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Setting up pay run inclusions in QuickBooks Online Advanced Payroll

Pay Run inclusions comprise of additional pay items that are setup for an employee and then automatically included in the pay run.

These items include:

  • Deductions
  • Expenses
  • HMRC Adjustments (Employee & Pension Pension Contribution)
  • Tax Adjustments

These inclusions can be setup to include a specific start date and end date (alternatively it can repeat indefinitely). To setup a pay run inclusion for an employee, select an employee from the employee list and click Pay Run Inclusion

From there, follow the below steps based on the item you want to create

Setup a recurring pension adjustment

  1. Click on Add on the right hand side
  2. Select the appropriate contribution type from the drop down list
  3. Enter the amount to be applied per pay run, it can be a fixed amount, a percentage of gross earnings, percentage of pensionable earnings, percentage of taxable earnings or percentage of NIable earnings
  4. Enter any notes if you want the employee to see them on their payslip
  5. Enter the date when this inclusion starts
  6. Choose  a date when this inclusion should end, a specific end date, never ends, or once a particular amount has been reached
  7. Click Save 

Setup a recurring deduction

  1. Click Add on the right hand side
  2. Enter the deduction amount to be applied per pay run. The amount can be Fixed, a percentage of gross, a percentage of net or varied based on earnings amount
  3. You should set the priority if there is more than one inclusion setup
    1. Student loans need to be taken into account
  4. Select whether the deduction should be paid manually or bank account
  5. Select if the preserved earnings should be used from the drop down menu
  6. Apply a note if you would like this deduction to have a note attached on the employee's payslip
  7. Enter the date when this inclusion starts
  8. Choose  a date when this inclusion should end
  9. Click Save

Setup a recurring expense

  1. Click Add on the right hand side
  2. Select the location the expense should be costed against. This will default to the employee's default location, however you can change this to another location that the employee is attached to
  3. Assign a tax code to expense categories to cater for sales tax that may be applied to expense claims
  4. Enter the expense reimbursement amount to be applied per pay run
  5. Enter any notes if you want the employee to see them on their payslip
  6. Enter the date when this inclusion starts
  7. Choose  a date when this inclusion should end, a specific end date, never ends, or once a particular amount has been reached
  8. Click Save

Editing an existing Pay Run Inclusion

To edit an existing pay run inclusion, click on the name and the settings will appear. Make the relevant changes and click on Save.

Deleting an existing Pay Run Inclusion

To delete an existing pay run inclusion, hover your mouse over the inclusion so that the X appears. Click this icon and click OK.

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