Prerequisites:
- Ensure that all employees have their banking information added.
- People > Click Employee > More > Bank Accounts
- Ensure that your company's banking information is setup correctly.
- Settings > Company > Click Company
- Ensure that your pay periods are setup and one is currently open.
- Pay Periods > Create Pay Period
- Ensure that staff that have been terminated have their accounts updated in Triblock, with the correct date, to reflect that change.
Here is a guide on How to open a pay period?
Here is a guide on How to add an employee's banking information?
Here is a guide on How to update company financial information?
Here is a guide on How to terminate a user?
Instructions:
Navigate to the pay runs module. It's on the left hand side in the navigation bar. Click the drop down menu next to the 'create pay run' button.
There are two options:
- On-cycle
- Off-cycle
On-cycle accounts for the majority of the pay runs. It is to be used when you have a payout that is supposed to happen on a set frequency.
Off-cycle pay runs are typically used when there is a one-off payment that is not meant to be recurring. An example of this would be a Christmas bonus.
Creating an on-cycle pay run.
There are several fields for you to fill in.
Fields:
- Pay Period: Period during which the payroll will be processed.
- Pay Date: Day for employees payout.
- Description: Description of the pay run.
- Pay Frequency: How often the employees are to be paid.
- Pay Week: This option is available for the weekly, bi-weekly or semi-monthly pay frequencies. This setting controls whether a deduction or loan amount gets taken out of a person's gross pay during that pay cycle based on the week that was chosen.
- Select Department: Department of the employees.
- Select Division: Division of the employees.
- Select Employment Level: Employment level of the employees.
- Select Worker Type: Is the worker salaried or hourly?
After filling in the required fields, click create pay run.
Paying hourly staff.
To pay hourly staff you must have a timesheet created for them, whether that is through an external time and attendance device or you manually key-in hours for staff.
Manual Entry
If you want to manually create the timesheets, here is a guide on creating, editing, and approving timesheets How to create/edit/approve a timesheet?
Automated Entry
If you have an import file you can click the options button drop down and select the 'Import Timeclock Hours' button. This allows you to upload your uAttend, Deputy or Manual Excel Import file.
Paying annual staff.
If an employee is paid annually, the payrun will autogenerate the hours worked to be the number set in your payroll settings for the given pay frequency.
By default, weekly hours are 40, biweekly hours are 80, semi-monthly is 86.67 and monthly is 173.33.
If a salaried person happens to fall out of this norm for whatever reason, you can only edit their regular hours by creating a timesheet for them.
Exceptions List.
The exceptions list includes a list of people that are currently excluded from the pay run. Two reasons why this may be the case are that the employee may be missing a timesheet if they are hourly or they may be missing an active bank account. Once the exception has been addressed, they will then be included in the pay run.
Review your pay run.
First, ensure that all banking information and leaves for the period are approved. If there is an advanced payment for a leave, also ensure that the pay periods that those leaves lie within are created and left pending.
Next, ensure that you edit these as needed:
- Timesheets
- Allowances
- Deductions
First, edit the timesheets. You can access them through the payrun by clicking on the view button next to the names of the included employees. Then at the top right you will see a button that says 'Modify timesheet hours' that will allow you to edit the values entered.
The reason why you edit the timesheets first is because to bulk edit any allowances or deductions, it will require you to recalculate the pay run.
Once you've recalculated, any timesheets created and approved after will not have an effect on the pay run. You can also edit the pay code hours from that view by clicking the pencil at the end of the pay code's row.
Once you put in the hours, click the check mark at the end of the row and click the save button at the bottom of the window.
To save these changes you would need to recalculate the pay run. This will save all changes you made to the pay codes as well as bring in any new allowances or deductions that you added.
To recalculate, click the purple "Recalculate Payroll" button at the top left of the table.
Next, you should change the allowances and deductions to the desired amount. You can do this one by one in their profiles or you can do it in bulk using an excel spreadsheet.
Here is a guide on How to assign deductions to employees?
To do it automatically, click the drop down menu next to 'options' and click bulk import allowances, import timeclock hours or bulk import hours.
How to edit the pay run in bulk / Doing a bulk import.
After clicking either bulk import hours or bulk import allowance. It will prompt you to select the type of hours that you are uploading. If you need to download the template the option is there. When ready to upload the template, select upload template, upload the file and then select import hours.
The imported hours will overwrite the existing information in the pay run.
Submit for approval.
To continue, you can either select all or some choice employees to still include in the pay run, then click submit for approval.
Congratulations! Your pay run is now created and waiting for approval
Creating an off-cycle pay run.
There are several fields for you to fill in.
Fields:
- Pay Period: Period during which the payroll will be processed.
- Pay Date: Day for employees payout.
- Description: Description of the pay run.
- Days of bonus pay: Days of bonus pay to pay employee.
- Select Employees: Specific employees to be included on the pay run.
- Select Department: Department of the employees.
- Select Division: Division of the employees.
- Select Employment Level: Employment level of the employees.
- Select Worker Type: Is the worker salaried or hourly?
Note: You can either select the employees to be included or use the department/division filter. Both cannot be active at the same time.
After filling in the required fields, click create pay run.
Review your pay run.
Next, you're taken to a window where you can view your pay run and edit any values manually or do a bulk import.
How to edit the pay run in bulk / Doing a bulk import.
You are able to edit the pay run in bulk using the bulk import option.
To update the pay run this way, you need to download the bulk template. Once filled out, you can upload the bulk pay file and this will overwrite the existing pay run with the information in the spreadsheet.
Cancel your pay run.
Approve or deny pay run.
To continue, you can either select all or some choice employees to still include in the pay run, then click continue. You will be given the option to approve or deny the payroll after reviewing the changes.
Congratulations! Your pay run is now created.