How do I process a pay run via the payroll platform

Purpose

Providing you with a step-by-step guide on how you can process either a regular or ad hoc pay run, which you can do via the Pay Run module. You will need to undertake the below steps via your Employment Hero Payroll platform. Pay schedules need creating first, before you can create a pay run. To read further details on how to create a pay schedule, refer to the following article.

Getting started

  Select which type of pay run you want to make for the relevant instructions.

Regular Pay Run Ad-hoc Pay Run

Availability

Payroll Plan:   Standard   Premium
Processing a regular pay run
  1. Log into your Employment Hero Payroll platform.
  2. Click the  Pay Run menu.
  3. Click the New Pay Run button.
    Pay_Run_8.jpg
  4. Ensure you do not select the following two options:
    • Manually add employees to this pay run.
    • Create pay run with empty pay packets.
  5. Complete the following fields:
    • Pay schedule.
    • Pay period ending.
    • Date pay run will be paid.
    • Import timesheets:
      • Timesheets for this pay period.
      • All unpaid timesheets.
      • Don't import timesheets.
  6. Click the Create button.
    Pay_Run_9.jpg
  7. Review the pay run details and, if required, make any changes.

    Helpful Hint

    There is no specific setting that triggers the Override tick box in the pay-run details page. It is a manual setting that you enable within each pay-run line.

  8. Click the Finalise Pay Run button.
    Pay_Run_10.jpg
  9. Complete the following fields:
    • Date paid.
    • Create pay event:
      • Create pay event manually at a later date.
      • Create pay even immediately.
  10. Click the Finalise button.
    Pay_Run_11.jpg
  11. Click the Log Pay Run with the ATO button.
    Pay_Run_12.jpg
  12. Click the Lodge with ATO button.
    Pay_Run_13.jpg
  13. Click the Terms and Conditions tick box.
  14. Click the Lodge Pay Event button.

    Helpful Hint

    Once the lodgment processes successfully, you will see a confirmation of your pay event lodgement and your receipt number on your screen.

    Pay_Run_14.jpg

Further information

  Select which type of pay run you want to make for the relevant instructions.

Regular Pay Run Ad-hoc Pay Run

Availability

Payroll Plan:   Standard   Premium
Glossary of terms
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. The payroll platform does not allow the manual creation of automated pay runs. This means 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.
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 can only enter a pay period end date but once you enter the end date, you will see the pay period start date populate. This means you can view the actual 'pay period' before the platform creates the pay run. You cannot edit and/or 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. The platform uses the paid date of a pay run to determine what figures from the pay run to include in the pay run reports.
Manually add employees to pay run.

You can select this option if you do not want all employees to appear in the pay run and would prefer to add employees manually to the pay run. 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. Selecting this option will remove the Import Timesheets options.

Create pay run with empty pays.

If you select this option, all employees with this pay schedule as their default will appear in the pay run, but they will all have $0 earnings. Any employee default earnings, standard work hours or pay run inclusions will not appear in the pay run.

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.

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 and 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.

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