Colombian payroll defaults backfill

The Colombian payroll defaults backfill updates existing payroll configuration in one step. It sets the overtime, night, Sunday and holiday multipliers of your Colombian employees, the weekly threshold, and the solidarity fund brackets, wherever a value matches an older default listed below.

Before you start: the page is open to the Administrator and Payroll Admin roles, and the Timeclock & Payroll module must be on for your organisation. No menu links to it. Open the address /timeclock/payroll-backfill after your QuantumOps address. If you are not sure whether your organisation needs it, contact TechPulse support before you run it. See Getting help.

Who needs it

Your Colombian payroll may hold older values if employees or rule groups were set up before the Colombian defaults were corrected. A new employee form also starts with an Overtime Multiplier of 1.5, a Weekly Hours Threshold of 40, and no night overtime, Sunday overtime or surcharge values, so a Colombian employee added that way holds older values until someone changes them. The backfill changes those values for you instead of editing each employee by hand.

If every value is already current, the page changes nothing and reports zero for each count.

What it changes

The page lists the changes under What this will do. Read the list before you apply anything.

Each active employee in an active Colombian rule group, and only when the value matches the last column:

Each active Colombian rule group gets a default weekly hours threshold of 44 and Per-Week overtime as its default, whenever it holds anything else. No form shows these two defaults; How pay is calculated explains what they do.

Each solidarity fund rule in a Colombian rule group (the rules named Fondo de Solidaridad) gets the current bracket rates. SMLMV is the legal monthly minimum wage.

When the older 19 SMLMV and above bracket at 2.0% is found, it is renamed 19 to 20 SMLMV and re-rated to 1.8%, and a 20 SMLMV and above rule at 2.0% is added if the group has none. A group that has neither bracket gets no new rule. The change reshapes the brackets, so correcting only the rates by hand does not give the same result.

Inactive employees, inactive rule groups, employees in an inactive rule group and employees who are not in a Colombian rule group are left alone.

Apply the defaults

1. Open /timeclock/payroll-backfill and read What this will do.
2. Choose Apply Colombian Defaults. While it works, the page shows Running backfill....
3. Read the result. Backfill complete. lists four counts: the employee records updated, the rule group defaults updated, the fund rules re-rated and the fund rules created.
4. If the page shows Backfill failed: with a reason, choose Try again after you have dealt with the cause.

The page says to run it once for each organisation. The backfill keeps no record of what an earlier run changed: each run tests every value against the tables above. A second run therefore changes any value that matches them, including one you set on purpose after the first run, such as Period-Wide overtime, a weekly threshold of 40, an overtime multiplier of 1.5 or a night or Sunday overtime multiplier of 0. It also sets the rule group defaults to 44 and Per-Week, and the solidarity fund rates to the table above, whenever they differ. Run it again only if you want those values reset. To run it again, choose Run again (idempotent). A run reports zero changes when no value matches.

Recalculate after you run it

The backfill changes configuration, not results already calculated. A period calculated earlier keeps the old figures until you recalculate it.

1. Open the Payroll tab of the Admin Hub.
2. On each open period, choose Recalculate. The page's own note calls this "Recalculate All"; the button on a period is Recalculate.
3. Check one employee's figures. See How pay is calculated for what the new values do.

A period that is Exported, Paid, Closed or locked cannot be recalculated until it is reopened or unlocked. Pay periods explains recalculating a period and the choice to keep or replace rows an accountant has edited.

Related pages

• How pay is calculated: the overtime and surcharge rates this page sets.
• Payroll rule groups: the group defaults and the solidarity fund rules.
• Pay periods: recalculate your open periods afterwards.