Rotaready offers a structured and flexible approach to managing salaried staff payroll. Whether you're tracking daily costs, applying overtime rules, adjusting for sickness, or adding ad-hoc payments, the platform provides the tools you need to maintain accuracy and transparency across your payroll processes.
Salary calculations
Salaried staff costs are calculated using a consistent daily method to support accurate cost control and reporting:
Annual salary is divided by 365 days to determine a daily cost.
For example, a salary of £36,500 contributes £100 per day to cost calculations, regardless of whether the staff member is working or off.Daily costs are included in rota and cost control views, but monthly totals may vary depending on the number of days in the month.
Employer contributions, such as National Insurance (NI) and pensions, are factored into these calculations.
Open shifts are excluded from wage cost breakdowns until they are filled. Only assigned shifts contribute to cost data in the Hours/Wages tool.
Costs calculated through this method are also represented in relevant payroll reports, ensuring transparency for tracking and audit purposes.
Overtime and sickness management
Rotaready supports partial automation for overtime calculations but has limitations around sickness deductions:
Overtime
You can set up a threshold pay rule for salaried staff. This rule calculates overtime based on hours worked beyond the contracted threshold, using an equivalent hourly rate defined by an hourly pay element type.Sickness
Rotaready does not currently support automatic pay deductions for sick days for salaried staff. Any sickness-related adjustments must be processed manually via your payroll system.
Overtime Rejection and Sanitization If overtime is declined, Rotaready enforces its sanitization rules to adjust reported hours to non-overtime scenarios. For example, scheduled hours from 15:00 to 21:00 may be capped to paid hours excluding unauthorized overtime, ensuring accurate reporting.
Handling ad-hoc payments
Ad-hoc payments such as bonuses or one-off adjustments can be added directly in Rotaready:
Go to the employee’s profile.
Create a new pay record and select the pay element type (e.g. “bonus”).
Set the effective date for the payment.
These payments are reflected in payroll exports but remain separate from regular salary allocations.
Work Violations and Reporting
Work violations like insufficient rest between shifts are flagged during rota creation through alerts, allowing managerial discretion to address or ignore them. These violations do not directly influence payroll or overtime but are summarized in a specialized Working Time Violations report for later review and compliance management.
Tracking Employee Work Hours
Rotaready provides two main reports for detailed tracking:
Payroll Export Report: Summarizes total hours worked and absences for each employee over a set period, relying on signed-off data for reliability.
Labour Breakdown Report: Offers a granular view of daily hours and associated costs per employee, customizable based on configuration needs.