Changes in pay rates can be managed automatically with the feature Date Effective Payroll, also known as Contract Amendments. It allows users to create pay changes for their employees that apply for a specific period. These can be in the past or scheduled to change in the future.

This guide details:

*This feature is currently being rolled out across the customer base. If you would like it enabled, please email support@tanda.co


Where to manage changes in pay conditions

Navigate to an employee's individual profile page by going to Workforce > Staff and click the Schedule Change tab (if you cannot find this tab on the employee's profile, it means that this feature is not turned on in your account. Please contact Tanda support for assistance).

On this tab, you will see a table view listing out all of an employee's existing pay condition periods, including the past, current, and scheduled conditions.

The fields in the table include:

  • Change Name - name of each pay condition period (this field can be edited inline)

  • Status - status of each pay condition including Past, Active, and Scheduled

  • Start Date - the date a pay condition will take affect. The first start date aligns with the Employment Start Date configured under the Payroll tab. Ensure this date aligns with the start of the employee's timesheet pay period.

  • Finish Date - the date a pay condition will stop applying. The finish date must be either the day before the start date of a new condition, or 'Ongoing' if there are no scheduled changes after (this field can be edited inline) This date should also align with the end of a timesheet pay period.

  • Changes - pay condition fields that have been changed compared to the previous pay condition period. Click Add Change to edit the current pay condition

  • Actions - click History to view the change history of a period item, View/Edit to view or edit the pay fields of a period item and Remove to delete a period item


How to manage past, current, and future pay conditions

Initial pay condition period

Under the Schedule Change tab, all users will have an initial pay condition period marked as 'Active', start date, and an 'Ongoing' finish date. The start date here will align with the Employment Start Date configured under the Payroll tab or show as "Start" with no specific date if there is no employment start date configured. This initial pay condition will be reflective of how their current 'Payroll' tab is set up.

If you wish to change an employee's initial pay conditions through the Schedule Change tab, click Add Changes and a window should then appear, select the applicable pay fields and save.

Schedule upcoming pay conditions changes

To schedule an upcoming pay condition period, populate a name, start date, and finish date (optional) to the bar above the table and click the Change Pay Condition button on the right-hand side.

If the surrounding periods are affected by the new dated pay change, the affected dates will be adjusted automatically and be highlighted in orange. You'll be prompted to confirm these date changes with the Confirm Change button before proceeding to the next step.

Once you have clicked Confirm Change, a window will then pop up to assign the necessary pay fields. Select the pay fields to make changes and click the Save Changes button.

The Compare existing pay fields button on the top right corner helps indicate any fields that are different from the employee's current pay fields, with a 'Changing' notice appearing under headings to help keep track of changes.

Once the above process is completed, you'll see your new dated pay changes listed in the table.

Manage past-dated pay conditions

The process of adding past-dated pay condition periods is the same as the process of scheduling upcoming changes. So follow the instructions described above to add and manage the past pay condition periods.

A few things worth noting when creating past-dated pay conditions

  • The start date of the first past pay condition period needs to align with the Employment Start Date (if it is populated under the Payroll tab)

  • Creating a new past-dated pay change will not affect already locked timesheets for the period you are assigning the change. However, if the locked timesheets are unlocked and recalculated, it will consider the edited contract.

Making adjustments to scheduled changes

Adjusting the name or effective dates for a past, current, or future pay condition can be done inline by clicking on the value you wish to change, and using the tick button to save. If a change is being made that will affect another pay condition, you will again be prompted to confirm necessary automatic changes to surrounding periods, as highlighted in orange.

In the example below, the user is extending the finish date to have the initial pay condition apply longer. As a result, the start date and status of the upcoming change is updated.


Scheduled pay conditions taking affect

Once the start date attached to a pay condition passes, the pay conditions will be automatically updated and reflected in the ‘Payroll’ tab of the profile.

Under the Schedule Change tab, the new pay conditions will have the status changed to 'Active', while the previous will be set to ‘Past’.


Frequently asked questions

How do I limit access to the Date Effective Payroll feature?

The access to Date Effective Payroll can be limited to certain users by setting up the permission level that they will be assigned to so that only users who are eligible have access to view and edit employees' pay conditions. Please follow the step-by-step guide Permission Settings for Date Effective Payroll for instructions.

What's the difference between the Payroll tab and the Schedule Change tab?

The Payroll tab reflects the current pay conditions only, while the Schedule Change tab includes all the pay conditions stored in Tanda including the past, current, and upcoming changes. The current pay conditions can be edited on both the Payroll tab and the Schedule Change tab. Changing the Payroll tab will automatically change the active pay condition period under the Schedule Change tab.

What if the pay rate changes happen in the middle of a pay period?

At this stage, date-driven changes can apply to full pay periods only. That means that scheduled changes should have start dates that align with the start of a new timesheet pay period, and finish dates that align with the end of a timesheet pay period.

How can I manage pay changes in bulk?

If you have the technical capacity to utilise Tanda API, the relevant endpoints are available to bulk manage pay changes on the back end. Please check Tanda API document (Employee Pay Fields) for details.

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