Managing Payroll Pools

Payroll pools in XandaPay allow organizations to distribute specific types of funds among employees based on predefined rules. These pools can be associated with different occupations and later applied during payroll processing. Unlike service charge and tips pools, which follow a fixed logic, payroll pools require custom configurations to determine how funds are allocated. One such customization was the STTIPS (Staff Tips) Pool, which splits funds equally among employees mapped to it rather than factoring in hours worked and points.

Accessing the Payroll Pools Module

To manage payroll pools:

1. Navigate to Payroll from the left menu.
2. Click on Pools under the Payroll section.
3. The Payroll Pool Types screen will display existing pools.
4. Click New Payroll Pool Types to create a new pool.

Creating and Editing Payroll Pools

1. Click New Payroll Pool Types to create a new pool.
2. Enter the Pool Code (a unique identifier for the pool).
3. Provide a Description to define the purpose of the pool.
4. Select the appropriate Pay Rule for the pool.
5. Click Save to store the pool.

To edit an existing pool:

1. Locate the desired pool from the Payroll Pool Types list.
2. Click on the pool to open the editing window.
3. Modify the necessary details.
4. Click Save to apply the changes.

Applying Pools in Payroll Processing

Once a pool is created, it becomes accessible during payroll processing:

1. Navigate to Create or Edit Payroll.
2. Scroll to the Service Charge and Tips section.
3. Click Update Other Pools to add a custom pool to the payroll.
4. Ensure the correct pool is selected and configured before finalizing payroll.

Customizing Payroll Pools

Payroll pools can be tailored based on business needs. For example:

• STTIPS (Staff Tips) Pool: Unlike regular tip pools, which distribute funds based on hours worked and points, STTIPS was designed to split funds equally among all employees mapped to it.
• Department-Specific Pools: Pools can be assigned to different occupations through the Points → Occupation Pool section, ensuring that only specific groups receive payouts.
• Special Allowance Pools: Some pools can be linked to allowances, ensuring automatic allocation during payroll processing.

Best Practices

• Ensure that each pool is mapped correctly to the appropriate Occupation Pool to avoid incorrect allocations.
• Regularly review pool assignments to confirm that employees receive the correct distribution.
• If using custom logic (e.g., STTIPS), test the pool setup in a sample payroll before final implementation.
• Document any modifications to custom pools for easy reference and compliance.

By effectively managing payroll pools in XandaPay, businesses can efficiently distribute funds while maintaining flexibility in how earnings are allocated.