for Employees From the pay run screen, you can efficiently manage saving withdrawals, balance adjustments, and repayments for multiple employees at once using the bulk management feature. To get started, navigate to [**Payroll** > **Pay Runs**](https://app.allwage.com/#/payroll/templates) and select the desired pay run.

Bulk manage loans

1. **Select Employees:** Choose all or specific employees within the selected pay run. 2. Click on **Import Pay Run Templates** 3. Select **Import savings** to open the bulk management panel.

Select saving to bulk manage

4. **Select the Saving to Manage:** In the panel, choose the specific saving you want to bulk manage. 5. Choose the **Values** to Manage * **Withdrawal**: If the employee has an existing balance, you can use this option to pay out that amount on their payslip. This will appear as a negative deduction, increasing the employee's pay without adding an earning. * **Balance Adjustment**: Adjust the opening balances for the saving of all selected employees and provide saving repayment amounts. This is useful when the employees already have savings on other payroll platforms. * **Repayment (Only)**: Adjust only the saving repayment values while leaving the balances and payouts unchanged.

Bulk manage saving values

6. **Withdrawal / Balance Adjustment** * Depending on the option selected in step 5, enter the necessary value or leave it blank if no changes are required. 7. **Repayment value, Opening, Closing and Available Balance** * Review the current opening balance for each saving and adjust the repayment amounts as needed. Leave fields empty to keep values unchanged. * Available balance will only be visible when performing a withdrawal. 8. **Bulk Actions** * **Copy & Paste**: Copy values from one employee and use the paste option to apply them to other selected employees. * **Remove**: Remove specific employees from the bulk management list. 9. **Manage Templates** * **Download & Upload Template**: Download an Excel file to bulk edit or import values. Only employees in the current pay run will be included in the list. Any employees not found will be flagged as errors. * **Set Uniform Amount**: Use this quick action to apply the same amount to all employees in the list. **Select Once-off or Recurring:** Choose whether the changes should be applied as a once-off or set as a recurring template for all selected employees. ## View Saving balances Saving balances can be accessed and managed in three different locations: 1. **Employee Pay Run View** 2. **Pay Run Cost Report** 3. **Payroll Loans & Savings Report** Below are detailed instructions for each option: ### Saving Balance (View and Edit): Employee Pay Run You can view opening and closing balances for individual employees and make adjustments as needed. Navigate to the employee’s [**pay run view**](/modules/payroll/recurring-pay-runs/employee-pay-run-view) and select the [**Payroll tab**](/modules/payroll/recurring-pay-runs/employee-pay-run-view#payroll). To manage and review an employee’s savings within a pay run, follow these steps:

Saving balances on the employee pay run

1. Select the **Deductions** tab: This will display all the deductions for the selected employee. 2. **View Savings:** All individual savings linked to the employee will be listed under their deductions. 3. **Balances:** These are shown as positive values, representing the total amount the employee has saved. * **Opening Balance**: Indicates the balance at the time the pay run was created, excluding any changes made in the current pay run. If a savings template was added during the current pay run, the opening balance will show as **R0**. * **Closing Balance**: Reflects the balance after all transactions (withdrawals, adjustments, and repayments) are accounted for in the current pay run. * If a savings payout is made, no repayment will occur in the same period, ensuring the employee receives their full savings balance. Savings repayments will resume in the next pay period. * **Template notifications**:\ ![](/files/klKerXfCD9i5Zj0asRl3)\ In the event of an adjustment or withdrawal, notifications will appear. Hover over each notification for detailed breakdown on the amounts. 4. **Saving Repayment Amount** * This is the amount deducted from the employee’s salary each period to contribute to their savings balance. * **Withdrawals**: If a withdrawal is made, it will appear as a negative deduction (e.g., **-R100** will display as **(R100)**) and a template notification will be displayed. Withdrawals increase the employee's net pay without being classified as earnings. 5. **Edit Template:** Click the **Edit** button next to the savings template to access the override screen. Here, you can adjust withdrawal amounts, balances, or repayment values.\ \ ![](/files/7rInEcRecO0NT220Ysd4) * **Withdrawal (Optional):** Select withdraw full amount if you want to pay out all available savings for an employee. * **Balance adjustment (Optional)**: Adjust saving balances. * **Savings repayment**: Specify the amount that will be deducted from the employee’s pay each period. This amount will be added to their savings balance. 6. **Remove Template** * Click **Remove** next to the savings template. Note: If there is an existing savings balance, it will not be deleted. The balance will still be visible to the employee on their payslip. ### Pay Run Cost Report Use this report to view all loans and savings balances for employees included in the current pay run. It also reflects any withdrawals and adjustments made during the period: [Current Pay Run](/modules/payroll/recurring-pay-runs/current-pay-run#reports) ### **Payroll Loans & Savings History Report** This report provides an overview of all loans and savings balances for employees across different pay runs, offering a comprehensive view of outstanding balances, adjustments, and repayments over time: [Reports](/modules/payroll/reports#loans-and-savings-history) ## Saving Balance on Payslip The savings balances are shown in the top right-hand section of the payslips. It's important to note that the balances on the payslips represent the nett figures after all payouts and savings deductions have been processed. The payslip provides a definitive summary of the pay run once it is finalised.

Savings balances on the pay slip

# Migration Guide Loans & Savings Migration Guide We have introduced an enhanced feature for managing loans and savings. The existing module will be phased out once all your current balances are migrated. You will retain access to historical data; however, after migration, the old module will be locked for new entries. Below are the benefits of the new system and a step-by-step migration guide. ## Benefits of the New Loans & Savings 1. **Integration with Pay Run Templates** :arrow\_up: * Loans & savings are now integrated into pay run templates, allowing linkage to quantity metrics and predefined variables. This provides increased flexibility in deductions per pay period. 2. **Improved Performance** :chart\_with\_upwards\_trend: * Manage loans & savings directly from the pay run and employee profiles. No need for a separate page, resulting in faster loading times. 3. **Multiple Loan & Saving Balances** :man\_factory\_worker: * Create multiple loan and saving accounts to track separate balances and deductions for each employee. 4. **Payslip Visibility** :moneybag: * View all loan and saving balances directly on payslips. 5. **Bulk Management** :fast\_forward: * Bulk upload and manage loans & savings using downloadable Excel templates. 6. **Cost Report Integration** :eyes: * Loans & savings are integrated into the pay run cost report for a consolidated view of all balances and adjustments. 7. **Deduction Disbursements** :money\_with\_wings: * Loan payouts and savings withdrawals are now processed as negative deductions, increasing an employee’s net pay without affecting earnings. ## Step-by-Step Migration Process {% embed url="" %} Loans & Savings Migration Guide {% endembed %} 1. **Create Pay Run Templates for Loans & Savings** 1. **Loans**: Follow the instructions: [Loans](/modules/payroll/loans-and-savings/loans#create-a-new-loan-template) to create a new loan template. Use the name "Dynamic Loan" as the name of this template. 1. **Step 6:** Avoid adding any predefined payouts or adjustments—these will be handled in bulk later. 2. **Step 7:** Set the repayment value to **R0**. 2. **Savings**: Follow the instructions [Savings](/modules/payroll/loans-and-savings/savings#creating-a-new-savings-template) to create a savings template named "Dynamic Saving." 1. **Step 6**: Skip any quantity configurations in. 2. Step 7: Set the repayment value to **R0**. 2. **Download Existing Loans & Savings Data:** Download the **Loans & Savings History** report [Reports](/modules/payroll/reports#loans-and-savings-history). This file contains existing balances and repayment values.\ ![](/files/uy1XRcRN8ZTi7q4Q40y8) * The first two sheets in the Excel file will include the information needed to transfer all balances:\ ![](/files/TXFM9ohSa9EBBoE1rVl2) 1. **Loan Import**: Employee number, balance adjustment, and repayment values. 2. **Saving Import**: Employee number, balance adjustment, and repayment values. 3. **Import Balances for Existing Employees** 1. From the downloaded sheet in the previous step, identify the pay runs where employees are currently assigned to. 2. Navigate to those pay runs and follow these steps [Loans](/modules/payroll/loans-and-savings/loans#bulk-manage-loans-for-employees) and [Savings](/modules/payroll/loans-and-savings/savings#bulk-manage-savings-for-employees) 1. **Step 5**: Select the "**Balance Adjustment**" option when prompted. This will adjust the opening balance of the new loan/saving accounts to match the existing balances and capture repayment values to maintain accurate deductions.\ ![](/files/RT3djJlIMlvmYdhhy1dC) 2. **Step 9**: Use the "Download Template" option to download a Excel file that can be used to capture all the values in bulk. Copy the employee numbers, balance adjustments and repayments from the report in step 2.\ ![](/files/9XV6trvCAaF88lXQkkaw) 4. **Validate with Cost Reports:** Download the cost reports from each pay run to confirm that balances and deductions have been correctly applied. Follow these instructions [Current Pay Run](/modules/payroll/recurring-pay-runs/current-pay-run#reports).\ ![](/files/FpuIh1yLyIKyOwAqxXIc) 5. **Clear Old Loans & Savings Data: ****This step is EXTREMELY important to ensure there are no double deduction**\ ![](/files/CztduajQDua5DljwkycR) 1. Navigate to the old Loans & Savings module and select the relevant employees. 2. At the top right, click the three vertical dots icon: 1. Select **Override Balance** and set it to **R0** to clear all existing balances. 2. Then, choose **Add Repayment** / **Add Recurring Savings** and set these to **R0** to prevent further deductions. # Bank Payments Batch payment files for major banks in South Africa AllWage' payroll system facilitates the creation of batch payment files compatible with all major banks in South Africa. Ensure your company's and employees' banking details are fully updated before proceeding with batch file generation. ## **For a Single Pay Run** * Navigate to [Payroll / Pay Runs](https://app.allwage.com/#/payroll/templates) and select the pay run you wish to process. * Go to the [reports section](/modules/payroll/recurring-pay-runs/current-pay-run#reports) and click on "Bank payment files." * Note: During this process, the **action date** will default to today. If you wish to change the action date, use the [next method](#for-multiple-pay-runs). ## **For Multiple Pay Runs** * Navigate to [Payroll / Payments](https://app.allwage.com/#/payroll/payments/emp201) and choose the relevant company. * A list of all active pay runs for the company will be shown. Select the pay run(s) you wish to export. * Note: During this process, you can specify an **action date**, allowing for future-dated payments. ## **Exporting the Payment** {% @arcade/embed url="" flowId="EcbvUp4YpiyXHV7aRra4" %} 1. Click on the "**Export**" button and choose the appropriate bank file format. Consult your **Payroll Specialist** for guidance on which file format to select. 2. A dialogue box will summarize the export results: * **Beneficiaries with no errors:** Included in the payment file. * **Beneficiaries with warnings:** Also included, but verify their details. They may have duplicate account numbers with other employees in this batch. * **Beneficiaries with errors:** Excluded from the payment file due to insufficient information or because they are paid in cash. 3. Confirm the total amount to be paid out to employees. 4. Download the payment file without opening or editing it to prevent file corruption and potential payment discrepancies. ## Payment Provider When configuring an employee's payment information, you need to provide a payment provider. This ensures that the employee is included in the correct payment export files. Follow these steps to edit an employee's personal information: [Employee Personal Information](/modules/payroll/employee-information#edit-employee-personal-information). The following options are available: * **Bank Transfer (EFT)**: This is used when the employee has a bank account with one of the major banks in South Africa and gets paid via EFT (electronic funds transfer). Also, use this option when using FNB eWallet Pro. * **Paysoft Lite Debit Card** * **Celbux**: Employees get paid via cellphone number. * **Standard Bank Instant Money (Mobile Number)**: Employees get paid via cell phone number. {% hint style="warning" %} Please note that when exporting a payment, if an employee's payment provider does not match the selected payment provider, they will be excluded from the file. For example, if an employee's payment provider is set as Celbux, they will be excluded when exporting a payment file for ABSA. {% endhint %}

Payment provider error.

## Supported Payments ### [FNB](/modules/payroll/bank-payments/first-national-bank) **Payment Provider: Bank Transfer (EFT)** * Bankserv ACB - Standard accounting package import * FNB eWallet Pro - FNB Enterprise import * When paying an employee via eWallet Pro, make sure to set their account type to **FNB eWallet Pro** ### [ABSA](/modules/payroll/bank-payments/absa-bio) **Payment Provider: Bank Transfer (EFT)** * ABSA Business Online Integrator ### Standard Bank **Payment Provider: Bank Transfer (EFT)** * Standard Bank Value Dated / EFTS * Standard Bank SSVS XLS * Standard Bank Instant Money (cell phone number import) * **Payment Provider: Standard Bank Instant Money (Mobile Number)** ### Capitec **Payment Provider: Bank Transfer (EFT)** * Capitec Business CSV ### [Nedbank](#nedbank) **Payment Provider: Bank Transfer (EFT)** * Bankserv ACB - Standard accounting package import ### Third Pary Payment Providers * Paysloft Lite Debit Card * **Payment Provider: Paysoft Lite Debit Card** * Celbux * **Payment Provider: Celbux** # First National Bank Importing your payroll payment file into FNB Enterprise Banking ## Export the FNB Payment file When downloading the FNB payment file from AllWage select the“Bankserv ACB (Capitec/FNB/Nedbank)” option. {% hint style="info" %} It is recommended to use the "**Bankserv ACB (Capitec/FNB/Nedbank)**" format when importing transactions into FNB. {% endhint %} 1. On AllWage, navigate to Payroll, Filing & Payments. 2. Select the Bank Payments Tab. 3. Select the company 4. A list of all the active pay runs will be displayed 5. To export a payment file for a single pay run, click on the export button next to the pay run name. 6. To export a payment file for all the pay runs, select all the payruns in the table, and click on the green export button in the top right hand corner 7. Click on “**Bankserv ACB (Capitec/FNB)**”. Please read the paragraph above for more information regarding these two formats 8. Save the file on your computer ## Import the file into FNB Log into your FNB Enterprise Online Account Navigate to Payments and click on import The screen below will be displayed:

Payment information

1. Name: Provide a name for the current payment batch e.g. Payroll September 15 2023 2. Import File Type * For “**Bankserv ACB (Capitec/FNB/Nedbank)**”, select “Bankserv (acb)” 3. Statement entry * Itemised: Each payment will be listed on your statement * Consolidated: All payments will be listed as one entry on your statement 4. Service Type: (When you want the payment to reflect - make sure you select the correct option if you want the payment to reflect on the same day. Extra charges may apply) * Same Day * Pay & Clear now * 1-day (salaries) 5. Verify Against folder: If you have all your beneficiaries loaded on your profile, select the folder where they are located * If this option is selected and the beneficiary is not loaded on your folder, the payment will fail 6. OR select once off * Payments will be made without saving the beneficiaries * You also have the option here to save the beneficiaries to a new folder if you want to 7. Click on continue

Results information and file location

1. Results File Format * Select **CSV**, this is the most readable format to make sure there are no errors in your file 2. Ignore Invalid Items: No * Make sure you select No, you do not want to ignore any errors in the file 3. Choose Payment File Location: Select the file that was downloaded from AllWage in the first step 4. Sent results to my: * Inbox - Will appear on your FNB online inbox * Email - Sent to your email address. The result will also be available in your FNB online inbox 5. Click on continue

Payment result

{% hint style="warning" %} Please make sure that the account number listed under “Account” in the image above is the **same** as the account number configured on AllWage / Payroll / Settings / Companies. If this account number does not match the configured account number on AllWage the payment **will fail**. Please contact your business banker if the payment still fails after confirming the correct account number. {% endhint %} The payment will now be imported. Click on Finished. Navigate to your inbox on your FNB profile and make sure there are no errors. To release the payment navigate to Authorise and release the batch. Only when you click release will the payment be made. # ABSA BIO ABSA Business Integrator Online This guide provides a straightforward approach to importing CSV (Comma-Separated Values) files into ABSA Business Integrator Online, a critical step for efficiently managing batch payments. {% hint style="danger" %} Please ensure that you have access to ABSA Business Integrator Online (BIO) before attempting to import the CSV file. Other ABSA online profiles do not have access to this functionality. {% endhint %} Navigate to the payments screen on AllWage and select the option "**ABSA Business Integrator**". The downloaded file is a CSV format and contains the following fields in this order: 1. To Account Number 2. To Account Name 3. To Branch Code 4. Transaction Amount 5. Beneficiary Description - Description to appear on beneficiaries statement Please note that the CSV file does not have any headers. Ensure that your column mapping on ABSA BIO correlates to the columns mentioned above. {% hint style="info" %} The above file format results in a **consolidated batch**, where only one debit reflects on your bank account, even though multiple payments are made to the respective beneficiaries. {% endhint %} # Nedbank Nedbank batch payment import. AllWage supports two payment file formats for Nedbank: * **Bankserv ACB (Capitec/FNB/Nedbank)** — the standard ACB format. * **Nedbank Business (Secure format)** — Nedbank's secure format that includes an integrity check. This format requires a seed phrase to be configured on AllWage before it can be used. {% hint style="warning" %} Please consult your **business banker** for official documentation on how to import batch payments. {% endhint %} ## Bankserv ACB ### Export the payment file from AllWage When downloading the payment file from AllWage, select the "**Bankserv ACB (Capitec/FNB/Nedbank)**" option. ### Import into Nedbank On the Nedbank import screen, select the **ACB (accounting packages)** format. The import will not work if you select any other option.

ACB Format

## Nedbank Business (Secure format) The secure format is Nedbank's preferred format and includes an additional integrity check on the file. ### Configure the seed phrase Before you can use the secure format, you need to capture your Nedbank seed phrase on AllWage. The seed phrase is set up on your NetBank Business profile and must be entered on AllWage exactly as it appears there — otherwise the file will fail Nedbank's integrity check on import. **Where to capture the seed phrase on AllWage:** 1. Navigate to **Payroll → Settings → Companies**. 2. Select the company. 3. Open the bank account configured for Nedbank. 4. Enter the seed phrase in the **Nedbank seed** field and save. **Seed phrase format:** * Exactly **32 characters** long * Only the characters **1–9** and **A–F** are allowed (uppercase only) * No zeros, no spaces, no lowercase letters If your seed phrase does not meet these rules, AllWage will not accept it. Contact your business banker if you are not sure what your seed phrase is or how to set one up on your NetBank Business profile. ### Export the payment file from AllWage When downloading the payment file from AllWage, select the "**Nedbank Business (Secure format)**" option. ### Import into Nedbank On the Nedbank import screen, select the **NetBank Business (secure format)** option (the first option in the list). {% hint style="info" %} If you have any issues regarding the batch import, please contact your business banker. {% endhint %} # Filing Dealing with SARS filings in the agricultural world has its unique challenges. From bi-annual reports to tax certificates for farm employees, there's a lot to keep track of. In this section, we'll help you understand the essentials, tailored specifically for the agri-landscape. With AllWage by your side, let's make tax filings efficient and hassle-free. # Statutory Deductions Understanding Statutory Deductions and Taxes in South Africa: UIF, PAYE, and SDL ## Unemployment Insurance Fund (UIF) ### **Overview** The UIF provides temporary financial assistance to workers in South Africa who lose their income due to unemployment or inability to work under certain circumstances (e.g., maternity, adoption leave, illness). It also offers support to the dependants of a deceased contributor. ### **Contribution Requirements** * **Employees and Employers**: Both employees and their employers are generally required to make contributions to the UIF. * **Exclusions**: Certain categories of employees are exempt from contributing to the UIF. These include: * Employees working for less than 24 hours a month for an employer. * Employees in the national or provincial sphere of government, including specific high-ranking government officials. * Members of municipal councils, traditional leaders, and members of certain legislative bodies. {% hint style="danger" %} It is the employer's own responsibility to ensure that when an employee is excluded from paying UIF, they fall into one of these specified categories. {% endhint %} ### **Contribution Rate** * The employee's contribution rate is set at 1% of their remuneration. * Employers contribute an additional 1%, making the total contribution 2%. #### **Maximum Contribution Ceiling** * The maximum earnings ceiling for UIF contributions is R17,712 per month (or R212,544 annually as of 1 June 2021). For employees earning more than this, the contribution is calculated using the maximum earnings ceiling. For more detailed information, please visit the [UIF section on the SARS website](https://www.sars.gov.za/types-of-tax/unemployment-insurance-fund/). ## **Pay As You Earn (PAYE)** * **Overview**: PAYE involves the deduction of tax from an employee's remuneration by the employer. * **Applicability**: Employers are required to submit monthly declarations and payments to SARS. * **Payment Procedure**: Payments must be made within seven days after the end of the month during which the amount was deducted. For more detailed information, please visit the [PAYE section on the SARS website](https://www.sars.gov.za/types-of-tax/pay-as-you-earn/). ### PAYE Annual Method The concept of the annual equivalent in PAYE calculations involves estimating an employee's annual income based on their current taxable remuneration, even if those earnings fluctuate each month. By calculating PAYE on an annualised basis, the tax system smooths out monthly variations in income. This approach ensures that employees with variable earnings, such as those receiving bonuses or commissions, are taxed more evenly throughout the year. This prevents over-taxation in high-earning months and under-taxation in low-earning months, providing a more accurate and fair tax deduction each month, leading to better financial stability and predictability for employees. #### Step-by-Step Guide to Calculate PAYE (Annual Method) 1. Determine the Annual Income * Add up all the employee’s taxable income, the taxable benefits and deduct the tax deductible deductions for the year. This includes salary, allowances, and any other taxable benefits. To get an estimate for the year, take the total income for the year thus far, divide it with the periods employed in the tax year and multiply it by the total periods in the year. 2. Apply the Tax Brackets * South Africa has a progressive tax system, meaning the more you earn, the higher the tax rate. The income is divided into portions and each portion is taxed at a different rate. Here are the annual [tax brackets for the 2024/2025 financial year](https://www.sars.gov.za/tax-rates/income-tax/rates-of-tax-for-individuals/). 3. Calculate the Tax for Each Bracket * Break down the annual income into the portions that fit into each tax bracket and calculate the tax for each portion. Then, sum these amounts to get the total annual tax. 4. Subtract Tax Rebates * Taxpayers are entitled to rebates which reduce the amount of tax payable. Here are all the [tax rebates applied for the 2024/2025 financial year](https://www.sars.gov.za/tax-rates/income-tax/rates-of-tax-for-individuals/). 5. Deannualise tax for the year * The final annual tax amount is divided by the periods employed to determine the amount of the PAYE deduction for the current periods employed. 6. Deduct PAYE already paid * Deduct the PAYE already paid in the previous periods to get to the current periods PAYE. #### Example Calculation: Periods employed: 61 days\ Basic Salary: 52000\ Pension fund deduction: 2000 1. Annual Income: * R52000 - R2000 / 61 x 366 (this tax year is a leap year) * Annual income - R300,000 2. Apply Tax Brackets: * This employee’s annual income falls in the R216,200 - R337,800 tax bracket * We deduct the closing portion of the previous bracket from the annual income, then multiply it by the % of the bracket and add the tax already calculated in the previous bracket:\ R300,000 - R216,200\ \= R83,800 x 26%\ \= R21,788 + R38,916\ \= R60,704 3. Subtract Rebates: * R60,704 - R17,235 (primary rebate) = R43,469 4. Periods employed PAYE: * R43,469 / 366 \* 61 = R7,244.83 * Deduct PAYE already paid: * R7,244.83 - R3,681 (tax paid in previous period) = R3,563.03 * So, this periods PAYE deduction for an annual income of R300,000 would be approximately **R3,563.03** {% hint style="info" %} Since our system allows you the flexibility to adjust the **end date** of your period, our PAYE calculations uses the **days employed** in its calculation to determine the periods employed. This could cause a slight difference in the PAYE calculation in certain months if you compare it to PAYE calculations that use full periods - but the yearly calculation will remain the same. {% endhint %} ### Reasons for Unexpected PAYE Values 1. Incorrect Active Periods: * **Explanation**: The active period refers to the timeframe during which an employee is actively earning income in the current tax year and subject to tax deductions. * **Impact**: If the active period is incorrectly set (e.g., starting too late or ending too early), the PAYE calculations may be based on incomplete or incorrect data, leading to inaccurate tax deductions. For instance, if an employee’s active period is recorded as shorter than it actually is, the system might calculate higher monthly taxes due to a perceived higher average monthly income. 2. Missing Take-On Balances: * **Explanation**: Take-on balances are the amounts of income, deductions, and tax already accrued in the current tax year at the start of a new payroll system or when an employee joins mid-year. * **Impact**: Missing take-on balances mean that the system lacks crucial historical data. This can result in incorrect annual income projections, leading to either over-deduction or under-deduction of PAYE. For example, if previous earnings and taxes paid are not considered, the system might treat the current period's earnings as if they are the only earnings for the year, causing incorrect tax calculations. 3. Incorrect Tax Codes: * **Explanation**: Pay Run Templates are used to capture and process payroll data, and these templates must have correct tax codes linked to different types of earnings and deductions. * **Impact**: If the tax codes are incorrect, certain types of income may be taxed at incorrect rates or might not be taxed at all. For instance, if a bonus is linked to a tax code meant for non-taxable income, it won't be included in the PAYE calculation, resulting in lower than expected tax deductions. 4. Zero Income Periods Due to Maternity or Extensive Illness Leave: * **Explanation**: Periods where an employee earns no income, such as during unpaid maternity leave or extended illness leave. * **Impact**: Zero income periods can cause significant fluctuations in periodic earnings, affecting the annual equivalent calculation. Items such as Maternity leave are usually paid by the department of labour, which results in zero payslips for a number of periods for these employees. These zero periods significantly reduce the annual income amounts leading to zero PAYE deductions upon their return. This is a normal occurrence with the annual tax calculation. Because their annual equivalent is less than the initial estimation in the previous periods, the system will not deduct any PAYE until it reaches the point where the annual equivalent is the same or more than it was in the period before the employee went on Maternity leave. 5. Employees Age: * **Explanation**: Employees over the age of 65 get an additional tax rebate. Employees over the age of 75 get the additional rebate of being over 65, and yet another additional rebate of being over 75. * **Impact**: When moving into the a tax year when an employee turns 65/75 (even if the employees birthday is in February of the next year - if it is still in the date parameters of the tax year then the additional rebate(s) will be applicable for the entire year of assessment), then there will be significantly less PAYE for the employee from the March period going forward due to the additional rebates. These employees also earn an additional tax credit if they have a medical aid which will further reduce their PAYE. 6. Bonuses: * **Explanation**: Bonuses are seen as an irregular/periodic payment. Due to this it is not included in the annualisation of the figure, but rather only gets added to the calculation once the annual equivalent has already been determined. * **Impact**: When processing a bonus, it is normal to see a sharp increase in the amount of the PAYE compared to the PAYE in the previous periods. The increased amount can be a lot higher if the Bonus caused the calculation to move into a higher bracket. This can also cause employees that don’t usually pay PAYE to pay PAYE in a specific period due to the bonus. ## **Skills Development Levy (SDL)** * **Overview**: SDL is a levy to encourage learning and development in South Africa, calculated based on an employer's salary bill. * **Who Must Pay**: Where an employer expects that the total salaries will be more than **R500 000** over the next 12 months, that employer becomes liable to pay SDL. * The R500 000 includes **all** wages and salaries paid by the company to employees. * **Payment Amount and Procedure**: SDL is 1% of the total amount paid in salaries to employees, and must be paid within seven days after the end of the month during which it was deducted. For more detailed information, please visit the [SDL section on the SARS website](https://www.sars.gov.za/types-of-tax/skills-development-levy/). UIF, PAYE and SDL must be submitted monthly with your [EMP201](/modules/payroll/filing/monthly-filing#emp201). # Monthly Filing Learn about the monthly tasks like EMP201 forms and UIF reports. See how AllWage makes these steps easy and keeps your farm's finances on track. Navigate to [Payroll / Filing](https://app.allwage.com/#/payroll/filing) to generate your monthly SARS and UIF reports. ## When will the monthly reports be available? Once all pay runs that end within a calendar month have been finalised, your monthly reports can be generated.

Generate filing documents for all finalised pay runs in the list

You will be prompted with the following message if not all pay runs are finalised. Navigate [here ](/modules/payroll/recurring-pay-runs/current-pay-run#finalise-a-pay-run)for more information on finalising pay runs.

Finalise all pay runs in the list before you can generate the monthly filing documents

## Available Reports Once all pay runs are finalised, these reports will be available automatically.

Available reports each month

### EMP201 The EMP201 is a monthly summary that consolidates PAYE, UIF deductions, and any applicable ETI details. Ensure this is filed by the 7th of the following month to remain compliant. {% hint style="info" %} Monthly filing reports are only available after finalising all pay runs in a calendar month. See this section: [#when-will-the-monthly-reports-be-available](#when-will-the-monthly-reports-be-available "mention") {% endhint %}

Monthly filing page

The EMP201 can be downloaded by following these steps: 1. Navigate to Payroll > Filing and select a legal entity on the left hand side 1. If you want to generate the EMP201 for a previous financial year, select the applicable year in the top right 2. Locate the calendar month and click on generate documents. 1. If the documents are not available yet, refer to: [#when-will-the-monthly-reports-be-available](#when-will-the-monthly-reports-be-available "mention") 3. Once you hover over the EMP201 block, a download Icon will appear:

Download EMP201

*Watch our step by step video:* {% embed url="" %} ### UIF Declaration Each month, it's necessary to declare specific details about each employee's earnings and UIF contributions to the Department of Labour. AllWage streamlines this task by allowing you to generate and download the UIF declarations directly from our platform.

Monthly filing

Your UIF Declaration can be emailed to the department of labour by using the following instructions: 1. Navigate to Payroll > Filling and select a legal entity 1. If you want to generate the UIF declaration for a previous financial year, select the applicable year in the top right 2. Locate the calendar month 1. If the documents are not available yet, refer to: [#when-will-the-monthly-reports-be-available](#when-will-the-monthly-reports-be-available "mention") 3. Click on the UIF Declarations button for the relevant month - a download icon will appear.
4. A file will be downloaded with the following name: **uuuuuuuu.nnn** * Where "**uuuuuuuu**" represents your UIF number and "nnn" an unique file number for this specific month and year * Please do not **open and edit** this file after downloading it * Please do not **rename** the file 5. Send an email to ****** and attached the file downloaded in step 3 * The “**Subject**” of the E-mail must be “**Declaration**” or “**Declarations**”. 6. You will receive a response within 5-7 working days. {% hint style="warning" %} This declaration is created in a specific format to be read by the Department of labour, we advise that you not open this file. Please refer to this document for further information on the specifications of the file: [Employer Declaration](https://www.labour.gov.za/DocumentCenter/Forms/Unemployment%20Insurance%20Fund/ELECTRONIC%20DECLARATION%20SPECIFICATIONS%20-%20E03%20\(1\).pdf) {% endhint %} ### Detailed Breakdown Downloadable excel sheet that contains all taxable elements for each employee for the given calendar month. This report also contains all ETI information for each employee.

Monthly Filing

1. Navigate to Payroll > Filling and select a legal entity 1. If you want to generate the UIF declaration for a previous financial year, select the applicable year in the top right 2. Locate the calendar month 1. If the documents are not available yet, refer to: [#when-will-the-monthly-reports-be-available](#when-will-the-monthly-reports-be-available "mention") 3. Hover with your mouse over the detailed breakdown - a download Icon will appear that you can use to download your report. # Employment Tax Incentive (ETI) The ETI is an incentive aimed at encouraging employers to hire young work seekers. It was implemented with effect from 1 January 2014. Please refer to the official [SARS website](https://www.sars.gov.za/types-of-tax/pay-as-you-earn/employment-tax-incentive-eti/) for more information regarding ETI. Consult your accountant to determine if your company is eligible to claim ETI. {% hint style="danger" %} Please be aware that using the ETI Report is solely at your risk. By employing the ETI Report, you acknowledge and agree to assume all risks associated with its use. You also agree not to hold AllWage or its employees accountable for any inaccuracies in figures, formulas, or any other information in the ETI Report, as well as any consequences that may arise from such inaccuracies. You are responsible for verifying the accuracy of the information, formulas, and figures in the ETI Report. Make sure all processed information is correct. ETI claims are valid for qualifying employees for up to 24 months only. It is your duty to ensure that the correct inputs are used for calculating the Monthly ETI Remuneration as of 1 March 2022. Follow the software prompts to select or deselect the appropriate fields. {% endhint %} # Bi-annual Filing Bi-annual tax filings are mandated by the South African Revenue Service (SARS) to ensure businesses maintain financial transparency and compliance and is due for the March - August period. {% hint style="success" %} ### **Leveraging AllWage** AllWage streamlines the bi-annual filing process by providing automated checks, data validation, and final submission tools. Our system helps ensure employee and company data are accurate, reducing the likelihood of errors. {% endhint %} ## Bi-Annual Submission checklist 1. [Ensure that you are in September or later before you can start filing](#ensure-that-you-are-in-september-or-later-before-you-can-start-filing). 2. [Import Year to Date (YTD) figures - (if applicable)](#import-year-to-date-ytd-figures-if-applicable). 3. [Check for errors and download the IRP5 Validation report](#check-for-errors-and-download-the-irp5-validation-report). 4. Clear all validation errors 1. [How to clear employer detail errors](#steps-to-correct-the-company-details) 2. How to clear employee detail errors 1. [In Bulk using the EPI sheet](#how-to-correct-employee-details-errors-in-bulk) 2. [On the individual employee](#how-to-correct-employee-details-errors-per-individual-employee) 3. How to add employee tax reference numbers 1. [In Bulk using the EPI sheet](https://help.allwage.com/modules/payroll/filing/year-end-filing#how-to-correct-employee-tax-reference-numbers-in-bulk) 2. [On the individual employee](https://help.allwage.com/modules/payroll/filing/year-end-filing#how-to-correct-employee-tax-reference-numbers-per-individual-employee) 4. How to clear active period errors 1. [If the employee had a payslip **prior** to the start date of the active period.](https://help.allwage.com/modules/payroll/filing/year-end-filing#if-the-employee-had-a-payslip-prior-to-the-start-date-of-the-active-period) 2. [If the employee had a payslip linked to the employee **after** the termination date.](https://help.allwage.com/modules/payroll/filing/year-end-filing#if-the-employee-had-a-payslip-linked-to-the-employee-after-the-termination-date) 3. [If the employee had a payslip from Company A and a payslip from Company B during the same active period the error will trigger.](https://help.allwage.com/modules/payroll/filing/year-end-filing#if-the-employee-was-moved-from-company-a-to-company-b-but-the) 4. [If the employee had a payslip from Company A, but according to their active period they where employed in Company B.](https://help.allwage.com/modules/payroll/filing/year-end-filing#if-the-employee-had-a-payslip-from-company-a-but-according-to-their-active-period-they-where-employe) 5. [If you have more than one active period that overlaps with the same company for the same period.](https://help.allwage.com/modules/payroll/filing/year-end-filing#if-you-have-more-than-one-active-period-that-overlaps-with-the-same-company-for-the-same-period) 5. [Download the IRP5 Validation report again and ensure that all errors have been resolved](#download-the-irp5-validation-report-again-and-ensure-that-all-errors-have-been-resolved). 6. [Generate the EMP 501](#generate-the-emp-501). 7. [Generate the IRP5 electronic file](#generate-the-irp5-electronic-file). 8. [Import the file into e@syfile](#import-the-file-into-e-syfile). ## Ensure that you are in September or later before you can start filing You have to have finalised all your periods in August before you will be able to generate the documents for filling. So all your pay runs for the company needed to be finalised for August. Please see below guide that will show you how to finalise your pay run and to generate the documents for filing: [How to finalise a pay run](https://help.agrigistics.co.za/modules/payroll/recurring-pay-runs/current-pay-run#finalise-a-pay-run)\ [How to generate documents for filing](https://help.agrigistics.co.za/modules/payroll/filing/monthly-filing#emp201) ## Import Year to Date (YTD) figures - (if applicable) ### Why would you potentially need to import YTD figures into the system? If you migrated to our system during the financial year and you have processed periods for this financial year in a different payroll system you have the option to import the YTD's into our system so you don't have to import more than one IRP5 electronic file into e\@syfile. This is not mandatory - but is available to all clients to adjust to their preference. What you need to import your YTD figures into our system is an excel sheet with these 3 columns: * Employee Code * Tax Total * Value linked to that tax total for the periods not processed in AllWage. Please see below example of what your import sheet will need to look like:
### How to import the YTD figures? 1. Navigate to Payroll, Filing. 2. Make sure that you are in the correct year, and in the correct company. It is **ESSENTIAL** that you select the correct company before continuing:
3. Click on Take-on Balances next to the date selection screen:
4. Locate the excel file that you have created with the import figures and click on OK. 5. Once the amounts have been processed, you won't get a message, however, the system will ask you to download the take-on-result file with the applicable year, this will show you if there where any errors and a summary of the information that has been imported. ## Check for errors and download the IRP5 Validation report 1. Navigate to Payroll, Filing. 2. Make sure that you select the correct company on the left hand side. 3. Locate the August period, if there are errors that will not allow you to generate the file you will see that the IRP5 will say 'Can't generate until all errors are resolved' and there will be a red Error button on the right hand side of the August section:
4. When clicking on the Errors - it will give you a summary of any errors or warnings for this bi-annual season.
4. To see the full list of errors and warnings, you can click on IRP5 validation. This will download a zip file, double click on this file to open it. You will see the following reports in it: 1. Employee Pay Run List Report\ \&#xNAN;*This will show you all the pay runs that the employees have been in that will assist with correcting any active period issues.* 2. IRP5 Employee Personal Info\ \&#xNAN;*This is an EPI sheet that will have all the employees that are part of the errors - and you can use this sheet to make corrections and import the details back into they system.* 3. IRP5 Employee Totals\ \&#xNAN;*This will show you all the tax totals and the values for those tax totals that will be on the electronic file for each employee.* 4. IRP5 Validation Results\ \&#xNAN;*This report will show you the list of all the errors, warnings and successes linked to this company* 5. Open the IRP5 Validation Results excel sheet, all the items that shows as ERROR in the Severity column needs to be corrected. All the items that show as WARNING we advise that you check and ensure if the details are correct:
{% hint style="info" %} If you have no errors, on the IRP5 Validation file, then you can continue to generate the EMP501 and the electronic file. {% endhint %} ## How to correct employer details errors {% hint style="info" %} *Keep the IRP5 Validation Result sheet close by to check for any errors. This sheet is generated by navigating to:*\ *Payroll > Filing > Select the company on the left.*\ *In the August period, click on IRP5 validation to download the zip file that contains the report.* {% endhint %} #### Steps to correct the company details: 1. Navigate to Payroll, Companies. 2. Locate the company and click on the pencil on the right hand side. 3. Edit the details that needs to be corrected and then click on save changes on the top right hand side. ## How to correct employee details errors in bulk {% hint style="info" %} *Keep the IRP5 Validation Result sheet close by to check for any errors. This sheet is generated by navigating to:*\ *Payroll > Filing > Select the company on the left.*\ *In the August period, click on IRP5 validation to download the zip file that contains the report.* {% endhint %} #### Steps to correct the employee details: 1. Navigate to the zip file that you have downloaded for the IRP5 Validation and open the **IRP5 Employee Personal Info** document. 2. Click on Enable Editing right on top. 3. Now correct all the details for the errors on the IRP5 validation on this document. 4. In Excel, click on File, Save As and select a directory where to save this document to - you can change the name of the file if needed. 5. Now in the AllWage system, you will need to import these details: 1. Navigate to Payroll, Employees. 2. Click on Export/Import on the top right hand side. 3. Click on Import. 4. Select Import Personal Information. 5. Click on Import. 6. Locate the Excel sheet and select it, then click on Open. 7. Click on Upload file. 8. Click on Next. 9. Click on Validate. 10. If there are any errors - please correct the errors first. If there are warnings, or no errors you can click on Imports with warnings or import. ## How to correct employee details errors per individual employee {% hint style="info" %} *Keep the IRP5 Validation Result sheet close by to check for any errors. This sheet is generated by navigating to:*\ *Payroll > Filing > Select the company on the left.*\ *In the August period, click on IRP5 validation to download the zip file that contains the report.* {% endhint %} #### Steps to follow to edit employee details per individual employee: 1. Navigate to Payroll, Employees. 2. Locate the employee in the list and click on their name and surname (not the check box). {% hint style="info" %} Remember, if you need to correct an employee that has already been terminated, you can just click on the green active period filter on the top of the screen and switch over to the inactive employees. {% endhint %} 1. Edit the employee details. 2. Click on Save changes. ## How to correct Employee Tax Reference numbers per individual employee {% hint style="info" %} *Keep the IRP5 Validation Result sheet close by to check for any errors. This sheet is generated by navigating to:*\ \&#xNAN;*Payroll > Filing > Select the company on the left.*\ \&#xNAN;*For year end, make sure to revert back to the previous tax year by either clicking the back arrow on the date, or clicking on the date and selecting the previous financial year.* {% endhint %} {% hint style="warning" %} NOTE: You as an employer can register the employees in the following ways: * [**e@syFile™ Employer** – Individual registration (ITREG) or bulk registration (BundleReg)](https://www.sars.gov.za/wp-content/uploads/Ops/Guides/PAYE-easyFileG01-e@syfile%E2%84%A2TC-Employer-Guide-External-Guide.pdf) * **eFiling** – Up to 200 employees per batch * [**TRN Enquiry Services** – Check or request Income Tax Numbers via eFiling](https://www.sars.gov.za/wp-content/uploads/Ops/Guides/GEN-ENR-01-G08-Tax-Reference-Number-TRN-Enquiry-Services-on-eFiling-External-Guide.pdf) * **Manual registration** – At a SARS branch (appointment required) We will not be able to help you with steps to register your employees - you will have to contact SARS if you are struggling with registering or retrieving the employees tax numbers. {% endhint %} #### Steps to follow to edit the tax reference number for individual employee: 1. Navigate to Payroll, Employees. 2. Locate the employee in the list and click on their name and surname (not the check box). {% hint style="info" %} Remember, if you need to correct an employee that has already been terminated, you can just click on the green active period filter on the top of the screen and switch over to the inactive employees. {% endhint %} 3. Edit the employee details. 4. Click on Save changes. ## How to correct Employee Tax Reference numbers in Bulk {% hint style="info" %} *Keep the IRP5 Validation Result sheet close by to check for any errors. This sheet is generated by navigating to:*\ \&#xNAN;*Payroll > Filing > Select the company on the left.*\ \&#xNAN;*For year end, make sure to revert back to the previous tax year by either clicking the back arrow on the date, or clicking on the date and selecting the previous financial year.* {% endhint %} #### Steps to correct the employee tax reference number in bulk: {% hint style="warning" %} NOTE: You as an employer can register the employees in the following ways: * [**e@syFile™ Employer** – Individual registration (ITREG) or bulk registration (BundleReg)](https://www.sars.gov.za/wp-content/uploads/Ops/Guides/PAYE-easyFileG01-e@syfile%E2%84%A2TC-Employer-Guide-External-Guide.pdf) * **eFiling** – Up to 200 employees per batch * [**TRN Enquiry Services** – Check or request Income Tax Numbers via eFiling](https://www.sars.gov.za/wp-content/uploads/Ops/Guides/GEN-ENR-01-G08-Tax-Reference-Number-TRN-Enquiry-Services-on-eFiling-External-Guide.pdf) * **Manual registration** – At a SARS branch (appointment required) We will not be able to help you with steps to register your employees - you will have to contact SARS if you are struggling with registering or retrieving the employees tax numbers. {% endhint %} 1. Navigate to the zip file that you have downloaded for the IRP5 Validation and open the **IRP5 Employee Personal Info** document. 2. Click on Enable Editing right on top. 3. Now correct all the details for the errors on the IRP5 validation on this document. 4. In Excel, click on File, Save As and select a directory where to save this document to - you can change the name of the file if needed. 5. Now in the system, you will need to import these details: 1. Navigate to Payroll, Employees. 2. Click on Export/Import on the top right hand side. 3. Click on Import. 4. Select Import Personal Information. 5. Click on Import. 6. Locate the Excel sheet and select it, then click on Open. 7. Click on Upload file. 8. Click on Next. 9. Click on Validate. 10. If there are any errors - please correct the errors first. If there are warnings, or no errors you can click on Imports with warnings or import. ## How to correct active period errors {% hint style="info" %} *Keep the IRP5 Validation Result sheet close by to check for any errors. This sheet is generated by navigating to:*\ \&#xNAN;*Payroll > Filing > Select the company on the left.*\ \&#xNAN;*For year end, make sure to revert back to the previous tax year by either clicking the back arrow on the date, or clicking on the date and selecting the previous financial year.* {% endhint %} When we use the term “Active period” we refer to the time an employee was physically employed in this financial year in a specific company. Before we give you the steps on how to correct the active period, I think it is important to explain why you are getting the active period error in the first place. The active period error usually triggers in these cases: * If the employee had a payslip **prior** to the start date of the active period. * If the employee had a payslip linked to the employee **after** the termination date. * If the employee had a payslip from Company A and a payslip from Company B during the same active period the error will trigger. * If the employee had a payslip from Company A, but according to their active period they where employed in Company B. * If you have more than one active period that overlaps with the same company for the same period. ### **If the employee had a payslip prior to the start date of the active period.** Example: The employees start date was 1 April. They however have a payslip with values for the pay run 23 March – 29 March. #### How to fix the start date: 1. Navigate to **Payroll**, **Employees**. 2. Locate the employee from the list, if the employee is terminated, click on the orange Active filter and select Inactive and then locate the employee from the list. 3. Click on the employee name and surname to enter the profile. 4. Click on **Active periods** on the left hand side 5. Hover with your mouse on Active period that overlaps with the period mentioned in the error, then click on **Edit** that will appear on the right hand side. 6. You can now change the start date of that period to overlap with the start date that correspond to the date of the first payslip generated for the employee (In this case any date between 23 March and 29 March). 7. Click on **update**. {% hint style="danger" %} This can affect the EMP201 for that period and subsequently the EMP501. {% endhint %} ### **If the employee had a payslip linked to the employee after the termination date.** Example: The employees end date was 31 June. They however have a payslip with values for the pay run 1 August – 31 August. #### How to fix the end date: 1. Navigate to **Payroll**, **Employees**. 2. Locate the employee from the list, if the employee is terminated, click on the orange Active filter and select Inactive and then locate the employee from the list. 3. Click on the employee name and surname to enter the profile. 4. Click on **Active periods** on the left hand side 5. Hover with your mouse on Active period that overlaps with the period mentioned in the error, then click on Edit that will appear on the right hand side. 6. You can now change the end date of that period to overlap with the end date that correspond to the date of the first payslip generated for the employee (In this case any date between 1 August and 31 August). 7. Click on **update**. {% hint style="danger" %} This can affect the EMP201 for that period and subsequently the EMP501. {% endhint %} ### If the employee was moved from Company A, to Company B, but the employee was never terminated. Example: This employee was employed in Company A from 1 March – 31 May. They moved to Company B on the 1st of June. However, this employee was never terminated in Company A and their active period was just changed to Company B from June going forward. The only way to fix this is to correctly terminate the employee and re-enrol them on the new start date and this will take a whole lot of steps to complete: * First generate a Cost Report for the employees in their current pay run. * Remove the employee from the pay run. * Terminate the employee on the last date that they where employed with the previous company. * Re-enrol the employee. * Add the employee back to the current pay run. * Correct the company for the old active period * Add the new active period for the new company. * Add the original start date (if needed) * You will need to use the Cost report generated in the first step to make sure that your payslip is the same as before removing the employees. #### First generate a Cost Report for the employees in their current pay run 1. Navigate to Payroll, Pay runs. 2. Enter the appropriate pay run. 3. Click on Reports. 4. Click on Export next to Cost Report (New). View guide [here](https://help.agrigistics.co.za/modules/payroll/recurring-pay-runs/current-pay-run#cost-report). #### Remove the employee from the pay run 1. Navigate to **Payroll**, **Pay Runs**. 2. Go into the pay run the employee is in. 3. Use the **checkbox** next to the employees name and select the employee. 4. In the special selection menu click on the **trashcan** next to Manage Payslip. 5. Please refresh your chrome browser. View our full guide to remove employees [here](https://help.allwage.com/modules/payroll/recurring-pay-runs/current-pay-run#remove-one-or-more-employees). #### Terminate the employee on the last date that they where employed with the previous company 1. Navigate to **Payroll**, **Employees**. 2. Use the **checkbox** and select the employee(s). 3. Click on **Resign** on the top of the screen. 4. Enter the **Termination date** as the last date of the previous finalised pay run. 5. Select the UIF status as **Transferred to another branch**. 6. Enter a internal Termination reason if you wish - this will appear on your termination report. 7. Make sure that **Pay Out Leave** has been **switched off**. 8. Click on **Resign**. #### Re-enrol the employee 1. On the same Payroll, Employees screen, click on the green Active tag. 2. Select Inactive. 3. Use the checkbox to select the employee that we want to re-employee. 4. Click on Enrol. View our full guide to enrol an employee [here](https://help.agrigistics.co.za/modules/payroll/employee-information/move-employees-between-pay-runs-for-the-different-companies#step-3-re-enroll-the-employee). #### Add the employee back to the current pay run 1. Navigate to Payroll, Pay Runs. 2. Select the new pay run that this employee should go into. 3. Click on Add employee. 4. Click on the + next to No Employee linked. 5. Search and select the relevant employee. 6. You can use the pencil to edit the templates for this employee and make sure to add the template that is applicable to this employee. 7. Click on Add. View our full guide to add employees [here](https://help.agrigistics.co.za/modules/payroll/employee-information/move-employees-between-pay-runs-for-the-different-companies#add-the-employee-to-the-new-pay-run). #### Correct the company for the old active period 1. Once the employee has been added to the pay run you can enter their profile by clicking on their name (not the checkbox). 2. Click on **Active period** on the left hand side. 3. Locate the active period that is linked to the previous company and hover with your mouse over it, on the right hand side an **Edit** option will appear, click on Edit. 4. Click on the **Company** drop down and select the correct company this employee was employed to during that active period. 5. Click on **Update**. #### Add the new active period for the new company 1. While in the[ Active period section](https://help.agrigistics.co.za/modules/payroll/employee-information/move-employees-between-pay-runs-for-the-different-companies#step-5-add-the-new-active-period-for-the-employee) of the employee detail screen, click on **Add Active period** on the top right hand side. 2. Enter the **start date** and the **correct company** from the drop down. 3. Click on Add. View our full guide to add an active period to an employee [here](https://help.agrigistics.co.za/modules/payroll/employee-information#adding-an-active-period-to-individual-employees). #### Add the original start date (if needed) 1. While in the[ Active period section](https://help.agrigistics.co.za/modules/payroll/employee-information/move-employees-between-pay-runs-for-the-different-companies#step-5-add-the-new-active-period-for-the-employee) of the employee detail screen, hover with your mouse over the current active period you have just created. 2. Click on Edit on the right-hand side. 3. In the Set original start date section, enter the original date that the employee started with this company group. 4. Click on **Update**. #### You will need to use the Cost report generated in the first step to make sure that your payslip is the same as before removing the employees When moving employees between pay runs - only the rates move along with them. You will now need to add back any templates that has been removed during the moving between pay runs. {% hint style="danger" %} This can affect the EMP201 for that period and subsequently the EMP501. {% endhint %} ### If the employee had a payslip from Company A, but according to their active period they where employed in Company B Example: If the employee received their payslips from Company A, but their active period states that they are employed in Company B. This only applies if the company was incorrectly selected on the active period - not if the employee was moved between companies. #### How to edit the company assigned to an Active period: 1. Navigate to **Payroll**, **Employees**. 2. Locate the employee from the list, if the employee is terminated, click on the orange Active filter and select Inactive and then locate the employee from the list. 3. Click on the employee name and surname to enter the profile. 4. Click on **Active periods** on the left hand side. 5. Hover with your mouse on Active period that is linked to the incorrect company, then click on **Edit** that will appear on the right hand side. 6. You can now click on the Company drop down and select the correct active period that the employee was linked to for the dates linked to this active period. 7. Click on **update**. {% hint style="danger" %} This can affect the EMP201 for that period and subsequently the EMP501. {% endhint %} ### If you have more than one active period that overlaps with the same company for the same period Example: This employee is monthly. And the current pay run month mentioned in your error is April and runs from 1 April to 30 April. This employee was terminated on the 1st of April, and then came back on the 5th of April. The system won't allow this as it can't allocate two active periods for the same company for the same period. #### How to change this: You will need to change the termination date for the previous active period to fall in the previous pay run period. And change the start date of the following active period to be the day after the termination date for the previous active period. 1. Navigate to **Payroll**, **Employees**. 2. Locate the employee from the list, if the employee is terminated, click on the orange Active filter and select Inactive and then locate the employee from the list. 3. Click on the employee name and surname to enter the profile. 4. Click on **Active periods** on the left hand side 5. Hover with your mouse on Active period that (in our example ends on the 1st of April). 6. Change the end date to the the end date op the previous pay run (in this case 31 March) 7. Click on update. 8. Now hover with your mouse on Active period that is mentioned in your error (in our example starts on the 5th of April). 9. Change the start date to the the start date op the that pay run (in this case 1 April) 10. Click on update. {% hint style="danger" %} This can affect the EMP201 for that period and subsequently the EMP501. {% endhint %} ## Download the IRP5 Validation report again and ensure that all errors have been resolved. 1. Navigate back to Payroll, Filing. 2. Select the correct company on the left hand side. 3. Locate the August period and click on IRP5 Validation. 4. It will download a IRP Validation zip file. 5. Open the zip file and locate the IRP5 Validation report - make sure that there are no errors on the file. You can continue if there are warnings, but all errors needs to be corrected. ## Generate the EMP 501 {% hint style="info" %} Please make sure that all your errors have been resolved before you generate the EMP 501 {% endhint %} 1. Navigate back to Payroll, Filing. 2. Select the correct company on the left hand side and ensure that you are in the correct year. 3. Locate the August period and click on EMP 501 {% hint style="info" %} *On the EMP501 - you will see the EMP 501 that matches the electronic file on the right hand side and the list of the generated EMP201's on the left. There could be a change from the EMP201 due to pay runs being added for that month after the EMP201 has already been generated.* {% endhint %} ## Generate the IRP5 electronic file {% hint style="info" %} Please ensure that all your errors have been resolved before downloading this file. {% endhint %} Once all the errors have been resolved (the red error button on the left hand side has changed to a blue button) you will be able to generate the IRP5 file. 1. Navigate back to Payroll, Filing. 2. Select the correct company on the left hand side and ensure that you are in the correct year. 3. Locate the August period and click on IRP5 {% hint style="warning" %} NOTE: This file will download a CSV file and the icon will look almost like a notepad file.\ This is the correct format for e\@syfile.\ Do **NOT** open this file.\ Do **NOT** change the file type for this file. Our file is based on the SARS Business Requirement Specification (BRS) document. There is only one version of this document active at any time and the requirements for import into e\@syfile will be the same as importing into e-filing. We can only test the import into the e\@syfile system, and due to this if the file imports into e\@syfile and not into e-filing you will need to contact SARS. {% endhint %} The name of the file will be the company name, underscore, submission date, underscore, employer\_recon:\ Company Name\_20xx-08\_employer\_recon ## Import the file into e\@syfile {% hint style="info" %} Our file is based on the SARS Business Requirement Specification (BRS) document. There is only one version of this document active at any time and the requirements for import into e\@syfile will be the same as importing into e-filing. We can only test the import into the e\@syfile system, and due to this if the file imports into e\@syfile and not into e-filing you will need to contact SARS. {% endhint %} 1. Open up your e\@syfile system. 2. Login using your e\@syfile credentials. 3. Select your employer from the list and click on Continue. 4. Click on Import Payroll file 5. Click on Select File and locate the electronic file and click on Open. 6. Click on OK 7. The e\@syfile system will now return the validation results, it will be one of the below options: 1. Payroll File passed Validation 2. Payroll File passed Validation with Warnings 3. Payroll File failed Validation. 8. After your file passed validation with or without warnings we can no longer assist you with e\@syfile any further. If your file fails validation, please reach out to us for further assistance. {% hint style="info" %} You can view a SARS video on completing your EMP501 [here](https://www.youtube.com/watch?v=piKzXzEjHKA) and view the e\@syfile employer guide [here](https://www.sars.gov.za/wp-content/uploads/Ops/Guides/PAYE-easyFileG01-e@syfile%E2%84%A2TC-Employer-Guide-External-Guide.pdf). {% endhint %} # Bi-annuals - terminology and FAQ's ## What is the Bi-Annual submission, and what terms do I need to look out for? ### Employer Responsibility While AllWage automates much of the process, the employer is ultimately responsible for ensuring the accuracy and timely submission of all data. Double-check entries, payments, and submissions to avoid discrepancies and penalties. ### **Key Submission Periods** • **End of August:** Consolidate data for the period from March to August **• End of February:** Finalise the tax year by closing off data for the period from March to February On the AllWage portal you will receive real time notifications for all bi-annual filing due dates:

Example of filing deadline notification

### **EMP501** The Employer Reconciliation Declaration (EMP501) consolidates an employer's PAYE, UIF, and SDL obligations for all their employees during the tax year or bi-annual filing period. Essentially, it serves as a summary of all EMP201 submissions for that specific period, and, like the EMP201, includes information about the Employment Tax Incentive (ETI). ### **Tax Certificates (IRP5/IT3a)** Tax certificates serve as an official record of an employee's financial activities over a set period, capturing their income, deductions, and benefits. ### **Types of Certificates** **IRP5s:** Issued for employees **with** PAYE deductions. **IT3(a):** For employees **without** PAYE deductions. ### **Issuing Certificates** It's mandatory for employers to provide these tax certificates to their employees. A printable tax certificate will only be generated by e\@syfile in the case that a final certificate has been issued for an employee. A final certificate is only issued either at year end, or when an employee is terminated prior to year end. ### Tax Certificate Downloads and Validations AllWage simplifies the EMP501 and IRP5 filing process through built-in health checks, validation tools, and a structured approach to final file downloads.

Bi-annual filing

1. Filing Period Reports * In February and August of each financial year, you will have access to additional reports: **EMP501** and **IRP5** 2. Error and Validation Checks - If there are any validation issues with your IRP5 or EMP501 documents, an error message will appear. 1. Click on the error to view a detailed list of issues that must be resolved before you can proceed. 3. File Download Restrictions - If errors are present during the filing period (February or August), you will not be able to download the EMP501 or IRP5 files. All validation issues must be resolved first. 4. IRP5 Validation Zip File - The IRP5 validation tool provides a ZIP file containing multiple Excel sheets. These files offer a detailed summary of all validation errors. ### Error and Validation Checks During a **biannual filing period**—either **February** or **August**—any outstanding **errors or validation issues** will prevent you from downloading your **IRP5** or **EMP501** files.

Filing validation errors, warnings and information messages

1. Click the **Error** button (Step 2: in the previous section) to view a full list of all issues identified during the validation process. 2. The system will display messages grouped into four categories: * **Errors** - will prevent you from downloading the tax certificates * **Warnings** - are not blocking, but it is good practice to address them where possible. * **Information** - are for reference only and require no action. * **Success** - confirm that the relevant sections are correctly completed—no further action is needed. {% hint style="danger" %} These critical errors must be resolved, and they are flagged in the validation file for review. For **active period** and **tax code** issues, manual intervention will be needed by contacting AllWage Support () will be required. {% endhint %} ### IRP5 Validation Zip File After the validation checks, download the IRP5 Validation Zip File. This file provides a comprehensive summary of errors and warnings for you to review before final submission. This file contains: 1. A detailed report of all critical errors and warnings. 2. A human-readable breakdown of the Employee Reconciliation File. 3. A filtered list of employees with outstanding information issues. {% hint style="success" %} Carefully review this file and resolve any critical errors, such as missing employee information, active period or tax code discrepancies, before proceeding. Warnings do not require immediate action, but it’s important to be aware of them. {% endhint %} ### Reconciliation File Download AllWage’ built-in validation tools minimise the chance of submission errors. If any unexpected issues arise, please contact support for assistance. {% hint style="warning" %} [**Take-on Balances**](/modules/payroll/filing/take-on-balances) It is the client’s responsibility to inform AllWage about required [**take-on balances**](/modules/payroll/filing/take-on-balances) and ensure their timely submission. These balances are essential, as they directly influence the generated files. Delays in submitting this information will result in errors or discrepancies during the reconciliation process. {% endhint %} Navigate to [Payroll / Filing](https://app.allwage.com/#/payroll/filing):

Download reconciliation file

1. If the filing season is open and files need to be requested, you will see a **notification banner** at the top of the screen showing a **countdown to the submission deadline**. 2. Select the specific **legal entity** for which you want to download the reconciliation file. 3. Select the relevant **financial year**. * If the financial year has already ended, navigate **back one year** to download the filing documents for **February**. 4. Navigate to the correct **filing month**, either **August** or **February**. 5. If there are any **errors** present for the selected filing month, you will **not** be able to download the **EMP501** or **IRP5** documents. * Please refer to the [#tax-certificate-downloads-and-validations](#tax-certificate-downloads-and-validations "mention") section above to resolve these issues before proceeding. 6. If there are **no errors**, you can proceed to download the **IRP5** and **EMP501** documents. {% hint style="danger" %} Once downloaded do **NOT** open this file as it can change the formatting of the file. To view the information in the file refer to the [validation file](#irp5-validation-zip-file) that has been downloaded. {% endhint %} ### **Helpful Tools and Resources for Filing** Embarking on the filing process can seem daunting, but with the right tools and resources, it becomes more manageable. Here's a selection of aids to facilitate your experience: ### **SARS Employer Guide** A [comprehensive guide provided by SARS](https://www.sars.gov.za/wp-content/uploads/Ops/Guides/PAYE-easyFile-G001-easyFile-Employer-User-Guide-External-Guide.pdf) to navigate the e\@syFile system. It offers step-by-step instructions, making the reconciliation and submission processes smoother. ### **Video Tutorial on EMP501 Submission** For those who prefer visual guidance, this [video tutorial](https://www.youtube.com/watch?v=i95muVWhOQg) walks you through the EMP501 submission process, offering practical tips along the way. # Year End Filing Year End tax filings are mandated by the South African Revenue Service (SARS) to ensure businesses maintain financial transparency and compliance and is due for the March to February period. {% hint style="success" %} #### **Leveraging AllWage** AllWage streamlines the bi-annual filing process by providing automated checks, data validation, and final submission tools. Our system helps ensure employee and company data are accurate, reducing the likelihood of errors. {% endhint %} ## Year End Submission checklist 1. [Ensure that you are in March of the new year or later before you can start filing](#ensure-that-you-are-in-september-or-later-before-you-can-start-filing). 2. [Import Year to Date (YTD) figures - (if applicable)](#import-year-to-date-ytd-figures-if-applicable). 3. [Check for errors and download the IRP5 Validation report](#check-for-errors-and-download-the-irp5-validation-report). 4. Clear all validation errors 1. [How to clear employer detail errors](#steps-to-correct-the-company-details) 2. How to clear employee detail errors 1. [In Bulk using the EPI sheet](#how-to-correct-employee-details-errors-in-bulk) 2. [On the individual employee](#how-to-correct-employee-details-errors-per-individual-employee) 3. How to add employee tax reference numbers 1. [In Bulk using the EPI sheet](#how-to-correct-employee-tax-reference-numbers-in-bulk) 2. [On the individual employee](#how-to-correct-employee-tax-reference-numbers-per-individual-employee) 4. How to clear active period errors 1. [If the employee had a payslip **prior** to the start date of the active period.](#if-the-employee-had-a-payslip-prior-to-the-start-date-of-the-active-period) 2. [If the employee had a payslip linked to the employee **after** the termination date.](#if-the-employee-had-a-payslip-linked-to-the-employee-after-the-termination-date) 3. [If the employee had a payslip from Company A and a payslip from Company B during the same active period the error will trigger.](#if-the-employee-was-moved-from-company-a-to-company-b-but-the) 4. [If the employee had a payslip from Company A, but according to their active period they where employed in Company B.](#if-the-employee-had-a-payslip-from-company-a-but-according-to-their-active-period-they-where-employe) 5. [If you have more than one active period that overlaps with the same company for the same period.](#if-you-have-more-than-one-active-period-that-overlaps-with-the-same-company-for-the-same-period) 5. [Download the IRP5 Validation report again and ensure that all errors have been resolved](#download-the-irp5-validation-report-again-and-ensure-that-all-errors-have-been-resolved). 6. [Generate the EMP 501](#generate-the-emp-501). 7. [Generate the IRP5 electronic file](#generate-the-irp5-electronic-file). 8. [Import the file into e@syfile](#import-the-file-into-e-syfile). ## Ensure that you are in the new tax year (March or later) You have to have finalised all your periods for the financial year has been finalised. Your February period needs to be finalised before you can start your year end process. All your pay runs for the company needed to be finalised for February. Please see below guide that will show you how to finalise your pay run and to generate the documents for filing: [How to finalise a pay run](https://help.agrigistics.co.za/modules/payroll/recurring-pay-runs/current-pay-run#finalise-a-pay-run)\ [How to generate documents for filing](https://help.agrigistics.co.za/modules/payroll/filing/monthly-filing#emp201) ## Import Year to Date (YTD) figures - (if applicable) ### Why would you potentially need to import YTD figures into the system? If you migrated to our system during the financial year and you have processed periods for this financial year in a different payroll system you have the option to import the YTD's into our system so you don't have to import more than one IRP5 electronic file into e\@syfile. This is not mandatory - but is available to all clients to adjust to their preference. What you need to import your YTD figures into our system is an excel sheet with these 3 columns: * Employee Code * Tax Total * Value linked to that tax total for the periods not processed in AllWage. If you have imported YTD figures during the Bi-Annual period you don't have to re-import any figures. Those figures are in the system and will be on the IRP5's/IT3a's. Please see below example of what your import sheet will need to look like:
### How to import the YTD figures? 1. Navigate to Payroll, Filing. 2. Make sure that you are in the correct year - for year end, make sure to revert back to the previous tax year by either clicking the back arrow on the date, or clicking on the date and selecting the previous financial year. 3. Make sure that you are in the correct company. It is **ESSENTIAL** that you select the correct company and year before continuing:
3. Click on Take-on Balances next to the date selection screen:
4. Locate the excel file that you have created with the import figures and click on OK. 5. Once the amounts have been processed, you won't get a message, however, the system will ask you to download the take-on-result file with the applicable year, this will show you if there where any errors and a summary of the information that has been imported. ## Check for errors and download the IRP5 Validation report 1. Navigate to Payroll, Filing. 2. Make sure that you select the correct company on the left hand side. 3. Revert back to the previous financial year, by either clicking the back arrow on the date, or clicking on the date and selecting the previous financial year.\ **NOTE:** If there are errors that will not allow you to generate the file you will see that the IRP5 will say 'Can't generate until all errors are resolved' and there will be a red Error button on the right hand side of the February period:
4. When clicking on the Errors - it will give you a summary of any errors or warnings for this bi-annual season.
5. To see the full list of errors and warnings, you can click on IRP5 validation. This will download a zip file, double click on this file to open it. You will see the following reports in it: 1. Employee Pay Run List Report\ \&#xNAN;*This will show you all the pay runs that the employees have been in that will assist with correcting any active period issues.* 2. IRP5 Employee Personal Info\ \&#xNAN;*This is an EPI sheet that will have all the employees that are part of the errors - and you can use this sheet to make corrections and import the details back into they system.* 3. IRP5 Employee Totals\ \&#xNAN;*This will show you all the tax totals and the values for those tax totals that will be on the electronic file for each employee.* 4. IRP5 Validation Results\ \&#xNAN;*This report will show you the list of all the errors, warnings and successes linked to this company* 6. Open the IRP5 Validation Results excel sheet, all the items that shows as ERROR in the Severity column needs to be corrected. All the items that show as WARNING we advise that you check and ensure if the details are correct:
{% hint style="info" %} If you have no errors, on the IRP5 Validation file, then you can continue to generate the EMP501 and the electronic file. {% endhint %} ## How to correct employer details errors {% hint style="info" %} *Keep the IRP5 Validation Result sheet close by to check for any errors. This sheet is generated by navigating to:*\ \&#xNAN;*Payroll > Filing > Select the company on the left.*\ \&#xNAN;*For year end, make sure to revert back to the previous tax year by either clicking the back arrow on the date, or clicking on the date and selecting the previous financial year.* {% endhint %} #### Steps to correct the company details: 1. Navigate to Payroll, Companies. 2. Locate the company and click on the pencil on the right hand side. 3. Edit all the details that needs to be corrected and then click on save changes on the top right hand side. ## How to correct employee details errors in bulk {% hint style="info" %} *Keep the IRP5 Validation Result sheet close by to check for any errors. This sheet is generated by navigating to:*\ \&#xNAN;*Payroll > Filing > Select the company on the left.*\ \&#xNAN;*For year end, make sure to revert back to the previous tax year by either clicking the back arrow on the date, or clicking on the date and selecting the previous financial year.* {% endhint %} #### Steps to correct the employee details: 1. Navigate to the zip file that you have downloaded for the IRP5 Validation and open the **IRP5 Employee Personal Info** document. 2. Click on Enable Editing right on top. 3. Now correct all the details for the errors on the IRP5 validation on this document. 4. In Excel, click on File, Save As and select a directory where to save this document to - you can change the name of the file if needed. 5. Now in the system, you will need to import these details: 1. Navigate to Payroll, Employees. 2. Click on Export/Import on the top right hand side. 3. Click on Import. 4. Select Import Personal Information. 5. Click on Import. 6. Locate the Excel sheet and select it, then click on Open. 7. Click on Upload file. 8. Click on Next. 9. Click on Validate. 10. If there are any errors - please correct the errors first. If there are warnings, or no errors you can click on Imports with warnings or import. ## How to correct employee details errors per individual employee {% hint style="info" %} *Keep the IRP5 Validation Result sheet close by to check for any errors. This sheet is generated by navigating to:*\ \&#xNAN;*Payroll > Filing > Select the company on the left.*\ \&#xNAN;*For year end, make sure to revert back to the previous tax year by either clicking the back arrow on the date, or clicking on the date and selecting the previous financial year.* {% endhint %} #### Steps to follow to edit employee details per individual employee: 1. Navigate to Payroll, Employees. 2. Locate the employee in the list and click on their name and surname (not the check box). {% hint style="info" %} Remember, if you need to correct an employee that has already been terminated, you can just click on the green active period filter on the top of the screen and switch over to the inactive employees. {% endhint %} 3. Edit the employee details. 4. Click on Save changes. ## How to correct Employee Tax Reference numbers per individual employee {% hint style="info" %} *Keep the IRP5 Validation Result sheet close by to check for any errors. This sheet is generated by navigating to:*\ \&#xNAN;*Payroll > Filing > Select the company on the left.*\ \&#xNAN;*For year end, make sure to revert back to the previous tax year by either clicking the back arrow on the date, or clicking on the date and selecting the previous financial year.* {% endhint %} {% hint style="warning" %} NOTE: You as an employer can register the employees in the following ways: * [**e@syFile™ Employer** – Individual registration (ITREG) or bulk registration (BundleReg)](https://www.sars.gov.za/wp-content/uploads/Ops/Guides/PAYE-easyFileG01-e@syfile%E2%84%A2TC-Employer-Guide-External-Guide.pdf) * **eFiling** – Up to 200 employees per batch * [**TRN Enquiry Services** – Check or request Income Tax Numbers via eFiling](https://www.sars.gov.za/wp-content/uploads/Ops/Guides/GEN-ENR-01-G08-Tax-Reference-Number-TRN-Enquiry-Services-on-eFiling-External-Guide.pdf) * **Manual registration** – At a SARS branch (appointment required) We will not be able to help you with steps to register your employees - you will have to contact SARS if you are struggling with registering or retrieving the employees tax numbers. {% endhint %} #### Steps to follow to edit the tax reference number for individual employee: 1. Navigate to Payroll, Employees. 2. Locate the employee in the list and click on their name and surname (not the check box). {% hint style="info" %} Remember, if you need to correct an employee that has already been terminated, you can just click on the green active period filter on the top of the screen and switch over to the inactive employees. {% endhint %} 3. Edit the employee details. 4. Click on Save changes. ## How to correct Employee Tax Reference numbers in Bulk {% hint style="info" %} *Keep the IRP5 Validation Result sheet close by to check for any errors. This sheet is generated by navigating to:*\ \&#xNAN;*Payroll > Filing > Select the company on the left.*\ \&#xNAN;*For year end, make sure to revert back to the previous tax year by either clicking the back arrow on the date, or clicking on the date and selecting the previous financial year.* {% endhint %} #### Steps to correct the employee tax reference number in bulk: {% hint style="warning" %} NOTE: You as an employer can register the employees in the following ways: * [**e@syFile™ Employer** – Individual registration (ITREG) or bulk registration (BundleReg)](https://www.sars.gov.za/wp-content/uploads/Ops/Guides/PAYE-easyFileG01-e@syfile%E2%84%A2TC-Employer-Guide-External-Guide.pdf) * **eFiling** – Up to 200 employees per batch * [**TRN Enquiry Services** – Check or request Income Tax Numbers via eFiling](https://www.sars.gov.za/wp-content/uploads/Ops/Guides/GEN-ENR-01-G08-Tax-Reference-Number-TRN-Enquiry-Services-on-eFiling-External-Guide.pdf) * **Manual registration** – At a SARS branch (appointment required) We will not be able to help you with steps to register your employees - you will have to contact SARS if you are struggling with registering or retrieving the employees tax numbers. {% endhint %} 1. Navigate to the zip file that you have downloaded for the IRP5 Validation and open the **IRP5 Employee Personal Info** document. 2. Click on Enable Editing right on top. 3. Now correct all the details for the errors on the IRP5 validation on this document. 4. In Excel, click on File, Save As and select a directory where to save this document to - you can change the name of the file if needed. 5. Now in the system, you will need to import these details: 1. Navigate to Payroll, Employees. 2. Click on Export/Import on the top right hand side. 3. Click on Import. 4. Select Import Personal Information. 5. Click on Import. 6. Locate the Excel sheet and select it, then click on Open. 7. Click on Upload file. 8. Click on Next. 9. Click on Validate. 10. If there are any errors - please correct the errors first. If there are warnings, or no errors you can click on Imports with warnings or import. ## How to correct active period errors {% hint style="info" %} *Keep the IRP5 Validation Result sheet close by to check for any errors. This sheet is generated by navigating to:*\ \&#xNAN;*Payroll > Filing > Select the company on the left.*\ \&#xNAN;*For year end, make sure to revert back to the previous tax year by either clicking the back arrow on the date, or clicking on the date and selecting the previous financial year.* {% endhint %} When we use the term “Active period” we refer to the time an employee was physically employed in this financial year in a specific company. Before we give you the steps on how to correct the active period, I think it is important to explain why you are getting the active period error in the first place. The active period error usually triggers in these cases: * If the employee had a payslip **prior** to the start date of the active period. * If the employee had a payslip linked to the employee **after** the termination date. * If the employee had a payslip from Company A and a payslip from Company B during the same active period the error will trigger. * If the employee had a payslip from Company A, but according to their active period they where employed in Company B. * If you have more than one active period that overlaps with the same company for the same period. ### **If the employee had a payslip prior to the start date of the active period.** Example: The employees start date was 1 April. They however have a payslip with values for the pay run 23 March – 29 March. #### How to fix the start date: 1. Navigate to **Payroll**, **Employees**. 2. Locate the employee from the list, if the employee is terminated, click on the orange Active filter and select Inactive and then locate the employee from the list. 3. Click on the employee name and surname to enter the profile. 4. Click on **Active periods** on the left hand side 5. Hover with your mouse on Active period that overlaps with the period mentioned in the error, then click on **Edit** that will appear on the right hand side. 6. You can now change the start date of that period to overlap with the start date that correspond to the date of the first payslip generated for the employee (In this case any date between 23 March and 29 March). 7. Click on **update**. {% hint style="danger" %} This can affect the EMP201 for that period and subsequently the EMP501. {% endhint %} ### **If the employee had a payslip linked to the employee after the termination date.** Example: The employees end date was 31 June. They however have a payslip with values for the pay run 1 August – 31 August. #### How to fix the end date: 1. Navigate to **Payroll**, **Employees**. 2. Locate the employee from the list, if the employee is terminated, click on the orange Active filter and select Inactive and then locate the employee from the list. 3. Click on the employee name and surname to enter the profile. 4. Click on **Active periods** on the left hand side 5. Hover with your mouse on Active period that overlaps with the period mentioned in the error, then click on Edit that will appear on the right hand side. 6. You can now change the end date of that period to overlap with the end date that correspond to the date of the first payslip generated for the employee (In this case any date between 1 August and 31 August). 7. Click on **update**. {% hint style="danger" %} This can affect the EMP201 for that period and subsequently the EMP501. {% endhint %} ### If the employee was moved from Company A, to Company B, but the employee was never terminated. Example: This employee was employed in Company A from 1 March – 31 May. They moved to Company B on the 1st of June. However, this employee was never terminated in Company A and their active period was just changed to Company B from June going forward. The only way to fix this is to correctly terminate the employee and re-enrol them on the new start date and this will take a whole lot of steps to complete: * First generate a Cost Report for the employees in their current pay run. * Remove the employee from the pay run. * Terminate the employee on the last date that they where employed with the previous company. * Re-enrol the employee. * Add the employee back to the current pay run. * Correct the company for the old active period * Add the new active period for the new company. * Add the original start date (if needed) * You will need to use the Cost report generated in the first step to make sure that your payslip is the same as before removing the employees. #### First generate a Cost Report for the employees in their current pay run 1. Navigate to Payroll, Pay runs. 2. Enter the appropriate pay run. 3. Click on Reports. 4. Click on Export next to Cost Report (New). View guide [here](https://help.agrigistics.co.za/modules/payroll/recurring-pay-runs/current-pay-run#cost-report). #### Remove the employee from the pay run 1. Navigate to **Payroll**, **Pay Runs**. 2. Go into the pay run the employee is in. 3. Use the **checkbox** next to the employees name and select the employee. 4. In the special selection menu click on the **trashcan** next to Manage Payslip. 5. Please refresh your chrome browser. View our full guide to remove employees [here](https://help.allwage.com/modules/payroll/recurring-pay-runs/current-pay-run#remove-one-or-more-employees). #### Terminate the employee on the last date that they where employed with the previous company 1. Navigate to **Payroll**, **Employees**. 2. Use the **checkbox** and select the employee(s). 3. Click on **Resign** on the top of the screen. 4. Enter the **Termination date** as the last date of the previous finalised pay run. 5. Select the UIF status as **Transferred to another branch**. 6. Enter a internal Termination reason if you wish - this will appear on your termination report. 7. Make sure that **Pay Out Leave** has been **switched off**. 8. Click on **Resign**. #### Re-enrol the employee 1. On the same Payroll, Employees screen, click on the green Active tag. 2. Select Inactive. 3. Use the checkbox to select the employee that we want to re-employee. 4. Click on Enrol. View our full guide to enrol an employee [here](https://help.agrigistics.co.za/modules/payroll/employee-information/move-employees-between-pay-runs-for-the-different-companies#step-3-re-enroll-the-employee). #### Add the employee back to the current pay run 1. Navigate to Payroll, Pay Runs. 2. Select the new pay run that this employee should go into. 3. Click on Add employee. 4. Click on the + next to No Employee linked. 5. Search and select the relevant employee. 6. You can use the pencil to edit the templates for this employee and make sure to add the template that is applicable to this employee. 7. Click on Add. View our full guide to add employees [here](https://help.agrigistics.co.za/modules/payroll/employee-information/move-employees-between-pay-runs-for-the-different-companies#add-the-employee-to-the-new-pay-run). #### Correct the company for the old active period 1. Once the employee has been added to the pay run you can enter their profile by clicking on their name (not the checkbox). 2. Click on **Active period** on the left hand side. 3. Locate the active period that is linked to the previous company and hover with your mouse over it, on the right hand side an **Edit** option will appear, click on Edit. 4. Click on the **Company** drop down and select the correct company this employee was employed to during that active period. 5. Click on **Update**. #### Add the new active period for the new company 1. While in the[ Active period section](https://help.agrigistics.co.za/modules/payroll/employee-information/move-employees-between-pay-runs-for-the-different-companies#step-5-add-the-new-active-period-for-the-employee) of the employee detail screen, click on **Add Active period** on the top right hand side. 2. Enter the **start date** and the **correct company** from the drop down. 3. Click on Add. View our full guide to add an active period to an employee [here](https://help.agrigistics.co.za/modules/payroll/employee-information#adding-an-active-period-to-individual-employees). #### Add the original start date (if needed) 1. While in the[ Active period section](https://help.agrigistics.co.za/modules/payroll/employee-information/move-employees-between-pay-runs-for-the-different-companies#step-5-add-the-new-active-period-for-the-employee) of the employee detail screen, hover with your mouse over the current active period you have just created. 2. Click on Edit on the right-hand side. 3. In the Set original start date section, enter the original date that the employee started with this company group. 4. Click on **Update**. #### You will need to use the Cost report generated in the first step to make sure that your payslip is the same as before removing the employees When moving employees between pay runs - only the rates move along with them. You will now need to add back any templates that has been removed during the moving between pay runs. {% hint style="danger" %} This can affect the EMP201 for that period and subsequently the EMP501. {% endhint %} ### If the employee had a payslip from Company A, but according to their active period they where employed in Company B Example: If the employee received their payslips from Company A, but their active period states that they are employed in Company B. This only applies if the company was incorrectly selected on the active period - not if the employee was moved between companies. #### How to edit the company assigned to an Active period: 1. Navigate to **Payroll**, **Employees**. 2. Locate the employee from the list, if the employee is terminated, click on the orange Active filter and select Inactive and then locate the employee from the list. 3. Click on the employee name and surname to enter the profile. 4. Click on **Active periods** on the left hand side. 5. Hover with your mouse on Active period that is linked to the incorrect company, then click on **Edit** that will appear on the right hand side. 6. You can now click on the Company drop down and select the correct active period that the employee was linked to for the dates linked to this active period. 7. Click on **update**. {% hint style="danger" %} This can affect the EMP201 for that period and subsequently the EMP501. {% endhint %} ### If you have more than one active period that overlaps with the same company for the same period Example: This employee is monthly. And the current pay run month mentioned in your error is April and runs from 1 April to 30 April. This employee was terminated on the 1st of April, and then came back on the 5th of April. The system won't allow this as it can't allocate two active periods for the same company for the same period. #### How to change this: You will need to change the termination date for the previous active period to fall in the previous pay run period. And change the start date of the following active period to be the day after the termination date for the previous active period. 1. Navigate to **Payroll**, **Employees**. 2. Locate the employee from the list, if the employee is terminated, click on the orange Active filter and select Inactive and then locate the employee from the list. 3. Click on the employee name and surname to enter the profile. 4. Click on **Active periods** on the left hand side 5. Hover with your mouse on Active period that (in our example ends on the 1st of April). 6. Change the end date to the the end date op the previous pay run (in this case 31 March) 7. Click on update. 8. Now hover with your mouse on Active period that is mentioned in your error (in our example starts on the 5th of April). 9. Change the start date to the the start date op the that pay run (in this case 1 April) 10. Click on update. {% hint style="danger" %} This can affect the EMP201 for that period and subsequently the EMP501. {% endhint %} ## Download the IRP5 Validation report again and ensure that all errors have been resolved. 1. Navigate back to Payroll, Filing. 2. Select the correct company on the left hand side. 3. Locate the August period and click on IRP5 Validation. 4. It will download a IRP Validation zip file. 5. Open the zip file and locate the IRP5 Validation report - make sure that there are no errors on the file. You can continue if there are warnings, but all errors needs to be corrected. ## Generate the EMP 501 {% hint style="info" %} Please make sure that all your errors have been resolved before you generate the EMP 501 {% endhint %} 1. Navigate back to Payroll, Filing. 2. Select the correct company on the left hand side and ensure that you are in the correct year. *For year end, make sure to revert back to the previous tax year by either clicking the back arrow on the date, or clicking on the date and selecting the previous financial year.* 3. Locate the February period and click on EMP 501 {% hint style="info" %} *On the EMP501 - you will see the EMP 501 that matches the electronic file on the right hand side and the list of the generated EMP201's on the left. There could be a change from the EMP201 due to pay runs being added for that month after the EMP201 has already been generated.* {% endhint %} ## Generate the IRP5 electronic file {% hint style="info" %} Please ensure that all your errors have been resolved before downloading this file. {% endhint %} Once all the errors have been resolved (the red error button on the left hand side has changed to a blue button) you will be able to generate the IRP5 file. 1. Navigate back to Payroll, Filing. 2. Select the correct company on the left hand side and ensure that you are in the correct year. *For year end, make sure to revert back to the previous tax year by either clicking the back arrow on the date, or clicking on the date and selecting the previous financial year.* 3. Locate the February period and click on IRP5 {% hint style="warning" %} NOTE: This file will download a CSV file and the icon will look almost like a Excel file.\ This is the correct format for e\@syfile.\ Do **NOT** open this file.\ Do **NOT** change the file type for this file. Our file is based on the SARS Business Requirement Specification (BRS) document. There is only one version of this document active at any time and the requirements for import into e\@syfile will be the same as importing into e-filing. We can only test the import into the e\@syfile system, and due to this if the file imports into e\@syfile and not into e-filing you will need to contact SARS. {% endhint %} The name of the file will be the company name, underscore, submission date, underscore, employer\_recon:\ Company Name\_20xx-02\_employer\_recon\ \ Below is screenshot of what the icon for the file will look like in different view types:
## Import the file into e\@syfile {% hint style="info" %} Our file is based on the SARS Business Requirement Specification (BRS) document. There is only one version of this document active at any time and the requirements for import into e\@syfile will be the same as importing into e-filing. We can only test the import into the e\@syfile system, and due to this if the file imports into e\@syfile and not into e-filing you will need to contact SARS. {% endhint %} 1. Open up your e\@syfile system. 2. Login using your e\@syfile credentials. 3. Select your employer from the list and click on Continue. 4. Click on Import Payroll file 5. Click on Select File and locate the electronic file and click on Open. 6. Click on OK 7. The e\@syfile system will now return the validation results, it will be one of the below options: 1. Payroll File passed Validation 2. Payroll File passed Validation with Warnings 3. Payroll File failed Validation. 8. After your file passed validation with or without warnings we can no longer assist you with e\@syfile any further. If your file fails validation, please reach out to us for further assistance. {% hint style="info" %} You can view a SARS video on completing your EMP501 [here](https://www.youtube.com/watch?v=piKzXzEjHKA) and view the e\@syfile employer guide [here](https://www.sars.gov.za/wp-content/uploads/Ops/Guides/PAYE-easyFileG01-e@syfile%E2%84%A2TC-Employer-Guide-External-Guide.pdf). {% endhint %} # Take-on Balances Learn about take-on balances: what they are, why they matter, and how to input them correctly in AllWage. ## **Introduction** When transitioning to a new payroll system or starting part-way through the tax year, it's crucial to ensure that all prior financial transactions, earnings, deductions, and benefits are correctly accounted for. This is where take-on balances come into play. ## **What Are Take-On Balances?** Take-on balances represent the accumulation of financial data for each employee from the start of the tax year up to the point of transition. Essentially, they provide a snapshot of an employee's financial journey before using AllWage. ## **Why Are They Important?** 1. **Accuracy:** Ensures that end-of-year figures, such as tax calculations and deductions, are precise, preventing discrepancies. 2. **Continuity:** Offers a seamless financial record, bridging the gap between the previous system or period and AllWage. 3. **Compliance:** Adheres to regulatory requirements, ensuring that all financial data is correctly reported to authorities like SARS. ## **When are they needed?** If you start using the AllWage payroll system **after March** of a financial year, you will need to **capture take on balances**. This allows you to record all payroll values from your previous system into AllWage.

Tak-on balances required

1. On the **filing page**, the system will notify you if your first **EMP201** submission for the financial year occurs **after March**. 2. A **notification card** will appear indicating: * That no take on balances have been found. * The **duration** for which the take on balances must be captured. 3. You can then click **Upload Take On Balances** to submit your historical payroll data. What you'll see after upload:

Take-on balances

Once take on balances are uploaded in the same section: 1. You will see the **totals for all SARS tax codes**. 2. You will also see the **total number of employees** for the captured period. ## **Inputting Take-On Balances in AllWage** 1. **Preparation:** Begin by setting up an Excel spreadsheet. Ensure it has columns for 'employee', 'SARS code', and 'total'. Populate this sheet with the relevant financial data for each employee from the current tax year up to your point of transition. 2. **Contact AllWage:** Once your spreadsheet is complete and verified, reach out to your client success manager at AllWage. They will guide you through the next steps. 3. **Import Assistance:** Our team will assist with the importing process to ensure that the data integrates seamlessly into the AllWage platform. Example data for a single employee: | Employee Number | SARS Tax Code | Amount | | --------------- | ------------- | ---------- | | 0258 | 3601 | R25,856.33 | | 0258 | 3607 | R2,563.18 | | 0258 | 4142 | R3,665.25 | | 0258 | 4141 | R966.20 | | 0258 | 4102 | R1,852.33 | ### ETI Take-on balances
Employee NumberMonth CodeETI RemunerationCalculated ETI TotalETI Min WageETI Wage Paid
02583R5,000.00R750.00R12.50R37.50
02584R5,000.00R750.00R12.50R37.50
02585R5,000.00R750.00R12.50R37.50
## Exporting from previous payroll ### Simplepay

Simplepay Tax Certificate Excel Export

Export all of the employee tax certificates in excel format. This can be used to generate a new excel file that can be imported for take-on balances. # OID Return of Earnings OID (Occupational Injuries and Diseases) report, also known as the Return of Earnings (ROE) or W\.As.8 The OID (Occupational Injuries and Diseases) report, also known as the Return of Earnings (ROE) or W\.As.8, is an annual submission required by the South African Compensation Fund. This report provides details about a company's workforce and their earnings to determine the amount of compensation payable for occupational injuries and diseases. The report ensures that employees are covered under the Compensation for Occupational Injuries and Diseases Act (COIDA) for work-related injuries, illnesses, or death. ## OID Configuration When configuring the pay run for OID remuneration in AllWage, it is crucial to accurately capture all earnings that contribute to an employee’s OID remuneration. The OID earnings are set up per pay run to ensure consistency and compliance with the Compensation for Occupational Injuries and Diseases Act (COIDA). ## How to setup the OID Config {% hint style="info" %} The OID Config needs to be setup per pay run. {% endhint %} 1. Navigate to **Payroll.** 2. Select **Pay Runs.** 3. Select the first of your pay run if you have more than one. 4. Click on Pay Run Settings on the top left hand side of the screen. 5. Scroll down to OID Config and select **Set up config**. 6. Select the codes that need to form part of your OID config and click on Save ### Definition of Earnings Earnings are all payments made **regularly**, before any deductions, whether in money or in kind, to employees. For a detailed description of the earnings that need to be included, refer to the [official documentation](https://www.gov.za/sites/default/files/gcis_document/201903/42351gon514.pdf). {% hint style="info" %} Regular overtime **must** be included in the earnings, while irregular overtime should be excluded. {% endhint %} Follow these steps to configure your OID Earnings in a pay run: [Pay run settings](/modules/payroll/recurring-pay-runs/pay-run-settings#oid-config). ### Split Between Employees and Directors The OID report must differentiate between **normal employees** and **directors**. This distinction ensures accurate calculation and compliance with COIDA requirements: This configuration can be set up in the [employee personal info section](/modules/payroll/employee-information#edit-employee-personal-information). ## Return of Earnings Report Before generating the report, you must specify your percentage for provisional earnings and review the earnings thresholds: ### Earnings Threshold An annual earnings threshold applies to each employee. This threshold indicates the maximum amount of an employee’s earnings that the OID contribution can be calculated on, and it changes annually. AllWage applies the threshold on a monthly basis, ensuring that each month’s earnings are capped individually. #### Threshold Values Example for 2023/2024
Actual CapR568,959.00
Monthly CapR568,959.00 / 12 = R47,413.25
**Example 1** Total Monthly Earnings: R35,000 (below the monthly threshold of R47,413.25) Reported Monthly Earnings: R35,000 (as it falls below the cap) **Example 2** Total Monthly Earnings: R50,000 (exceeds the monthly threshold of R47,413.25) Reported Monthly Earnings: R47,413.25 (capped at the monthly threshold) This method ensures that the earnings subject to OID contributions are accurately capped each month, preventing over-reporting during high-earning periods. ### Percentage Increase for Provisional Earnings When generating the OID report, AllWage allows you to configure a custom percentage increase for provisional earnings. To download the report follow these instructions: [OID Return of Earnings Report](/modules/payroll/reports#oid-return-of-earnings). ## 2023/2024 Tax Year Submission ### Submission Period The OID report for the 2023/2024 tax year must be submitted between 1 April 2024 and 30 June 2024 ([Notice 2314 of 2024](https://www.gov.za/sites/default/files/gcis_document/202402/50109gen2314.pdf)). ### Earnings Threshold
Actual Cap (ZAR)Provisional Cap (ZAR)
R568,959.00R597,328.00
## Submission Platform Employers can submit their OID reports online through the [Compensation Fund’s ROE Online System](https://cfonline.labour.gov.za/OnlineSubmissions/;jsessionid=EDBE4E34B9CFA758D3CBD24E22E0C743.CFONLINEI1S1?0). # Reports Navigating payroll complexities is streamlined with our payroll reports section. This tool allows you to export detailed summaries of payroll-related information, providing insights into various payroll elements to enhance transparency and aid in compliance. We have Company reports and Pay run reports. ## Company reports The company reports section now has a new home and that is located in the Payroll, Reports menu:
It can also still be found in the old Export side panel in Payroll, Pay run:
## Pay Run Template Summary Get a monthly breakdown of each pay run template per employee. This report includes only those months where all pay runs have been finalised.
1. Navigate to Payroll, Reports. 2. Click on Pay run Template Summary. 3. Select the company from the drop down. 4. Select the starting month you want to view 5. Select the end month you want to view\ (The report will show you all the months between the start and the end date) 6. Click on the + next to Select Employees and select the employees\ (Note: you can select all the employees in the list and it will only show you the employees linked to the company you filtered for in step 3). 7. Click on the + in the Include pay run templates section and select the templates you want to view 8. In the Additional info section you can tick if any of these applies to what you want to view:\ **Show Template Quantities**: Opt to only display the quantities for all pay run templates.\ **Only Include Taxable Templates**: Filter to include only those templates linked to taxable SARS codes.\ **Include unprocessed pay runs**: If a month is selected with unprocessed pay runs, those values will also be included in the report. 9. Click on Create

Monthly breakdown per employee preview

## **Consolidated Employee Report** Generate a monthly breakdown of each pay run template per employee and a summarised view of all the pay run templates. 1. Navigate to Payroll, Reports. 2. Click on Consolidated Employee Report. 3. Select the company from the drop down. 4. Select the starting month you want to view 5. Select the end month you want to view\ (The report will show you all the months between the start and the end date) 6. Click on Include unprocessed pay runs. 7. Click on the + next to Select Employees and select the employees\ (***Note:** you can select all the employees in the list and it will only show you the employees linked to the company you filtered for in step 3*). 8. Click on Create

Monthly breakdown per employee

View our course video here: {% embed url="" %} ## SARS Code Summary This report provides a monthly breakdown of each SARS code per employee, again only including months with all pay runs finalised. Use this report when reconciling [bi-annual](/modules/payroll/filing/bi-annual-filing) reconciliations. {% hint style="info" %} Only finalised pay runs are included in this report. {% endhint %} 1. Navigate to Payroll, Reports. 2. Click on SARS Code summary. 3. Select the company from the drop down. 4. Select the starting month you want to view 5. Select the end month you want to view\ (The report will show you all the months between the start and the end date) 6. Click on the + next to Select Employees and select the employees\ (***Note:** you can select all the employees in the list and it will only show you the employees linked to the company you filtered for in step 3*). 7. Click on Create

SARS code summary

## Leave Liability 1. Navigate to Payroll, Reports. 2. Click on Leave Liability. 3. Click on the + next to Select Employees and select the employees. 4. Click on Create. View our course video here: {% embed url="" %} The report allows you to filter specific employees, so only the selected employees will be included in the Excel export. The Excel report contains four sheets, each offering different information:

Current Leave Balances

**Current Leave Balances:** * This sheet shows the most recent leave balances for **Annual**, **Sick**, and **Family Responsibility** leave for all selected employees. * The column titled **"Balances as of"** indicates the date the leave balances apply to. * If the date has a **yellow background**, it means the balances are from the current unfinalised pay run and may still change if the employee accrues or takes leave. * **White backgrounds** indicate balances for employees who are not in an open pay run, typically inactive employees.

Leave type breakdown

**Leave Type Breakdown (3 sheets):** * These sheets provide a detailed historical breakdown of each leave type. * Leave movements are tracked for each pay run period, and the columns include: * **Balances as of:** Dates highlighted in yellow indicates that these balances are from the latest **unfinalised** pay run and could still change. This date represents the end date of the applicable pay run. * **Opening Balance**: The starting leave balance for that pay run period. * **Accrued**: The total leave accrued during the pay run period. * **Spent**: The total leave taken during the pay run period. * **Closing Balance**: The leave balance at the end of the pay run period. * **Leave Cycle Start Date**: The start date of the leave cycle for that type of leave. ## UI-19 {% hint style="danger" %} The Employer's Declaration of employment for one or more employees. Available **only** for resigned employees. For information on how to resign an employee, please refer to our [Employee Resignation](/fundamentals/users-and-employees/employee-resignation) page. {% endhint %} 1. Navigate to Payroll, Reports. 2. Click on UI-19. 3. Click on the Select a company drop down and select the company that the employee(s) was in. 4. Click on the + next to Select Employees and select the employees\ (***Note:** you can select all the employees in the list and it will only show you the employees linked to the company you filtered for in step 3*).
## Certificate of Service {% hint style="danger" %} The Employer's Declaration of employment for one or more employees. Available **only** for resigned employees. For information on how to resign an employee, please refer to our [Employee Resignation](/fundamentals/users-and-employees/employee-resignation) page. {% endhint %} 1. Navigate to Payroll, Reports. 2. Click on Certificate of Service. 3. Click on the Select a company drop down and select the company that the employee(s) was in. 4. Click on the + next to Select Employees and select the employees\ (***Note:** you can select all the employees in the list and it will only show you the employees linked to the company you filtered for in step 3*).
### Where the hours come from (UI-19 & Certificate of Service) Both the UI-19 and the Certificate of Service report the number of hours an employee was expected to work over their period of employment. These hours are based on the employee's **clock template** — specifically the **budget hours** (required working hours) set up on that template. We use the budget hours (rather than the hours actually clocked) on purpose, so the report works for **everyone**: * Employees who clock in and out each day, **and** * Employees who don't physically clock (for example, salaried staff). In both cases the report draws the expected hours from the clock template, so it always produces a result. **How the hours are added up** For each calendar month the employee was employed, we look at where their **active period overlaps that month**, then walk through that overlap day by day. For every day that the clock template marks as a **required working day**, we add that day's budget hours. Days that aren't required working days (for example weekends or public holidays, when the template is set up correctly) add nothing. This means the report only ever counts the budget hours for the days the employee was genuinely expected to work, within the dates they were actually employed. **Example — an employee who only worked half a month** Say an employee resigned halfway through a month. We don't take the whole month's budget hours and halve them. Instead, we look only at the part of the month they were still active, find every required working day in that window, and add up the budget hours for just those days. So if they were active for the first two weeks, only the required working days falling in those two weeks are counted. #### If the hours don't look right If the hours on a UI-19 or Certificate of Service are higher or lower than you expect, the cause is almost always in the employee's **clock template**. The most common reason for **inflated hours** is a clock template where **every day of the week is marked as a required working day**. When that happens, the budget hours count every single day — including weekends and public holidays — which pushes the total far higher than the employee actually worked. To check and fix this: 1. Open the affected employee on the Employee Overview Report and look at their **clock template**. 2. Review how the **budget hours** are set up for each period — in particular, which days are marked as required working days. 3. Adjust the required working days so they reflect the employee's real schedule (for example, weekdays only). {% hint style="info" %} You can confirm an employee's expected budget hours on the **Employee Overview report**. If the budget hours there look wrong, the UI-19 and Certificate of Service will be wrong too — fix the clock template and they will all line up. {% endhint %} ## Loans & Savings History 1. Navigate to Payroll, Reports. 2. Click on Loans & Savings History. 3. Click on the Select a company drop down and select the company that the employee(s) was in. 4. Click on the + next to Select Employees and select the employees\ (***Note:** you can select all the employees in the list and it will only show you the employees linked to the company you filtered for in step 3*).

Loan and Savings history

The Loans and Savings History Report provides a comprehensive view of each employee's financial transactions related to loans and savings within your organisation. Here’s what each entry in the report represents: * **Employee Details**: Each row corresponds to a specific employee, identified by their employee number and full name. * **Pay Run**: Indicates the pay run associated with the transaction. This helps track when the transaction occurred within the payroll cycle. * **Take-On Balance**: Shows if an opening balance was recorded for the loan or saving at the start of the period. This is critical for tracking the initial amount before any transactions. * **Opening and Closing Balances**: Reflects the starting and ending balances for the period, providing insight into the net changes due to transactions during that time. * **Pay out**: Displays any pay outs from the savings or loan repayments made during the pay run. * **Loan / Saving Deduction**: Shows deductions related to loan or saving repayments within the pay run. * **Modified**: Indicates if any manual adjustments were made to the transaction. This is important for audit and reconciliation purposes. This report is essential for managing and reviewing employee savings and loan accounts, ensuring transparency and accuracy in financial documentation. ## OID Return of Earnings An OID report provides detailed information on the compensation and earnings of employees, specifically for the purposes of Occupational Injuries and Diseases (OID) reporting to relevant authorities. {% hint style="danger" %} The OID Config needs to be configured in each pay run before generating this report. Please refer to [OID Config Setup](/modules/payroll/filing/oid-return-of-earnings) to assist with this. This report should only be printed after you have rolled into the March period. {% endhint %} 1. Navigate to Payroll, Reports. 2. Click on OID Report. 3. Click on the Select a company drop down and select the company you want to generate the file for. 4. Enter the start date as March of the previous financial year. 5. Enter the Percentage increase (the average percentage of the increases of your employees salaries in the new financial year). 6. Click on Create.
## Termination Report This report generates a list of all employees who have been terminated, including their start and end dates, UIF status codes, and custom termination reasons. 1. Navigate to Payroll, Reports. 2. Click on Termination report. 3. Click on the Select a company drop down and select the company you want to view 4. You can either filter by date, or by employees (just tick the one you prefer): 1. Date will allow you to enter a start date and an end date and it will show you the days accrued and taken during this period for all employees and all leave types:\ ![](/files/dGX9AD0dFEmMYdENXUmW) 2. Employees will allow you to select specific or all employees that you want to view:\ ![](/files/Lcg7FBQ0NM4iiR1XTQIx) 5. Click on create. ## Employment Tax Incentive (ETI) Breakdown 1. Navigate to Payroll, Reports. 2. Click on Employment Tax Incentive (ETI) Breakdown. 3. Select the company from the drop down. 4. Select the starting month you want to view 5. Select the end month you want to view\ (The report will show you all the months between the start and the end date) 6. Click on the + next to Select Employees and select the employees\ (***Note:** you can select all the employees in the list and it will only show you the employees linked to the company you filtered for in step 3*). 7. Click on Create ## Skills & Equity You can generate the EEA2 and EEA4 reports directly from the system. This is a three step process, you will firstly need to ensure that the Race and Gender for each employee is completed. Secondly you will need to download the template so you can update the employee details that is needed for the report. You will then be able to generate the report. Please see below steps: 1. [Ensure the Race and Gender has been completed for all employees.](#make-sure-the-race-and-gender-is-completed-for-all-employees) 2. [Download and complete the Skills & Equity template.](#download-and-complete-the-skills-and-equity-template) 3. [Import the Template and generate the reports.](#import-the-template-and-generate-the-reports) #### Make sure the Race and Gender is completed for all employees. These details can be done in bulk: **Export the EPI sheet** 1. Navigate to Payroll, Employees. 2. Click on Export/Import on the top of the screen (more to the right). 3. Click on Export. 4. Select Export All Personal Info This will download an Excel sheet. **Edit the sheet** 1. Open up the Excel sheet. 2. Click on Enable editing. 3. Select the correct option from the drop down for the employees race. 4. Select the correct option from the drop down for the employees gender.\ *Note: You can remove any employees or lines you don't want to edit.* 5. Save the excel sheet. **Import the EPI sheet** 1. Navigate to Payroll, Employees. 2. Click on Export/Import on the top right hand side. 3. Click on Import. 4. Select Import Personal Information. 5. Click on Import. 6. Locate the Excel sheet and select it, then click on Open. 7. Click on Upload file. 8. Click on Next. 9. Click on Validate. 10. If there are any errors - please correct the errors first. If there are warnings, or no errors you can click on Imports with warnings or import. #### Download and complete the Skills & Equity template **Download the Template** 1. Navigate to Payroll, Reports. 2. Click on Skills & Equity 3. In the side panel that appears, click on the Select a company drop down and select the correct company. 4. Select the Start date for your Skills and Equity period. 5. Select the End date for your Skills and Equity period. 6. Click on Download template. This will download an excel file to your preferred download destination. **Edit the template** 1. Locate the Skills-equity-template-company\_name excel spread sheet from your downloads folder or preferred download destination and open it. 2. Click on Enable editing. 3. Check the **Employment Level** column and edit if needed.\ *For each employee, please select their employment level by clicking on the cells drop down menu and selecting the correct employment level from the list.* 4. Check the **Was promoted** column and edit if needed.\ *Each employee that was promoted during the skills and equity period needs to be changed from False to True, click on the drop down and select True. If the employee was not promoted you can leave it as false.* 5. Check the **Had Numeric Goal Training** column and edit if needed.\ *Each employee that received numeric goal training during the skills and equity period needs to be changed from False to True, click on the drop down and select True. If the employee was not promoted you can leave it as false.* 6. Check the **Disabled** column and edit if needed.\ *Each employee that is disabled during the skills and equity period needs to be changed from False to True, click on the drop down and select True. If the employee was not promoted you can leave it as false.* 7. Once each employee has been updated you can save the template. #### Import the template and generate the reports 1. Navigate to Payroll, Reports. 2. Click on Skills & Equity 3. In the side panel that appears, click on the Select a company drop down and select the correct company. 4. Select the Start date for your Skills and Equity period. 5. Select the End date for your Skills and Equity period. 6. Click on the + next to Include pay run templates and select the relevant templates from the list and click on Done.\ *NOTE: If you are unsure what needs to be included of excluded please refer to the* [*EEA4 specification document*](chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https://labourguide.co.za/~documents/route%3A/download/2098)*.* 7. Click on Upload File. 8. Select the skills-equity-template-company\_name that you saved and click on Open. 9. Click on Create The system will download a zip folder called equity-reports-Company\_Name. In the folder you will find both the EEA2 and the EEA4 reports. # Pay Run Reports Pay run reports will need to be generated per pay run for the date of that pay period and the linked employees and financials. Currently in the pay runs you can generate these four reports: * Cost report\ Gives you a comprehensive overview of all the pay run templates, with their amounts, quantities and rates. * Nett Pay Report\ This report will show you the nett amounts and the associated banking details for each employee. * Bank Payment File Here you can select from a multitude op available bank files to create an export file that can be imported into your banking software. * Daily Cost Component report\ This report will show you a break down of all the financials that has been linked to the activity and or site that it was linked to. ### Cost Report (New) 1. Navigate to Payroll, [Pay runs](https://app.allwage.com/#/payroll/templates). 2. Enter the appropriate pay run. 3. Click on Reports. 4. Click on Export next to Cost Report (New) ### **Nett pay report** {% hint style="danger" %} Do **NOT** generate the Nett pay report if you have not as yet generated the [payslips](https://help.allwage.com/modules/payroll/payslip) or the [cost report](https://help.allwage.com/modules/payroll/recurring-pay-runs/current-pay-run#cost-report). {% endhint %} 1. Navigate to Payroll, [Pay runs](https://app.allwage.com/#/payroll/templates). 2. Enter the appropriate pay run. 3. Click on Reports. 4. Click on Export next to Nett pay Report ### Export Bank Payment file {% hint style="danger" %} Do **NOT** generate the Nett pay report if you have not as yet generated the [payslips](https://help.allwage.com/modules/payroll/payslip) or the [cost report](https://help.allwage.com/modules/payroll/recurring-pay-runs/current-pay-run#cost-report). {% endhint %} 1. Navigate to Payroll, [Pay runs](https://app.allwage.com/#/payroll/templates). 2. Enter the appropriate pay run. 3. Click on Reports. 4. Click on Export next to Bank Payment file 5. Select the correct export option that matches your bank that you use the pay the figures for this pay run from the list. 6. Click on Download Payment File:
{% hint style="warning" %} Please do NOT open the file that has been downloaded. Most of these files will download as a CSV file, so if you open this file it can convert the layout of the file and the bank will not be able to read it anymore. If you wish to see what is included in the Bank file you can click on the Download report (next to Download Payment File) and you can open and view that file at your leisure. {% endhint %} We don't have access to all the banks import steps, so after the file has been created we can't further advise on the import options. We advise that you reach out to the bank if you need further steps to import the information to the bank, if you receive any errors, please email the bank and cc our support email, , in the communication. We will then be able to speak directly to the bank to address any issues. ### Daily Cost Component Report 1. Navigate to Payroll, [Pay runs](https://app.allwage.com/#/payroll/templates). 2. Enter the appropriate pay run. 3. Click on Reports. 4. Click on Export next to Daily Cost Component Report # Allow me to choose where reports or payslips are saved to Because our system is fully online, you will need to change your browser settings to allow you to select the location for your export reports. ## How to get my reports and payslips to ask you where to save to? ### Chrome 1. Click on the three dots on the top right hand side of your browser. 2. Click on settings. 3. Click on Downloads on the left hand side. 4. Switch the "Ask where to save each file before downloading" toggle on:
### Edge 1. Click on the three dots on the top right hand side of your browser. 2. Click on Settings. 3. Click on Downloads. 4. Switch the "Ask me what to do with each download" toggle on. ### Firefox 1. Click on the hamburger icon (the three lines) on the top right hand side. 2. Click on Settings. 3. Scroll down until you get to Downloads. 4. Click the "Always ask you where to save files" checkbox

The Firefox settings

# Payroll Processing Checklist To make sure that your pay run is as accurate as possible, we have created this list of steps to follow when getting ready to finalise your payslips for a specific period: * [ ] [Check if the devices have been synchronised](#check-if-the-devices-have-been-synchronised) * [ ] [Check if there are any employees that are not in a pay run](#check-if-there-are-any-employees-that-are-not-in-a-pay-run). * [ ] [Add employees to a Pay Run (if applicable)](#add-employees-to-a-pay-run-if-applicable). * [ ] [Check for missing Employee Personal Information and add it](#check-for-missing-employee-personal-information-and-add-it). * [ ] [Create rate overrides for new employees (if applicable)](#create-rate-overrides-for-new-employees-if-applicable). * [ ] [How to Add/Edit/Remove pay run templates on employee payslips](#add-edit-remove-pay-run-templates-on-the-payslips) * [ ] [Load any loans or savings not yet loaded.](#load-any-loans-or-savings-not-yet-loaded) * [ ] [Terminate employees (if applicable).](#resign-employees-if-applicable) * [ ] [Generate UI19 and certificate of service reports for terminated employees (if applicable).](#generate-the-ui19-and-certificate-of-service-reports-for-resigned-employees) * [ ] [Go through pay run health checks.](#go-through-the-pay-run-health-checks) * [ ] [Generate the Cost Report.](#generate-the-cost-report) * [ ] [Generate the payslips.](#generate-the-payslips) * [ ] [Generate the Nett pay report & Bank transfer file.](#generate-the-nett-pay-report-and-bank-transfer-file) * [ ] [Finalise the Pay Run.](#finalise-the-pay-run) * [ ] [Generate the EMP201 and UIF Declaration.](#generate-the-emp201-and-uif-declaration) ## Check if the devices have been synchronised. Your payroll is heavily reliant on the synchronized hours from either clocking devices that you use. It is always best to make sure that your devices have all sync'd before continuing with the payroll.\ \ To see when your devices last sync'd, navigate to [Manage>Devices](https://app.allwage.com/#/system/devices). If your devices have not sync'd within the last hour please check the below factors: * Is your device's Wi-Fi connection that the device(s) are currently connected to. Kindly refer to [this section](https://help.agrigistics.co.za/fundamentals/data-capture-devices/device-management) to see more details regarding how to add and manage your devices. Please refer to our course video: {% embed url="" %} ## Check if there are any employees that are not in a pay run. Employees can quickly and easily be added to the system at any time and they will be clocking in and out without the payroll administrator necessarily knowing that they have been added. It is essential that you keep up to date with new employees to make sure that they are included in your pay runs and that they get paid correctly. The easiest way to check if there are any employees loaded that are not in a pay run is by following the below steps: 1. Navigate to **Payroll**. 2. Select **Employees**. 3. Ensure that the status is set to Active, then click on the Pay Run filter: 1. Select the no pay run option:
These employees is not in any pay run and will either need to be terminated, or added to a pay run. Please refer to our course video: {% embed url="" %} ## Add employees to a Pay Run (if applicable). Kindly refer to [this section](https://help.agrigistics.co.za/modules/payroll/recurring-pay-runs/current-pay-run#add-or-remove-employees-from-a-pay-run) in our help file that will assist you with the steps to add the employees. Please refer to our course video: {% embed url="" %} ## Check for missing Employee Personal Information and add it. Kindly refer to [this section](/modules/payroll/employee-information#update-the-employee-details-in-bulk) in our help file that will assist you with the steps to download the EPI sheet, what information needs to be in each field and how to import the sheet back into the system. Employee details can also be added to individual employees, refer to [this section](https://help.agrigistics.co.za/modules/payroll/employee-information#edit-employee-personal-information) for the steps. Please refer to our course videos: {% embed url="" %} {% embed url="" %} {% embed url="" %} ## Create rate overrides for new employees (if applicable). Kindly refer to [this section](https://help.agrigistics.co.za/modules/payroll/recurring-pay-runs/employee-pay-run-view#add-system-rate-override-individual-employee) in our help file that will assist you with the steps to override an individual employees rate. Kindly refer to [this section](https://help.agrigistics.co.za/modules/payroll/recurring-pay-runs/employee-pay-run-view#add-system-rate-override-in-bulk) to change the rates in bulk for the employees. Please refer to our course video: {% embed url="" %} ## Add / Edit / Remove pay run templates on the payslips. Kindly refer to [this section](https://help.agrigistics.co.za/modules/payroll/recurring-pay-runs/current-pay-run#import-fixed-rate-pay-run-templates) in our help file that will assist you with the steps to add and remove templates to employees either individually or in bulk. You can also refer to [this section](https://help.agrigistics.co.za/modules/payroll/recurring-pay-runs/current-pay-run#import-fixed-rate-pay-run-templates) that will help you to import templates and values. Please refer to our course videos: {% embed url="" %} {% embed url="" %} {% embed url="" %} ## Load any loans or savings not yet loaded. Kindly refer to [this section](https://help.agrigistics.co.za/modules/payroll/loans-and-savings/loans#add-loan-template-to-an-employee) in our help file that will assist you with the steps to add loans. Kindly refer to [this section](https://help.agrigistics.co.za/modules/payroll/loans-and-savings/savings#add-saving-template-to-an-employee) in our help file that will assist you with the steps to add savings. Please refer to our course videos: {% embed url="" %} {% embed url="" %} ## Resign employees (if applicable). Please refer to [this section](https://help.agrigistics.co.za/fundamentals/users-and-employees/employee-resignation#steps-to-terminate-employees) to resign and schedule leave pay outs for employees Please refer to our course video: {% embed url="" %} ## Generate the UI19 and Certificate of service reports for resigned employees. Please refer to [this section](https://help.agrigistics.co.za/modules/payroll/reports#ui-19) of our help file that will assist you with the steps to generate the UI19. Please refer to [this section ](https://help.agrigistics.co.za/modules/payroll/reports#certificate-of-service)of our help file that will assist you with the steps to generate the Certificate of service reports. Please refer to our course video: {% embed url="" %} ## Go through the pay run health checks. Please refer to [this section](https://help.agrigistics.co.za/modules/payroll/recurring-pay-runs/pay-run-health-checks) that will take you through the multiple pay run issues and what the possible solutions will be. Please refer to our course video: {% embed url="" %} ## Generate the Cost report. Kindly refer to [this section](https://help.agrigistics.co.za/modules/payroll/recurring-pay-runs/current-pay-run#reports) in our help file that will assist you with the steps to generate your basic payroll reports. Please refer to our course video: {% embed url="" %} ## Generate the payslips. Kindly refer to [this section](https://help.agrigistics.co.za/modules/payroll/recurring-pay-runs/current-pay-run#generate-payslips) in our help file that will assist you with the steps to generate the payslips to print to PDF. Kindly refer to [this section](https://help.agrigistics.co.za/modules/payroll/recurring-pay-runs/current-pay-run#whatsapp-current-payslips) to send the whatsapp payslip notification. Please refer to our course videos: {% embed url="" %} ## Generate the Nett pay report & Bank transfer file. Kindly refer to [this section](/modules/payroll/reports/pay-run-reports#nett-pay-report) in our help file that will assist you with the steps to generate the Nett Pay report. Kindly refer to [this section](/modules/payroll/reports/pay-run-reports#export-bank-payment-file) in our help file that will assist you with the steps to generate the bank transfer file. Please refer to our course video: {% embed url="" %} ## Finalise the Pay Run. Kindly refer to [this section](https://help.agrigistics.co.za/modules/payroll/recurring-pay-runs/current-pay-run#finalise-a-pay-run) in our help file that will assist you with the steps to finalise the pay run. Please refer to our course video: {% embed url="" %} ## Generate the EMP201 and UIF Declaration. Kindly refer to [this section](https://help.agrigistics.co.za/modules/payroll/filing/monthly-filing#when-will-the-monthly-reports-be-available) in our help file that will assist you with the steps to generate your Statutory reports. Please refer to our course video: {% embed url="" %} # Councils Manage bargaining council compliance in AllWage — set up councils for your company, enrol your employees, and generate the monthly submissions your council requires. Many South African employers are required to belong to a **bargaining council** for their industry. Each council sets its own rules for how workers are classified, what the employer and employee must contribute each month, and what has to be submitted to the council — often on a strict monthly deadline. Compiling these submissions by hand is slow and error-prone. AllWage brings the whole process into one place: you tell the system which council your company belongs to, capture the council-specific details for your employees, and generate the exact submission your council expects — ready to file. ## What a council setup looks like Every council in AllWage follows the same four steps, even though the details of each council are different: 1. **Enable the council for your company** — turn on the council and capture your company's registration details with that council. See [Enabling a Council for a Company](/modules/councils/enabling-a-council). 2. **Enrol your employees** — capture the council-specific details for each employee, such as their membership number and skill grade. See [Enrolling Employees](/modules/councils/enrolling-employees). 3. **Run your payroll as usual** — depending on the council, your council deductions and contributions are picked up from your pay run. 4. **Generate and file the monthly submission** — review the figures, produce the file or report your council requires, and mark it as submitted once you've filed it. See [Council Reports & Submissions](/modules/councils/reports-and-submissions). Because councils touch both **time & attendance** (shifts worked) and **payroll** (contributions and levies), the Councils area brings these together rather than living inside a single module. ## Councils currently supported AllWage adds councils one at a time. **Available now:** * [BIBC — Building Industry Bargaining Council](/modules/councils/bibc) (Western Cape building industry) **Coming soon:** * MIBFA / MEIBC — Metal and Engineering Industries {% hint style="info" %} Only councils your company is enrolled in appear when configuring employees and generating submissions. If you belong to a council that isn't listed yet, please [contact support](/fundamentals/support-channels) — we're expanding council support over time. {% endhint %} ## Before you start An employee can belong to **one council at a time**, and their council details are tied to their current active period at your company. Make sure your employees are set up with an open active period before you enrol them in a council. # Enabling a Council for a Company Turn on a bargaining council for your company and capture the registration details that council requires. Before you can enrol employees or generate submissions, you need to enable the council for your company and capture your company's details with that council. This is a once-off setup per company, updated only when your council details change. ## Where to set it up Council setup lives with your company's other payroll details. 1. Navigate to [Payroll / Settings / Companies](https://app.allwage.com/#/payroll/settings/details/list). 2. Open the company you want to set up. 3. Find the **Councils** section and add the council your company belongs to.
{% hint style="info" %} A company can be enrolled in more than one council. Each council is set up separately with its own details. {% endhint %} ## What you'll capture Each council asks for its own set of company-level details. In general, this includes: * **Your company's registration or firm number** with the council — this identifies your business to the council. * **The shift source** — for councils that count shifts, you choose which time & attendance measure represents that council's shifts for your company (for example, an existing measure that already counts qualifying shifts). * **Any council-specific banking details**, where the council requires payments to a specific account. The exact fields differ by council. See the council's own page for the detail: * [BIBC company setup](/modules/councils/bibc) ## Company details used across councils Some details belong to your company as a legal entity — not to a single council — and are captured once on your company record, then reused by every council that needs them. These include your trading name, address, contact person and banking details. If a council submission needs one of these and it hasn't been captured yet, you'll be prompted to add it on the company record. For where these live, see [Employer Information](/modules/payroll/employer-information). ## After enabling a council Once a council is enabled for your company: * The council becomes available when [enrolling employees](/modules/councils/enrolling-employees). * The council's submissions become available in [Council Reports & Submissions](/modules/councils/reports-and-submissions). Councils your company is **not** enrolled in never appear on employee profiles or in the reports area, keeping the screens clean and relevant to your business. # Enrolling Employees Capture the council-specific details for each employee so they're included in your council submissions. Once your company is enrolled in a council, you capture the council-specific details for each employee who belongs to it. This is what includes them in your monthly submission. You can do this **one employee at a time** on their profile, or **in bulk** from the employee list — the quickest way when you're first onboarding a group onto a council. ## Enrolling one employee at a time Employee council details sit on the employee's own profile, alongside their other personal and payroll information. 1. Navigate to [Payroll / Employees](https://app.allwage.com/#/payroll/employees/assigned) and open the employee. 2. Open the employee's details and find the **Council** section. 3. Choose the council and capture the required details.
{% hint style="info" %} The Council section only appears once your company is enrolled in at least one council. See [Enabling a Council for a Company](/modules/councils/enabling-a-council). {% endhint %} ## One council per employee An employee can belong to **one council at a time**. The councils you can choose from are the ones your company is enrolled in. ## What you'll capture Each council asks for its own employee details — for example, a membership or fund number and a skill grade or category. See the council's own page for the exact fields: * [BIBC employee details](/modules/councils/bibc) ## Council details are tied to the active period An employee's council enrolment is linked to their **current active period** at your company. This keeps their council history accurate as people come and go. * An employee must have an **open active period** before they can be enrolled in a council. * When an employee's active period ends (for example, they resign or transfer to another company), their council enrolment ends with it. * If they return later on a new active period, you enrol them again. Details that stay with an employee for life — such as a lifelong fund number — can be carried over so you don't have to look them up again. ## Details that change over time Some council details change as an employee progresses — for example, their **skill grade or category** may increase as they upskill. AllWage keeps these as a dated history: each time the value changes, you capture the new value and the date it takes effect. The previous value is kept on record. This matters for submissions: when you generate a monthly submission, AllWage uses the value that applied during that period, not just the latest one. ## Enrolling employees in bulk When you're onboarding a group of employees onto a council — the most common case at first setup — you can enrol them together instead of one profile at a time. 1. Go to [Management / Employees](https://app.allwage.com/#/system/employees/manage) or [Payroll / Employees](https://app.allwage.com/#/payroll/employees). 2. Select the employees you want to enrol. 3. Click **Manage** and choose **Enrol in council**. 4. Choose the council.
A panel opens listing every employee you selected. It shows the details required for each and flags anyone with missing or invalid information — so you can see at a glance what still needs attention before you enrol.
### Apply shared values at once Use **Bulk Manage** at the top of the panel to set a value across employees in one step. For example: * Set the **enrolment date** to the start of each employee's active period for the whole group at once. * Select a group of employees and apply the same **skill grade or category** to all of them. ### Set employee-specific details For details that are unique to each person — such as their own membership or fund number — click that employee in the panel and capture their specific fields there. ### Prefer working in a spreadsheet? Use **Download & Upload** at the top of the panel: download a file of the selected employees with the council's required fields, fill in the values (or copy them across from a sheet you already have), and upload it back — the panel fills with what you captured, ready to review. When every employee's required details are complete, confirm to enrol the whole group. {% hint style="info" %} Which details you can bulk-set and which must be captured per employee depends on the council — each council has its own set of fields. {% endhint %} To remove employees from a council in bulk, use the same **Manage** menu and choose **Unenrol from councils**. ## Related * Employee personal information is managed on the same profile — see [Employee Information](/modules/payroll/employee-information). # Council Reports & Submissions Review, generate, and file your monthly council submissions — the same simple flow for every council. Council submissions are legal filings with deadlines, so AllWage guides you through a consistent flow for every council: **review the figures, finalise them, download or copy the submission, then mark it as filed.** The steps are the same for every council — only the contents of each submission differ. ## Finding your council submissions 1. Open the **Payroll / Reports** area and go to **Council Reports**. 2. Choose the council you want to file for. Each council has its own page, because each council runs on its own fiscal year and its own monthly layout.
## The council page A council's page is organised around its **financial year** and the **months** within it: * **Year selector** (top right) — each council has its own financial year, so you pick the year you're filing for here. * **Month list** (left) — the months in the selected year, each with a status marker so you can see at a glance where every month stands. * **Main area** — the submission(s) for the month you've selected. ### Month status at a glance Each month shows a coloured marker so you can see where it stands at a glance: | Marker | Meaning | | -------- | --------------------------------------------------------------------- | | 🔴 Red | There are issues to resolve before the submission can be generated | | 🟠 Amber | In progress — generated or finalised, but not yet marked as submitted | | 🟢 Green | Submitted — you've confirmed this month is filed with the council | ## The flow, step by step ### 1. Resolve any issues first If a month has missing or invalid information (for example, an employee is missing a required council detail), the submission is **blocked** until it's fixed. The month shows as having issues, tells you how many, and links you to where to fix each one. You can't generate a submission from incomplete data. A blocked month isn't always missing data — it can also mean something in your setup would produce figures the council won't accept. Each message explains what it found and links you to where to correct it. For the messages specific to a council, see that council's own page: [If the BIBC return won't finalise](/modules/councils/bibc#if-the-return-wont-finalise). ### 2. Review before you download When a month has no issues, open it and **review the submission**. This opens a panel showing exactly what will be filed, based on your current employee, time & attendance, and payroll information. Take the time to check the figures here — this is your chance to catch anything before it goes to the council. ### 3. Finalise When you're happy the figures are correct, **finalise** the submission. Finalising captures the figures as the version you intend to file, and records who finalised it and when. If the underlying data changes later, you can rebuild it (see *Correcting a submission* below). ### 4. View and download, then file with the council Once finalised, click **View & Download Submission** to open the submission and produce it in the format your council needs: * Some councils want a **file** you download and send to them. * Others want you to **copy** the submission and paste it into their online platform. The exact method is covered on each council's page (see [BIBC](/modules/councils/bibc)). You can view and download as many times as you need — it doesn't change anything. ### 5. Mark as submitted After you've actually filed with the council, come back and **mark the month as submitted**. This turns the month green so you and your team can see at a glance which months are done. AllWage doesn't talk to the council to confirm this — it's your record that the job is complete. ## Correcting a submission If you spot a mistake after finalising, first correct the underlying information (for example, fix an employee detail or a shift). Then open the month's menu and choose **Regenerate** — AllWage produces a fresh version of the submission using the corrected data, ready to view, download, and file. {% hint style="info" %} Correcting information doesn't change a submission on its own — nothing updates until you **Regenerate**. So the version on the card stays exactly as you left it until you deliberately regenerate it. {% endhint %} ## What each council covers The steps above are identical for every council. What differs — the details captured, how figures are worked out, and the exact submission format — is on each council's own page: * [BIBC monthly submission](/modules/councils/bibc) # BIBC Set up the Building Industry Bargaining Council (Western Cape) in AllWage and generate your monthly BIBC submission. The **Building Industry Bargaining Council (BIBC)** covers the building industry in the Western Cape. Each month, employers submit a return to the BIBC recording the number of shifts each employee worked, grouped by the BIBC's own week numbers, and file it through the BIBC's online returns portal — **eesi** (spelt "eesi", pronounced "Easy Platform"). AllWage produces this monthly return for you: set up your company and employees once, keep clocking as normal, and generate the return ready to paste into the eesi platform. This page is the full guide — follow the three steps in order and you're ready to file. ## Watch how it works {% embed url="" %} ## What AllWage does — and what it doesn't AllWage takes the monthly BIBC return off your plate. It doesn't change anything else about how you work with the council. To be clear about the scope: * **It builds your return from your own clocking data.** Your employees already clock in and out — AllWage turns those records into the shifts-per-week format the BIBC requires. There's nothing extra to capture. * **The BIBC never sees your AllWage account.** The process only runs one way: AllWage produces a return *from* your data, and you decide what to submit. The council only ever sees what you choose to paste into their platform. * **You stay in control.** Nothing is submitted automatically. You review the return, paste it into the eesi platform, and submit it yourself. * **It doesn't change your levy, contributions, or council relationship.** AllWage only compiles the monthly return — your contributions, levies, and everything about how you deal with the BIBC stay exactly as they are. * **Your payroll stays as it is.** Enrolling an employee adds them to your monthly return; it doesn't add, remove, or recalculate any deduction. BIBC deductions and contributions are still set up on payroll the same way you do today. * **You don't need payroll to use it.** The return is built entirely from your clocking data, so you can use it whether or not you run payroll on AllWage. ## How the BIBC year works The BIBC runs on its own financial year: **1 November to 31 October**. Week numbers follow this year, not the standard calendar. AllWage handles the week numbering for you based on the BIBC's published calendar. ## Before you start — find your latest BIBC return The fastest way to set up is with your most recent **Detailed Benefit Sales Return** — the standard spreadsheet you complete for the BIBC every month and submit on the eesi platform. It already contains everything AllWage needs:
The BIBC Detailed Benefit Sales Return

The Detailed Benefit Sales Return — everything you need for setup is on this sheet

| On the return | What it gives you | | --------------------------------------- | ----------------------------------------------------- | | **Employer number** (top of the sheet) | Your BIBC Registration Number | | **Holiday Fund Number** per employee | Captured on each employee's enrolment | | **Benefit Code** per employee, per week | The latest week shows each employee's current code | | **MAN Number** per employee | The employee's number — used to match them to AllWage | Keep the return open while you work through the steps below. You'll also need: * Your employees set up on AllWage, with **employee numbers that match the MAN Numbers** on your return * Clocking running as normal — shifts are counted from the time & attendance data you already capture {% hint style="info" %} **An employee has no Holiday Fund Number?** They must first be registered with the BIBC — the council can't credit contributions to an employee without a valid Holiday Fund Number. Register them with the BIBC, then enrol them on AllWage once their number is issued. {% endhint %} ## Step 1 — Enrol your company 1. Navigate to [Payroll / Settings / Companies](https://app.allwage.com/#/payroll/settings/details/list) and open your company. 2. Scroll to the bottom of the company page and add the **BIBC** under the Councils section. 3. Enter your **BIBC Registration Number** — the Employer number at the top of your return. 4. Select your **shift source** — the measure AllWage uses to decide whether an employee worked a shift on a given day. It must be a measure that **counts days**, not hours. If you don't have your own day measure yet, use the default **Required Day (7+ Hours)** — it comes with every company and counts a shift whenever an employee works more than 7 hours on a weekday. 5. Save — your company is enrolled. {% hint style="warning" %} **Pick a measure that counts days, not hours.** The BIBC return records whole shifts — one per day worked, up to five a week. Measures like **Required Day (7+ Hours)**, **Present** or **Present (T\&A)** return one per day, which is what the return needs. An hours measure (Total Hours, Normal Hours) returns 8.5 for a normal day, which the return reads as 8½ shifts — so the month is blocked before you can file it. The same applies to any measure counting piecework units. {% endhint %} {% hint style="info" %} **Only using time & attendance (no payroll)?** You may not have a company in AllWage yet. Create your company first under Payroll / Settings / Companies, then follow the steps above. {% endhint %} {% hint style="info" %} **Working weekends?** The BIBC counts shifts Monday to Friday, which is what the default measure follows. If weekend shifts should count towards your return, create a custom metric with your own rules and select it as the shift source instead. {% endhint %} ## Step 2 — Enrol your employees Each employee's BIBC enrolment captures: | What you capture | What it's for | | -------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Holiday Fund Number** | The employee's unique BIBC number, assigned when they first register with the BIBC. It's kept for life — if they leave and return, the same number is reused. | | **Benefit Code** | The employee's labour category / skill level — the latest week's code on your return. If an employee upskills later, schedule the new code from the week it takes effect — see [Changing an employee's details after enrolment](#changing-an-employees-details-after-enrolment) below. | | **Shift source override** *(optional)* | Only for an employee whose shifts are counted differently from everyone else (for example, a site manager). It must count days rather than hours, same as the company's shift source. If left blank, the company's shift source is used. | To enrol everyone at once: 1. Go to [Management / Employees](https://app.allwage.com/#/system/employees/manage) or [Payroll / Employees](https://app.allwage.com/#/payroll/employees). 2. Select the employees, click **Manage**, and choose **Enrol in council** → **BIBC**. 3. Fill in the details — there are two ways: ### The quick way — upload your return If you have your Detailed Benefit Sales Return, you don't need to capture anything by hand. Upload the return (Excel file) in the panel and AllWage fills everything in for you: * Each employee is matched by their **employee number** — the MAN Number on the return. * Their **Holiday Fund Number** is captured from the return. * Their **Benefit Code** is taken from the latest week on their row. * **Enrolment dates** default to the start of each employee's active period. Everything stays editable before you confirm — nothing is enrolled until you've reviewed. The panel flags anything that needs your attention: an employee number on the return that doesn't exist on AllWage, a name that doesn't match the employee (check the employee number), or a missing Holiday Fund Number. ### The manual way — capture the details in the panel No return on hand? Capture the details directly — the quickest order: * **Bulk Manage** (top of the panel): set every enrolment date to the start of each employee's active period in one step, and apply shared Benefit Codes to groups at the same skill level. * **Per employee**: click an employee and enter their Holiday Fund Number. * **Prefer a spreadsheet?** Use **Download & Upload**: download the file of selected employees, fill in the Holiday Fund Numbers and Benefit Codes, and upload it back. Whichever way you fill it in: resolve anything the panel flags, then confirm to enrol the group. For enrolment rules that apply to every council — one council per employee, active periods, editing details later — see [Enrolling Employees](/modules/councils/enrolling-employees). ## Changing an employee's details after enrolment People upskill, change labour category, and move teams. Rather than overwriting the employee's details — which would quietly change earlier returns — you **schedule** the change to take effect from a chosen week. Returns before that date keep the previous values; returns from that date onward use the new ones, and AllWage keeps the full history. Two options live in the same menu — pick the right one: * **Update basic details** — for corrections that apply immediately and replace the current values (for example, a mistyped Holiday Fund Number). * **Schedule council changes** — for real changes that take effect from a date (a new Benefit Code, a different shift source). There's no bulk option for scheduling changes — you do this per employee: 1. Navigate to [Payroll / Employees](https://app.allwage.com/#/payroll/employees) and click on the employee. 2. On the employee details page, scroll down to the **Councils** section — you'll see the employee's BIBC enrolment. 3. Click the three-dots menu on the right and choose **Schedule council changes**.

The Councils section on the employee details page

4. Pick the date the change takes effect (**Update effective from**). Only **Saturdays** can be selected — see the note below. 5. Enter a **reason for change** — a short note for your own records (for example, "Upskilled" or "Moved sites"). You'll see it again in the employee's history. 6. Select the new **Benefit Code**. It applies from the selected week onward. 7. Optionally, change the employee's **shift data source** — for example, the employee moves to a team that works weekends and their shifts should now be counted by a different measure. If left as inherited, the company's shift source continues to apply. 8. Click **Schedule**.

Scheduling a council change — the new values apply from the selected week

{% hint style="info" %} **Why only Saturdays?** The BIBC's calendar week starts on a Saturday, and changes are scheduled on full weeks. This keeps each week on a single Benefit Code — otherwise you'd end up having to file two separate returns for two codes in the same week. {% endhint %} Once a change is scheduled, a **History** label appears next to the employee's BIBC enrolment. Click it to see how the employee's council details changed over time — each change with its date and reason — and to edit a scheduled change if something was captured incorrectly. ## Step 3 — Generate and file your monthly return 1. Make sure the month's clocking is complete and exceptions are sorted — the return is built from your shift data. 2. Go to **Payroll / Reports → Council Reports → BIBC** and select the month. 3. Resolve any issues the month flags — the return is blocked until the underlying data is complete. 4. **Set your report period.** The start and end dates default to the first and last day of the month. If you submit your BIBC return for the same period as your payroll, and your payroll doesn't run on calendar months, change the dates to your payroll period instead. 5. **Preview the submission** and check the figures: each enrolled employee, their shifts per BIBC week, and their benefit codes. 6. **Finalise** the return. 7. Click **View & Download Submission** and copy the return to your clipboard (or download it as a text file). 8. Paste it into the eesi platform and submit there. 9. Come back and **mark the month as submitted** — the month turns green, and you're done. {% hint style="info" %} **Payroll period offset from the calendar month?** Say you run payroll from the 25th to the 24th: for your June return, set the report dates to 25 May – 24 June. The return covers those dates but still counts as June's submission. Once you finalise, AllWage remembers your offset and pre-fills the right period every month after — and checks that consecutive months line up, so no day is missed or filed twice. {% endhint %} From then on it's a monthly rhythm: clock as normal, generate, review, finalise, paste into eesi, mark as submitted. If you spot a mistake after finalising, fix the underlying data and use **Regenerate** on the month — see [Council Reports & Submissions](/modules/councils/reports-and-submissions) for the full flow and month statuses. ## If the return won't finalise ### "Selected BIBC shift metrics exceed the daily limit" This means the measure counting your BIBC shifts is returning more than one per day — almost always because an hours measure was chosen instead of a day measure. A normal 8½-hour day reads as 8½ shifts. The shift counts in the preview are still correct — every day is counted as one shift no matter what the measure returns. The month is blocked so a wrong setup can't quietly become a filed return. To fix it: 1. Click **View affected days** on the message. Each row shows the employee, the BIBC week, the date, and — under *Contributing metrics* — the name of the measure being counted and its value for that day. If that value looks like a number of hours, you've found the problem. 2. Change the shift source to a measure that counts days. **Required Day (7+ Hours)**, **Present** and **Present (T\&A)** all work. * For everyone: [Payroll / Settings / Companies](https://app.allwage.com/#/payroll/settings/details/list) → your company → the BIBC section → **Shift Data Source**. * For one employee: their **Councils** section on the employee page. Use **Update basic details** to correct a wrong override, or **Schedule council changes** if the change should apply from a certain week onward — see [Changing an employee's details after enrolment](#changing-an-employees-details-after-enrolment). 3. Regenerate the month. {% hint style="info" %} **Only some employees affected, or only part of the month?** Then it's an employee-level override rather than the company's shift source. Scheduled changes apply from a chosen week, so a single employee can be counted correctly for part of a month and incorrectly for the rest — the affected days list shows you exactly which weeks. {% endhint %} ## What's coming next The current version focuses on producing the monthly return. Automating BIBC payroll deductions and contributions, and a reconciliation report to check payroll against your return, are planned for future releases. For now, BIBC deductions continue to be set up manually on payroll. Stuck on any step? Reach out via our [support channels](/fundamentals/support-channels) — we've helped customers through this exact setup and are happy to walk it with you. # Document Management Centralised digital filing system built directly into your payroll platform ## **What is Employee Document Management?** Our Employee Document Management module is a secure, centralised digital filing system built directly into your payroll platform. It is designed to solve the challenges of managing records for a field-based workforce. We understand that for Payroll Administrators, managing physical employee documents can be chaotic, inefficient, and create significant compliance risks. This feature was built to solve key pain points we observed from our customers, including: * **High Administrative Overhead**: The process of scanning, filing, and retrieving physical documents is time-consuming. * **Compliance Risk**: Manually tracking expiry dates for contracts, medicals, or training certificates in spreadsheets or calendars often fails, leading to compliance breaches when documents expire without notice. * **Lack of Centralisation**: Documents are often scattered across physical filing cabinets, online drives, and email, making it a stressful nightmare to prepare for an audit or get a complete view of an employee's file. Our goal is to replace these scattered, manual systems with a single, secure source of truth, giving you control, visibility, and peace of mind. **Current Capabilities** Here is what you can do with the first version of Employee Document Management: * **Secure Employee Vault**: A secure vault section is available on each employee's profile where you can upload employee-specific documents. * **Categories and Tags**: Each document can be assigned one category and multiple tags. This makes it easier to organise, filter, and find relevant information when looking up historic documents. * **Expiry Dates and Renewal Notifications**: When uploading a document, you can set an expiry date. You can also set a reminder to be notified before the document expires. Currently, these notifications are displayed as health checks on your pay runs. * **Attach Multiple Files to a Document**: A single document record (like a contract or warning) can have multiple physical files attached to it. This allows you to group related files (e.g., an original contract and all its addendums) for better organisation. You can also easily download all attachments at once. # Getting Started Step-by-step walkthrough for using the Employee Document Management features This guide provides a step-by-step walkthrough for using the new Employee Document Management features. We will cover how to upload and categorise an employee contract, a warning, and a medical certificate. ## **How to Upload Documents** Follow these steps to upload a new document to an employee's vault. {% embed url="" %} Navigate to **Payroll > Employees** and select the employee. 1. In the employee's profile navigation, click the new "**Vault**" tab. 2. This will present you with an empty screen to upload a document. Either drag and drop your file(s) onto the upload area, or click "**Upload A Document**" to select them from your computer. * You can upload multiple files at a time. 3. The upload process will now start and give you visual feedback on the progress. If anything goes wrong, you will be notified. Ensure you have sufficient internet bandwidth to upload documents.![](/files/mD3XNDjQa9qHE6af7iov)
4. After uploading, you will see the new document in the table view with a **Draft status**. This means it is successfully uploaded but not yet categorised or tagged.\ ![](/files/wQduyTZ0t5MLtgKY9dgp) {% hint style="success" %} Documents will always be uploaded in a draft state. To categorise the new document, proceed to the examples below. {% endhint %} ## **Manage Attachments and Rename Documents** You can add more files to an existing document, or rename the document record, at any time. This allows you to group related files (e.g., an original contract and all its addendums) for better organisation. You can also easily download all attachments at once. {% embed url="" %} **To Upload Additional Attachments:** Sometimes you need to add files later, such as a contract addendum. 1. Find the document in the vault list and click the overflow menu (three dots). 2. Select "**View Detail**". 3. In the Attachments section, you will see the list of files already attached to this document. 4. Click the "**Upload**" button *in this panel* and select your additional files. This will add them to the *same* document record. 5. From here you will also be able to download or delete any attachments for this document. **To Rename a Document:** By default, the document name is taken from the first file you uploaded. 1. Click the overflow menu (three dots) on the document row. 2. Select "**Rename**". 3. Provide a new, clear name for the document (e.g., "Permanent Contract - 2025"). * This only renames the *document record* for better organisation. It does not rename the actual attachment files, which are kept for record-keeping purposes. ## **Categorising Your Documents** Once your document has been uploaded and is in a Draft state, follow these steps to categorise it. {% hint style="success" %} **Categories and Tags**: Each document can be assigned **one category** and **multiple tags**. This makes it easier to organise, filter, and find relevant information when looking up historic documents {% endhint %} ### Example 1: Employee Contract {% embed url="" %} 1. On the draft document row, click the overflow menu (three dots) and select "**View detail**". 2. Click the pencil icon next to the "Category" field to open the details panel. 3. Link to a **Category**: * Click into the "**Link to a category**" field. Click the + icon option to add a new category. * Name: `Employee Contract` * Click "**Add**". The new category will be created and automatically selected. 4. Link to **Tags**: * Click into the "Tags" field and click the + icon to create two new tags: * Tag 1: `Permanent Contract` * Tag 2: `Temporary Contract` * After creating them, unselect "Temporary Contract" to ensure only the Permanent Contract tag is linked to this document. The "Temporary Contract" tag can be used when uploading temporary contracts. 5. Add a **Description**: * In this free text field, add: `Appointed permanently after 6 month contract` 6. Set **Expiration Date**: * Because this is a permanent contract, leave the "**Expiry Date**" field blank. 7. Click "**Update**" to save. The document's status will change from "Draft" to "Active." ### Example 2: Employee Warning {% embed url="" %} 1. On the draft document row, click the overflow menu (three dots) and select "**View detail**". 2. Link to a **Category**: * Click into the "Category" field and click the + icon. * Name: `Warnings` * Click Add. The category will be created and selected. 3. Link to **Tags**: * Click into the "Tags" field and click the + icon to create two new tags: * Tag 1: `Verbal Warning` * Tag 2: `Written Warning` * After creating them, ensure only the Written Warning tag is linked. 4. Add a **Description**: (Optional) Add any supporting notes about the warning. 5. Set **Expiration Date**: * Click the "Expiry Date" field and select a date 6 months from now. 6. Set **Reminder**: Skip this step, as it is not needed for this warning. 7. Click Update to save. ### Example 3: Employee Medical Certificate {% embed url="" %} 1. On the draft document row, click the overflow menu (three dots) and select "**View detail**". 2. Link to a **Category**: * Click into the "Category" field and click the + icon. * Name: `Medicals` * Click Add. The category will be created and selected. 3. Link to Tags: * Click into the "Tags" field and click the + icon. A good tag for this might be `Annual Medical`. * For this example, create and select `Annual Medical`. 4. Add a **Description**: (Optional) Add any notes, such as the practitioner's name. 5. Set **Expiration Date**: * Click the "Expiry Date" field and select the date for next month when it expires. 6. Set **Reminder**: * Click the "Reminder" field and select 3 weeks before expiry. How to view notifications: [#how-to-view-renewal-notifications](#how-to-view-renewal-notifications "mention") 7. Click "**Update**" to save. ## **How to View Renewal Notifications** Once you have set expiry dates and reminders, the system will alert you from the pay run an employee is linked to and their Vault. Employee Vault:

Employee Vault notification

1. Expired documents will be notified in red. 2. Documents with active renewal notifications will be notified in orange. **Pay Run:** 1. Navigate to any active Pay Run. 2. Look at the Health Notifications section at the top of the page.
All documents that are set to expire within the current pay run's period.
All documents that have passed their reminder date. # Harvesting # Dashboard Daily overview of all harvesting activities on your farm ## Filters Select custom filters to narrow down your dashboard results. Your daily overview, harvester overview and farm breakdown will be filtered according to your selections. ![Farm, produce and date filter](/files/AKKzakUiV3PvEj57pQRV) * **Farms** - Select one or multiple farms * **Produce** - Select a single produce * **Date** - Select any date ## Overview See a daily breakdown of all produce harvested over time. ![Hover over a series to view more details.](/files/b0eIie0rJku6haOsNxW7) The graph is updated in 15 minute increments. Select a produce filter to view individual variants harvested. ## Harvester Overview Top harvesters for each produce. Click on the arrow icons next to the produce name to cycle between different types of produce. ![Top harvesters and target indicators](/files/JAKjVQ8Z2hhIIrczz3tT) Hover over the target indicators next to each harvester to view their progress. The green check mark indicates that the harvester as reached their daily target. To manage your targets visit the following page: {% content-ref url="/pages/WeN57r8gwi9WwFYWmtm5" %} [Targets](/fundamentals/targets) {% endcontent-ref %} ## Farm Breakdown Detailed breakdown of harvesting activity on each farm. Below each farm name the time of the first and last activity. ![Total produce harvested on the farm](/files/4Ii6BiylGMboaTZNFS0f) Click on the details toggle button to view additional information for the specific farm ![Breakdown of each block per unit and calculated unit](/files/zDnBiTfGg1rmTymVPOH2) --- [Next Page](/llms-full.txt/1)