Payroll Changes Submission Guidelines

How to organize your payroll changes each period to send to your Managed Payroll team.

This process is for Managed Payroll clients to submit their payroll changes to their Managed Payroll team for all standard payrolls processing

The Payroll Changes Form is used to submit all data that directly affects current payroll processing. This includes all additional pays, changes to deductions and anything else that would need to be adjusted within the payroll in comparison to what is listed in the company or employee profiles. 

FORM SUMMARY

The form is split into six separate tabs based on how the change is handled. The chart below summarizes how the data from each tab is included in payroll processing: 

Category

Added to Payroll

Added to Profiles

Notes

 

Additional Earnings - One Time

✓       

 

Imported into Standard Pay Cycle processing

Additional Earnings - Recurring

✓       

✓       

Imported into Employee Profiles as Recurring Pay

Deductions Changes - One Time

✓       

 

Updated directly within Standard Pay Cycle processing

Deductions Changes - Recurring

✓       

✓       

Imported into Employee Profiles as updates to active deductions

Other Notes

✓       

 

Updates made based on the data provided here that does not fall into the prior 4 categories

Manual Payroll

✓       

 

Used solely for manual payroll processing requests

 Using this form correctly ensures that your Managed Payroll team can handle the data efficiently and accurately. 

ADDITIONAL EARNINGS - ONE TIME

The Additional Earnings - One Time tab is used to provide Namely with any additional earnings you'd like to include in this payroll, except for hours and salaries. These are additional earnings you'd only like paid out once, in this pay cycle.  

The following fields can be used when using this tab (* = required field):

  • Period Start/End Date - Confirms which period the data should have been included in when tracking for historical purposes.

  • Employee First/Last Name - Confirms which employee each additional pay is to be applied to.

  • *Employee ID - Unique identifier required to process the data. You can obtain a full list of your employees’ IDs by following the steps in this linked article: How can I obtain a list of my employee's SSNs, Employee IDs and Employee Numbers?

  • *Earnings Name - Specifies the earning (pay type code) to be used for payment.

  • *Pay Date - Confirms the pay date of the pay cycle the additional pay should be included in.

  • *Amount - Specifies the exact dollar amount to be paid.

  • Notes - Any additional information that would help your Managed Payroll team in understanding what needs to be done.

 Below are some examples of items that you'd include in this tab:

  • Bonus

  • Commission

  • PTO Payout

  • Severance

  • Expense Reimbursement

 

ADDITIONAL EARNINGS - RECURRING

The Additional Earnings - Recurring tab is used to provide Namely with any additional earnings you'd like added to pay cycles indefinitely, except for hours and salaries. 

The same fields are required as in the Additional Earnings - One Time tab. The only difference is the Add / Remove from Employee Recurring Pay column, which advises your team on if the additional earning should be added or removed from an employee's profile. 

Below are some examples of items that would be included in this tab:

  • GTL

  • Cell Phone Reimbursement

  • Car Allowance

  • Imputed Income

 

DEDUCTIONS CHANGES - ONE TIME

The Deductions Changes - One Time tab is used to provide Namely with one-time changes you'd like to make to deductions.

Data added to this tab would be processed in the same manner as additional one-time earnings. This includes new deductions that would be included once (ie: Miscellaneous Deduction) as well as one-time updates to an amount or percentage of an active deduction (ie: 401k.)

Below are some examples of items that would be included in this tab:

  • Miscellaneous Post-Tax Deductions

  • 401k

 

DEDUCTIONS CHANGES - RECURRING

The Deductions Changes - Recurring tab is used to provide Namely with deduction changes that should be made to an employee's profile going forward.

The change can be indefinite, or you may include a specified end date. If an end date is specified, it must coincide with the end date of a future pay period. The end date field should be left blank if the change is indefinite.  

Below are some examples of items that would be included in this tab:

  • Section 125 Benefits

  • Child Support/Garnishments

  • 401k

  • Loans

 

OTHER NOTES

The Other Notes tab is used to provide any other changes or important payroll processing notes that do not fall under the other four categories 

This tab may be customized to fit your company’s needs. The following examples represent common use cases for this section:

  • List any active employee that is on an unpaid or partial paid leave of absence.

  • Add one-time adjustments to salaries that would not be handled through automatic proration.

  • Changes that should be applied company-wide that have not been proactively communicated.

 

MANUAL PAYROLL

The Manual Payroll tab is used to provide Namely with the information we need to process an off-cycle payroll. This tab should not be used during Standard Payroll processing.



The following fields are required when using this tab:

  • Employee Name - Confirm the full name of the employee(s) to be paid.

  • Employee ID - Unique identifier required to process the data. You can obtain a full list of your employees’ IDs by following the steps in this linked article: How can I obtain a list of my employee's SSNs, Employee IDs and Employee Numbers?

  • Pay Group (If you have multiple) - Only include if you have multiple active pay groups.

  • Check Number (If any of the payments should be split into a separate check) - Only include if you request any payments to be split into a second check.

  • Pay Date - Confirms the requested pay date of the manual pay cycle.

  • Payment Type - Direct Deposit, Namely Printed Check or Client Printed Check.

  • Hours/Earnings - Specifies the exact payment type and amount to be paid.

  • Deductions - Confirms if any deductions should be included and should specify which ones.

  • Notes - Any additional information that would help your Managed Payroll team in understanding what needs to be done.

  

FREQUENTLY ASKED QUESTIONS

What if I have an earning that should be paid over multiple pay periods, but not indefinitely?

You should use the Additional Earnings - One Time tab for each pay cycle that it should be included on. This will ensure that the payment is only included in the pay cycles requested. 

 

What if I have payments that occur on a monthly basis?

These payments should be included in the Additional Earnings - One Time tab on the relevant pay cycles only. If the payments are the same amount each month, you may work with your Managed Payroll Consultant to provide them with a list of employees and monthly payments. Your Managed Payroll team can include those payments in our internal processing notes to be paid on a specific frequency (first payroll of month, last payroll of month, etc.) 

 

Do I always need to include my recurring pays or deductions?

No. Recurring items only need to be included on the form when we need to add new recurring data or remove previously set up recurring data. 

 

Where should I include payroll data that I want to include for awareness but does not fall under any of the examples provided?

Anything that does not fit into the first four tabs should be included in the Other Notes tab, which can be customized to include any additional payroll data necessary for accurate processing.