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On Costs in Loaded

Written by Sophie Rattray

You can now track On Costs in Loaded using Pay Adjustment Packages! Loaded has the following centrally managed On Cost packages:

  • NZ Holiday Pay (8%)

  • NZ KiwiSaver (3.5%)

  • AU Superannuation (12%)

  • AU Workcover (1.5%)

Alternatively, you can set up a custom On Cost package and set any adjustment you want.

This update lets you include On Costs in your total labour cost in Loaded so you’re confident that you're comparing apples to apples between Loaded and your payroll or accounting system. To avoid confusion, or duplication, On Costs are not exported to payroll.

🔐 What You’ll Need

Team, Manager and Payroll Permissions

If you’re unable to view or edit any of the following areas, ask someone with Manager permissions to update your access.

You will also want to have your Staff Roles and Staff Member details set up before working with Pay Adjustment Packages.

How to Set Up On Costs

To add a Loaded managed On Cost package:

  1. Go to Team → Compliance → Pay Adjustments

  2. Click Add New and choose one of the following packages:

    1. NZ Holiday Pay (8%)

    2. NZ KiwiSaver (3.5%)

    3. AU Superannuation (12%)

    4. AU Workcover (1.5%)

  3. Click View to see the details for that on cost package

    1. Note: the condition and rate here refer to the additional cost that will be added to your staff members pay on these dates

  4. Click Enable to set up the package in your venue and set:

    1. Valid date range

      1. You can specify the date range this adjustment will apply to rostered shifts and clock ins

      2. The default is set for the on costs to start applying from today, and continue to apply forever

    2. Staff members affected

      1. Specify if on costs should apply to salaried staff members by ticking the ‘Include salaried employees’ box

      2. If you want to customise which staff members on costs will apply to, then change the dropbox from ‘all employees’ to ‘only employees’ and click Add Condition

      3. Select employees, roles, employment types or pay classifications from the dropdown, depending on who you want on costs to apply to. Choose either Equals or Does Not Equal, then select the specific options from the last dropdown field

  5. Once you’re ready, click the green Enable button to finish setting up the on cost package.

You can edit or delete an on cost package at any time by going to Team → Compliance → Pay Adjustments, and clicking ‘Manage’ next to the package name you’d like to edit. You’ll then want to click the blue Edit button or the red Disable button. You can read more about How to Manage a Pay Adjustment Package here.

How to Create a Custom On Cost Adjustment

  1. Go to Team → Compliance → Pay Adjustments

  2. Click Add New

  3. Click Create Custom Package; enter the name, description, and valid date range the on cost adjustment should apply; then click Create

  4. Click Add Rule and enter the name, description, and type of adjustment.

    1. The rule name is what will appear in the Punches by Staff breakdown, e.g. ‘On Costs 10%’

    2. The type of adjustment must be set to ‘On Cost’

  5. Specify if you’d like the on cost adjustment to apply to salaried staff members by clicking the ‘Include salaried employees’ box

  6. You can specify which staff members the on cost adjustment should apply to by changing the dropbox from ‘all employees’ to ‘only employees’ then click Add Condition

    1. Select employees, roles, employment types or pay classifications from the dropdown, depending on who you want on costs to apply to. Choose either Equals or Does Not Equal, then select the specific options from the last dropdown field

  7. Enter the percentage you want to add on top of a staff member’s total pay to represent your custom On Cost.

  8. Click Save and Save again

You will now see your custom package in your list of Enabled Pay Adjustment Packages.

What Happens Once an On Costs Package is Enabled?

There are three areas that are impacted by on cost packages:

  1. Rosters - The cost of any roster shifts that fall within the valid date range of the on costs package will automatically include the on cost percentage. Check out the breakdown of pay adjustments for a staff member by clicking the total hours and expected pay under their name in the roster editor.

  1. Labour Reports - For any report period within the on costs package's valid date range, labour cost reports will automatically include the on cost percentage in both rostered and actual hours.

  2. Timeclocks - The cost of any staff clocks that fall within the valid date range of the on costs package will automatically include the on cost percentage.

Head to Team → Timeclock → Punches by Staff to see a breakdown of ordinary pay and the value of on costs applied for the period. You can click into the blue number under ‘Pay Rate’ to see a further breakdown for each staff member. For more information on this report and how to edit any Adjustments click here.

A reminder that On Costs aren’t exported to payroll. Total Pay (including on costs) may differ from Loaded and your payroll system, but Ordinary Hours should match.

What’s Next?

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