---
title: "Creating Custom Payroll Rules"
url: "https://support.wilson.menlo79.com/en/article/creating-custom-payroll-rules"
language: "en"
last_updated: "2026-01-19T08:03:55.737Z"
---

# 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.

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## Configuration Steps

### Navigate to the Payroll Settings

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

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### 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).

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### Save the Rule

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

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## 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”).

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## 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)

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### 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.

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### 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.

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## 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

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## 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.

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## 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.