Salaried staff
Some of your team are paid a salary rather than by the hour, such as a head chef or a general manager. StaffBrik holds their annual salary and costs their rota from it, up to the hours the salary pays for. This page covers setting someone as salaried, how the hours they work over that are costed, and the minimum wage check for salaried staff.
Who can be salaried
Only contracted staff can be salaried. Zero-hours and casual staff are paid by the hour, so the Salaried choice is switched off for them, with "Zero-hours and casual staff are paid by the hour, so they can't be salaried."
To move a salaried person to zero hours or casual, change their pay to hourly first: schedule an hourly rate from today on their Pay tab, then change their employment type with Edit. Changing the employment type first is refused with a message saying so. A move to zero hours or casual made on the shared Employees page, or by a Xero sync, isn't refused: their salary becomes an hourly rate at its hourly equivalent instead.
Setting someone as salaried
Open their profile, go to the Pay tab and click Schedule pay rise (or Add pay rate for someone with no rate yet). Set Pay type to Salaried, then fill in:
- Annual salary - their gross salary for the year, for example 25000.
- Weekly hours - the hours the salary pays for. It starts at their contracted hours.
- Extra hours - how the hours they work over their weekly hours are costed. See Extra hours.
As you type, the form shows the Hourly equivalent: the salary ÷ 52 ÷ weekly hours, to the nearest penny. For example, £25,000 a year at 30.5 hours a week reads "£15.76 an hour at 30.5 hours a week". That is what each rota hour is paid, up to their weekly hours.
Choose the Effective from date and click Schedule rate. Like any pay rate, it applies from that date, and their shifts from then on, in the current and future rota weeks, are re-costed.
For someone already on a salary, a new rate starts from their current salary, weekly hours and Extra hours setting, so a pay rise only needs the new salary. The form shows the change, for example "+£1,000 (+4.0%) increase from current salary".
You can also make someone salaried:
- When you add them. The Pay & tax step of Add employee has the same Pay type choice. Their weekly hours are the contracted hours from the Employment step.
- From Xero. Someone Xero pays a salary comes in salaried. See From payroll.
Once someone is salaried, their profile shows a Salary card ("£25,000", "a year, £15.76 an hour") in place of Base rate. Their pay rate history shows "Salaried, £25,000 a year", with the hourly equivalent and how extra hours are paid, for example "Extra hours not paid". The Team page shows their salary with "Salaried" under it.
In the Pay Rise Planner, salaried staff show "Salaried, £25,000". A new hourly rate you type for them sets a new salary at the same weekly hours, shown as "Salaried, £25,000 → £25,376", and the planner's CSV has Current Salary and Proposed Salary columns.
Extra hours
Extra hours are the hours a salaried person works in a rota week over their weekly hours, less any paid leave that week. Each salaried person has an Extra hours setting:
| Setting | What each extra hour costs |
|---|---|
| Not paid | Nothing |
| Paid at their hourly rate | The salary's hourly equivalent |
| Paid at a higher rate | Their hourly equivalent times a multiplier, above 1 and up to 3, such as 1.5 for time and a half |
Paid extra hours carry employer NI and pension like any other pay.
New salaried staff start with your business default, under StaffBrik > Settings > Pay & rates > Extra hours for salaried staff (see Configuring StaffBrik). It starts on Not paid. Change it for one person on their pay rate. Changing the default doesn't change anyone who is already salaried.
Time off in lieu (TOIL) isn't supported: StaffBrik doesn't bank extra hours for someone to take later.
How a salaried week is costed
StaffBrik costs a salaried person's rota one week at a time, across all your sites:
- Each hour on the rota is costed at their hourly equivalent, up to their weekly hours.
- Paid leave that week counts towards their weekly hours: paid time off such as holiday, and shifts covered by an absence. So a week with a day's holiday doesn't turn into extra hours.
- The hours over that are their extra hours, costed by their Extra hours setting. They are the latest hours of the week, so they fall on the week's last shifts, at whichever site those are.
- Employer NI and pension are worked out once on the week's pay and shared across the shifts by what each one costs. A shift made up entirely of unpaid extra hours costs £0.00 and carries no NI or pension.
A short week, with fewer hours on the rota than their weekly hours and no leave to make up the difference, is costed on the rota hours only. Their salary is still paid in full, so in a short week the rota shows less than you will pay. Booking paid time off for the days they are off brings those hours into the week.
Example: Priya is a salaried kitchen manager on £25,000 a year for 30.5 hours a week, with extra hours Not paid. Her hourly equivalent is £15.76. Before employer NI and pension:
| Her week | What the rota costs |
|---|---|
| Four shifts, 30.5 paid hours | 30.5 × £15.76 = £480.68, with no extra hours |
| The same four shifts, plus a fifth shift of 8 paid hours | Still £480.68. The fifth shift is 8 extra hours and costs £0.00 |
| As above, with extra hours Paid at her hourly rate | £480.68 + (8 × £15.76) = £606.76 |
| As above, Paid at a higher rate of 1.5 | £480.68 + (8 × £15.76 × 1.5) = £669.80 |
| A 7.5-hour shift covered by holiday, and four shifts of 26 hours | 26 hours worked + 7.5 hours of holiday = 33.5 hours, so 3 extra hours, on her last shift of the week |
| Three shifts of 24 hours and no leave | A short week: 24 × £15.76 = £378.24 |
A few more things work the same way:
- Actual labour. Once a day has ended, a salaried person's week is costed by the same rule on the hours they clocked, with their published shifts standing in on days they didn't clock in. So planned and actual agree when the hours do. See Planned and actual labour.
- The shift form's estimate. The Estimated cost when you add or edit a shift is its hours at their hourly equivalent. It doesn't look at the rest of their week, so a shift that takes them over their weekly hours can cost less on the rota once saved.
On the rota
A shift that carries extra hours has a small clock icon. Hover over it to see why the shift costs less, for example: "8h over Priya's 30.5 weekly hours, not paid. Shifts at every site and paid leave count towards them." It shows in the week view and the day view.
Ended weeks keep their costs
A salaried person's week is costed as a whole, so a pay change can never reach back into a rota week that has ended. On any day of an ended week they were salaried in, nothing that sets their cost can change: their salary, weekly hours, Extra hours setting, hourly rate, NI letter, pension or holiday treatment.
- A change of yours that would start inside an ended week is refused, with the earliest date it can start, for example: "A change to a salary can start from Mon 2 Nov at the earliest: the weeks before it have ended and keep their costs." Schedule pay rise only offers dates from today, so you are unlikely to see this there.
- Changes from elsewhere start from the current rota week instead of being refused: pay and NI changes from Xero, a change to their contracted hours, and a change to your employer pension rate. Their pay rate history shows the new rate from that date, with a reason such as "Contracted hours changed" or "Pension rate changed".
Hourly staff work as before: a back-dated hourly rate still re-costs the current rota week and every week ahead. See Shift costs and pay changes.
Changing their contracted hours
A salaried person's salary follows their contracted hours. When you change the hours with Edit on their profile, the form shows the new hourly equivalent before you save. Cutting Priya's hours from 30.5 to 28, for example, shows "Their salary's hourly equivalent follows these hours from this rota week: £17.17 an hour." Saving starts a new salaried rate from the start of the current rota week, with the same salary and terms at the new hours. If the new hourly equivalent is below the minimum wage for their age, the form warns you too.
Timesheets
On the Timesheets tab, the Extra hours column (it used to be called Overtime) shows a salaried person's hours worked at every site plus their paid leave, against their weekly hours, with how extra hours are paid underneath: "Not paid", "Paid" or "Paid at 1.5×". Hover over the figure for the sum behind it, for example "26h worked + 7.5h paid leave, against 30.5h a week". The payroll CSV has Pay Type, Extra Hours and Extra Hours Pay columns. See Timesheets and attendance flags.
The minimum wage check
A salary stays the same however many hours are worked, so in a busy pay period it can fall below the minimum wage even when its hourly equivalent is above it. StaffBrik checks every salaried person, pay period by pay period.
How it is worked out
- Pay is their salary for the pay period: a 52nd of it for weekly pay, a 26th for every 2 weeks, a 13th for every 4 weeks and a 12th for monthly pay. Pay periods follow your pay schedule. With no pay schedule set, StaffBrik uses your rota weeks. A starter, a leaver or a salary change part-way through a period is counted day by day.
- Hours are the hours they worked, from their clock-ins (with published shifts standing in on days they didn't clock in), plus their paid leave.
- The minimum is the minimum wage for their age on the last day of the pay period. With no date of birth on their profile, StaffBrik uses the rate for 21 and over and asks you to add one.
When pay ÷ hours is below the minimum, StaffBrik warns you.
Example: someone on £28,000 a year for 40 hours a week has an hourly equivalent of £13.46. Paid weekly, a week's pay is £28,000 ÷ 52 = £538.46. In a week they work 48 hours, that is £538.46 ÷ 48 = £11.22 an hour, below the £12.71 minimum for 21 and over.
Where you see it
The check's warnings are for owners and admins only:
- Timesheets - an amber flag under the person's name, on each week of the pay period, for example "£11.22 an hour this pay period, below the £12.71 minimum". While the pay period is still running it reads "On course for £11.22 an hour this pay period, ..." and counts their published rota for the rest of the period. See Minimum wage flag.
- Notifications - once a pay period has ended, one notification per person for that period, titled "Minimum wage check:" and their name, with a link to their profile. The check runs early each morning.
The check is an early warning, not a legal ruling. It works from what StaffBrik knows (their salary, clock-ins, rota and leave), not from your payslips, so check anything it flags with whoever runs your payroll.
Warnings when you set pay
StaffBrik also warns as you enter pay:
- Schedule pay rise, and editing a scheduled rate, when the hourly rate or the salary's hourly equivalent is below the minimum for their age on the day the rate starts: "£20,000 a year at 32 hours a week is £12.02 an hour, below the £12.71 minimum for 21 and over."
- Add employee, on the Pay & tax step, for a salary, at their age on their start date.
- Edit on their profile, when a salaried person's new contracted hours take the hourly equivalent below the minimum.
- The Team page and the Pay Rise Planner check a salary on its hourly equivalent, as they check hourly rates.
Company directors
Minimum wage law doesn't cover a company director who has no employment contract. StaffBrik holds two answers about this in the NI and minimum wage panel on their Pay tab:
- Company director - tick it for a director. For staff linked to Xero it follows Xero and can't be changed in Brikly: "From Xero. Change it in Xero and sync."
- Do they have an employment contract? - Yes or No, asked once Company director is ticked. It is always answered in Brikly. Xero doesn't hold it, so a director from Xero is asked here too, and no sync ever changes the answer.
For a director who answers No, every minimum wage check and warning is switched off: the salaried check, the warnings when you set pay, the Team page and the Pay Rise Planner. Until the question is answered, the checks stay on, and any minimum wage warning for a director asks it: "Alex is a company director. If they have no employment contract, minimum wage doesn't apply." The No contract button beside it answers No.
Only owners and admins can change either answer, or use No contract. Everyone else sees them read-only.
If you are not sure whether a director has an employment contract, check with your accountant before you answer No.
From payroll
From Xero (Importing from payroll has the detail):
- Salaries come in salaried, with their annual salary and the weekly hours on their Xero salary line. Their Extra hours setting is your business default, or the one they already have if they were salaried in Brikly.
- The salary starts from the current rota week for someone already in Brikly (or from Xero's own date, if that is later), never inside a week that has ended. A newly imported person's first rate starts on their start date.
- Company director follows Xero.
- A salary set in Brikly stays. If you pay someone a salary in Brikly and Xero lists them on an hourly line, the sync keeps the salary. NI and pension changes from Xero still come through.
- The Payroll changes tab says when a sync made someone salaried, for example "Now salaried, £25,000 a year at 30.5 hours a week, from Mon 2 Nov; extra hours not paid. Shift costs on the rota move with it."
From Square, team sync only sets pay for people it adds to Brikly as new members: a salaried Square job with an annual salary and weekly hours becomes a salary, and one without weekly hours comes in at its hourly figure. Everyone already in Brikly, including people you link to a Square team member when you export a rota, keeps the pay set in Brikly.
Statutory Sick Pay
For salaried staff, the average weekly earnings behind SSP come from their salary rather than their shift costs: their salary for the days in the relevant period, plus any extra hours they were paid for. Worked out from contracted hours instead, it is a 52nd of their salary. See the SSP calculator.