Once you have added contracts to all crew and input the relevant leave information into the leave table, you will be able to see that information has pulled through to the Payroll tab.
Once in the Payroll Tab, you will see the Summary Table for the current month.
Summary Table
The table provides a comprehensive view of all active crew members for the selected month.
(i) - The status indicator
This highlights items requiring attention, such as missing onboarding information, unapproved leave, or pending termination actions. Hover over the I to see the specifics for that profile.
Where to modify
Dependent on the item type when hovered over, go to the location it sits within.
Crew Name
This is clickable and links directly to the crew member’s profile.
Where to modify
Crew member’s Profile
Crew Position
This reflects the current assigned role.
Where to modify
Within the crew member’s profile
Pay period
This reflects the applicable date range (typically the first to last day of the month, adjusted for contract start/end dates).
Where to modify
Crew members contract – if the contract start/end day is incorrect.
Contractual Monthly Salary
This outlines the salary specified in the crew member’s contract.
Where to modify
The crew members contract.
Daily Rate
Daily salary rates are shown where the daily rate has been manually input in the contract this value will show. For monthly salaries input in the contract, the calculation for the daily rate is shown when the is value hovered over. Crew members with a daily rate defined at the contract level will not have this rate recalculated to a monthly equivalent.
Where to modify
The Crew members contract, you have the ability to set a daily rate equivalent within the contract.
Paid days
This is the number of paid days for the period. The maximum number of days this can be is the period of employment during the pay period. Where a secondary salary is added to a crew members contract, this value will be clickable to add in a number of days with the applied secondary salary. If there is a secondary salary applied this will be indicated with an asterisk and is expandable to see the days at each rate.
Where to modify
Leave table - if the error is caused by missing leave or incorrect leave types
Contract – If the combined paid and unpaid days is lesser or greater than the true value of employed days onboard - error is caused by an incorrect contract start or end date.
Unpaid days
This is the number of days during the pay period which were unpaid. The maximum number of days this can be is the period of employ during the pay period
Where to modify
Leave table - if the error is caused by missing leave or incorrect leave types.
Contract – If the combined paid and unpaid days is lesser or greater than the true value of employed days onboard - error is caused by an incorrect contract start or end date.
Salary Gross
This is the total salary based on the number of paid days for the period.
If full period is paid days, this will be the monthly salary. If the full month is not covered in paid days, it will calculate the salary gross by multiplying the daily rate by the number of paid days. You can see any calculation of this by hovering over the value.
Where to Modify
Look at the number of paid days, salary value and Pay period to identify which element is incorrect. Once determined you can modify in the relevant are for that element.
Previous Month Leave Balance
This is the opening balance from the previous month. If this is the crew members first pay period, this value may be would come from any adjustment balance input within their contract.
Where to Modify
Contract adjustments - If it is the crew members first payroll period, the adjustment value may have been entered incorrectly and can be modified in the contract area.
Incorrect leave from previous period - There is no way to change this if the previous month has been submitted. If the previous month is not submitted, you would need to input/update the relevant leave for the previous period(s).
Leave Accrued
This is the leave accrued during this pay period, based on type of leave taken and the leave calculation for the crew member.
Where to modify
Leave table – To adjust whether the leave type taken accrues
Crew Contract - to change the rate leave accrues
Deduct Leave taken
This is the deductible leave input for this pay period. Any unapproved leave will show the number of unapproved days in orange here.
Where to modify
Leave table – Input/remove leave for the period and/or amend the leave type and the rate it deducts at.
Non-Deduct Leave Taken
This is the non-deductible leave input for this pay period. Any unapproved leave will show the number of unapproved days in orange here.
Where to modify
Leave table – Input/remove leave for the period and/or amend the leave type and the rate it deducts at.
Adjustments
This is the manual adjustments to the leave balance in this period. These would be from manual leave adjustments made to leave balances through leave the leave summary and leave payouts.
Were to Modify
Manual Adjustments - in the Leave page, click on summary, here you will see a column labelled 'Adjustment', here you will be able to see, enter and edit manual adjustments.
Leave Payout – In the salary adjustments column for Payout.
Leave Balance
Closing leave balance as of the last day in this pay period, it is calculated by adding together the previous leave balance, leave accrued and leave adjustments, then deducting the deductible leave taken.
Where to Modify
Look through each leave value and identify which element is incorrect then Where to Modify you can modify in the relevant are for that element.
Salary Adjustments
There are some changes to crew members salary you can make within the payroll table, these are Salary Adjustments.
Salary adjustments are to show specific payments against a crew salary for the period and should not be used to try correcting a balance caused by incorrect contract/leave information.
The system offers specific adjustment types shown below. If you would like to customise the adjustment type for your payroll table, please contact the team via the live chat who will enable this and provide further guidance.
To add a salary adjustment, click on the blue plus against the correct crew member and adjustment type then click add. You will then be able to add the value, comment and attachments for that adjustment. Some will also have the ability to change the adjustment to add or deduct against the salary, and others will be locked to the add or deduct type (see below).
Reimbursements – Add
Deduction - Deduct
Bonus – Add
Back pay – Optional
Cash Advance – Optional
Once the adjustment is added you can see the value of this within the column, this is a clickable number where you can see existing adjustment entries and add more for the period. If there are multiple entries, the value will be the combined total for that reimbursement type.
Payout
A slightly different type of salary adjustment is Payout. When adding you will see the option to add either a leave payout value or a notice payout value.
Leave Payout – This payout is to pay for leave not taken, at the end of a contract or leave period. When selected you will input the number of leave days to be paid out up to the remaining balance of leave shown (calculated to the end of this salary period).
The value of the payout will then be the daily rate multiplied by the leave balance input. Once added the amount of leave paid out will show as an adjustment on the leave adjustments column and the value of funds will be shown in the payout column.
Notice Payout – this is to input a payout for the number of days in lieu of a worked notice period. Once selected you will need to input the date it is to be paid and the number of days being paid out to the crew member.
The platform will then calculate the value of payout based on the crew Members daily rate. Once added the value will then show in the payout column.
For both payout types you are able to manually adjust the daily rate if required. If both types of payouts are applied to a crew member the payout column with show the combined total, you can see the breakdown by clicking into this value.
All Salary adjustments can be edited and/or deleted by clicking into the value and using the edit and delete icons within actions at the end of the entry.
Amount to be paid
This is shown as the final amount to be paid to the crew member combining all the Payroll information and salary adjustments for this period.
Currency Display - All monetary values are shown in the currency defined in the crew member’s contract. By default, new contracts inherit the vessel-level currency setting, which can be overridden at the individual contract level if required.
Where to modify
If there is an issue with this balance, you will need to work through the table to identify which column is incorrect and modify in the relevant area.
Activity
This shows a summary of all payroll-related actions for the crew member during the selected period. Includes an area for general comments and notes.
Actions
This will remain empty until there is a termination to finalise or termination information for a finalised termination. For more information on terminations see the ‘Leaver’ Article.
Handling Multiple Contracts In the Same Period
Crew with multiple contracts in a payroll month display with a numbered chip next to their name.
Click to expand and view sub-rows for each contract (most recent at top).
Next Steps
Once you have checked and added all relevant information to payroll for the period, you will be ready to submit the payroll for payment. Help on how to do this can be found here.