Available for the following Payroll plans: Essentials, 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 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.
1. Log into your Employment Hero Payroll platform.
2. Click the Pay Runs menu.
3. Click the New Pay Run button.
Important
Ensure you do not check the Manually add employees to this pay run and Create pay run with empty pays checkboxes.
However, you can click the checkbox for Include terminated employees, if needed.
4. Add the relevant information into the 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
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.
5. 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:
- Create pay event manually at a later date
- Create pay even immediately
- Click the Finalise button.
- Click the Payday Filling button.
- Log into your Employment Hero Payroll platform.
- Click the Pay Run menu.
-
Click the New Pay Run button.
Important
Ensure you do not check the Manually add employees to this pay run and Create pay run with empty pays 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:
- Timesheets for this pay period
- All unpaid timesheets
- Don't import timesheets
- Click the Create button.
- Click 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.
- 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 (here you can choose one of the following two options)
- Create pay event manually at a later date
- Create pay event immediately
- Click the Finalise button.
Further information
Select which type of Pay Run you want to make for the relevant instructions.
| 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 for the manual creation of automated Pay Runs. Meaning they do not appear in the pay schedule drop-down. You will need to pause the pay schedule automation if you want to create a Pay Run. |
| 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. Meaning 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. | We will include all approved timesheets applicable for the pay period selected above. |
| All unpaid timesheets up to dd/mm/yyyy. | We will include all approved timesheets applicable for the pay period selected above and any other approved/unprocessed timesheets from 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. |
| 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 for the manual creation of automated Pay Runs. Meaning they do not appear in the pay schedule drop-down. You will need to pause the pay schedule 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. Meaning 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 | We will include all approved timesheets applicable for the pay period selected above. |
| All unpaid timesheets up to dd/mm/yyyy. | We will include all approved timesheets applicable for the pay period selected above and any other approved/unprocessed timesheets from 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. |
When you process an adhoc Pay Run using the same start and end dates as another Pay Run, you should calculate the PAYE using the total gross from both Pay Runs; otherwise the employee may underpay their PAYE which could then result in a tax bill.
When an employee is in more than one Pay Run with the same start and end dates, the platform will now calculate the PAYE and Student loan deductions based on both Pay Runs. Also, all employees with this pay schedule as their default will appear in the Pay Run but they will all have $0 earnings; i.e., any employee default earnings, standard work hours, or Pay Run inclusions will not appear in the Pay Run.
Explore related content
- How do I run a detailed activity report via the Payroll platform? This feature allows you to generate in-depth business activity reports that can be filtered by location, timeframe, individual employees, pay schedules, and more.
- How do I report on my organisation's pay run variances in Payroll? This feature allows you to create a report comparing two Pay Runs and see any variances in the deductions, leave taken, and expenses.