Compared to the Recurring Pay Item where the pay item is given each month, this feature will allow you to only add the pay item just once based on your needs. It will come in handy if you need to give a bonus or any additional payments that will be added to the payslip.
How to create one-time pay item
From the side navigation menu, click Payroll > Recurring Pay Item
Click One Time tab > +New
Fill out the following:
a. Employee: Select the employee to whom this pay item applies.
b. Pay Item Type: Choose the type of pay item you’d like to add (e.g., allowance, bonus, deduction, etc.).
c. Pay Item Amount: Enter the amount for the selected pay item.
d. Remark: Add a note or comment here if you’d like to include additional details.
e. Regular / Off-cycle:
Select Regular if you want this pay item to appear in the monthly payslip.
Select Off-cycle if you want it to appear in an off-cycle payslip instead.
f. Payout Date: Choose a payout date for the pay item. This date must be before the first payroll you’ll process.
g. If there’s no specific payout date, you can tick “Auto-appear in the next generated payroll instead” to have this one-time pay item automatically included in the next Regular or Off-cycle payroll.
Click Submit once done
How to mass add one-time pay item
From the Recurring Pay Item Page > click Upload Excel from One-time pay item page
Fill out the following:
a. Company: Choose the Company correctly in order for the employee names to show based on your chosen company
b. Regular/ Off-cycle: Similar to a single one-time pay item creation, you need to choose Regular or Off-cycle
c. Choose the Payout Date. The pay item will be added to the closest payroll generated before the date chosen
d. If you do not choose any date, then you can tick this box so that it will automatically appear in the next generated payroll instead.
Then, download the Excel template. Once it’s downloaded, Open the Excel sheet.
In the Excel sheet file:
a. Choose the Employee Name from the dropdown, along with the Employee Number if any
b. You can define what will be assigned as Pay Item A, Pay Item B, and Pay Item C after uploading the file. In the file, you may first input the amount and remarks accordingly.
Once done, you can upload the file and set the mapping. You may match the Excel’s headers based on how you want it to be shown on the system
For example:
Pay Item A amount will be Bonus + Amount
Pay Item A remarks will be Bonus + Remarks
Make sure to click Confirm once you are done! If there is an error on your submission, you will be able to revisit it once you click Error.
💡Tips:
If you have more pay items to add, you can manually add a similar row next to Pay Item C’s amount and remark
You can also edit the Pay Item A to the desired pay item’s name (e.g. Bonus). Feel free to use this template to add as many pay items as you need for your payroll!
Steps to view and manage one-time pay items
From the side navigation menu, go to Payroll > Recurring Pay Item
Select the One-Time Pay Item tab
Managing one-time pay items
To delete multiple items:
Select the relevant one-time pay items, then click the Delete button at the top
To edit or delete a single item:
Click the corresponding Edit or Delete button next to the item
Paid status indicator
If a one-time pay item has already been included in a generated payslip, a check mark will appear under the Paid column.
✏️ Note:
One-time pay items marked as Paid cannot be deleted, as they are already included in a payslip. To remove them, you will need to delete the item(s) directly from the generated payslip first.
Keeping your one-time pay items well-managed helps maintain accurate payroll records and avoids discrepancies. A quick review before processing payroll can save time and prevent errors later on.
Still exploring? Head over to our Help Centre for more in-depth guides and FAQs.
If you have any questions, feel free to reach out to us at support@gutsyhq.com. We'll get back to you from there.