How do I add, automate, and manage pay schedules via Payroll?

 

As an organisation, you would use a pay schedule to determine at what time intervals your employees will receive payment. Your organisation could have employees on weekly, fortnightly or monthly schedules, each with a different setup that ensures your employees get paid the correct amount at the correct time.

This feature allows you to create a new pay schedule, specify the pay frequency and set up the components that need automating and what components still require manual intervention. You can also edit this information if it changes, pause or stop an automation and delete the information if it is no longer required.

Important

Any changes made to your pay schedules will need syncing over to your HR platform. To read further details on how to undertake this, refer to the following article.

Availability

Payroll Plan:   Standard   Premium

Getting started

Adding a pay schedule
  1. Click the Business Settings menu.
  2. Click the Payroll Settings submenu.
  3. Click the Pay Schedules button.
  4. Click the Add button.
    Schedule_1.jpg
  5. Complete the following fields:
    • Name.
    • Frequency.
      • Weekly.
      • Fortnightly.
      • Monthly.

    Important

    Selecting the monthly frequency option will display the Monthly Payment Mode option. This is used to calculate an average number of hours per month for employees with advanced standard work hours setup, as opposed to paying the specific hours per month based on the number of days in the month.

    • Included employees.
    • Pay run warnings.

    Helpful Hint

    To read further details on what each pay run warnings means refer the following glossary.

    • PAYG payments:
      • Account name.
      • BSB.
      • Account number.
      • Reference.
  6. Click the Save button.
    Schedule_2.jpg
Automating a pay schedule
  1. Click the Business Settings menu.
  2. Click the Payroll Settings submenu.
  3. Click the Pay Schedules button.
  4. Click the pay schedule that needs automating.
    Schedule_3.jpg
  5. Click the Edit Pay Run Automation icon.
    Screenshot of the pay schedules page with the edit pay run automation icon highlighted
  6. Complete the required fields on the Auto Pay Schedule Details page.
  7. Click the Next button.
    Schedule_5.jpg
  8. Set the required Warnings and Notifications that need enabling.

    Helpful Hint

    To read further details on what each pay run warnings means refer the following glossary.

  9. Click the Next button.
    Schedule_6.jpg
  10. Select the required Pay Run Finalisation options.
  11. Click the Next button.
    Schedule_7.jpg
  12. Click the Complete button.
    Schedule_8.jpg
  13. Click the Save button.
    Schedule_9.jpg

Maintain

Editing a pay schedule
  1. Click the Business Settings menu.
  2. Click the Payroll Settings submenu.
  3. Click the Pay Schedule button.
  4. Click the pay schedule that needs editing.
    Schedule_10.jpg
  5. Make the required changes and click the Save button.
    Schedule_11.jpg
Pausing an automated pay schedule
  1. Click the Business Settings menu.
  2. Click the Payroll Settings submenu.
  3. Click the Pay Schedule button.
  4. Click the pay schedule that needs pausing.
    Schedule_10.jpg
  5. Click the Pause button.
    Schedule_12.jpg
  6. Click the Save button
    Schedule_13.jpg
Resuming an automated pay schedule
  1. Click the Business Settings menu.
  2. Click the Payroll Settings submenu.
  3. Click the Pay Schedule button.
  4. Click the pay schedule that needs resuming.
    Schedule_14.jpg
  5. Click the Resume button.
    Schedule_15.jpg
  6. Click the Save button.
    Schedule_16.jpg
Stopping an automated pay schedule
  1. Click the Business Settings menu.
  2. Click the Payroll Settings submenu.
  3. Click the Pay Schedule button.
  4. Click the pay schedule that needs stopping.
    Schedule_10.jpg
  5. Click the Stop button.
    Schedule_17.jpg
  6. Click the Delete button.
    Schedule_18.jpg
  7. Click the Save button.
    Schedule_19.jpg
Deleting a pay schedule
  1. Click the Business Settings menu.
  2. Click the Payroll Settings submenu.
  3. Click the Pay Schedule button.
  4. Click the Delete button.
    Schedule_20.jpg
  5. Click the Delete button.
    Schedule_21.jpg

Further information

Definition: Pay schedule warnings
Employee with negative earnings amount The platform displays this warning when the net payment amount for an employee is less than 0.
Employee with unpaid earnings The platform displays this warning when an employee has an earnings line with hours applied, but the total value of the earnings line is 0. This usually shows there's an error with the employee's rate of pay.
Employee with birthday The platform displays this warning when an employee has a birthday during the pay run period and therefore may need to have their rate of pay reviewed.
Employee with work anniversary The platform displays this warning when the anniversary of the employees start date occurs during the pay run period and therefore may need to have their rate of pay reviewed
Employee taking more leave than they have accrued The platform displays this warning when an employee is attempting to take more leave than they have accrued.
Pro rata earnings within the period for new or terminated employees The platform displays this warning when an employee, set up with default standard hours, has either started employment or terminated employment mid-pay period and so the system calculated pro rata hours. This warning acts as a reminder to check that the platform has correctly calculated the employee's pro rata hours.
Previously terminated employee The platform displays this warning when an inactive employee, who has a previous termination, appears in the pay run.
Terminated employee with outstanding recurring expenses The platform displays this warning when a previously terminated employee, owed an expense reimbursement amount from their expense pay run inclusion, appears in the pay run.
Employee with expired qualification The platform displays this warning when an employee's qualification has expired within the pay run period.
Employee with duplicate earnings lines The platform displays this warning when there is more than one earnings line associated with the same timesheet line that contains the same units, pay rate, total earnings and note.
Employee expense without a tax code selected The platform displays this warning when applying an expense request in a pay run and it the request does not contain a tax code. This is only applicable where a connection between the business and an online journal service exists and has synced their tax codes against the expense categories.
Employee has reached their leave cap The platform displays this warning for any employee whose leave entitlements have reached the maximum accrual for the year.
Pending leave requests The platform displays this warning when an employee has submitted a leave request pertaining to any dates within that pay period, that need approval still. The platform can not apply pending leave requests into a pay run, so the system does not automatically apply pending leave requests to an automated pay run.
Leave request extends past pay run dates The platform displays this warning when an employee's leave request spans multiple pay periods. This warning is important as it highlights only a portion of the leave request needs applying in the current pay run.
Leave request ends before pay run dates The platform displays this warning when an employee's leave request dates back in the past and is therefore relevant to previous pay periods.
Incomplete pay run tasks The platform displays this warning when tasks created for the pay run in question need completing.
Pending Expense Requests

The platform displays this warning when an employee has submitted an expense request pertaining to the pay period that still needs approving. The platform does not process pending expense requests in the pay run unless approved. The platform does not automatically apply pending expense requests to an automated pay run.

Watch the training video

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