One-Time Payments

This article is an overview of one-time payments within Workforce pay runs.

One-Time Payments Overview

One-time payments are used to manually create earnings for employees (such as bonuses, commissions, or reimbursements) that would not otherwise be created through import, sent from Smart Ops, or included automatically as part of a traditional pay run. One-time payments can also be used to record earnings for tax and reporting purposes that have already been paid to the employee outside of the system.

A single one-time payment can contain earnings for multiple employees. Employees and earning amounts can be added manually or via import template. 

One-time payments are also used to import one-time deductions. One-time deductions are primarily used for variable deductions or to rectify deduction errors. 

One-time payments are created from the Payroll Overview page using the 'Create Payment' form. Learn more about creating one-time payments here.

One-time payments can be separated out into their own pay runs, which allows for payment outside of the traditional pay cycle, or grouped with outstanding pay runs. Learn more about grouping one-time payments below. 

After they are created, one-time payments can be edited from the 'Edit payment' form, as well as from the Payment Details page. The editing options available on the Payment Details page are limited. Learn more about editing one-time payments here. 

Pay runs that only contain one-time payments are often taxed at a higher rate than typical pay period pay runs.

Learn more about one-time payments and pay runs:

• Pay Run Overview

• Payroll Overview Page

• Create a One-Time Payment

• Edit a One-Time Payment

Security

The permissions listed here are associated with one-time payments. These permissions can be added to custom user roles or single users. Learn more about managing permissions and custom user roles here.

Permissions associated with one-time payments are found in the permission tree as follows:

• Payroll

  • Workforce Payroll

    • Payments

      • View Payments

      • Edit Payments

      • Create Payments

      • Delete Payments

The permission access report can be used to determine which user roles or users already have these permissions assigned. Learn more about user setup and security here.

Grouping One-Time Payments

When a one-time payment is created, the user will have an option to place the one-time payment in its own pay run or to group it with an outstanding/next pay run. 

If the one-time payment is grouped with an outstanding/next pay run, it will be grouped as follows:

Tax Options

When creating a one-time payment, R365 offers the following types of tax methods:

Aggregation: Uses an employee's current or previous payroll payment to determine a tax rate. For more information, refer to the current IRS Publication 15 Circular E. 

Flat Rate: Uses the current flat tax rate of 22%. For more information, refer to the current IRS Publication 15 Circular E. 

Optimized: Automatically chooses the tax method that results in the lowest tax rate. To establish this tax rate, R365 calculates both the 'Aggregation' rate and the 'Flat' rate and automatically selects the lowest rate.  

Taxes do not apply to the earning type of 'Reimbursement'.

One-Time Payment Form Fields Descriptions

The fields outlined here are shared between both the 'Create Payment' and "Edit Payment' forms. Action buttons and editability vary between the forms. Refer to the Create a One-Time Payment and Edit a One-Time Payment articles for more information. 

Payment Details

The header contains fields that will be applied to all employees included in the one-time payment.

These details are not editable after the one-time payment is created.

	Field	Description
	Description	One-time payment title that will appear on the Payroll Overview page.
	Payment Type	The earning type. This is the earning type added for all employees on the one-time payment.
	Payment Method	Indicates if earnings in the one-time payment need to be processed for payment or if they only need to be recorded for tax and reporting purposes. Directly deposited into employee's bank account - Earnings need to be processed for payment. Employee has already received this payment - Earnings only need to be recorded for tax and reporting purposes.
	Payment Timeframe	Indicates if the one-time payment will be a separate standalone pay run or grouped with an outstanding/next pay run. As soon as possible as separate payment - One-time payment will create a new pay run. Grouped with an outstanding/next payment - One-time payment will be grouped with an outstanding/next pay run if available. Otherwise, a new pay run will be created.

Add Employees Grid

	Field	Description
	Employee	Employee receiving the payment.
	Gross Amount	Dollar amount to be paid to the employee.
	Payment Method	Indicates if earnings for the employee need to be processed for payment or if they only need to be recorded for tax and reporting purposes. Direct Deposit - Earnings need to be processed for payment. Previously Paid - Earnings only need to be recorded for tax and reporting purposes.
	Tax Method	How taxes will be calculated for the payment. Learn more about tax methods above.
	Notes	Any employee/payment-specific notes. Notes entered into this field are displayed on employee paystubs.
	Deductions	One-time deduction amount.
	One-Time Payment Total	Total gross amount for all employees on the one-time payment.