Supplemental Invoices are issued to capture additional variable pay items, such as bonuses or approved expenses, that are finalized after the main monthly payroll invoice but before the payroll cut-off date (typically the 15th of the month). These invoices ensure that all approved changes are processed within the current payroll cycle rather than being delayed to the next month. Below, we explain the purpose, timing, and how to access details of Supplemental Invoices.
Purpose of Supplemental Invoices
Supplemental Invoices are generated to account for:
Variable pay items: Non-fixed salary components such as bonuses or commissions.
Approved expenses: Employee expense claims submitted and approved after the main invoice issuance.
These invoices ensure that payroll adjustments are accurate and up-to-date, reflecting all approved changes made during the specified period.
Timing and Issuance
Supplemental Invoices are typically issued around the 15th–16th of each month. They include items approved after the main invoice issuance date (e.g., the 6th of the month) and before the payroll cut-off on the 15th. This timing ensures that all adjustments are processed promptly within the same payroll cycle.
Accessing Detailed Breakdown
To view the detailed breakdown of charges included in a Supplemental Invoice:
Log in to your account.
Navigate to the Reports tab.
Select the relevant employee’s name.
Open the invoice and review the second page for itemized details of the charges.
For regularization charges, click the blue number next to the "Regularisations" line item in the Reports tab to view a detailed breakdown.
Avoiding Supplemental Invoices
To minimize the issuance of Supplemental Invoices:
Ensure all variable pay items and expense claims are approved by the 5th of the month (the first payroll cut-off date).
Submit any contract amendments or reimbursement approvals before the payroll cut-off on the 15th.
FAQ's
Why are Supplemental Invoices issued separately?
Supplemental Invoices are issued separately to ensure timely processing of approved changes without delaying payroll adjustments to the next cycle.
What if the amounts on the Supplemental Invoice don’t match the submitted expenses?
The total may reflect currency conversions or timing rules. For example, expenses approved between the 6th and 15th are consolidated into the Supplemental Invoice.
By understanding the purpose and timing of Supplemental Invoices and following best practices, you can ensure smoother payroll processing and minimize unexpected charges.