This article reviews the classic One-Time Payments page within Workforce. This page is being combined with the new Payroll Overview page over the course of Q4 2023 and Q1 2024. Learn more about the new Payroll Overview page here. Learn more about One-Time Payments here.
This article is part of the R365 Payroll release.
One-Time Payments are used to manually create single payments to Employees (such as bonuses, commissions, or reimbursements) that would not be otherwise created through Import or automatically at the end of the Pay Cycle. One-Time Payments can also be used to record Payments that have already been paid to the Employee for tax and reporting purposes.
Note: One-Time Payments are often taxed at a higher rate than typical Pay Period Payments.
This article covers:
- Security
- Navigation
- Pending One-Time Payments
- Creating One-Time Payments
- Editing One-Time Payments
- Tax Options
Security
The Permissions listed here are associated with the One-Time Payments page. These Permissions can be added to Custom User Roles or single Users. Learn more about managing Permissions and Custom User Roles here
Payments Permissions are found in the Permission Tree as follows:
- Payroll
- Workforce Payroll
- Payments
- View Payments
- Edit Payments
- Create Payments
- Delete Payments
- Payments
- Workforce Payroll
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.
Navigation
One-Time Payments are found under 'Payments' in the navigation sidebar.
Pending One-Time Payments
1) Create Payment - Click to create a new One-Time Payment Run
2) Description - Payment Title entered when One-Time Payment was created
3) Type - The pay type for tax calculations and reporting purposes
4) Request Date - Date payment was created
5) Recipients - Quantity of Employees receiving Payments
6) Total Amount - Total dollar amount of all included Payments
Creating One-Time Payments
To create a One-Time Payment, click 'Create Payment' on the Payments Overview page or the One-Time Payments page.
Header
The header contains fields that will be applied to all Payments included in the One-Time Payment Run.
- Important Note: These details are not editable after the Payment Run is created
1) Description - One-Time Payment Run title
2) Payment Type - The pay type for tax calculations and reporting purposes
3) Payment Timeframe - Choose if the One-Time Payment will be a separate stand-alone payment or grouped with the next payroll Payment Run
- Note: Stand-alone payments will need to be calculated and approved separately from regular payroll payments.
4) Payment Method - Choose if the One-Time Payment needs to be processed as payment or if it has already been paid and is for tax and reporting purposes.
Adding Payments via Upload
Employees and payment amounts can be added in bulk via upload.
5) Download Template - Download the template with all current Employees listed
6) Upload Template - Upload a completed template to add Payments
- Note: The tax method will default to 'Optimized' when payments are uploaded. The tax method can be changed in the Payment Details.
Payment Details
7) Employee - Employee receiving the payment.
- Note: Only Employees with an Employee Profile can receive One-Time Payments.
8) Edit Employee - Click the pencil icon to change the Employee receiving the Payment
- Note: The Employee can only be changed when creating the One-Time Payment Run. Once created, the Employee field is not editable.
9) Gross Amount - Dollar amount to be paid to the Employee (#7)
10) Tax Method - How taxes will be calculated for the Payment. Learn more about tax methods below.
11) Note - Any Employee/Payment-specific notes.
- Note: Notes entered into this field are displayed on Employee paystubs.
12) Delete - Click the trashcan icon to delete the Payment
Adding Single Payments Manually
13) + Add Payment - Click to add Payments. A new Payment line will be added to the Payment Details.
Select the Employee for the Payment by entering three or more characters of the desired Employee's name into the Employee field. A drop-down menu with all Employees whose names contain the search will be provided. Select the desired Employee from the drop-down menu.
- Note: Only Employees with an Employee Profile can receive One-Time Payments.
- Note: If the wrong Employee is selected, click the pencil icon to choose a different Employee. The Employee can only be changed when creating the One-Time Payment Run. Once created, the Employee field is not editable.
Enter the 'Gross amount'
Change the 'Tax method' if necessary. This will default to 'Optimized'
Change the 'Note' if necessary. The note will default to the title of the One-Time Payment (#1)
- Note: Notes entered into this field are displayed on Employee paystubs
Create the Payment
14) Cancel - Click to close without saving
15) Create payments - Click to save changes. The One-Time Payment Run will be created.
- Note: One-Time Payment Runs cannot be created without at least one Payment. If no Payments are present clicking 'Create Payments' will delete the One-Time Payment Run.
Editing One-Time Payments
Header
The header for a One-Time Payment Run cannot be edited after the One-Time Payment Run is created.
To change the header information, delete the existing One-Time Payment Run, then create a new One-Time Payment Run with the correct information.
Uploading Additional Payments
Employees and payment amounts can be added in bulk via upload. Click 'Download template' to download a template containing a list of current Employees.
The tax method will default to 'Optimized' when payments are uploaded. The tax method can be changed per Payment by clicking the 'Edit' button.
Adding Payments
Single Employee Payments can be added by clicking '+Add Payment'. The 'Add Payment' window will open.
Select the Employee for the Payment by entering three or more characters of the desired Employee's name into the Employee field. A drop-down menu with all Employees whose names contain the search will be provided. Select the desired Employee from the drop-down menu.
- Note: Only Employees with an Employee Profile can receive One-Time Payments.
- Note: The Employee is not editable after the Payment is added.
Enter the 'Gross amount'
Change the 'Tax type' if necessary. This will default to 'Optimized'
Change the 'Note' if necessary.
- Note: Notes entered into this field are displayed on Employee paystubs
Editing Payments
To edit an existing Payment, click 
. The 'Edit payment' window will open.
The 'Amount', 'Tax type', and 'Note' fields can be edited.
The 'Payee' field cannot be edited. To change the recipient, delete the existing Payment and create a new Payment for the correct Employee.
Click 'Update' to save changes, or click 'Cancel' to close without saving
Deleting Payments
Single Payments within the One-Time Payment Run can be deleted by clicking the trashcan icon
and confirming that the Payment should be deleted.
To delete the entire One-Time Payment Run and all included Payments, click 'Delete Payment Run' and confirm that the Payment Run should be deleted.
- Important Note: If all Payments are removed, the One-Time Payment Run will be automatically deleted when the Edit page is closed by either clicking 'Save' or 'Cancel'
Tax Options
When making 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.
*Note: Taxes do not apply to the Payment Type of Reimbursement