While setting up new definitions in the File Upload section, it is possible to choose "Payroll" as the definition type. This definition is intended for payroll information files that are uploaded monthly and used in dashboards that provide insight into international salaries within an organization.
When to use?
In many cases, organizations that pay salaries in multiple countries do not have a centralized view of these salary costs. Especially when it comes to information down to the employee level. SalureConnect allows salary information from any country and any local payroll provider to be viewed centrally and examined for discrepancies.
This upload definition only makes sense for organizations that want monthly salary information uploaded by a local payroll provider that processes salaries.
Setup
The definition can be set up as follows:
- Navigate to Settings > General > File Upload;
- Click the "Add Definition" button at the top right;
- Enter a name and description;
- Choose "Payroll" in the "Type" field and enter the name of the country in the "Country" field;
- Save the definition.
Now open the definition you just created and, if necessary, edit the following tabs:
General
Under this tab, change the "Name", the "Description" or the "Country" if necessary.
Columns
Add column names here that will be checked during the upload of a file. For example, if the column "employee number" is added here, then during the upload of a CSV or Excel file, it will be checked that a column "employee number" is actually present. This functionality is intended to enforce a minimum dataset on the person uploading. This prevents later errors in a dashboard.
Currency
For many international organizations, they pay in both Euros and other currencies. However, in a dashboard it is nice to have the possibility to synchronize all these currencies to one currency. This way multiple countries can be compared. Tick in this tab which currency your organization uses to pay employees.
The rates of other currencies should be synchronized with the Euro rate. This synchronization depends on the current exchange rate. At one moment 1 EUR = 1.11 USD, at a later moment 1 EUR = 1.20 USD. This obviously affects the amounts displayed in the dashboards. In this tab, specify how to choose the exchange rates. The choice to be made will depend mainly on the chosen policy within your organization. This can be once yearly, once monthly, an always fixed exchange rate or real time.
The exchange rates are retrieved from the ECB.
Wage components
Each country has its own wage components and, moreover, often in the local language. This makes it difficult to compare salary costs between countries in a dashboard. To simplify this, the "Wage Components" tab has been added. Here, a user needs to enter information in 5 columns:
- Wage Component ID: the number of the wage component;
- Wage Component: the description of the wage component as it is in the respective country;
- Translation: a translation of the description. This can be English, Dutch or any other language;
- Wage Category: a wage component category. These categories are free to set up and are mainly intended to make it easy to compare countries. There are wage components that are country specific but can fall into a broader category. For example, consider "KircheSteuer" in Germany. This is a fairly specific wage component and cannot be compared as such to a wage component in another country. However, if the "Social Costs" category is attached to this, it is comparable to other countries;
- Plus/Min: indicate with a + or - whether the wage component is a deduction or a remittance.
Wage categories
Wage components can be divided into categories. To ensure that the same categories are used everywhere, you can predefine the categories under the categories heading. You can then assign these for each wage component.