ExtractPayroll : monitoring timesheet submissions and preparing for payroll processing

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 Apps > ExtractPayroll

On ExtractPayroll, this table will give you information on whether the timesheets and expense notes of your resources (under contract on the selected month) were submitted and/or validated:

1.  Make sure to check your search filters (i.e. agency and period) 
   
   
2.  As briefly mentioned above, ExtractPayroll filters the results by each active HR contract that was entered on Boond. This is the opportunity to check their contractual information by clicking directly on the mentioned contract in bold! 
   
   
3.  These two columns are the most important ones. This is where you get to know where you are in your process of monitoring timesheets and expense notes. You will find the legend for these icons at the bottom of the table results. Clicking on these icons leads you straight to your collaborators' timesheets or expense notes in order to validate or decline them.
   
   
4.  These three columns give you a summary on submitted activity in timesheets depending on their type (production, internal, absence). In this way, in one glance, you get to know global information from your resource's submitted timesheet. 

What about the Note column? 

   This one allows you to add a note on the selected month in order to include it in the export document. This can, for example, inform your accountant that a change occurred (bank statements or a collaborator's address). 

It is on this app that you will be able to configure advantages payment rules by clicking on the "Configuration" button above the table results. 

2.a - Contractual advantages payment

Apps > ExtractPayroll > Configuration

From the 'Advantages payment rules' section:

1. Select the advantages that you wish to configure payment rules for by clicking on the "+ Add a row" for each advantage.
   If you have more than one agency, add all advantages from all agencies. 
   
   
2.  Ask yourself which is the right formula to use in order to calculate each advantage. 
   For example,  for meal vouchers: do you distribute meal vouchers if the collaborator has worked half a day ? Do you distribute them only for deliveries or only for internal activity or both?
   Check the list of variables below and copy and paste the right formula in the corresponding field. 
   
   
3. You can also choose which month(s) is/are concerned by the payment of this advantage. This way, for a trimestrial bonus for example, you can plan 3 payment terms (3 different months). 

Do not forget to save! And come back to the ExtractPayroll app. 

If you have added advantages on each contract, you will then see, at the end of each line, the 'bag' icon that will indicate that Boond found that there is at least one contractual advantage that this resource can be benefit from on this month. 

You can: 

• Either generate advantages one by one by clicking on the icon at the end of the line
• Or generate all advantages at once for all resources by clicking on the orange icon at the top right of the app. 

Click on the button to generate the advantages, the tool will indicate where they were generated:  

You can see in the "Advantages column" how many advantages were found and generated by the tool for the concerned resource. Click on the arrow  , to open and get details on the types and amounts of generated advantages.

If one of your resources hasn't yet submitted their timesheets, you can see that the tool will not calculate their advantages. 

2.b - Non-contractual advantage payment 

How would I generate special bonuses?   

Resources > Resource card > Administrative tab

You can directly access to your resource card from ExtractPayroll by clicking on the name in bold. You will then be in your resource's card. Go to the Administrative tab.

Let's focus on the 'Paid advantages' section:

Click on the + to add an advantage. 

A pop-up appears. You can select the advantage type 'Not contractual' before clicking on Create. 

 

On the Advantage card:

1. Update the payment date for this advantage 
2. Select the type of non-contractual advantage in the list of created advantages 
3. Type the amount of bonus 

If you wish to, you can also add a comment in the bottom 'Comments' section. 
Then save and go back to your Resource card. 

From now on, you you will see this bonus (advantage) saved in the list of Payed advantages (contractual and non-contractual) for this resource: 

If you now go back to ExtractPayroll, you can see that the bonus was also added to the advantages of this resource for this month :-) 

 

Now, you should choose which columns you need to extract for your Payroll Administrator.

Once again, click on the "Configuration" button

In the 'Extraction' section, click on the 'Column' drop-down menu in order to select your needed information for the extraction. Then save and go back to the ExtractPayroll app. 

Once saved and back on the app, you can click on the Extraction icon at the top right of the app in order to download a document with all needed information for your Payroll Administrator to process payroll! :-)