Automate recurring payroll items

Many employees have regular allowances like phone or transport stipends, or recurring deductions like insurance or loan repayments. Instead of adding these manually to every payslip, Officaid lets you set them up once in the employee's profile. They will be applied automatically whenever you generate a payslip.

Where to Find Allowances and Deductions

The Allowances & Deductions section appears on the Overview tab of every employee profile.

1. 1 Navigate to Team from the left sidebar.
2. 2 Click Directory from the submenu.
3. 3 Click on the employee whose allowances or deductions you want to manage.
4. 4 Scroll to the Allowances & Deductions section on the Overview tab.

What You Will See

The section is divided into two tables:

• Allowances showing Allowance Name, Status, and Amount.
• Deductions showing Deduction Name, Status, and Amount.

Click on any row to view or edit the details.

Adding an Allowance

1. 1 Click the Add Allowance button.
2. 2 Enter the Allowance Name describing what the allowance is for.
3. 3 Enter the Amount as the monthly value.
4. 4 Set the Start Date when the allowance begins.
5. 5 Set an End Date if the allowance should stop after a certain period (optional).
6. 6 Add a Description for any additional notes (optional).
7. 7 Ensure the Active toggle is on.
8. 8 Click Add Allowance to save.

Adding a Deduction

1. 1 Click the Add Deduction button.
2. 2 Enter the Deduction Name describing what the deduction is for.
3. 3 Enter the Amount as the monthly value.
4. 4 Set the Start Date when the deduction begins.
5. 5 Set an End Date if the deduction should stop after a certain period (optional).
6. 6 Add a Description for any additional notes (optional).
7. 7 Toggle Tax Deductible on if the deduction qualifies for tax relief.
8. 8 Ensure the Active toggle is on.
9. 9 Click Add Deduction to save.

Tax Deductible Deductions

The Tax Deductible toggle is available for deductions only. When enabled, the deduction is flagged for tax reporting purposes. This helps ensure accurate submissions when filing taxes at year end.

Common Allowances

Examples of allowances you might set up:

• Mobile Phone & Data for employees who use personal phones for work.
• Transport Allowance for commuting costs.
• Meal Allowance for employees with meal stipends.
• Housing Allowance for accommodation support.
• Professional Development for training or certification costs.

Common Deductions

Examples of deductions you might set up:

• Insurance Premiums for company-sponsored insurance plans.
• Loan Repayments for salary advances or company loans.
• Union Fees for employees in unions.
• Parking for workplace parking fees.

Editing and Removing

To edit an allowance or deduction, click on it to open the details form. Update any fields as needed and click Update Allowance or Update Deduction to save.

To remove an item, open the details form and click the Remove button.

Active vs Inactive

Each allowance and deduction has an Active toggle:

• Active items are applied to payslips automatically.
• Inactive items are saved but not applied to new payslips.

If an allowance or deduction is no longer needed, simply toggle it to inactive. The next payslip you generate will not include that item. This is useful for pausing temporary benefits or ending recurring deductions without deleting the record.

Frequently Asked Questions

What's Next?

Continue with payroll setup:

• Adding a Payslip shows how allowances and deductions flow into payslips.
• Suggested: What are Allowances and Deductions explains different types of payroll items.
• Tracking Salary Progress covers recording salary changes.