Within a pay run, these steps are defined as milestones for you and your payroll manager to complete a payroll. This user-friendly interface presents the current payroll status and any necessary actions, while also assigning clear responsibility for each step.
Submit
This is the first stage of the pay run process. This stage will allow you to enter any changes or amendments that need to be specifically applied to this active pay run. If any amendments are permanent or recurring, these can be added outside of the pay run. This process allows you to enter payroll information securely and outside of emails, for your payroll manager to action. Every payroll change or amendment will be recorded in the pay run's change log for later auditing purposes.
Submit an Amendment
Amendments are submitted via the new amendment button. Once selected, you will need to define the type of amendment that needs to be added to the pay run. These types can be for an allowance, salary, deduction or payroll instructions. Next you can select which employees that this amendment needs to be applied to. Amendments can be applied to multiple employees at one time. When multiple employees are selected, can choose if the amendment amount is the same for all employees or as a variable amount. If a variable amount is required a template will be provided for you to edit and submit these in bulk. Once all of the amendment information has been completed and saved, an amendment icon will appear against each employee with an associated change.
Prepare - Payroll Manager
Once all of the pay run amendments have been submitted, your payroll manager will receive a notification. This will let them know that the payroll is ready to be prepared and that all of the relevant pay run amendments have been submitted. Please note that if you do not submit any changes before the milestone deadline, the pay run will automatically proceed to this step.
Review
Once the pay run has been prepared by your payroll manager, the pay run will enter the review stage. In this stage you will be able to review all of the pay run's components from a global and individual employee view. The payroll summary will provide you with the total gross wages, PAYG tax, superannuation and net payments. When clicking on an employee, you will be able to view their specific payroll information.
Each of these views will also contain a variance amount which will show the change from the last processed pay run for reference. If after reviewing the pay run, you find any discrepancies or additional changes, you can reject the pay run. This will revert the pay run back to the prepare stage. If a rejection is required, the system will prompt you for the type and a description of the changes required to be made. Once the pay run has been reviewed and all changes have been made the pay run needs to be approved to proceed to the next stage.
Process - Payroll Manager
Once a pay run has been approved, the payroll manager will finalise the pay run. This will include generating payroll reports and ABA bank files. Once finalised these items will be added to the system for you to access.
Complete
The pay run is now marked as completed and no longer active. Pay slips will be sent to all employees at the specified time provided to your payroll manager.