Payroll

The Payroll module (Staff group) computes each service member’s pay from their duty hours and a pay scale you build yourself. Periods open by themselves, one after the other, at the rhythm you set. Each one is computed as a draft, checked, then approved: it is then frozen and nothing changes it anymore.

Four tabs: Periods, Pay scales, Settings and My payslips. The module works in the current service (its chip shows next to the title).

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A service’s pay periods

Pay frequency

In Settings (the Pay period card, Payroll › Set pay scales), pick the Frequency: Every week, Every two weeks or Every month, then the Closing day (a weekday, a Closing day of the month, or the Last day of the month). A preview confirms the result (“With these settings, the current period runs from … to …”). For every two weeks, A reference closing date sets which weeks are pay weeks. Periods follow the organization’s time zone. Default: every week, closing on Sunday. Without the permission, the tab stays readable but its fields are locked.

Duty hours follow this frequency: a shift crossing the end of a period is split into several shifts, the first ending at 23:59:59 on the closing day, the next starting at 00:00. Each period gets exactly its hours, with nothing lost or counted twice, even for a shift still running at closing time.

Periods open automatically

There is nothing to open: as soon as a period ends (midnight after its closing day), the next one opens by itself within a few minutes, starting exactly where the previous one stops. The Next period card says when it will open. A service’s very first period opens with its first pay scale (or later that day at the latest). After a long pause, the missed periods are created at once, back to back.

Changing the rhythm never touches the current period: it keeps its dates. The next one runs until the next closing of the new rhythm (a transition period), then everything follows the new setting. Example: switching from “every week” to “every month” on a Wednesday gives the current week, then a period until the end of the month, then full months.

If a period is still missing (a service whose module was just turned back on), an administrator sees Create missing periods on the Next period card: it creates the periods up to today right away (recorded in the audit log).

Dated pay scales

A pay scale says what work is worth. It can’t be edited: to change rates, create a New pay scale with its effective date (From the current period or From the next period). Each pay scale applies to periods starting from its date, until the next one; an approved period keeps its own. Start from the pay scale in force copies the current one so you only change a figure. Creating a pay scale requires Payroll › Set pay scales.

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A pay scale and its components

A pay scale combines the Components that fit your server:

Component	Computation
Hourly base	hours on duty × the grade’s Hourly rate
Fixed salary	an amount per period by grade (Fixed / period), whatever the hours
Overtime	past a number of hours (Past (h)), the hourly rate is multiplied (Multiplier, up to ×5)
Automatic bonuses	an amount per Calls handled (call closed by the officer), per Offense files (closed file, for its author) or per Operation reports (approved report, for each officer present)

And safeguards:

• Minimum hours: below it, no automatic pay;
• Maximum paid hours: hours beyond it are not paid;
• Amount cap: caps the base and automatic bonuses; manual bonuses apply on top;
• Total rounding: a Step (to the cent, to the unit, to 5, to 10, to 50, to 100) and a Direction (Nearest, Down, Up).

A pay scale can carry a Note (“raise voted in the meeting”). A pay scale used by an approved period can no longer be removed.

The period list

The Periods tab lists the periods, newest first, with their dates, their total and their state: Not computed yet, Draft, Computing, Needs recomputing or Approved. A computed period shows how many members get paid (“3 paid out of 5 members”). A click opens its details; All periods brings you back to the list. Without a pay scale, a reminder asks you to create one: “without one, nothing is computed”.

A period, from draft to approval

1. The period opens by itself when the previous one ends: nothing to do.
2. Compute (computing and recomputing: Payroll › Compute periods): one payslip per service member, each amount explained line by line (“12.5 h × $40”, “Threshold not reached”, “Cap”…). Computing runs in batches; payslips arrive as they go.
3. Add the period’s Bonuses and deductions (see below, Payroll › Bonuses and deductions).
4. If a pay scale, bonus or deduction changes after computing, the period becomes Needs recomputing: Recompute before approving.
5. Once the period has ended, Approve and freeze (hold down, Payroll › Approve a period): pay scale, hours and amounts will not change anymore. The button stays greyed out while the period hasn’t ended (“The period ends on …”), hasn’t been computed, is computing or needs recomputing. An approved period shows “Approved on … by …”.

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A period’s details and the payslip table

A period can’t be deleted: it opened by itself, and an approved period stays in the history. A button your rights don’t allow stays visible but locked, with a padlock and the help “Restricted: …” (see Permissions).

The payslip table

A period’s details show a table, one row per member: Member (their photo opens their profile card), Rank, Hours, Rate (hourly, or Fixed), Base, Bonuses (automatic and manual), Deductions & rounding (deductions, cap, rounding), Total and Status: Provisional (draft period), Approved or Paid (the in-game transfer arrived), with Below threshold or Capped when relevant. Depending on how you pay, a last column shows the in-game Transfer or the Bank account. Base, bonuses and deductions always add up to the total.

Clicking a header sorts the table (a second click reverses it); the table footer gives the totals. The table loads 100 payslips at a time (Show more for the rest); sorting and totals then cover the payslips shown, as the table says. On a phone, the table scrolls sideways inside its frame, the member column staying visible; the page itself doesn’t move.

A member’s details

Clicking a member opens their period in detail:

• the Line-by-line computation: hours × rate, overtime, threshold or cap if any, bonuses, deductions, rounding and total;
• the Counted sessions: each duty session with its start, its end and the time counted in the period, its origin (MDT or Game), the Continued label for the part of a session split at the end of the previous period, Cut at the end of the period for the part before, Times corrected if the member edited them; if sessions changed since the computation, a reminder asks to recompute;
• the History: computation, approval (by whom, when), preparing and sending the transfers, and the result of the member’s transfer (paid, or the failure and its reason, with the number of attempts).

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A member’s details: computation, counted sessions, history

Bonuses and deductions

On a draft period, Add a Bonus or a Deduction: individual (a Member) or global (Every paid member), with an Amount and a Reason (“supervised training”, “broken equipment”). They apply after the cap; a total never goes below zero. Recompute the period to apply them. Remove (hold down) takes a bonus or a deduction off while the period is a draft.

CSV export

Export to CSV downloads one row per officer: Member, Callsign, Grade, Hours, the automatic bonus counters, Base, Automatic bonuses, Manual bonuses, Deductions, Cap and rounding, Total and Status. The button shows once the period has been computed; the export reads every payslip, page by page. Handy to pay by hand or keep records. The bank account is never in it.

Officers’ bank accounts

On a server without automatic transfers (the in-game transfers integration is off), a period’s table shows each officer’s bank account, with a Copy button: everything you need to pay by hand without leaving the page. Each officer enters their bank account in My profile. It is only shown to whoever runs or approves the service’s payroll (Payroll › Compute periods, Approve a period or Send transfers); someone who can only read payroll doesn’t see it.

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A period’s payslips, with each officer’s bank account

Officers’ payslips

Every member sees their pay, even without a permission on the module: the My pay card on the home page (their latest payslip in the current service), and the module’s My payslips tab if they can open it. A payslip from a draft period is marked Provisional: its amount may still change.

In-game transfers

With the game integration and the transfers integration on, an approved period can be paid straight into the characters’ bank accounts, from the In-game transfers card of the period’s details: Create the transfers, check the list, then Send 12 transfers (the number prepared, hold down). As long as nothing is sent, Cancel the preparation (hold down) clears the list. Each transfer leaves as soon as the character is online, and shows its state (Prepared, Waiting for login, In progress, Paid, Failed, Cancelled); a failure gives its reason, and Retry failures runs the failed ones again. Nothing leaves without your confirmation. The details (company account debited, bank history, failure reasons) are in Salary transfers. Preparing, sending, cancelling and retrying transfers requires Payroll › Send transfers; without it, Create the transfers stays visible, locked with a padlock.

Caution

Remember to turn off your framework’s automatic paycheck for this job: otherwise officers get paid twice.

Permissions

Permission	What it allows	Default
Payroll › See the service’s payroll	see the whole service’s periods, pay scales and payslips (everyone always sees their own payslip)	supervisors and up
Payroll › Set pay scales	create pay scales (rates per rank, cap…) and set the pay frequency	command
Payroll › Compute periods	compute and recompute a period not yet approved (periods open by themselves)	command
Payroll › Bonuses and deductions	add or remove a bonus or a deduction	command
Payroll › Approve a period	approve and freeze a period’s payroll	command
Payroll › Send transfers (game)	prepare, send, cancel or retry in-game transfers	command

The Payroll section of statistics has its own permission, Statistics › Payroll section, and no longer requires seeing payroll. Each step (pay scale, settings, computing, approval, bonuses, transfers, periods created by hand) goes to the audit log. Creating missing periods is reserved to administrators.