How to add or make adjustments to pay and issue a payout.
When reviewing Payroll, the summary table automatically calculates the total amount payable for each crew member based on their contract and submitted leave.
If needed, Payroll Admins can adjust these totals directly within the table by entering values into the relevant adjustment columns.
Adding an Adjustment
To add an adjustment, simply hover over the ‘+’ icon in the relevant column. Any editable fields in the system will be highlighted in blue.
Clicking the ‘+’ opens the adjustment panel, where you can enter the required details such as amount, comments, and attachments.
Depending on the type of adjustment, the system may automatically determine whether the value adds to or deducts from the crew member’s pay.
Once saved, the updated total pay and column balance will reflect the adjustment immediately.
Leave Adjustments
When adjusting the Leave column, the following details are required:
A date
The number of days
A short comment explaining the reason for the change
These adjustments ensure leave balances remain accurate between periods by accounting for both leave taken and leave accrued, in line with your vessel’s external leave tracking system.
For crew members with multiple contracts, adjustments must be applied at the individual contract level rather than the overall row.
All leave adjustments are fully integrated with the existing Leave module and are stored in the same way as standard leave entries. This ensures a seamless transition should you choose to upgrade from Payroll Lite to the full Voly Crew platform, with all data carrying across automatically.
For Unpaid Days, simply click into the column to open the entry window, where you can input the number of unpaid days. As you make changes, a calculation summary is displayed at the bottom, showing how the adjustment impacts the gross salary.
Editing Existing Adjustments
If an adjustment has already been applied, the value will appear in blue. Selecting this value allows you to:
View all adjustments of that type for the period
Edit existing entries
Add additional adjustments
View or manage any attachments
Delete adjustments if required
Payouts
If a payout to a crew member needs to be made, as they are leaving without using their full leave entitlement or not working their notice period, you can add this in the payout column.
Click the '+' Icon, then click 'Add Payout'.
You will see two payout types to select from.
Leave Payout: Payout for unused leave days, deducting the paid-out amount of days from the leave balance. This can be adjusted by switching to a manual input using the toggle, as this figure is not generated in the system, since the leave tracker is not being used.
You will see the remaining amount of leave as of the end of the period. You will then need to input the number of leave days to be included in the payout. The value of this figure cannot exceed the remaining leave balance for the period.
Notice Payout: Payout for the notice period not worked. Does not affect the leave balance.
Once saved, the value will become visible in the payout column and reflect in the amount to be paid column.
The payout adjustments can still be viewed by clicking into the payout amount. Here it can also be edited and deleted.
All Payroll adjustments remain editable until the crew user's period has been locked. If changes are needed after a lock is enabled, the period will have to be unlocked to do this.
Once payroll is submitted, there is no way to edit the adjustments for the period within the platform. Please get in touch with the team. Any amendments needed after the payroll has been paid will have to be added to the next payroll period.