The Adhoc allowances feature allows Payroll Administrators to grant one-time or non-regular payments to employees outside their standard salary components.These allowances are generally used for Project completion rewards, Joining Bonus, Performance Incentives etc. It does not form part of the fixed monthly salary unless specifically configured. They can be processed along with the regular payroll as Earnings. 

• Navigate to Payroll → Allowances → Adhoc Allowances

• Click the Add button.

• A window pop-up will appear, choose the coverage either Organization(applies to all employees in the organization) or Employee(select specific employees single or multiple). If Employee coverage is chosen- search and select the employee(s) by name or employee id.

• Specify whether the Adhoc Allowance is Taxable or Non-Taxable, and enter a Payment Title. This title will appear under the Earnings section of the employee’s payslip.

• Select whether this allowance should be included in the PF, ESI, and PT calculations as Benefit Association.

• Fill all mandatory fields in the form. Click Submit to save the ad hoc allowance.

• The Adhoc payment will be processed in payroll based on the specified Consideration Date.

• Since Ad hoc Allowance access is restricted to Administrators, no approval is required.

• To edit an existing record, select the desired entry and click Edit. Make the necessary changes and click Submit. If the payslip has already been generated, the application will not allow any edits.

• To delete an existing record, select the desired entry and click the Delete button. Make the necessary changes and click Submit. If the payslip has already been generated, the application will not allow any delete.
  

Fig: Add Adhoc Allowance

Fig: Edit & Delete-Adhoc Allowances

Fields Description

Bulk upload for Adhoc Allowances

Organization→ Data Import → Adhoc Allowances Import

The process of allocating ad hoc allowances to multiple employees by enabling administrators to upload data in bulk. 

To upload allowances in bulk, follow these steps:

1.Go to Organization Data Import –> Ad hoc Allowance Import

2.Click the Download File and specify the Coverage either at Organization level(Applicable to the entire organization) or Employee Level(Applicable only for the Employees that have been imported for the ad-hoc allowance). If the coverage is Organization then Number of Ad hoc Allowance is mandatory.This will generate a predefined Excel template.

Fill in the Template

3.Mandatory Fields: Columns highlighted in red are mandatory and must be filled.

4.Title: Please provide the Ad-hoc allowance title for each employee as per the user's need. Example: Performance Incentives/Adjustment of Deduction for January 2025 payroll etc.

5.Amount: Fixed amount applicable for the particular ad-hoc allowances.

6. Consideration Date(dd/mm/yyyy): Please specify the date, month, and year when the ad-hoc allowances should be reflected in the payslip and paid to the employees.

7.Upload the Template

• Click the Import button, select the Excel file, and then click the Upload button. The ad-hoc allowance data will appear in the ad-hoc allowance import grid with a status of Unprocessed.

• Next, click the Validate button to validate the data. Once validated, the status will change to Valid Data.

• Finally, click the Process button to update the values in the Ad-hoc Allowances module and no data will be available in the grid.

• To confirm the uploaded data, navigate to Payroll → Allowances → Ad-hoc Allowances and verify that the data is available.
  

Fig: Adhoc Allowance - Download for Import 

Fig: Adhoc Allowance - Import