Intelligent Payroll delivers automated payroll and is a major component of our all-in-one platform.

It will automatically fetch data for an upcoming pay run based on your pay schedule and pay period. Intelligent Payroll gets this information from other parts of the platform. If an employee needs to file a leave request or a manager has to approve an expense claim, they can do so through EH Work.

All this means you do not have to switch between HR and payroll platforms anymore. Everything you need is in one place.

The payroll inputs that Intelligent Payroll will get include:

• Approved and pending timesheets.
• Approved and pending leave requests.
• Approved and pending expense claims.
• New hires and terminations for that pay period.
• Incomplete new hires for that pay period.

From within Intelligent Payroll, you can see an overview of this data. You can also click each input ‌to review them more closely.

For example, let us say you have pending expense claims for this pay run. There will be a button in Intelligent Payroll that will take you to a screen where you can approve or reject that claim. You can read more about the different parts of Intelligent Payroll in this section: What are the different parts of Intelligent Payroll?

Intelligent Payroll also uses AI to detect unusual figures and discrepancies. You will get a message about them on the platform, then you can either change or confirm them.

Platform admins can process pay runs using Intelligent Payroll. If you are an admin, you can also give another user full access to use the feature.

To do this, please refer to this article: Grant full Intelligent Payroll access to another user.

Before processing pay runs, it is important to make sure that your employees are up-to-date. To learn more about how to manage the details you need for Intelligent Payroll, please refer to this article: Manage pay run inputs needed for Intelligent Payroll.

The automated payroll process has two main parts:

1. Reviewing the inputs for an upcoming pay run

You need to review a pay run checklist to see if everything is correct. This includes approved and pending timesheets, leave requests, and expenses, as well as new hires and terminations.

If you need to change anything, you can upload amendments in bulk using our amendment template. You will receive a message if the Payroll team detects any anomalies or discrepancies. If you are happy with everything, you can submit the pay run for processing.

2. Reviewing and approving the pay run

After processing, you will get notified that your pay run is ready for another review before you approve it. You will see a summary of the number of employees to be paid, pay schedule, total hours paid, gross wages, and net wages.

To review, you can download the pay run variance report and gross-to-net report. If you need to make changes and corrections, you can download our revisions template, fill it up, and send it back. Then, you can reprocess the pay run.

If everything is correct, you can approve the pay run to finalise it. Afterwards, you can download the bank file you need to pay your employees.

To learn more about the exact steps for using Intelligent Payroll, please go to this section: How do I use Intelligent Payroll?

Intelligent Payroll automates post-payroll tasks. This includes:

• Payslips imported to EH Work.
• Journals posted to general ledgers.
• HMRC lodgement requirements.
• Pension payments via Pension Sync.

It is easy to change or add to the pay items and settings you have set up during your onboarding to the platform. You simply have to click the Ask HeroAI button, start a conversation, and relay the details to the Payroll team.

You can request changes to pay items and payroll settings like:

• Cost Centres.
• Pay Categories.
• Pension Settings.
• Pay Schedules.
• Work Types.
• Expense Categories.

To learn more about how to do this, please refer to this article: Change non-editable payroll items and settings for Intelligent Payroll.

To go to the Pay Runs page:

1. Click the Pay menu in the purple side bar.
2. Under Payroll, click Pay Runs.

On the pay runs page, you have three tabs:

1. Current pay run - Pay runs that Intelligent Payroll has prepared and are awaiting your review.
2. Next pay runs - Upcoming pay runs where you still need to review the pre-payroll inputs for, add amendments where needed, and send to Intelligent Payroll for processing when ready.
3. Previous pay run - Finalised pay runs that you have reviewed and approved.

To learn more about these pay run tabs, please refer to the next items in this article.

The Current pay runs tab is the first tab on the Pay Runs page. To go here:

1. Click the Pay menu in the purple side bar.
2. Under Payroll, click Pay Runs.
3. Click the Current pay runs tab.

On this page, you will see all the pay runs you are currently processing. You will be able to see the status of each pay run, whether they are "In Review" or "Finalised."

You can click a pay run to view more details about it.

Clicking a pay run will take you to a page where you can do the following:

1. See the number of employees paid, pay schedule, total hours paid, gross wages, and net wages.
2. Click the "Download reports" button to download pay run variance and gross-to-net reports.
3. Click the "Download bank file" button to download the bank file you need to pay employees.
4. Click the "Add New" button to create a new query about the pay run. When you click this, a panel slides out where you can enter a subject and write a message about this pay run.

The Next pay run tab is the second tab on the Pay Runs page. To go here:

1. Click the Pay menu in the purple side bar.
2. Under Payroll, click Pay Runs.
3. Click the Next pay run tab.

On this page, you can prepare for your upcoming pay run. Here, you can do the following:

1. Use the Pay Run Checklist to review approved and pending timesheets, leave requests, and expenses, as well as new hires and terminations.
2. Click the "Upload Amendment" button. This opens a popup where you can download our amendment template and upload it after filling it out.
3. Click the "Prepare Pay Run" button to submit the pay run for processing. This prompts Intelligent Payroll to scan the submissions and flag any discrepancies and anomalies.

After clicking the "Prepare Pay Run" button, the pay run will be moved to the Current Pay Runs tab. Its status will also change from "Upcoming" to "In Review."

The Previous pay runs tab is the third tab on the Pay Runs page. To go here:

1. Click the Pay menu in the purple side bar.
2. Under Payroll, click Pay Runs.
3. Click the Previous pay runs tab.

On this page, you will be able to see your previous pay runs. Here, you can do the following:

1. See an overview of previous pay runs, which includes the pay schedule, pay period, frequency, date paid, gross and net wages, and who approved the pay run.
2. Click the eye button for a previous pay run to view more details about it. There, you will be able to see the pay period, number of employees paid, pay schedule, total hours paid, gross and net wages, and any conversations for that pay period.

1. Click the Ask HeroAI button at the top ‌of your screen. This button is visible on all pages of the platform.
   
2. Click the Contact Payroll Partner button.

You can use this option to start a conversation with the Payroll team if you need to add or change pay items, like leave categories and expense categories.

Please note that the Contact Payroll Partner option is only for Payroll-related concerns. For other inquiries, please start a new chat with HeroAI without selecting the option Contact Payroll Partner, or go directly to the EH Help Centre. 

Also in this panel, you can do the following:

1. Click View History (clock icon) at the top of the panel.

   • On the History > Payroll Partner tab, you can see your Intelligent Payroll conversations. This is where you will get messages about discrepancies and information that differs from your usual inputs. You can either confirm or change these things.

   

2. Click Help Centre (question mark icon) to access Help articles.
3. Click the + New chat button to write a new message. When you click this, a panel slides out where you can:
   1. Select Contact Payroll Partner.
   2. Go to the EH Help Centre
   3. Go to the EH community forum. Or,
   4. Start a new chat with HeroAI.
4. Click the full screen button (expansion icon) to expand the panel.
5. Click the close button (cross icon) to close the panel.

To go to the Reports page:

1. Click the Pay menu in the purple side bar.
2. Under Payroll, click Reports.

On the reports page, you can run and download the following:

• Audit Report.
• Detailed Activity Report.
• Employee Payment History Report.
• Gross to Net Report.
• Leave Balances Report.
• Leave Liability Report.
• P32 Report.
• P45 Report.
• Pension Contribution Report.
• Variance Report.

Please refer to this article to learn how to access these reports: Download reports in Intelligent Payroll.

Click the articles below to learn how to process your pay runs from start to end:

1. Prepare a pay run
2. Review and approve a processed pay run
3. Submit pay run amendments and revisions

Aside from the step-by-step guides above, you can check out these articles:

• Frequently asked questions about Intelligent Payroll
• Grant full Intelligent Payroll access to another user
• Approve and decline pay run inputs needed
• Submit an off-cycle payroll request
• Change non-editable payroll items and settings
• Download reports
• Download the bank file for a pay run