How to add Ad Hoc or Recurring Payments from the Employee Profile

Overview

This article explains the difference between Ad Hoc Payments and Recurring Payment Items, and provides step-by-step guidance on how to add them for an employee’s payroll. 

TABLE OF CONTENTS

• Key Definitions
  • Ad Hoc Payments
  • Recurring Payment Items
• How to Add a Recurring Payment Item
• How to Add an Ad Hoc Payment / Bonus
• Supported Pay Frequencies in Current Payroll Software
• Viewing Added Pay Items
• Important: Pay Run Mapping

Key Definitions

Ad Hoc Payments

A one-time payment that is processed in a specific payroll month for an employee.

Examples:

• Yearly bonus

• One-off incentive

• Special reimbursement

Recurring Payment Items

A continuous pay item that is paid to an employee every payroll cycle (usually monthly).

Examples:

• Fixed allowances (e.g. travel, phone, housing)

• Monthly benefits

How to Add a Recurring Payment Item

Example: Adding a Travel Allowance of SGD 200 per month

1. Go to the Employee Profile

2. Navigate to the Payroll tab

3. Click Add New Recurring Item
   
    

4. Fill in all required fields:
   
    

   • Effective Start Date

   • End Date (if applicable)

   • Pay Type (can be any newly created or existing pay type)

   • Frequency

   • Amount (e.g. SGD 200)

   • Event (optional)

   • Remarks (optional)

5. Click Save

Once saved, the system will automatically include this recurring payment in each applicable payroll cycle based on the effective dates.

How to Add an Ad Hoc Payment / Bonus

1. Go to the Employee Profile

2. Navigate to the Payroll tab

3. Select Add Ad Hoc Payment
   
    

4. Fill in the required details:
   
    

   1. Payout Month (the payroll month the payment should be processed)

   2. Pay Type

   3. Amount

   4. Remarks (optional)

5. Click Save

Supported Pay Frequencies in Current Payroll Software

For our payroll software, only two Pay Frequency values are supported:

• Monthly
• Hourly

If a pay item is added with any other pay frequency (e.g., Daily, Annually, Bi-weekly, Weekly, Quarterly), the record cannot be synced to the payroll system successfully. 

The payroll admin will receive an email notification indicating that this entry has been marked as Sync Failed because the value is considered invalid.

Tip: Before saving a new pay item for an employee, confirm the Pay Frequency field is set to Monthly or Hourly to avoid a failed sync.

Viewing Added Pay Items

After saving, you will be able to see:

• The newly added Recurring Items, and/or

• The newly added Ad Hoc Payments

under the employee’s Payroll section.

Important: Pay Run Mapping

Once a new pay type or pay item has been created (either recurring or ad hoc), you will need to map the new pay item/pay type during pay run creation to ensure it is reflected correctly in payroll calculations and reports.

Still Need Help?: 

Reach out to our support team should you need further assistance.