Create a restricted user for pay run creation access

1. Log onto your payroll platform.
2. Click on Business Settings.
3. Click on Payroll Settings.
4. Click on Manage Users. 
5. Click the Add button to add a new restricted user for pay run creation access.
   
6. Enter the email address of the user you want to grant pay run creation access to.
7. Under Access level, click on Restricted Access. 
8. Click on the Pay Runs tab.
   
9. Under Pay run creation, you can give the user access to create pay runs from: 
   • all pay schedules; or 
   • the following pay schedules. This will allow you to select only specific pay schedules that the restricted user can create. They will be prohibited from creating pay runs for other pay schedules.
10. Click Save.

Once a user has been granted restricted access for pay run creation, they will receive a confirmation email. There are two different emails that they will receive depending on their current account status. 

• For users with no pre-existing access: If the user does not currently have access to any business in the platform, they will get an email to confirm their account has been created and they will need to create a password to log in.
• For users with pre-existing access: Users will get a confirmation email to confirm the new permission.

As a restricted user with pay run creation access, you can log in to the payroll platform using your usual login credentials. 

1. Log onto the payroll platform.
2. Click on Pay Run Creation.
   
3. You will be able to view past pay runs, and access them by clicking on the associated pay run link. 
4. You​ will also be able to create a new pay run using the New pay run button.

The process for a restricted user to create a pay run is very similar to that of a full-access user. You can learn more about creating a pay run in this article.

1. Log onto the payroll platform.
2. Click on Pay Run Creation.
3. Click the New pay run button.
4. Confirm or edit the pay run settings from the following options, which may vary according to your user permissions.
   
5. Click the Create button.
6. You will now be shown the pay run details.
   

• Within the pay run, the restricted user has read-only access to employees within the pay run. Unlike full-access users, restricted users are not able to access employee files via the Edit icon against each employee name. If the restricted user has separate employee/location permissions, they can navigate back to the dashboard, and access the employee file from there.

• The restricted user will only be able to add employees to a pay run if the employee in question belongs to a pay schedule (ie is the employee's default pay schedule) that the user has access to. If the user has access to multiple pay schedules via their 'Pay run creation' access, they will be able to add employees to a pay run that may not be the employees default pay run, as long as the employee belongs to a pay schedule that the user has access to. 

• Within the pay run, restricted users can perform any function that a full-access user can, as long as that function keeps them within the pay run. So for example, they can import timesheets, process leave requests, back payments, and expenses. 

• Restricted users can finalise pay runs. The finalisation process works the same way that it currently does for full-access users. Upon finalisation, the restricted user will also be able to manage pay slips, notifications and super/STP submissions.

• Even if the restricted user does not have separate report access, they will be able to access the following pay run reports from within the pay run:
  • Draft audit report
  • Gross-to-net report
  • Variance report

• No. Within the pay run, there may be warnings that direct the user to a business-level setting (e.g. tax details). Full access users can click on these links and will be directed to the relevant business page. However, at this stage, those links are not available to restricted users, and they will see a 404 page if they click on these links.

• If you have a group of employees in the business, and you wish for this group’s details to remain private, the best practice would be to set them up on their own pay schedule (or multiple pay schedules). This way, you can ensure that the pay schedule for the executive team is only accessible by full-access users, OR restricted users that have been given explicit permission. All other restricted users that do not have access to those pay schedules will not be able to create a pay run, or see any employee details (provided that they do not also have employee/location permission).