Payroll runs and payslips

A payroll run is one month of pay for the company you are working in. You open it, compute it, check it and send it for review; an approver then approves and locks it. Locking makes the payslips and opens the way to the bank salary file.

Open a run

1. Go to Salary and choose Payroll runs.
2. Choose the button at the top that opens the next month (it names the month).
3. Check the Year and Month, then choose Submit.

There is one run per company per month. The runs are listed newest first with their status and net total. The run you pick opens beside the list with its five steps: Computed, Review, Approve, Lock and Bank file.

Compute and check the run

1. Choose Compute. Everyone employed for at least one day of the month who has a salary in force at the month end gets a line.
2. Read Before it is approved. It lists people with no way to be paid (they stay in the run but out of the bank file), people with no salary (they are not in the run) and timesheets still in draft, each with a button to fix it: Set the payment method, Set up the salary or Review timesheets.
3. Check the totals by payment method and the Lines: days, basic, allowances, overtime, adjustments, net and how each person is paid.
4. Fix what needs fixing, then choose Compute again. A draft can be recomputed as often as you like.
5. Choose Submit for review. This is refused while anyone in the month has no salary or no payment method.

Each line starts from the salary in force at the month end: basic and allowances, plus overtime from approved timesheet days inside the month, paid at the overtime rate in your group policies and never below the legal minimum. Unpaid leave, loan instalments due and the employee's pension share, when it applies, are deducted, and adjustments are added.

Add an adjustment

An adjustment is a one-off earning or deduction for this run, such as a bonus or a fine.

1. Choose Open the run, then open the Adjustments tab.
2. Add an adjustment: pick the Worker, write a Label and enter the Amount. A positive amount is an earning, a negative one a deduction.
3. Choose Create, then Compute the run again to include it.

If the run is already in review, choose Reopen to make it a draft again first. Adjustments can be changed until the run is locked.

Approve and lock

While a run is in review, Variance lists who is New this run, who is Missing this run and whose Net changed by more than 10% against the previous run. In the run list the same button names the previous month. WPS check shows whether the WPS lines are ready for the bank file.

1. The approver opens the run, chooses the approve button (it names the month) and confirms.
2. The approver chooses Lock run and confirms.

Locking records loan instalments, publishes payslips and freezes every number for good. A mistake found later goes into the next run as an adjustment. Each person on the run gets a message in the employee app that their payslip is ready.

Download payslips

1. In Payroll runs, pick a locked run and choose Open the run.
2. On the Lines tab, choose Payslip next to the person.

The payslip is a PDF in your language. It shows the payment method, the Paid period and Paid days, the basic, each allowance, overtime, adjustments, deductions for unpaid leave, loan instalments and pension, then Gross and Net. You can filter the lines by payment method.

End of service

A leaver's final settlement is worked out on their record, not in a run.

1. Go to Staff, open the person and open the menu with three dots at the top.
2. Choose Calculate / recalculate final settlement, set the Exit date and choose Submit.
3. Choose Final settlement to see each line and the total.

The gratuity uses the service bands and cap in force on the exit date, leaves out days of unpaid leave, and adds unused annual leave at the daily wage. It is a calculation, not a payment, and it does not end employment. To pay it, add it to a run as an adjustment. Calculating needs salary.manage; seeing the result needs salary.view. See Joining and leaving.