Configure Pay Planner to apply proration to bonus calculations and ensure employees receive a bonus that reflects their actual contribution period. Two proration methods are available.
📌Note: You need Pay Planner admin access to configure proration.
Start-date proration: Which you configure in the incentive plan settings.
Custom factor proration: Lets you upload individual factors per employee during cycle set-up.
Start-date proration
Start-date proration adjusts an employee's bonus based on how long they have been employed during the bonus period. When you enable this, Pay Planner automatically calculates a proration factor for any employee who did not work the full bonus period, and reduces their bonus proportionally. To turn on start-date proration, follow the steps below.
From the dashboard menu, select Pay Planner.
Click Settings, then click Incentive Plans.
Click the pencil icon to edit the relevant bonus plan.
Select the Employment start date checkbox, then click Save.
📌 Note: This setting applies to all employees in any cycle that uses this bonus plan. Employees who worked the full bonus period are unaffected.
Custom factor proration
Custom factor proration lets you upload a proration factor for each affected employee, and gives you flexibility to handle scenarios that start-date proration cannot accommodate — such as leave of absence or partial-year arrangements. The factor is a decimal between 0 and 1 and is displayed as a percentage in Pay Planner.
You can upload the file during the Bonus step of the New Cycle wizard, or in the set-up stage under Budget. To upload custom proration factors, follow the steps below.
⚠️Warning: Once the cycle moves to the allocation stage, you cannot upload, remove, or replace the file.
During cycle creation, go to the Bonus step.
Alternatively, in the Set-up stage, go to the Budget tab, click Bonus, then click Edit.Under Upload individual proration, click Upload file.
🤓Tip: Use the Download template link to get the correct file format. The file must be saved as a CSV file and contain two columns: Employee ID and Factor.
Click Save.
⚠️Important: Uploading a new file replaces the previous file and does not merge with it. Employees not included revert to a 100% factor. For example, if you upload employee A and employee B at 0.75, then upload a file with only employee A at 0.5, employee A updates to 50% and employee B loses their custom factor.
📌Note: You cannot update individual employee factors directly on the screen. To make any change, reload the complete file with all required factors included.
How the two methods interact
If both start-date proration and a custom factor are active for the same employee, both apply and multiply together to produce the final factor that the system uses in the bonus calculation. For example, if start-date proration produces a factor of 0.8 and the employee also has a custom factor of 0.75, the effective proration is 0.6 (0.8 × 0.75).
If an employee has no custom factor uploaded, the system assumes a factor of 100% and only start-date proration applies if you enable it. If a custom factor is uploaded but start-date proration is not enabled, only the custom factor applies.