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How Bonuses Move Through Protiv: What Payroll Managers Need to Do

Step-by-step guide for Payroll Managers to review, adjust, and pay bonuses accurately through Protiv.

Watch the Full Training First

Watch the video once from start to finish.
Then use this article when you run payroll.

Who This Is For

This is for Payroll Managers and back-office team members who handle bonus payouts. If you review bonus statements, add adjustments, or mark bonuses as paid, this is your process.

You are the final checkpoint before money leaves the company.

What You'll Learn

  • How bonuses move from the field to payroll

  • Review bonus statements with confidence

  • Add bonuses or deductions correctly

  • Mark statements as paid the right way

  • Prevent payroll disputes and rework

How Bonuses Get to You

  1. Field Managers update job progress.

  2. Field Managers review and approve ProPays.

  3. Once approved, ProPays move to Payroll.

Nothing gets paid until you mark it as paid.
You control the final step.
Clean inputs create clean payouts.

What Protiv Is Doing Behind the Scenes

Every job has a labor budget called a ProPay.

Protiv compares:

  • Budgeted hours

  • Actual hours worked

If the crew beats the budget, bonuses are calculated automatically.
You are not calculating bonuses by hand.
You are reviewing and finalizing them.

Your Payroll Workflow

Follow this order every payroll cycle. Do not skip steps.

Step 1: Go to the Bonuses Section

  1. Log into Protiv.

  2. Click Bonuses.

  3. Open the bonus statement that is ready for review.

Only statements connected to approved ProPays will appear ready.
If nothing is there, confirm Field Managers approved their ProPays.

Step 2: Review the Bonus Statement

  1. Open the statement.

  2. Review:

    • Worker names

    • Bonus totals

    • Job references

    • Pay period alignment

  2. Confirm the numbers make sense.

If something looks wrong, stop and investigate before marking it as paid.

Step 3: Add Additional Bonuses (If Needed)

If you need to add an extra bonus:

  1. Open the worker’s bonus statement

  2. Click Add Bonus

  3. Enter the amount

  4. Document the reason clearly

Always document why the bonus was added.
Clear notes prevent disputes later.

Step 4: Add Deductions (If Needed)

If a deduction is required:

  1. Open the worker’s bonus statement

  2. Click Add Deduction

  3. Enter the amount

  4. Add a clear explanation

Keep documentation clean.
You should be able to explain any adjustment quickly.

WARNING: Never adjust bonuses to “make numbers match.” Fix the root issue instead.

CAUTION: Do not adjust bonuses to correct time errors. Time must be fixed in the time system first.

Step 5: Mark the Statement as Paid

When everything looks correct:

  1. Click Mark as Paid

  2. Select the pay date that matches your payroll run

  3. Confirm

Nothing closes until you mark it as paid.
The pay date you choose must match your payroll run.
Wrong dates cause reporting confusion later.

Step 6: Run Payroll Normally

After marking as paid:

  1. Process payroll in your normal payroll system.

Protiv does not replace payroll.
It prepares bonus data for it.
Clean inputs create clean payouts.

If Something Looks Wrong

Most issues start with time. Always check in this order.

Step 1: Confirm Field Approval

Make sure the ProPay was approved.
Unapproved ProPays will not generate final bonus statements.

Step 2: Sync the ProPay

If numbers look off:

  1. Open the ProPay

  2. Click More Actions

  3. Click Sync

This refreshes job data.

Step 3: Review Time Entries

Go to:

  1. Jobs

  2. Select the job

  3. Open Time Entries

Review raw time data from the time system.
If time is wrong, fix it in the time system.
Then sync again.

Step 4: Contact Support

If it still looks wrong...
Do not mark it as paid.
Contact support through chat, email, or phone.

It is better to delay payroll than to run it incorrectly.

When Workers Question Their Bonus

If someone says their bonus is wrong, check:

  • Was the ProPay approved?

  • Was the statement marked as paid?

  • Was the correct pay date selected?

You can also use View As to see what the worker sees.
Clarity solves most disputes.

Detailed Task Videos

If you forget how to do something, use the videos below. Watch them in order for the cleanest workflow.

📺 Payroll Manager Video Playlist

✅ Payroll Manager Task Guides

How Do I Use the Protiv Dashboard as an Administrator or Manager?
How Do I Add an Additional Bonus to a Worker’s Bonus Statement?
How Do I Add a Deduction to a Worker’s Bonus Statement?
How Do I Review, Pay Out, and Export Bonus Statements for Payroll?

 

Common Mistakes

  • Marking statements as paid without reviewing details

  • Choosing the wrong pay date

  • Adjusting bonuses instead of fixing root issues

  • Missing documentation on deductions

Troubleshooting

Problem: Bonus missing
Action: Confirm ProPay was approved

Problem: Numbers changed unexpectedly
Action: Sync ProPay → Check time entries → Confirm approval status

Problem: Worker says bonus was not paid
Action: Confirm statement was marked as paid with the correct date and payroll was ran