To set up a pro rata payment in BrightPay, you will need to manually calculate the pro-rated amount based on the employee’s working days or hours for the relevant pay period, and then enter this as their pay for that period.
BrightPay does not have a specific automated “pro rata” function, but you can easily process pro rata payments by following these steps:
1. Calculate the Pro Rata Amount (suggested guidance)
- Determine the employee’s normal full pay for the period (weekly, monthly, etc.).
- Calculate the proportion of the period the employee has worked (for example, if they started or left partway through the month, or had unpaid leave).
- Multiply the full pay by the proportion worked to get the pro rata amount.
- If you are unsure, please consult your accountant or HMRC for guidance.
2. Enter the Pro Rata Pay in BrightPay
- Go to the relevant pay period for the employee.
- In the employee’s pay details, manually enter the calculated pro rata amount in the “Basic Pay” or relevant pay field.
- If you use hourly or daily rates, you can enter the actual number of hours or days worked, and BrightPay will calculate the pay accordingly.
3. Finalise and Process Payroll
- Once the pro rata pay is entered, continue to process payroll as normal for that period.
- Review the payslip to ensure the correct amount is being paid.
Tip: If you regularly need to process pro rata payments (for example, for part-time staff or starters/leavers), you may find it helpful to use hourly or daily pay structures, as BrightPay will automatically calculate pay based on the number of hours or days entered for each period.
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