Available for the following Payroll classic plans: Standard, Premium

This article provides 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 in your Payroll classic platform.

You need to create pay schedules before you can create a Pay Run. Click here to learn how to do so.

Getting started

Select which type of Pay Run you want to make for the relevant instructions.

Processing a regular Pay Run

Log into your Payroll classic platform.
Click the Pay Runs menu.
Click the New Pay Run button.

Important

Ensure you do not check the Manually add payees to this pay run and Create pay run with empty pay packets checkboxes.

However, you can click the checkbox for Include terminated employees, if needed.
Complete the following fields:
- Pay schedule
- Pay period ending
- Date Pay Run will be paid
- Import timesheets (here you can choose from one of the following three options)
  - Timesheets for this pay period
  - All unpaid timesheets
  - Don't import timesheets

Helpful Hint

If a timesheet is approved but has not been processed in a pay run, it will show as a timesheet from a prior period when importing your timesheets in the pay run.

If these no longer need to be paid, ie, they may have been created in error or have been paid manually, you can navigate to the Approve timesheets area and either select the checkbox next to the timesheet and then click delete; or you can undo their approval, and reject them allowing you to keep them in the system as a record, but have them no longer show in your pay runs as a timesheet from a prior period.

Click the Create button.
Review the Pay Run details and, if required, make any changes.

Helpful Hint

There is no specific setting that triggers the Override tick box on the Pay Run details page. It is a manual setting that you enable within each Pay Run line.
Click the Finalise Pay Run button.
Complete the following fields:
- Date paid
- Create pay event (here you can choose to do one of the following two options)
  - Create pay event manually at a later date
  - Create pay event immediately
Click the Finalise button.
Click the Submit Pay Run to HRMC button.

Processing an ad-hoc Pay Run

Log into your Employment Hero Payroll classic platform.
Click the Pay Run menu.
Click the New Pay Run button.
Ensure you do not select the following two options (these are to remain unticked):
- Manually add payees to this Pay Run.
- Create Pay Run with empty pay packets.
- However, you can click the checkbox for Include terminated employees, if needed.
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 payees button.
Type the name of the required employee into the Select an Employee field.
Click the add payee button.
Click the Close button.
Click the name of the employee to expand their pay run details.
Click the Actions button that will appear for the employee.
Depending on what you need, click the applicable earnings type.
Fill in the fields that will appear.

Helpful Hint

There is no specific setting that triggers the Override tick box on the Pay Run details page. It is a manual setting that you enable within each Pay Run line.
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.

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 classic 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 payees 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 payees 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.

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 classic 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 Run 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 payees 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 payees 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.

Explore related content

Create unpaid employees report on Payroll classicThis feature allows you to create a report on the last date your non-terminated employees received payment via a Pay Run.
Create a detailed activity report on Payroll classicThis feature allows you to create a report comparing two Pay Runs within your organisation and see any variances in the deductions, leave, and expenses.