Pay elements are a useful way of setting up different types of pay rates. For example, you might have a set of standard pay rates such as Hourly or Daily, which are payable, chargeable, and accrue holiday.

You might also need a special rate that applies if an employee works overtime, and you want to specify that this pay element does not accrue holiday.

For some particular types of work, for example for particular clients or particular workers, you may also require a pay element that is subject to withholding tax.

When you set up the rates for payment in a placement, you specify which pay element is applicable to the pay rate.

Pay Elements are managed from the menu Configuration > Pay Elements 

InPay linked systems

If your system is linked to InPay the pay elements must created and updated in InPay and then synced back into RSM InTime.

Click the button to Import Pay elements from InPay. The following page is displayed:

Please note that Expense types are also imported from Pay elements so ensure that you import as the correct type - expense types are in a separate section lower down the page. Pay elements should not be imported as both a Timesheet Pay Element and an Expense Type.

How do I sync pay elements?

Tick the box in the Select column on the left side of the table for the items you wish to sync. If your system has nmulitple InPay companies the company the pay element relates to is identified in the 3rd column - be sure to select the pay element from the appropriate company. It is fine to have pay elements with the same name as others from different InPay companies.

Adjust any flags such as payable, chargeable and Accrues holiday if required and click Update at the bottom of the page.

This page can take a while to submit due the the large number of input fields on it - please only click Update once.

The page will be refreshed with any changes applied.

You can also use this page to update the settings for pay elements and expense types you have already imported - click the select box and adjust the flags as required before clicking update.

How do I delete pay elements?

Pay Elements must be deleted in RSM InTime first, and then deleted in InPay.  You can’t delete a pay element if it is in use on any placement rates. You will receive a warning if you try to delete a pay element that is in use. 

1.  Update any placements that are linked to the pay element. 
2. Go to Configuration (cog icon) > Pay Elements > Import Pay Elements from InPay. 
3. Select the relevant pay elements and then click the Delete button at the bottom of the page.
4. Log in to InPay and delete the same pay elements on the Company > Pay Elements screen.

Non InPay Linked systems

How do I set up pay elements?

1. Go to Configuration > Pay Elements .
2. A list of the pay elements already set up is displayed.
3. To create a new pay element, click New InTime Pay Element.
   
   
   
   
4. On the Edit Pay Element screen, in the Name field, give the pay element a name.
5. In the Code field, give the pay element a code.
6. Select the properties of the pay element:
7. 1. Payable. If the pay element is payable to the contractor.
   2. Chargeable. If the pay element is chargeable to the client.
   3. Accrues Holiday. If the pay element accrues holiday pay.
   4. Exclude from margin. If the pay element will be excluded from the margin reporting.
   5. Internal use only. If the pay element is only for internal use.  When a timesheet is attached to an invoice, any rates on a pay element marked as internal use only will not be included in the timesheet attachments.
   6. Margin Only. If selected, shifts on this pay element will show on the margin report but will not be available for invoicing
   7. If WHT applies. If the pay element incurs withholding tax.
   8. WHT Rate. Specify the percentage rate withholding tax.
   9. WHT Description. Provide a description of the withholding tax.
8. Click Create.
   The pay element is now available when you create a pay element when setting up a placement.

How do I set up pay elements?

You can’t delete a pay element if it is in use on any placement rates. You will receive a warning if you try to delete a pay element that is in use. 

1. Update any placements that are linked to the pay element.  
2. Go to Configuration > Pay Elements . and delete the pay element.