Pay Runs

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Introduction

The “Pay Runs” section of the software is designed to allow you to manage employee pay and compensation.
With this feature, you can create and manage pay runs, which are the times you process employee pay.

What’s Included in a Pay Run.

When a pay run is created, it will include timesheets, deductions and expense claims for appropriate users.

For the above, it will include everything that is unpaid, approved and have a date equal to or before the finish date of the pay run.

It will also include all approved leave and public holiday timesheets.


Creating a Pay Run

To create a pay run, go to “Organisation” > “HR” > “Pay Runs” and click ‘Add New Pay Run’.

Fill the start and finish date of the pay run and click ‘Save’.

This will then add in all the appropriate timesheets, deductions and expense claims as above.


Adding Timesheets to a Pay Run Retroactively

Occasionally timesheets will not get added to pay runs that should be. This generally happens because a manager may have forgotten to approve a timesheet or someone wasn’t able to add in a timesheet before the pay run was created.

When this happens, you are able to add it in after the pay run is created.

To do this, you can go to the timesheet profile and click ‘Add to Pay Run’, and select the pay run you want to add in to.


Viewing an Overview of a Pay

To view a staff members pay overview, you can click on their name in the list. This will show a dialog box with an overview off all timesheets, deductions and expense claims for that pay.

Once you’ve paid the staff member, you can click ‘Mark Complete and Move on’ to move to the next pay.

If a pay is marked as complete, you are not able to edit any of the timesheets associated to it.


Marking a Pay Run as Complete

To mark a pay run as complete, you click the ‘Mark Complete’ button on the right hand side of the profile.

Once you’ve marked the pay run as complete, you will not be able to add any more timesheets to it unless you mark it as ‘incomplete’.


Creating Pay Runs Per Branch or Group of Branches

By selecting one or multiple branches, you can gather approved timesheets from the specified date range for employees who have these branches listed as their default in their employee details.

This feature increases flexibility by allowing different branches to finalise their pay runs at separate times.

To create pay runs for a specific branch or group of branches, follow the steps below.

  1. Click “ORGANISATION”
  2. Click “Pay Runs”
  3. Click “Add New Pay Run”
  4. Enter the start and end dates of your pay run.
  5. Choose one or multiple branches to gather approved timesheets from the specified date range. This applies to employees who have these branches listed as their default in their employee details.
  6. Click “Save” to create the pay run.


Downloading the Pay Run as a CSV

  1. Click “ORGANISATION”
  2. Click “Pay Runs”
  3. Click on the pay run that you would like to download.
  4. Click “DOWNLOAD CSV”
  5. Enter a value for the highest invoice number currently in the system.
  6. Click “Download”
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