Payroll Types
A Payroll Type is the master catalog entry that defines an independent pay scheme within your company: its frequency (twice a month, monthly or weekly) and the working hours that correspond to it. Every employee's labor contract is assigned to a Payroll Type, and every Payroll run is generated for a specific Payroll Type and Payroll Period. It's the first catalog you need to set up before you can pay your employees.
What is it and what is it for?
Many companies don't pay every employee the same way: administrative staff might be paid monthly, while operational staff is paid weekly or every two weeks. Payroll Types let you model this: each one groups together the contracts that share a pay frequency, so you can generate an independent payroll run for each group, with its own Payroll Periods, without mixing contracts of different periodicity in the same calculation.
Payroll Types also let AdmCloud correctly calculate each employee's hourly rate, since the working hours you enter here (per week or per month, depending on the frequency) are the basis for that calculation.
How to use it
- Open Payroll Types. You'll see the list of every type already created, ordered by name.
- Click New to create one. Enter its Name, choose the Payment Frequency (Twice a Month, Monthly or Weekly) and enter the Hours worked for the matching period.
- Optionally, add the Payroll TSS Key (Dominican Republic only) and some descriptive Notes.
- If your plan allows it, you can turn on "Restrict which users can view this Payroll Type" and check, in the users table, which users should have access to this type's documents (see below).
- Click Save. If everything is valid, the system takes you to the Details screen of the newly created record.
- From the list or from Details, you can Edit an existing Payroll Type to correct its name, hours, TSS key, notes or user restriction.
- To delete it, use the Delete button on Details, or check the corresponding boxes on the list and click Delete; either way, the system will ask for confirmation.
Working hours by frequency
If the pay period is Weekly, enter the working hours for the week. If it's Twice a Month or Monthly, enter the working hours for the month. This distinction matters because AdmCloud uses it to calculate the hourly rate of every employee assigned to that Payroll Type.
| Payment Frequency | Maximum hours allowed |
|---|---|
| Weekly | 168 hours (24 hours × 7 days). |
| Twice a Month | 744 hours (24 hours × 31 days). |
| Monthly | 744 hours (24 hours × 31 days). |
Key fields
| Field | What it's for |
|---|---|
| Name | Identifies the Payroll Type (for example "Monthly Regular Payroll" or "Weekly Operations Payroll"). Cannot be repeated. |
| Payment Frequency | Twice a Month, Monthly or Weekly. Defines how often employees of this type are paid, and can't be changed after the record is created. |
| Hours | The working hours for the period (for the week if Weekly, for the month if Twice a Month or Monthly). Used to calculate the hourly rate. |
| Payroll TSS Key | The payroll code the worker belongs to before the Dominican Social Security Treasury. Used to generate the TSS self-assessment file (Dominican Republic). |
| Notes | Free text to document internally how this Payroll Type is used. |
| Restrict users | When enabled, only the users you check in the users table can view documents related to this Payroll Type. |
Restricting access by user
Payroll data is especially sensitive, so AdmCloud lets you limit who can see the information of each Payroll Type. Turning on "Restrict which users can view this Payroll Type" shows a table with your employees who have system access; check the ones who should have access and leave the rest unchecked. If no one else is checked, only those users will be able to view the list, the details and the documents linked to that Payroll Type; a user without access who tries to open it directly will get an access-denied message.
This user-restriction table is only available on the Premium Plus Payroll plan, or on the Enterprise plan with both the Payroll module and the payroll restriction feature ("Payroll Billing") enabled for your company. If your plan doesn't include it, the field simply doesn't show up on the screen.
Validations
- The Name is required and can't be repeated across different Payroll Types.
- Hours can't be left at zero.
- Hours can't exceed the maximum allowed for the frequency (168 for Weekly; 744 for Twice a Month or Monthly).
- Once the record is created, the Payment Frequency can't be changed; if you need a different frequency, create a new Payroll Type instead.
- A Payroll Type can't be deleted if it already has Payroll Periods, payroll transactions or general transactions recorded under it; the system will show you the list of documents that are using it.
Availability
- This screen is part of the Payroll module, available with the Premium Plus Payroll plan, or with the Enterprise plan with the Payroll module enabled for your company.
- Requires the "Configuration" System Administration permission in your user group, both to view the list and to create, edit or delete Payroll Types.
- The user-access restriction (the "Users" table) only shows up if your plan includes the payroll restriction feature, available on Premium Plus Payroll or on Enterprise with that feature enabled.
Tips and common errors
Decide first how many Payroll Types you actually need. Before creating several, think about how many different pay frequencies your company handles; usually one Payroll Type per combination of frequency and employee group you pay separately is enough.
"Changing the payment frequency of a Payroll Type is not allowed". This message appears if, while editing, you try to change the Payment Frequency. If you made a mistake when creating it and it has no Periods or transactions yet, delete it and create a new one with the correct frequency.
"You can't delete this record, the following records depend on it". This means the Payroll Type already has Payroll Periods or transactions recorded. Check the list the system shows you; you'll only be able to delete it after removing or reassigning those dependent documents.
After creating a Payroll Type, remember to go to Payroll Periods to define its date ranges; without at least one period created, you won't be able to generate a Payroll for that type.