Creating Custom Payroll Rules

You can configure custom payroll rules in the payroll settings based on shift labels, activities, or distance. This allows you to automatically calculate bonuses or surcharges that apply only when specific conditions are met.

Typical examples include:

• Label rule: A bonus of €20 is paid for working at a specific location or in a specific role.
• Activity rule: Travel activities are paid at 50% and reported under a separate payroll category.
• Distance rule: A flat rate of €0.30 is paid per driven kilometer.

Configuration Steps

Navigate to the Payroll Settings

• Open your company’s Payroll Settings.
• Select Create.
• Choose the option to create a new payroll rule.

Define the Rule Parameters

Configure the rule based on the selected rule type.

Rule Type: Label-based

Payment type

Fixed payment: A fixed amount is paid once the condition is met.

Multiplier: The payment is calculated based on working time and a multiplier.

Labels

Select one or more labels that define when the rule applies (e.g. “Early shift”, “Project X”).

Multiple labels can be combined using AND logic.

Amount

Define the amount to be paid (e.g. €10 per shift).

Save the Rule

Once all parameters are defined, save the rule. It will now be applied automatically to all relevant shifts.

Label Rule

Fixed payment: A predefined amount is paid once the conditions are met.

Multiplier: Calculates the payment based on working time, for example a surcharge per hour.

Labels Labels are used to identify the shifts the rule applies to. Multiple labels can be combined using AND logic.

Value The amount paid by the rule (e.g. “€10 per shift”).

Activity Rule

Name
Unique identifier of the rule (e.g. “Travel Activity Special Rule”).

Rule type
– activity-based

Activity category
The category the rule applies to (e.g. “Travel activities”).

Calculation method
Defines how the compensation is calculated:

Percentage by duration (share of duration per time range)

Fixed amount (fixed euro amounts from defined time thresholds)

Percentage-Based Calculation (Share of Duration per Time Range)

Table with any number of entries, each containing:

• Duration in minutes from which the percentage applies (e.g. 60)
• Percentage of compensation for the minutes up to the next threshold (e.g. 50%)

Example
Input: Travel activities are paid at 50% from 60 minutes onward.
Example shift: 2 hours of travel activity (120 minutes)

Calculation:
60 minutes × 50%

Result:
30 minutes of travel activity are paid and shown under a separate payroll category.

Fixed Calculation (Fixed Euro Amounts per Time Range)

Table with any number of entries, each containing:

• Duration in minutes from which the amount applies (e.g. 0, 180)
• Fixed amount in euros that is paid from this point onward

Example

• from 0 minutes: €50
• from 180 minutes: €80
• Example shift: 5 hours of activity

Result
All applicable amounts are added together and paid as a fixed compensation for the activity.

This allows both proportional and flat-rate activity compensations to be mapped clearly, transparently, and in a compliant way.

Distance Rule

Name
Unique identifier of the rule (e.g. “Mileage Allowance”).

Rule type
– distance-based

Distance intervals
Table with any number of entries, each containing:

Start kilometer (integer value)

Flat rate per kilometer interval in euros (e.g. €0.30)

Example

Input: 120 km

Calculation:
120 km × €0.30 / km

Result:
€36 mileage allowance

Export Parameters

To integrate payroll data with external providers (e.g. DATEV), the following export parameters can be defined:

Payroll key (ProviderEditingKey)
Defines which payroll key is used for export.

External category ID (externalCategoryId)
Defines the category ID for external export.

Unit
Select the unit for export (e.g. day, euro, hour).

Cost center
Defines the default cost center used during calculation.

Restrictions and Notes

Uniqueness of payroll categories
Each payroll category must be unique within your organizational unit.

Rule and calculation changes
If a rule is updated or deleted, past data will not be recalculated. It is recommended to create new rules when changing logic to ensure future shifts are calculated correctly.