Processing a Pay Run

Processing a payroll takes enables the client, as well as the payroll manager have visibility over the payroll and the steps involved to complete. In addition to this, it clearly defines what state the payroll is at and what action (and by who) is needed to progress it

To process a pay run: 

1. Click on the Pay Run menu in the left navigation
   
2. Where there are pay runs in progress, click on the record to take you to the pay run details page
3. Depending on the status, it will dictate what you can see here and what action you can take.
   • To Approve a pay run it needs to be in the Review & Approve step, where the client can click on the Approve button. Things to note on this page. 
     • You can see the pay data for each employee (sourced from the payroll engine)
     • To can highlight employees who have a variance from the previous pay run. That variance percentage can be changed by the user
     • There is a summary of the total payroll on the right hand side of the page
     • The invoice is shown at the top of the page
     • There is a Comments field in the top right where the client can communicate with their payroll manager if they have questions or issues
     • This step sometimes requires a payment of the invoice
4. Once approved, it moves into Payment Pending and once confirmed, through to Pay Run Processing

Pay Run Steps

Amendments Due

This indicates the date and time when Amendments are due. Once the date/time has passed, the amendments function becomes unavailable for the payrun and it moves into the next workflow state.

Preparing Pay Run

This is the stage where the payroll manager compiles all changes and prepares the payroll for review. This will occur within the third party payroll engine software (i.e. KeyPay) It will also include the approval/rejection of the amendments and any clarifications needed with the client. Once the Payroll Manager clicks ‘Complete’, it will move into the Review & Approve state.

Review & Approve

A review step for the client to ensure that all employees are paid accurately. If any changes are required, they need to communicate those with their payroll manager and then review again. Once satisfied with the payroll, they will approve moving it into the Payment Pending status

Payment Pending (and Confirmation) - Optional Step

Outsource payroll clients may not require invoices to be paid and as such, would not see this status. It is defined in the Business Unit configuration. But if they do, they would need to pay the invoice and the payroll manager will confirm receipt of the payment.

Pay Run Processing

This is the stage when the payroll manager has received approval from the company administrator and finalises the payroll

Pay Run Complete

Pay run has been completed and closed off