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Frequently asked questions about Intelligent Payroll

Updated

Learn more about Intelligent Payroll or Managed Payroll

Questions

Please click the section or question you want to go to.

1. Getting Started

2. Pay Runs

3. Communications and Notifications

4. Pre-Payroll and Post-Payroll Tasks

1. Getting started

  What is Intelligent Payroll or Managed Payroll?  

Intelligent Payroll or Managed Payroll delivers automated payroll on our all-in-one platform.

  How does Intelligent Payroll or Managed Payroll work?  

Intelligent Payroll or Managed Payroll enables you to create and approve pay runs, while it takes care of a bunch of manual and repetitive tasks. For each pay run you make, Intelligent Payroll or Managed Payroll automatically gets information like leave requests, timesheets, expenses, hires, and terminations from other areas of the platform. This allows you to manage your payroll process end-to-end in one place, without having to switch between platforms.

You can simply review these inputs, make sure they are correct, and approve them. If you see anything that needs to be changed, you can submit amendments. Employees and managers can also submit any information needed from them through Employment Hero.

  Who can use Intelligent Payroll or Managed Payroll?  

By default, platform admins can process pay runs in Intelligent Payroll or Managed Payroll.

  Can I grant another user full access to Intelligent Payroll or Managed Payroll?  

If you are an admin, you can give another user full access to use the feature. To do this, please refer to this article: Grant full Intelligent Payroll or Managed Payroll access to another user.

2. Pay Runs

  What are the different pay run status tags?  

Your pay runs will have different status tags depending on where they are in the payroll process. The tags are as follows:

  • Upcoming - Checklist items for the pay run have been generated.
  • Inputs Locked - You have clicked the Prepare Pay Run button.
  • Pay Run Created - Intelligent Payroll or Managed Payroll has created your pay run.
  • Ready for Review - You can now review and approve the pay run.
  • Revisions Submitted - You have clicked the Revisions Required button.
  • Finalised - You have approved the pay run.
  • Completed - Intelligent Payroll or Managed Payroll has marked the pay run as completed.

  How can I add bonus and commissions to a pay run?  

You can add bonus and commissions to a pay run by submitting amendments. Please note that you have to do this before clicking the Prepare Pay Run button. To submit an amendment, please refer to this article: Submit pay run amendments and revisions in Intelligent Payroll or Managed Payroll.

  How does Intelligent Payroll or Managed Payroll work if I have multiple pay schedules?  

All your multiple pay schedules will show up as long as they are configured properly on the platform.

  How do I submit changes for a pay run?  

Intelligent Payroll or Managed Payroll includes amendment and revision features to help you make changes when needed, at different points in your pay run processing.

  What is the difference between a pay run amendment and a pay run revision?  

Here is the difference between an amendment and a revision:

  • Amendments - Any changes to an upcoming pay run that is still in the "Next Pay Runs" tab. You can submit amendments if you have not clicked the Prepare Pay Run button yet.
  • Revisions - Any changes to a pay run that already sits in the "Current Pay Runs" tab. You can submit revisions for a pay run if you have already clicked the Prepare Pay Run button.

  What happens if timesheets or leave requests are not approved in time for processing?  

You need to approve timesheets and leave requests when preparing the pay run, i.e., before you click the Prepare Pay Run button. After that, unapproved timesheets and leave requests will not be included in the pay run. If these requests get approved after the pay run is finalised, they will get picked up in the next pay run.

  What happens if Intelligent Payroll or Managed Payroll detects discrepancies or anomalies in my pay run?   

Employment Hero may contact you if Intelligent Payroll or Managed Payroll detects any discrepancies or anomalies in your pay run.

For example, let us say you usually give a $100 bonus to employee Jane. If you mistakenly put it as $1,000, you may receive an inquiry.

You will get message notifications on Employment Hero Work, the platform, and your email.

3. Communications and Notifications

  Where can I access conversations about pay runs?   

You can access all conversations by clicking the Pay menu and going to Communications. You can also go to the pay run you need to see all messages related to it.

To learn more about the Communications feature of Intelligent Payroll or Managed Payroll, please refer to this article: Getting started: Intelligent Payroll or Managed Payroll

  How do I contact the Intelligent Payroll or Managed Payroll team to add, edit, or delete my Cost Centres, Leave Allowance Templates, Leave Categories, Pay Categories, Pay Rate Templates, Pay Schedules, Work Types, and Expense Categories?  

You can contact our Payroll team to manage these items by going to the Communications page on the platform. To do this, please refer to our article: Change non-editable payroll items and settings for Intelligent Payroll or Managed Payroll.

  How do I know if a pay run is ready to be reviewed?  

You will receive an email from no-reply@employmenthero.com when the pay run you prepared has been processed successfully and is ready for your review.

4. Pre-Payroll and Post-Payroll Tasks

  How do I manage the different payroll inputs needed for a pay run?  

Intelligent Payroll or Managed Payroll fetches your payroll inputs from other areas of the platform. To learn how to manage this information, please refer to this article: Approve or decline pay run inputs needed for Intelligent Payroll or Managed Payroll.

  How do I add, edit, or delete my Cost Centres, Pay Categories, Pension Settings, Pay Schedules, Work Types, and Expense Categories?  

You cannot edit these items on your own on the Employment Hero platform. Instead, you need to message our Payroll team via the Communications page. To do this, please refer to our article: Change non-editable payroll items and settings for Intelligent Payroll or Managed Payroll.

  How do I include new employees or employees that I need to terminate in the pay run?   

When employees are terminated they will be included in the Hires and Terminations checklist item. They will be included in the pay run when they meet the following criteria:

  • They must use same pay schedule as the pay run.
  • They are terminated or will be terminated in the pay period.
  • They have not yet been included in a termination payout.

  How do I download the bank file for a pay run?  

You can download the bank file for a pay run after it has been finalised. You can go to the pay run you need and click the Download bank file button.

  Does Intelligent Payroll or Managed Payroll include IRD lodgement, journal posting, and KiwiSaver processing?  

Intelligent Payroll or Managed Payroll automates post-payroll tasks. This includes:

  • Payslips imported to Employment Hero Work.
  • Journals posted to general ledgers.
  • IRD lodgement requirements.
  • KiwiSaver payments.

  Where can I get the bank file for a pay run?  

You can download a bank file for finalised pay runs on the Pay Runs screen. For a more detailed guide, please refer to this article: Download the bank file for a pay run in Intelligent Payroll or Managed Payroll.

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