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AI agent for payroll administrators

Bonus and Supplemental Wage Run Check Agent

A bonus run whose taxes, overtime effects and net pay are verified before checks are released

Quality controlFinance
See how it worksGet access
Bonus and Supplemental Wage Run Check Agent: what goes in, what the agent does and what you get

What it does

A bonus run looks simple until it goes wrong. Supplemental wages can be taxed by the flat rate method or by the aggregate method, large bonuses over $1 million trigger a higher rate, and nondiscretionary bonuses must be added back into the regular rate for overtime. This agent reads the bonus file and checks each line: employee, type of bonus, amount and pay date. It decides the tax method, tests for caps and for the higher rate, and works out whether any overtime recalculation is owed. It computes net pay for a sample of employees and compares it with what the payroll system produces in a test run. If a sample is off, it finds the cause and reruns. Payroll approves the run. Edge case: a quarterly production bonus raises the regular rate for 40 hours of overtime in that quarter.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN A bonus file is submitted 2 USES A TOOL Read the bonus file and employee pay data 3 DOES Classify each bonus as discretionary ornondiscretionary 4 DOES Select the tax method and check the threshold forthe higher rate 5 DOES Compute overtime effect for nondiscretionary bonuses 6 USES A TOOL Pick a sample of employees and compute net pay 7 USES A TOOL Run a test calculation in the payroll system 8 CHECKS THE RESULT Does the system's net pay match the sample within$0.10? If not: find the setting or file error causing thedifference, correct and rerun the test. Back to step 4. 9 CHECKS THE RESULT Are there any oddities such as duplicate lines oramounts above limit? If not: hold the flagged lines and ask the sender toconfirm. Back to step 2. 10 YOU APPROVE Payroll approves the run 11 RESULT Bonus run released with a check summary
Read the steps as a list
  1. A bonus file is submitted
  2. Read the bonus file and employee pay data
  3. Classify each bonus as discretionary or nondiscretionary
  4. Select the tax method and check the threshold for the higher rate
  5. Compute overtime effect for nondiscretionary bonuses
  6. Pick a sample of employees and compute net pay
  7. Run a test calculation in the payroll system
  8. Does the system's net pay match the sample within $0.10?If not: find the setting or file error causing the difference, correct and rerun the test. Back to step 4.
  9. Are there any oddities such as duplicate lines or amounts above limit?If not: hold the flagged lines and ask the sender to confirm. Back to step 2.
  10. Payroll approves the runThe agent waits here for your OK.
  11. Bonus run released with a check summary

How it decides

It selects flat or aggregate withholding by company policy and law, adds nondiscretionary bonuses to the regular rate, and accepts the run only when sample net pay matches within a few cents.

  • Sample at least 10% of lines or 25, whichever is greater
  • Add nondiscretionary bonuses to the regular rate for the period
  • Flag bonuses above $50,000 for confirmation
  • Hold duplicate employee lines

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Sample size (default 10% or 25)
  • Tax method by bonus type
  • Amount that needs confirmation (default $50,000)
  • Pay frequency

What keeps you in control

It always asks you first

  • Approving and releasing the run

Hard limits

  • Never releases the run itself
  • Does not change bonus amounts
  • Shows its overtime calculation

It stops when

  • Done: sample and test run agree and the run is approved
  • Stop: the bonus file cannot be read or confirmed

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA quarterly bonus file held 84 lines. The agent sampled 25 and found an employee with $3,200 bonus and 18 overtime hours. The test run withheld correctly but showed no overtime true-up, so the check failed. The agent calculated an extra $41.60 owed and had it added. It reran the test and all samples matched. Two lines were duplicates and held. Payroll approved the run.

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