Automatically add or deduct amounts from your team members’ payments each pay period, as a fixed dollar amount or as a percentage of what each member earns, for bonuses, commissions, tax withholding, reimbursements, and recurring deductions. You can create and manage adjustments from the Manage Payroll Page or the legacy Manage Payroll page.

Managing payroll adjustments

Create a payroll adjustment

Step 1

Navigate to Financials > Payroll adjustments.

Step 2

Click on Create payroll adjustment.

Step 3

In the Create payroll adjustment dialog, fill in the following details:

Define the rules for the payroll adjustment:

1. Name: Enter a name for the adjustment.
2. Adjustment type: Choose whether the adjustment is an addition or deduction.
3. Apply as: Choose whether you want the adjustment to be a fixed amount or a percentage of each member’s pay.
4. Amount per member: Enter the amount or percentage to add or deduct for each member.
5. Frequency: Choose One time, Every pay period, or First payroll of the month.
6. Select members: Choose whether to add members manually or through a CSV import.
7. Members: Select the team members whose pay will be adjusted.
8. Click Create to save the payroll adjustment.

How percentage-based adjustments are calculated

When a payroll adjustment is set to apply as a percentage, Hubstaff calculates the dollar amount for each member automatically at the time payroll runs, based on that member’s actual earnings for the pay cycle.

• What counts toward the percentage. The percentage is calculated against the member’s gross earnings for the cycle (worked hours at their pay rate, plus any paid PTO or holidays), plus any fixed-amount adjustments already applied to them that cycle. Fixed-amount adjustments are always applied first, then the percentage is calculated on what’s left.
• Deductions can’t take a member below $0. A percentage deduction is capped at 100% of the calculated base. Percentage additions have no upper cap.
• Rounding. Each member’s calculated amount is rounded to the nearest cent.
• Members with no earnings that cycle. If a member’s gross earnings and fixed adjustments add up to $0 or less for the cycle, their percentage adjustment resolves to $0. No error is shown.
• Changing an adjustment later. Once you save a payroll adjustment, you can add or remove members, but you can’t change its name, frequency, adjustment type, amount type (fixed or percentage), or value. To change any of those, delete the adjustment and create a new one. This matches how fixed-amount adjustments already work.

Edit a payroll adjustment

To edit a payroll adjustment item, follow these steps:

Step 1

Navigate to Financials > Payroll adjustments.

Step 2

Click Actions > Edit next to the adjustment you want to revise.

Step 3

Make your changes, then click Update.

Delete a payroll adjustment

To delete a payroll adjustment item, follow these steps:

Step 1

Navigate to Financials > Payroll adjustments.

Step 2

Click Actions > Delete next to the adjustment you want to remove.

Step 3

Confirm you want to delete the payroll adjustment by clicking the Delete button.

Bulk import members to payroll adjustments

When creating a payroll adjustment policy for a large number of members, we recommend using the CSV import option.

Step 1
From the Create payroll adjustment dialog, go to the Select members section and click Import CSV.

Step 2
Download the CSV template.

Step 3
Enter the email addresses of the members you want to include.

Step 4
Upload the completed CSV file. The maximum file size is 5 MB.

Payroll adjustments from the new Manage Payroll page

You can access and manage payroll adjustments for team members directly from the members table in the Manage Payroll Page.

Step 1

Navigate to Financials > Manage Payroll > Member-level settings.

Step 2

In the members table under Member-level settings, select one or more team members. Then click the three-dot icon in the actions toolbar that appears and select Manage Payroll adjustments.

Step 3
A pop-up window will appear with a button to go to the Payroll adjustments page. Click Go to Payroll adjustments.

Step 4

Add or manage adjustment policies as needed. Once finished, use the on-screen option to return to the Manage Payroll page.

In the members table, find the Payroll adjustments column — it shows how many active adjustment policies each member has.

Payroll adjustments from the Legacy Manage Payroll page

Setting up a One-time payroll adjustment

One-time payroll adjustments are single additions or deductions applied to a team member’s payroll.

Step 1

Navigate to Financials > Manage Payroll (Legacy) > Payroll Adjustments tab.

Step 2

Click on Create payroll adjustment.

Step 3

In the Create payroll adjustment dialog, fill in the following details:

Define the rules for the payroll adjustment:

1. Name: Enter a name for the adjustment.
2. Adjustment type: Choose whether the adjustment is an addition or deduction.
3. Apply as: Choose whether you want the adjustment to be a fixed amount or a percentage of each member’s pay.
4. Amount per member: Enter the amount or percentage to add or deduct for each member.
5. Frequency: Choose One time, Every pay period, or First payroll of the month.
6. Select members: Choose whether to add members manually or through a CSV import.
7. Members: Select the team members whose pay will be adjusted.
8. Click Create to save the payroll adjustment.

Step 4

The new adjustment will appear in your payroll adjustments list.

Setting up a recurring payroll adjustment

Recurring payroll adjustments repeat as an addition or deduction every pay period.

Navigate to Financials > Manage Payroll (Legacy) > Payroll Adjustments tab.

Click on Create payroll adjustment.

In the Create payroll adjustment dialog, fill in the following details:

Define the rules for the payroll adjustment:

1. Name: Enter a name for the adjustment.
2. Adjustment type: Choose whether the adjustment is an addition or deduction.
3. Apply as: Choose whether you want the adjustment to be a fixed amount or a percentage of each member’s pay.
4. Amount per member: Enter the amount or percentage to add or deduct for each member.
5. Frequency: Choose Every pay period.
6. Select members: Choose whether to add members manually or through a CSV import.
7. Members: Select the team members whose pay will be adjusted.
8. Click Create to save the payroll adjustment.

Example of adjustment showing when creating a manual payment:

Editing a payroll adjustment

To edit a payroll adjustment item, follow these steps:

Step 1

Navigate to Financials > Manage Payroll (Legacy) > Payroll Adjustments tab.

Step 2

Click Actions > Edit next to the adjustment you want to revise.

Step 3

Make your changes, then click Update.

Deleting a payroll adjustment

To delete an existing payroll adjustment, follow this guide:

Step 1

Navigate to Financials > Manage Payroll (Legacy) > Payroll Adjustments tab.

Step 2

Click on Actions > Delete next to the name of the payroll adjustment line item you wish to delete.

Step 3

Click Delete to confirm.