How to Add Additional Compensation (Bonus, Stipend, or One-Time Payment)

Overview

Org Admins can add a bonus, stipend, or other one-time additional compensation for employees and contractors directly through the Toku HRIS. Once submitted, Toku will process the payment on the next eligible payroll cycle based on the submission date.

Important timing and processing details:

• Payroll cutoff is the 10th of each month. Requests submitted on or before the 10th will be included in that month's payroll. Requests submitted after the 10th will be processed in the following month's payroll.
• Payments are never processed immediately — they are always tied to the next eligible payroll cycle.
• Payments over $5,000 USD require pre-funding. Toku's finance team [[email protected]] will reach out with a pre-funding invoice that must be funded before the payment can be processed. Factor this into your timeline, as pre-funding adds an additional step before payroll processing.
• Off-cycle payments are an additional $49 per person.

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For Employees vs. Contractors

Employees: Submitting the additional compensation through this workflow is all that's needed. The payment will be included in the employee's next eligible payroll.

Contractors: There is an additional step. After the admin submits the additional compensation through this workflow, the contractor must also submit their own invoice for the new amount. The additional compensation will not automatically appear on the contractor's auto-generated invoice. The admin should notify the contractor to submit a separate invoice for this payment.

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Steps to Add Additional Compensation

1. Go to https://app.toku.com/ and log in with your username and password. If your company has 2FA enabled, complete the additional verification step.
2. Navigate to People → People Directory.
3. Select the name of the employee or contractor you want to submit the additional compensation for.
4. Scroll down to the Additional Compensation section on their profile page.
5. Click Add Compensation.
6. Fill out the required fields in the Add Compensation form:

• Payment Type (required) — Select the type of payment (e.g., Bonus, Stipend, etc.)
• Compensation Name — Enter a descriptive name (e.g., "2024 Reconciliation", "Q1 Performance Bonus")
• Amount (required) — Select the currency and enter the payment amount
• Effective Date (required) — The date the compensation should take effect
• Requested By (required) — Select the person requesting this payment
• Payment Frequency (required) — Select "One Time" for a single payment, or choose a recurring frequency if applicable
• Note — Add any context or explanation for the payment (e.g., "This is for the 2024 reconciliation")

1. Click OK to submit.
2. If the contributor is a contractor: Notify the contractor that they need to submit a separate invoice for this amount.
3. Toku will process the payment on the next eligible payroll based on the 10th-of-the-month cutoff.

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Frequently Asked Questions

Q: When will the bonus or additional payment be processed? Payments are processed on a monthly payroll cycle. If the request is submitted on or before the 10th of the month, it will be included in that month's payroll. If submitted after the 10th, it will be processed in the following month's payroll. Payments are never processed immediately.

Q: I submitted additional compensation for a contractor, but it's not showing on their invoice. Why? Additional compensation submitted by an admin does not automatically appear on a contractor's invoice. The contractor must submit a separate invoice for the additional amount. Contact the contractor and ask them to submit an invoice for this payment.

Q: What happens if the payment is over $5,000 USD? Toku's finance team will send a pre-funding invoice that must be paid before the compensation can be processed. This adds an additional step to the timeline, so plan accordingly - especially if you are close to the 10th-of-the-month cutoff.

Q: Can I add multiple bonuses or stipends for the same person? Yes. You can submit multiple additional compensation entries for the same employee or contractor by repeating the steps above.

Q: What payment types are available? The Payment Type dropdown includes options such as Bonus, Stipend, and other additional compensation types. Select the one that best matches your payment.

Q: Can I edit or cancel an additional compensation after submitting it? Contact your Toku representative as soon as possible if you need to modify or cancel a submitted compensation request before it is processed in payroll.

Q: What currency options are available? The Amount field includes a currency selector (e.g., USD). Choose the appropriate currency for the contributor's compensation.

Q: I see a message saying "No bank details found. Please add your bank." What does this mean? This message appears on the contributor's profile if they have not yet added their bank details. The contributor will need to add their banking information in the system for payment to be processed. This does not prevent you from submitting the compensation request.