How do I process an 'Ad hoc' Pay Run

An Ad Hoc or Off-cycle pay run is run when you need to check an item on a pay run, an employee is being terminated, or you wish to make additional payments such as bonuses or commissions. 

You can use the usual pay schedule OR you can create a separate pay schedule, called Ad hoc and run them through this (click on this link for assistance with creating a pay schedule).

To create an Ad Hoc Pay Schedule:

  1. Go to Pay Roll Settings.
  2. Locate Pay Schedules.
  3. Click Add.
  4. In the name field, write Ad Hoc.
  5. Then select the other settings you may wish for this schedule:
  • Frequency
  • Included Employees
  • Pay Slip Message
  • Pay Run Finalisation Settings
  • PAYG Settings
  • Pay Run Automation - Do not enable
  • Pay Run Approval
  1. Click Save. adhoc9.jpeg

Using a separate pay schedule simply means that this pay run will stand out from the other regularly processed pay runs on your pay runs tab.

Which pay schedule you use is entirely your choice but no matter which way you create your off-cycle/ad hoc pay run there are 2 options for adding employees. 

  1. Manually add employees to this pay run: This option will create an 'empty' pay run with no employees. You can then add the required employees.
  2. Create pay run with empty pays: This option will create a pay run which will include all of the employees linked to that pay schedule, but there will be no earnings populated for any of the employees.

1. Manually add employees to this pay run

  • Go to your Payroll Account
  • Create a new pay run
  • Go to Pay Runs.
  • Click Add Pay Run. adhoc8.jpeg
  • Select either Manually add employees to this pay run adhoc3.jpeg
  • Then on the next screen select to add some employees to the pay run. adhoc5.jpeg
  • OR navigate to a pay run by going to Pay Runs, then click on the desired ad hoc pay run next Pay run actions then finally Add employees.

    adhoc4__1_.jpeg

  • Select the employees you want by entering the first three letters of their name.
  • Click Select
  • Repeat for further Employees. 
  • When finished Click Close.

adhoc6.jpeg

 

2. Create pay run with empty pays

    • Create a new pay run 
    • Go to Pay Runs.
    • Click Add Pay Run. adhoc8.jpeg
    • Select Schedule as your preferred time period or Ad hoc.
    • Select Create pay run with empty pays. adhoc7.jpeg
    • Selecting either of the above options will remove the Import Timesheets options.
    • Click on the employee's name you wish to process a payment for.
    • Click Finalise.

Helpful Hints

  • Any employees that did appear in the pay run but did NOT have a payment processed will drop off the pay run once it's finalised.
  • You have the ability to change the pay period dates and date paid for any given pay run (click on this link for details how).
  • When an adhoc pay run is processed using the same period start and end dates as another pay run, the PAYG should be calculated using the total gross from both pay runs otherwise the employee may underpay their PAYG which could then result in a tax bill. 

  • All employees with this pay schedule as their default will appear in the pay run but they will all have $0 earnings. That is, any employee default earnings, standard work hours or pay run inclusions will not appear in the pay run
    adhoc2.jpeg

If you have any questions or feedback, please let us know via support@yourpayroll.com.au

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