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ourlinQ® Payout Process

In this article, we will review the standard payout process for completing a bonus payout within ourlinQ®.

Incentive Forms are Imported or Entered Manually

  • Form managers fill out and submit incentive forms
  • Form approvers review and approve or reject incentive forms
  • Accounting completes the last review and finalizes incentive forms

Viewing Team Member Distributions Before Distributing Elective Accounts

Many organizations prefer to view team members' current bonus amounts from the project, contract, or division incentive forms before distributing their elective accounts. To do so, go to Reports > select "Team Member Finalized Form Summary" from the Reports dropdown menu > select "In Progress" from the Payout dropdown menu.

reports

All bonus distributions for each team member will populate in the report based on distributions they are receiving from finalized incentive forms that haven't been initialized for a payout yet. If your organization completes performance reviews under the Performance Management section, each team members' latest performance review adjustments will populate in the report as well.

Elective Account Incentive Forms Are Entered

  • Form managers fill out and submit elective account incentive forms
  • Form approvers review and approve or reject elective account incentive forms
  • Accounting completes the last review and finalizes elective account incentive forms

After all project, contract, or division incentive forms have been finalized that will be included on the next payout, elective account distributions should be made. To make elective account distributions, go to Payout > Incentive Forms > and select the add icon highlighted in the image below > next select your elective account incentive template from the dropdown menu.

Incentive templates

Once you've selected your elective account incentive template from the menu, it will look similar to the form below. Your "Amount Available" balance shown is a total of three different balances. The "Current Balance" is what was in your elective account from past payouts that were never distributed. The "Incentive Form Earnings (Finalized Forms)" balance accounts for all incentive form deposits to that elective account from finalized incentive forms in the In Progress tab. The "Incentive Form Payouts (Finalized Forms)" balance accounts for all distributions taken from that elective account from finalized incentive forms in the In Progress tab.

elective account incentive form

If an incentive template form with an elective account distribution was finalized and moved into the Initialize Payout status, their elective account distributions will no longer show in the amount available total. If you'd like to see an elective account's balance for distributions from incentive forms in the Payout Initialized tab, go to Payout > Finalize > select the correct payout from the dropdown menu and your potential elective account balances will appear as highlighted in the image below.
finalize page for Engineering company

Initializing a Payout

Once all incentive forms are finalized that should be included in the next payout, select "Initialize Payout" as shown in the image below. Create a payout name and select the date range the payout covers. Every incentive form that had been finalized on the In Progress tab will appear in the payout selection list; select all incentive forms you'd like to be included in the payout.

incentive forms for engineering company

Once comp forms are in the Payout Initialized tab, account admins can adjust team members on the incentive forms, but nothing else is editable from this point forward.

Once the payout has been initialized, each team member's eligible payout amounts will populate in the Finalize tab as shown below. To get to the finalize page go to Payout > Finalize > select the correct payout from the dropdown menu and review the Team Member Summary on the Audit tab.

incentive audit report

Uninitializing a Payout

If you need to make edits on comp forms or want to include more incentive forms in a payout once it's been initialized, there is an option to uninitialize a payout. If you uninitialize a payout after payout reviews have already been completed, those reviews will all be deleted and need to be completed again once a new payout is initialized. To uninitialize a payout go to Payout > Incentive Forms > select the Initialized Payout tab > select the icon highlighted in the image below.

Initialized payout

Completing Payout Reviews

Once a payout is initialized, the platform will prompt you to complete payout reviews. Payout reviews are completed by the assigned employee supervisor within ourlinQ®. To complete a payout review go to Payout > Payout Review > select the current payout from the dropdown menu > and select the Review button as shown in the image below.

payout review

If a team member has had a performance review completed within the performance management section, their most recent performance review scores will automatically populate in the payout review. Once the employee supervisor has completed the payout review, they will select the Summary tab and the Review Complete button as shown in the image below.

payout summary

Review Payout Audit and Finalize Payout

Once all payout reviews have been completed, select Payout > Finalize. Here you will review the audit tab to make sure all payouts look correct. Select the Next button at the bottom of the screen and then Finalize. Once the Finalize button has been selected in the Finalize tab, edits can no longer be made within the payout.

finalize payout