Fixed Payments/Deductions

Use this window to set up, view, and update the recurring payments and deductions for the selected employee. Each payment or deduction is represented in the system by a payroll code.

Click New to set up a fixed payment/deduction, or click Edit to view or update the details of a selected fixed payment/deduction.


Click and select a payroll code field from the list.


Use this field to determine how the payroll code is applied. Select one of the following:

  • Automatic or Entered. Payroll codes are automatically added to the Working File. They are added whenever a payroll batch is started, as one of the last functions of the period end process, that is, the start of the new pay period.
  • Select From – This type does not affect the working file directly, but enables you to record default units, rate, or value data. If you subsequently use the payroll code in the working file window, these defaults are displayed to you for confirmation. The defaults you enter in this window override those held in the payroll code definition.


The Units, Rate and Value fields are optional fields in which to enter the default number of units, such as hours/week, the rate for the payment/deduction (such as the rate per unit), or the value. For a payroll code with Type set to Automatic orEntered, the information is passed to the working file. For payroll codes with Type set to Select From, any defaults you set are processed as described for the Type field.

Period Range

Start Period and End Period are optional fields. Type the periods (in the format YYYYNN) in which you want the payment/deduction to apply.

Date Range

Start Date and End Date are optional fields. Use these fields to record specific start and end dates in which the payment/deduction applies. Type the dates in the format DD/MM/YYYY, or click and select a date.

Pension Status

Select one of the following:

  • No Schemes
  • All Schemes
  • Selected Schemes
  • Payroll Code

You can use this field to override the way the pension deductions are set up for the selected payroll code. You should do this only in exceptional circumstances when, for example, an employee has two different jobs with two different pension schemes, and only the pay associated with each separate job is pensionable for each separate pension scheme (Note: for information, refer to Override settings for a payroll code). The list displays only the employee’s pensions and you can select which pension scheme the pay element is going to update. Note that this overrides the defaults set for the payroll code.


Select the activity to which the selected payroll code relates.

This field is available only when there is an Employment History Record for the selected employee, when an activity is assigned to the employee.

Use this field when an employee holds performs more than one activity in your organisation and the fixed payment/deduction is for salary, which is calculated using the details in the employment history record. The entry in the Activity field identifies which employment history activity this salary element refers to.

Note: In the rare situation when an employee has two different activities, both of which are pensionable, but for two different pension schemes, you must use different payroll codes for the salaries. E.g. If for activity 1 you use a salary payroll code of SAL and assign pension scheme A, you must use another salary code, such as SAL2, for activity 2 and pension scheme 2.


Click Pension to update the selected employee’s pension record. If you have changed the values in the pension scheme (Note: the employee or employer contributions), the system updates the employee’s pension record (Note: unless the Fixed field in the pension record is set to Yes).

You can use Pension to update the selected employee’s pension record only when an activity is selected in Activity and only one pension scheme is selected in the list under Pension Status.