How Rostering Impacts Payroll Module

Overview: 

Rostering affects how Payroll determines an employee's working days for salary proration.

For employees using a Rostering-type Work Schedule, Payroll uses roster data instead of a Fixed Schedule to determine working days.

The salary proration formula does not change. The main difference is the source of the working-day information:

• Assigned Shift = Working day
• Rest Day = Non-working day

Because roster data is used by Payroll, keeping the roster complete and accurate is important for successful payroll processing.

Important: Missing roster information can eventually prevent a pay run from being generated.

TABLE OF CONTENTS

• Salary Proration by Country
  • Singapore, Hong Kong and Malaysia
  • Philippines
• ⚠️ Keep the Roster Complete for Payroll
• What Happens if Roster Days Are Missing?
• Recommended Payroll Checklist

Salary Proration by Country

The existing proration formulas remain unchanged.

1. Singapore, Hong Kong and Malaysia

   • The proration formula remains the same as before.
   • The difference is that working days are now obtained from the roster.
   • For employees joining or leaving during the month, if roster information is missing for certain edge days, the system may use the standard Monday–Friday fallback.

2. Philippines

• The same principle applies.
• Working days are counted based on assigned shifts, and the existing daily-rate formula continues to apply.
• For example, the daily rate may be calculated based on the applicable day factor, such as 261 days for a 5-day work week.

The payroll formula stays the same; Rostering changes how the system identifies the employee's working days. 

⚠️ Keep the Roster Complete for Payroll

Every calendar day within the employee's employment period should be identified as either:

• A Shift, or
• A Rest Day

Leaving days blank can affect payroll processing.

What Happens if Roster Days Are Missing?

1. During Employee Sync
   • The system checks the current month and previous two months.
   • If any required day is missing a Shift or Rest Day, a warning appears.
   • The warning does not block employee sync, but it indicates that you should review and complete the roster before running payroll.
2. During Pay Run Generation
   • The system validates the selected payroll period again.
   • If required roster days are still empty, an error appears and the pay run cannot be generated.

Recommended Payroll Checklist

Before running payroll for employees on Rostering, make sure:

• All working days have an assigned shift.
• All non-working days are marked as Rest Days.
• There are no blank days within the employee's employment period.
• Shifts are correctly assigned.
• The roster has been reviewed before generating the pay run.

Best practice: Complete and review the roster before starting payroll processing, especially for employees who join or leave during the payroll period.

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