Creating a New Pay Run

Please follow these steps to create a new pay run:

Create a new pay run
  1. Click the  Pay Runs menu.

    Helpful Hint

    If you are on your payroll dashboard, you can click the New Pay Run button located on the right side. Then, proceed to Step 4 here.

  2. Click the Pay Runs submenu.
  3. Click the New Pay Run button.
  4. In the New Pay Run popup, complete the following:
    • Pay schedule.
    • Pay period ending.
    • Date pay run will be paid.
      • Manually add employees to this pay run.
      • Create pay run with empty pays.
    • Timesheet import.
    • Timesheet period starting.
    • Timesheet period ending.

    Helpful Hint

    To learn more about these fields, please refer to the Fields in the New Pay Run popup tab in the Further information section of this article.

  5. Click the Create button.
    screenshot of the new pay run popup, highlighting the create button

    Helpful Hint

    A progress dialogue box will appear while the pay run data is being calculated. Once complete, the pay run screen will appear and you can begin processing your payments.

    To read other pay run-related articles, please refer here: Pay Runs.

Further information

Fields in the New Pay Run popup

The New Pay Run popup includes the following details:

  • Pay Schedule: This drop down will list all the pay schedules you have set up. Select the applicable pay schedule for the pay run you wish to create. Note: Automated pay runs cannot be created manually and, as such, you will notice they do not appear in the pay schedule drop down. You will need to pause the pay schedule's automation if you want to create a pay run manually. Instructions on how to do this can be found within 'Pausing the Automation of a Pay Schedule' in this article: Pay Schedules - Configuring Automated Pay Runs.
  • Pay Period Ending: If you are creating a pay run for this pay schedule for the first time, you will need to enter the pay period end date applicable to the pay run. Future pay runs created for the same pay schedule will then automatically add the pay period end date based on the first date added and the frequency of the pay run. You are only able to enter a pay period END date but once you enter the end date you will see the pay period START date populate so you will be able to view the actual 'pay period' before the pay run is created. You cannot edit/change the start date of a pay run. 
  • Date pay run will be paid: If this is your first pay run for this pay schedule, you will need to enter the paid date applicable to the pay run. Future pay runs created for the same pay schedule will then automatically add the paid date based on the first date added and the frequency of the pay run. NOTE - the paid date of a pay run is what the system will use to determine the month the figures from the pay run will be included in for reporting purposes. 
  • Manually add employees to pay run: You can select this option if you do not want all employees (that are normally included in the pay schedule) to appear and would prefer to manually add employees to the pay run (by using the Add Employees option from Pay Run Actions). When creating the pay run with this option selected, no employees will appear in the pay run at all. This option is useful if you are creating an ad-hoc pay run to process pay adjustments, bonuses, etc for a specific group of employees. Please note that selecting this option will remove the Import Timesheets options.  
  • 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. However if there are system deductions in place they will populate the pay run. How they display in the pay run depends on the settings in place. Deductions set to 'varied based on earnings' or 'percentage of gross' will display as $0 until there are earnings in place and fixed Deductions will populate the pay run with the fixed amount. This option is useful when processing an ad-hoc pay run for adjustments, bonuses, etc and want to start with a blank canvas. Please note that selecting this option will remove the Import Timesheets options.
  • Import Timesheets: If timesheets are enabled in your business and there are timesheets to be processed, you will be provided with additional options for importing timesheets into the pay run:
    • Timesheets for this pay period: This will include all approved timesheets applicable for the pay period selected above.
    • All unpaid timesheets up to dd/mm/yyyy: This will include all approved timesheets applicable for the pay period selected above as well as any other approved/unprocessed timesheets relating to previous pay periods.
    • Don't import timesheets: Select this option if you are processing a pay run and do not want to import any approved timesheets.
    • Import timesheets for a custom period: This option will let you import timesheets for a fixed period.
  • Timesheet period starting: This marks the start of the period for the timesheets you want to import. Any timesheets that fall on the actual date you put here will be included in the import.
  • Timesheet period ending: This marks the end of the period for the timesheets you want to import. Any timesheets that fall on the actual date you put here will be included in the import.

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

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