Set up an allowance, that is automatically paid out each month. In the OmniPlatform, and on invoices, these are referred to as 'recurring variable pay'.
Before you begin, please note:
It's not possible to upload recurring variable payments in bulk at this time.
As a Line Manager, you will only be able to submit and view variable payments for your direct reports.
Once a recurring allowance is active, there will be a contractual addendum to reflect this change. Cancelling a recurring allowance will be subject to local employment laws and cannot always be easily cancelled.
When would you use an automated variable payment?
Health/Wellbeing allowance
Work from home allowance
How to set up a recurring allowance:
Log in to the OmniPlatform as a Super Admin or Line Manager.
In the left-hand side menu, click on 'Team', then click on 'Additional pay' and select the employee you want to add the allowance for.
In the top-right corner, click 'Add'.
Select 'Allowance' from the list (only allowances can be recurring) and take into account the cut-off date. This is the 6th of the month, every month except December, where the cut-off is earlier.
Please select the closest match of the allowance type from the dropdown. This helps identify the payment on invoices and payslips.
You must select the 'Monthly' option for this to be paid to the employee every month.
Choose the month you'd like this payment to start. Please note that the starting month must fall between the employee's first and last month with Omnipresent.
The frequency cannot be edited and can only be a monthly payment.
Select a 'Start date' for the variable payment. If you choose a date in the past, the payment will be backdated and paid out from that date in the next applicable payroll.
Define the end period. If the allowance payment is for a set period of time, select the final month you'd like this to be paid out. If the variable payment is to be paid throughout an employee's time with Omnipresent, check the 'Until the end of the contract' checkbox.
The currency will auto-populate to the currency the employee is paid in. Define the amount of the variable payment.
Finally, complete the reason for the payment taking care to avoid names of the company or employees.
What happens next?
The employee will automatically receive the amount, each month, until the end date is reached.
How do I see previously submitted payments?
Within the 'Additional Pay' tab, you can see all previously submitted one-off or recurring variable payments. Please note that any payments submitted before December 2023 will not appear in this table.
What about mandatory allowances?
Some countries have legally mandatory allowances, for example, Spain has a work from home allowance paid every month. Our specialist team will inform you of any mandatory allowances when a new hire is being onboarded. Any mandatory allowances will be taken care of by our team and there is no need to add these manually.
How to cancel a recurring variable payment?
Reach out to the Support team via live chat or help@omnipresent.com for any queries or to cancel a payment. Please note, this is subject to local employment laws and cannot always be cancelled.
How long can an allowance be backdated for?
A maximum of 3 months. Please reach out to help@omnipresent.com if you need help with this.
How do I edit an existing allowance?
You must reach out to our Support Team via live chat or email to make changes as these will need contract amendments.