Step by step
How to do this on Swift Payrolls
- 1
Confirm the normal monthly salary
Start with the employee record and the full monthly salary or hourly setup you would normally use for a complete pay period.
- 2
Work out the paid portion
Calculate the portion that applies to the days, hours, or agreed period actually worked. For example, a mid-month start may use the worked days divided by the normal working days in that month.
- 3
Open Payroll in Swift Payrolls
Select the employee, choose the correct pay-period dates, and enter the salary details for the payroll run.
- 4
Use the editable preview for the pro-rata line
Open Preview & Edit Payslip, add a custom income line such as "Pro-rata salary" or "Pro-rata cash payment", and enter the calculated amount.
- 5
Review PAYE, UIF, and net pay
Check that the pro-rata amount, statutory deductions, total deductions, and net pay make sense before creating the PDF.
- 6
Generate the payslip PDF
Generate the PDF only after the preview is correct, then keep the payslip in history for payroll records.
Simple pro-rata salary formula
A common practical formula is: normal monthly salary divided by normal working days in the month, multiplied by the number of paid working days. Some employers use calendar days or hours instead, depending on the contract and payroll policy.
- Monthly salary / normal working days x paid working days.
- Hourly rate x paid hours.
- Agreed once-off pro-rata cash amount, shown as a named income line.
When pro-rata pay usually appears
Pro-rata salary often appears when employment starts after the first day of the pay period, ends before month-end, includes unpaid leave, or changes from part-time to full-time hours. The key is to keep the calculation method consistent and visible.
Why the payslip label matters
A clear label helps the employee understand why the gross amount is lower or different from the normal salary. Use wording such as "Pro-rata salary", "Unpaid leave adjustment", or "Pro-rata cash payment" rather than hiding it inside a generic adjustment.
Questions
FAQ
What does prorated salary mean?
It means the employee is paid only for the relevant portion of the normal pay period instead of receiving the full-period salary.
What is a pro-rata cash payment?
It is a partial cash amount paid in proportion to days, hours, service period, or another agreed basis. On Swift Payrolls, you can show it as a named custom income line.
Can Swift Payrolls calculate every pro-rata policy automatically?
No. Employers choose the pro-rata method that fits the contract and policy, then use Swift Payrolls to show the amount clearly on the payslip and generate the PDF.