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How to Add Repeating Dollar Payments in Payroll

In this article:

Background

You may want to set up a repeating dollar amount to be automatically paid to an employee each payroll, without manually entering the dollars each time.

For example, if you pay an employee a housing allowance or a phone allowance in addition to their normal pay, you can set up a repeating money type on the employee’s record.  This will be used each payroll, and can be changed or removed on the payroll screen step one.

How to Set Up Repeating Money Types

You can set up repeating money at either the company level or employee level.

Step 1: Set up at Company Level

When you add a new Money Type under your company-level 

  1. Go to: Settings > Payroll Settings > Hours & Money Types > Money Types >
  2. Click the name of the money type you want to set up as “repeating”
  3. Check the “Repeating” box.
  4. Set a Default Repeating Amount (optional):  If you want to set a default repeating amount at the company level that is the same for all employees, such as giving everyone the same amount of phone allowance, check the box for “Default Repeating Amount” enter a dollar amount.  You can change this later when you assign to an employee.
    • You can add a custom amount to the employee’s record if needed after you have saved your new money type.
    • For example, if you always pay $50 on each pay date, adding a default amount on the employee pay info section will have that amount automatically populate on your payroll entry screen when running payroll.

When you view your list of Money Types, you will see a column to show whether the Money Type is set to repeat.

Step 2: Set up at Employee Level

A Money Type must be set to repeat in order to add it to the employee’s record.

To add a repeating money type for an employee on their “Pay Info” page:

  1. Go to Payroll > Employee List > {Select the Employee name} > Pay Info tab
  2. Click Edit Pay Info.
  3. Check the box that reads “Pay an additional repeating money type.”
  4. If you have already set a Money Type to repeat, you will see a list of all money types that are available to repeat. 
    • If you need to create a new money type not in the list, click “Create New Repeating Money Type.” See our help article on how to add a new money type.
      • Include As Taxable Income – uncheck the box if this is not a taxable money type.
      •  Include When Calculating Overtime – check the box if this is a non-discretionary money type.
      • W-2 Settings:
        • W-2 box and label- optional. This only needs filled in for certain money types.
        • W-2 Third Party Sick Pay (3PSP check the box if this is a part of third party sick pay.
      • Click Save Money Type. The Money Type you add here will be added to your company list, and can be used for other employees.
  5. Enter the dollar amount to be paid to this employee with each payroll.  You can override this when you run payroll, if you need to skip or change the payment.
  6. Click “Save Employee.”

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