This feature is currently in beta (early access) for Canadian clinics. Learn more and add yourself to the waitlist on our landing page.
This guide walks through how to set up any benefits you offer your employees, like health or retirement benefits, and how to assign them to staff.
Where to set up Benefits
- Head to Billing → Payroll
- Select the Account tab
- Scroll down to the Benefits section, and click Edit
📍 If you don’t see the options described above, you’re likely still completing initial payroll onboarding (for example, setting up your bank account). Once you’ve completed the onboarding checklist, you’ll be able to set up benefits, time off policies, and pay types from this area.
Adding a new Benefit
When you add a benefit, you’ll start by choosing a benefit category, such as:
- Health benefits
- Retirement benefits
- Other benefits
Each category includes a list of supported benefit types. For example, under health benefits, you’ll see options like private health care, dental care, and vision care.
Naming your Benefit
When setting up a benefit, you can edit the name by clicking the pencil icon before saving. This is helpful if you want the name to better reflect how your clinic refers to the benefit.
📍Note: Before saving, be sure the name is exactly how you want it — this field can’t be edited after the benefit is created. To rename it later, you’ll need to create a brand new benefit.
Completing Benefit Setup Questions
After selecting a benefit type, you will be prompted to set the company default value, indicating how the benefit works at your clinic.
You’ll be asked:
- Whether contributions should be calculated per pay period or as a fixed amount spread across pay dates in a given month.
- Whether the benefit includes a worker deduction, an employer contribution, or both?
📍Jane Tip: For consistent deductions & contributions across all pay dates, select ‘Per Pay Period.’ Then, to find your per pay period amount, divide your total annual amount by the number of pay periods in the year.
If the benefit includes both a worker deduction and an employer contribution, you’ll answer the same calculation questions for each.
For both worker deductions and employer contributions, you’ll choose whether the amount per pay period is:
- A percentage of gross pay, or
- A fixed amount
- And specify whether there is an annual limit to the contributions
💡Annual limits refer to the maximum amount of money that can be contributed to a health benefit account within a given calendar or plan year.
Once everything looks right, click Save.
Assigning Benefits to Staff Members
After setting up a benefit, you’ll assign it to each of your staff members as they apply.
- Open a Staff Member’s profile
- Go to Payroll → Benefits (Edit)
- Click Add benefit
- Choose the Benefit category
- Choose the Benefit type you created
- Select the Default policy for the Benefit policy to use the pre-set amounts.
📍 If you don’t see the Benefits section on a staff profile, the staff member is likely set up as a contractor, and benefits are only available for employees.
How Benefits show up in payroll
When you run payroll, Jane Payroll automatically calculates employee deductions and employer contributions based on your setup.
Staff will see these deductions and contributions clearly broken down on their pay stubs.
Frequently Asked Questions
Can I customize benefit calculations per staff member?
Yes, each benefit starts with the default settings you created, but you can adjust the values for an individual staff member if you don’t want to use the default policy.
Can I delete a benefit type?
Yes, as long as the benefit hasn’t been used by anyone at your clinic yet. Once a benefit has been assigned to staff or included in payroll, it can’t be deleted.
I can’t find the Benefits section. What should I do?
This usually means you’re still completing initial payroll onboarding, such as setting up your bank account. Once you’ve finished the onboarding checklist, the Benefits section will appear in the Account tab.
If there’s a benefit you need that you don’t see, or you’d like help setting things up, we’d be more than happy to help.
Send us a message at [email protected], and our team will take it from there.
Can I add Benefits to a Contractor?
Benefits can only be assigned to Employees.