Reporting Payroll Changes for Payroll Employees

Payroll changes are the only way to directly affect a payroll employee’s payout. Whether it’s a salary update, bonus, or reimbursement — these updates must be submitted as pay items. Lano collects payroll changes during the To review stage of the payroll cycle, which starts after the previous cycle’s cut-off and ends at the current cycle’s cut-off date.

Here are a few useful things to know related to payroll changes:

• Payroll cut-off dates vary by frequency and entity. Learn more

• Payroll cycle statuses show the progress and state of each cycle. Learn more

• You can approve employee expenses directly in Lano. See how to enable it

• You can approve employee time off requests directly in Lano. See how to enable it

Payroll changes are implemented through pay items, which you can add or edit during the reporting window. There are two types of pay items:

• One-time: e.g. Bonuses, Expenses, Overtime – applied only in the current cycle

• Recurring (Contractual): e.g. Salary, Allowances – continue across all future cycles

Pay item attributes usually include:

• Pay item type

• Start/end date (if applicable)

• Amount

• Attachment

• Optional comment

You can submit payroll changes in two ways:

Option 1: From the Payroll Team Member Profile

1. Go to Team > Team Members

2. Select the relevant Payroll team member

3. Scroll to the Salary and Benefits section

4. Click Edit Cycle

5. To add a new pay item, click + Add; to change salary, click Edit

6. Complete the form with the necessary details

7. Click Save

Option 2: From the Cycle Report

1. Go to Payroll and select the desired payroll cycle

2. Click View Full Report

3. Find the Payroll team member and click on their row

4. Click + Add or Edit as needed

5. Fill in the required pay item details

6. Click Save

Option 3: From the Payroll Tab

1. Go to Payroll

2. Click Add Pay Item

3. Find and select the Payroll Team member

4. Select the cycle (if applicable)

5. Click Continue

6. Fill in the required pay item details

7. Click Save

Option 4: Import from a Template

1. Go to Payroll and select the relevant payroll cycle.

2. Click View Full Report.

3. Click Import file.

   

4. Download the provided .xlsx or .csv template and enter your payroll change data. Templates are also attached to the reminder and recap email notifications sent 10 and 3 days before the cut-off date.

5. Upload the completed template back into Lano.

6. Select the header row of your sheet — this is the row containing column titles like "Employee name," "Employee email," etc.

   

7. Review and adjust the column mapping. Lano will automatically map columns if you used its standard template.

   

8. Check all entries for accuracy. The importer will highlight any errors and let you correct them directly in the interface — no need to reupload the file.

   

9. Click Complete import to finalize the process.

   • If you're importing a payroll item type that can be both one-time and recurring, it will be added as a one-time item by default. 

   • Imported pay items are added to the cycle report draft. However, if the pay item type can only be added once per employee per cycle, the import will override the existing item with the new values.

Option 4: Automated Import from HRIS

Lano supports automated import and update of certain pay items directly from your connected HRIS system. This allows for seamless and accurate data synchronization without manual input.

Learn more about HRIS integrations and supported pay items

If changes are submitted after the cut-off date, they are considered off-cycle. Off-cycle changes are subject to approval and may not be included in the current payroll cycle. Additional fees may apply, depending on the timing and nature of the update. To avoid delays or extra charges, always submit changes before your entity’s standard cut-off.

Still have questions? Reach out to your Platform Experience Team at customersuccess@lano.io.