This guide details the configuration and handling of allowances within the SAGE/2C9/People Pay integration. Allowances represent specific payments made to resources in addition to their standard pay rates, often based on unique job conditions or activities.
The SAGE/2C9/People Pay integration is designed to process a variety of standard and custom allowances. All required allowances are identified during customer discovery sessions. This ensures they are captured correctly in Skedulo and transferred to SAGE/2C9/People Pay for accurate payroll processing.
Terminology
| Term | Definition |
|---|---|
| Allowance | A payment made to a resource for specific conditions or activities, separate from their standard rate of pay. In SAGE/2C9/People Pay, this is typically represented by a Timesheet Item. |
| Timesheet Item | A record in SAGE/2C9/People Pay representing a unit-based payment, such as an allowance. |
| Timesheet Entry | A record in SAGE/2C9/People Pay representing a duration-based payment for work performed, such as a sleepover interruption. |
| Sage Integration Allowance Setting | A Custom Metadata Type in Skedulo used to configure allowances. It defines the mapping between fields on an object (e.g., a Job) and the corresponding timesheet item pay codes in SAGE/2C9/People Pay. |
General Configuration and Handling
The integration supports both standard and custom allowances, which require configuration in both Skedulo and SAGE/2C9/People Pay. Allowances captured in Skedulo are typically sent to SAGE/2C9/People Pay as a unit-based payment.
- Standard Allowances: These are supported out-of-the-box by the integration package and require minimal configuration. Examples include First Aid, Uniform, Laundry, Meal, Travel, On-call, and Sleepover allowances.
- Custom Allowances: For specific allowance types, the integration uses custom number fields on the Job object to capture the allowance details. A Custom Metadata Type stores these allowance fields and maps them to the correct timesheet item pay codes.
When a Job has a value in a configured allowance field and the associated timesheet is approved, the system automatically creates a Timesheet Item in SAGE/2C9/People Pay. This item will have the corresponding pay code and a unit value equal to the value entered in the Skedulo field.
Important: The format, structure, and spelling for allowances configured in Skedulo must exactly match their configuration in SAGE/2C9/People Pay to ensure seamless processing.
Specific Allowance Scenarios
Sleepover Allowance
A resource is paid a fixed allowance for a sleepover shift.
- Skedulo Configuration: A Job is marked as a sleepover by selecting the Sleepover checkbox and completing the Sleepover Start and Sleepover End time fields.
- SAGE/2C9/People Pay Handling: When a sleepover Job is processed on an approved timesheet, a Timesheet Item is created with a quantity of 1 for the inactive sleepover period, representing the single fixed allowance. While the default inactive period is often eight hours, variable durations are supported, but the allowance unit in SAGE/2C9/People Pay remains 1.
Sleepover Disturbances (Interruptions)
Interruptions that require a resource to perform work during a sleepover period are captured and paid separately.
- Skedulo Configuration: Interruptions are captured as Activities using a specific form on the Skedulo mobile app. These activities must occur between the start and end times of the inactive sleepover period.
- SAGE/2C9/People Pay Handling: Sleepover interruption activities are interpreted as “Paid Activities” and are processed as Timesheet Entries. They are typically paid at a specific “WakeUp” rate.
To learn more about how resources capture sleepover disturbances, refer to the user guide ‘Using the Sleepover Disturbance mobile form‘.
Travel Allowance
Travel may be paid as a unit-based allowance, often per kilometer.
- Skedulo Configuration:
- Billable travel can be captured in the Total Km Travelled with Client field on the Job Allocation.
- Travel captured in Activities uses a configurable field defined in the Activity Allowance Field custom setting.
- SAGE/2C9/People Pay Handling: Travel is represented as a Timesheet Item. The number of units paid corresponds to the value captured in the relevant Skedulo field (e.g., kilometers). Key configuration settings include Enable Payable Travel Check and Activity Allowance Field.
To learn more about how resources capture travel information, refer to the user guide ‘Overview of travel and transport form‘.
Broken Shift Allowance
This allowance compensates resources for working a “broken shift” (a split shift with a significant unpaid break).
- Skedulo Configuration: This feature requires manual intervention by a scheduler. There is no automated detection of a broken shift.
- SAGE/2C9/People Pay Handling: When the timesheet is approved, the corresponding Timesheet Entry in SAGE/2C9/People Pay is updated to reflect a “Broken Shift” Timesheet Activity, triggering the allowance. This requires a specific Pay Code to be configured in the SAGE/2C9/People Pay system and a corresponding setting in Skedulo’s custom metadata.
To apply a Broken Shift allowance:
- The Scheduler manually identifies a Job that qualifies as part of a broken shift.
- On the relevant Job record, the Scheduler selects the Broken Shift checkbox. (If added to the schedule job screen additional fields section)
- The Scheduler selects the appropriate interpretation value from the corresponding variation field.