The Payroll module provides a comprehensive view of your workforce activity, including who showed up and when, when they took breaks, overtime pay, custom payroll fields and even added expenses.
Overview
The Payroll module dashboard gives you a bird’s eye view of your workforce within a defined time range. You can view your employees, the hours they worked, and much more.
Display Date
Set your desired date range to display on payroll by using the dropdown menu in the upper left corner. You can select from this month, last month, this week, last week, or set your own custom date range.
Calculating Total Payroll
To calculate total payroll, go to the Payroll module and select the relevant date range from the dropdown menu in the top-left corner.
You can use the Group by dropdown in the top-right corner to organize payroll by employee, date, position, or event.
For payroll totals to calculate correctly, make sure that:
Employee clock-in and clock-out times are accurate.
The employee’s wage is added, either as an hourly wage or flat rate.
The worked hours are confirmed by clicking the green checkmark next to the employee’s name.
Once the hours and wage are confirmed, the Total column displays the payroll calculation for the selected date range.
To view the calculation breakdown, hover over the value in the Total column.
Processing Payroll
Once shifts have been reviewed and approved, payroll can be processed in Ubeya. Processing payroll locks approved shifts to help maintain an accurate payment record.
Payroll processing is documented in Payroll Process History, where admins can review previous payroll processing actions and exported payroll files.
For the full payroll processing workflow, see Process Payroll article.
Displaying Shift Information
After defining a date range, let's look at the shift breakdown. First, select a listed employee and click their name to see the shifts they’ve worked within the date range.
After selecting an employee, you will see a breakdown of all shifts they’ve worked within the date range, including their position, hours, break time, overtime, total pay and more.
Viewing Shift-Specific Details
For a shift-specific breakdown, click the three vertical dots icon on the far right and select “Shift details” as shown above.
Shift details display shift times, breaks, and added expenses (e.g. tips and travel).
Add an employee rating and review in the shift details menu to refer to at a later time.
Payroll Settings
To set parameters on your payroll, go to Settings and select the Payroll tab. You can adjust payment settings, including hourly or flat rates, daily and weekly overtime, holiday pay, employee payroll visibility, custom payroll fields, and added expenses.
General: Set your basic payroll settings like payment date, payment period, and whether you want to pay a per-shift flat rate or an hourly wage.
Daily Overtime: Activate and set your overtime settings. E.g. When overtime kicks in, overtime pay rate, and more.
Weekly Overtime: Choose whether to activate your weekly overtime, when it kicks in, and its hourly rate.
Holiday Pay: Activate and set parameters for your holiday pay settings
Employee App: Choose whether or not you want to allow employees to see their payroll in the app.
Expenses: Activate and set rates for added employee expenses such as travel, parking, bonuses, and more.
Adding Custom Payroll Fields and Expenses
To add payroll expenses, you first need to create the relevant custom payroll field in your account settings.
Go to Settings > Payroll, then select Custom Payroll Fields from the right-side menu.
Click Add custom payroll field to create a new expense field.
From there, choose the field type and define its value. These fields can be used for expenses such as travel, gratuity, bonuses, parking, or other payroll-related additions.
Once the custom payroll field is created, it can be associated with a specific employee on a specific shift or event.
Adding the Expense in Payroll
After the custom payroll field has been created, go to the Payroll module.
Click the pencil icon to edit the payroll table.
Select the relevant expense field and click Update.
The selected field will now appear in the payroll table. Enter the numeric value in the dedicated field, and it will be reflected in the employee’s payroll calculation.
Incorporating Tips Into Payroll
Tips can be included in payroll as fixed payments. You can set tips at the account level, per employee, or for a specific event.
Account-Wide Tips
Account-Wide Tips
To set a default tip value across your account, go to Settings > Payroll > Custom Payroll Fields.
Choose Tip, set the default value, and click Update to save the change.
Tips Per Employee
Tips Per Employee
To set a default tip value for a specific employee, go to the Employees module and select the relevant employee.
Open Pay rates, scroll down to the tip field, enter the default value for that employee, and click Save.
Tips Per Event
Tips Per Event
To set tips for a specific event, go to the Scheduling module and select the relevant event.
Open the Payroll tab at the top of the event page.
If tips have not yet been added to the event payroll table, click the pencil icon at the top-right of the table, select the Tip checkbox, and click Update.
You can then enter event-specific tip values for each worker who clocked in and out of the event.
Setting Up On Cost
You can also use custom payroll fields to display On Cost in Ubeya.
Create a custom payroll field using the same steps above, choose the relevant field type, and enter the on cost value. When setting up the field, select Exclude this field from payroll.
This allows you to forecast employer costs without including the amount in payroll exports or showing it as part of the employee’s income
