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# QRG Create Payee Allowances - Payroll
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## Purpose
The purpose of this quick reference guide is to step through the process of creating a Payee Allowance of
Record Type Payroll. The intended audience for this document are System Administrators / Standard
Users.
## Steps
### Create a new Payroll Allowance record
The Payroll Payee Allowance record is used to define Allowances that are paid to an Employee within Pay
Batch processing. The record holds general Assignment information, Pay Codes & Rates.
Create a Payroll Payee Allowance by following the below steps:
1. Navigate to the **Payee** record.
1. To identify a Payee record from
an Employee record, enter the
Employee name into the **Global**
**Search** (see Figure 1).
2. Select the **Employee** record
from the suggestions provided.
3. Open the **Related** tab (see
Figure 2).
4. Identify the **Payee** related list.
5. Select the **Payee** record.
2. Click **Allowances** from the tab options. (See Figure 3)
3. Click on the **New** button.
4. Select **Payroll Allowance** from the available record types and click on the **Next** button (see Figure 4).
5. Populate the following required fields ONLY if you are using an Allowance Template, otherwise
please skip to the next step (see Figure 5):
1. **Payee Allowance Name**
2. **Payee**
3. **Employee**
4. **Payment Entity**
5. **Effective Date**
6. **Allowance Template**
The Allowance Rate Type, Allowance Rate and Pay Code fields will be populated
automatically upon saving when an Allowance Template is used to populate the
Allowance Template fields in step 5.
6. Populate the following required fields to provide the base details of the record. This step is
applicable when you are NOT using the Allowance Templates (see Figure 5):
1. **Payee Allowance Name**
2. **Payee**
3. **Employee**
4. **Payment Entity**
5. **Effective Date**
6. **Allowance Rate Type**
7. **Pay Code**
8. **Allowance Rate**
7. Populate the following optional fields as required:
1. To directly relate the Payee Allowance to a specific role, populate the **Assignment** field. If
the Allowance applies to all Assignments relating to the Payee, the Assignment field
should be left blank.
2. To prevent the Status of the Payee Allowance from being automatically updated by the
Automatic Status Update Scheduled Job, check the **Exclude From Auto Update**
checkbox
8. To define any required rules and limits that will be used in assessing and determining Allowances
payable, populate the following optional fields as required. If left blank the rule / limit will not
apply:
1. **Quantity**
2. **Based on Quantity Worked**
3. **Quantity Worked Minimum**
4. **Quantity Worked Maximum**
5. **Expiry Date**
9. Click on the **Save** button.
The Timesheet Allowances are generally created by the use of Payee Timesheet
Allowance Template Groups, more than by the use of Allowance Templates. Payroll
Allowances however will utilise Allowance Templates to autocomplete some fields, or
will create the record from scratch.
The Pay Batch Event field will be automatically populated upon saving the record, and
should not be manually entered.
The Allowance Statistics fields provide data on the usage of the Allowance record
based on processed Payroll data, and should never be manually entered or overridden.
The Status of the record will be automatically updated upon saving the record, based
on the Effective Date and Expiry Date (see Figure 6).
A new **Payee Payroll Allowance** is now created (see Figure 6).
Payee Allowance records CAN NOT be deleted if they have related records or are used
in other records. Deleting records is not recommended unless absolutely essential.
10. To modify an existing **Payee Allowance** record, open the required record and select the **Edit**
button available on the top right side of the page. You can also double click within fields that
need editing or just click on the pencil icon that appears within fields when hovering with
your cursor.
11. When complete, click on the **Save** button.
## Field Descriptions
**Allowance Rate** defines the rate that will be used when calculating the allowance amount during the
Allowance Transaction creation.
**Allowance Rate Type** defines if the value entered in Allowance Rate is a fixed amount or a percentage of
the Payee’s earnings Per Period for this Allowance.
* **Amount** if this option is selected, the Allowance Rate is a fixed amount per pay period.
* **Percentage of Gross Earnings** if this option is selected, the Allowance Rate is a percentage of the
Payee’s Gross Earnings.
* **Percentage of OTE** if this option is selected, the Allowance Rate is a percentage of the Payee’s
OTE.
* **Rate per Quantity Worked** if this option is selected, the Allowance Rate is applied to the total
number of units worked based on the Pay Codes of related Pay Transactions where Contributes
to Allowance Qty is ticked.
**Allowance Template** relates the Payee Allowance Record to an Allowance Template. When populated, it
will apply defaults to some fields.
**Assignment** details if this Payee Allowance Record is specific to an Assignment.
**Based on Quantity Worked** indicates that the payment of the Payee Allowance considers the quantity of
hours completed by an Employee during a Pay Calendar Period.
**Effective Date** is the date the Allowance will become effective. Allowances will not be paid before this
date.
**Employee** is the Employee record this Payee Allowance Record relates to. Must match the Employee of
the Payee.
**Exclude From Auto Update** when this box is checked, the record will be skipped by the Automatic Status
Update scheduled job.
**Expiry Date** is the date the Allowance expires. Payments will not be made after this date. If blank, no
expiry date applies.
**Payee Allowance Name** defines the name for the Payee Allowance.
**Payee** is the Payee record this Payee Allowance Record relates to.
**Payment Entity** is the Payment Entity this Payee Allowance relates to.
**Quantity** defines a set number of times the allowance will be paid. If blank, no limit applies.
**Quantity Worked Maximum** if the Allowance is Based on Quantity Worked, this is the maximum number
of hours during a Pay Calendar Period that will be considered for the application of this Allowance per
hour
**Quantity Worked Minimum** if the Allowance is Based on Quantity Worked, this is the minimum number
of hours during a Pay Calendar Period considered for the application of this Allowance per hour
## Further Information
| Document | Document Type | Description |
| --------------------------------------- | ----------------- | --------------------------------------------------- |
| QRG Create an Assignment - Employee | Task Instructions | How to create an Assignment for autopay Employees |
| QRG Create an Assignment (Temp) | Task Instructions | How to create an Assignment for Timesheet Employees |
| QRG Create Payee Allowances - Timesheet | Task Instructions | How to create Timesheet Payee Allowances |
