Skip to main content
English (Australia) English (Malaysia) English (New Zealand) English (Singapore)
×
Welcome to the new Your Payroll help centre! If you need to contact support, click here.

Manage pay schedules and include terminated employees in pay runs

Updated

Setting up and maintaining accurate pay schedules helps ensure your employees are paid correctly and on time while keeping you compliant with your payroll obligations.

This article explains how to create and manage pay schedules in the Payroll platform, automate pay runs, and include terminated employees so their final payments are processed correctly. You can also pause, resume or stop automations, and edit or delete schedules as needed.

Getting started

Add a pay schedule
  1. On the main menu, click Business.
  2. On the submenu, click Payroll Settings.
  3. Under Pay Run Settings, click  Pay Schedules.
  4. Click the Add button.
    Schedule_1.jpg
  5. Complete the following fields:
    • Name
    • Frequency
      • Weekly
      • Fortnightly
      • Monthly

        (Monthly Payment Mode appears when you select Monthly. It calculates an average number of hours per month for employees with advanced standard hours set up, instead of paying hours based on the number of days in each month.)

    • Included employees

      Important

      In the Included employees field, if you select Employees with this pay schedule as their default, your pay runs will include an Include terminated employees checkbox.

      Ticking this checkbox when creating a pay run allows you to include employees who have a termination date within the selected pay period.

    • Pay run warnings (Refer to this article's Further information section for details on pay run warnings.)
    • PAYG payments:
      • Account name
      • BSB
      • Account number
      • Reference
  6. Click the Save button.
    Schedule_2.jpg
Automate a pay schedule
  1. On the main menu, click Business.
  2. On the submenu, click Payroll Settings.
  3. Under Pay Run Settings, click  Pay Schedules.
  4. Click the pay schedule that needs to be automated.
    Schedule_3.jpg
  5. In the Pay run automation field, click the  button.
    Screenshot of the pay schedules page with the edit pay run automation icon highlighted
  6. Complete the required fields on the Auto Pay Schedule Details page.

    Important

    Select the Include terminated employees checkbox to automatically include employees who ended employment during the selected pay period. This ensures their final pay is processed.

    Otherwise, leave the checkbox unticked to include only active employees.

  7. Click the Next button.

    screenshot of Pay Schedules page's Auto Pay Schedule Details page

  8. Set the required Warnings and Notifications that need to be enabled. (Refer to this article's Further information section for details on pay run warnings.)
  9. Click the Next button.
    Schedule_6.jpg
  10. In the Finalise pay run field, select the required checkbox.
  11. Click the Next button.
    Schedule_7.jpg
  12. Click the Complete button.
    Schedule_8.jpg
  13. Click the Save button.
    Schedule_9.jpg

Managing data

Edit a pay schedule
  1. On the main menu, click Business.
  2. On the submenu, click Payroll Settings.
  3. Under Pay Run Settings, click Pay Schedules.
  4. Click the pay schedule that needs to be edited.
    Schedule_10.jpg
  5. Make the required changes in the field(s) you needs to edit.

    Helpful Hint

    To include terminated employees in future pay runs, click the drop-down button in the Included employees field and select Employees with this pay schedule as their default.

    This will ensure the Include terminated employees checkbox appears in future pay runs for your selected schedule.

  6. Click the Save button.
    Schedule_11.jpg
Change pay schedules for employees

To update an individual employee’s pay schedule:

  1. Go to the Employee's Pay Default Screen.
  2. Select the employee whose pay schedule needs to be changed.
  3. Choose the desired pay schedule from the dropdown or list.
  4. Save the changes.

Important: When changing an employee’s pay schedule, remember that the first pay run after the change may require manual adjustments. This is because the pay run will apply to the full period, which might include a period already paid under the previous schedule. Only the first month/week will require these manual amendments.

Pause an automated pay schedule
  1. On the main menu, click Business.
  2. On the submenu, click Payroll Settings.
  3. Under Pay Run Settings, click  Pay Schedules.
  4. Click the pay schedule that needs to be paused.
    Schedule_10.jpg
  5. Click the Pause button.
    Schedule_12.jpg
  6. Click the Save button.
    Schedule_13.jpg
Resume an automated pay schedule
  1. On the main menu, click Business.
  2. On the submenu, click Payroll Settings.
  3. Under Pay Run Settings, click  Pay Schedules.
  4. Click the pay schedule that needs to be resumed.
    Schedule_14.jpg
  5. Click the Resume button.
    Schedule_15.jpg
  6. Click the Save button.
    Schedule_16.jpg

Removing data

Stop an automated pay schedule
  1. On the main menu, click Business.
  2. On the submenu, click Payroll Settings.
  3. Under Pay Run Settings, click  Pay Schedules.
  4. Click the pay schedule that needs to be stopped.
    Schedule_10.jpg
  5. Click the Stop button.
    Schedule_17.jpg
  6. Click the Delete button.
    Schedule_18.jpg
  7. Click the Save button.
    Schedule_19.jpg
Delete a pay schedule
  1. On the main menu, click Business.
  2. On the submenu, click Payroll Settings.
  3. Under Pay Run Settings, click  Pay Schedules.
  4. Click the Delete button.
    Schedule_20.jpg
  5. In the Confirm delete? window, click the Delete button.Schedule_21.jpg

Further information

Definition: Pay schedule warnings
Employee with negative earnings amount The platform displays this warning when the net payment amount for an employee is less than 0.
Employee with unpaid earnings The platform displays this warning when an employee has an earnings line with hours applied, but the total value of the earnings line is 0. This usually shows there's an error with the employee's rate of pay.
Employee with birthday The platform displays this warning when an employee has a birthday during the pay run period and therefore may need to have their rate of pay reviewed.
Employee with work anniversary The platform displays this warning when the anniversary of the employees start date occurs during the pay run period and therefore may need to have their rate of pay reviewed
Employee taking more leave than they have accrued The platform displays this warning when an employee is attempting to take more leave than they have accrued.
Pro rata earnings within the period for new or terminated employees The platform displays this warning when an employee, set up with default standard hours, has either started employment or terminated employment mid-pay period and so the system calculated pro rata hours. This warning acts as a reminder to check that the platform has correctly calculated the employee's pro rata hours.
Previously terminated employee The platform displays this warning when an inactive employee, who has a previous termination, appears in the pay run.
Terminated employee with outstanding recurring expenses The platform displays this warning when a previously terminated employee, owed an expense reimbursement amount from their expense pay run inclusion, appears in the pay run.
Employee with expired qualification The platform displays this warning when an employee's qualification has expired within the pay run period.
Employee with duplicate earnings lines The platform displays this warning when there is more than one earnings line associated with the same timesheet line that contains the same units, pay rate, total earnings and note.
Employee expense without a tax code selected The platform displays this warning when applying an expense request in a pay run and it the request does not contain a tax code. This is only applicable where a connection between the business and an online journal service exists and has synced their tax codes against the expense categories.
Employee has reached their leave cap The platform displays this warning for any employee whose leave entitlements have reached the maximum accrual for the year.
Pending leave requests The platform displays this warning when an employee has submitted a leave request pertaining to any dates within that pay period, that need approval still. The platform can not apply pending leave requests into a pay run, so the system does not automatically apply pending leave requests to an automated pay run.
Leave request extends past pay run dates The platform displays this warning when an employee's leave request spans multiple pay periods. This warning is important as it highlights only a portion of the leave request needs to be applied in the current pay run.
Leave request ends before pay run dates The platform displays this warning when an employee's leave request dates back in the past and is therefore relevant to previous pay periods.
Incomplete pay run tasks The platform displays this warning when tasks created for the pay run in question need completing.
Pending Expense Requests

The platform displays this warning when an employee has submitted an expense request pertaining to the pay period that still needs to be approved. The platform does not process pending expense requests in the pay run unless approved. The platform does not automatically apply pending expense requests to an automated pay run.

Related articles

Powered by Zendesk