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.
Availability
| Payroll Plan: | Standard | Premium |
- Log into your Employment Hero Payroll platform.
- Click the Pay Run menu.
- Click the New Pay Run button.
- Ensure you do not select the following two options:
- Manually add employees to this pay run.
- Create pay run with empty pay packets.
- 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.
- Click the Create button.
- Review the pay run details and, if required, make any changes.
- Click the Finalise Pay Run button.
- Complete the following fields:
- Date paid.
- Create pay event:
- Create pay event manually at a later date.
- Create pay even immediately.
- Click the Finalise button.
- Click the Log Pay Run with the ATO button.
- Click the Lodge with ATO button.
- Click the Terms and Conditions tick box.
- 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.
Availability
| Payroll Plan: | Standard | Premium |
- Log into your Employment Hero Payroll platform.
- Click the Pay Run menu.
- Click the New Pay Run button.
- Ensure you select the following two options:
- Manually add employees to this pay run.
- Create pay run with empty pay packets.
- 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.
- Click the Create button.
- Click on the Actions tab.
- Click the Pay Run Actions button.
- Click the Add Employees button.
- Type the name of the required employee into the Select an Employee field.
- Click the Add Employee button.
- Click the Close button.
- Add the required pay information to the pay run.
- Click the Finalise Pay Run button.
- Complete the following fields:
- Date paid.
- Create pay event:
- Create pay event manually at a later date.
- Create pay even immediately.
- Click the Finalise button.
Further information
Select which type of pay run you want to make for the relevant instructions.
Availability
| Payroll Plan: | Standard | Premium |
| 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. |
Availability
| Payroll Plan: | Standard | Premium |
| 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. |
Author recommended
So you have now processed a pay run and you are now wondering what next can I do. There are two recommendations I would make on this front and they are:
- Payroll payment reporting: Unpaid employees The Unpaid Employee's Reporting feature allows you to create a report that you can use to see the details on the last date your non terminated employees received payment via a pay run within your Payroll platform.
- Pay run reporting: Pay run variance The Pay Run Variance Reporting feature allows you to create a report that you can use to compare two pay runs within your organisation and see any variances in the deductions, leave taken and expenses.
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