Pay runs enable you to visualize, manage, calculate, and export your payroll data for each payroll cycle. Based on your requirements, you can run one or multiple pay run models in the same payroll cycle.
For example, you can create, work on, and complete separate pay runs in each of the following cases:
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Paying salaries of employees who have different working patterns. For example, you might pay salaries to full-time employees on a monthly basis and contractual employees on a weekly or ad hoc basis.
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Paying salaries in different currencies when you have employees working in different countries
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Reimbursing approved expense requests
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Paying end-of-service dues to employees leaving the organization during the payroll cycle, if any
This article contains the following information:
- Navigating to your pay runs
- Generating pay runs
- Searching and filtering pay runs
- Editing pay run data
- About pay run workflows
- Performing additional payroll tasks after completing pay runs
Navigating to your pay runs
You can create new pay runs and view and manage all previously-created pay runs in the Pay Runs tab, which is displayed by default when you navigate to Payroll.
Generating pay runs
In Payroll, you can create new pay runs from the Pay Runs tab. For the detailed procedure, see Adding pay runs.
When creating pay runs, you must associate them with payroll groups. This enables Payroll to automatically compile the list of employees to initially include in the pay run.
When any new pay run is created, initially, a querying process is triggered. During this process, Payroll automatically calculates each individual employee's pay, as well as the total amount. These calculations are based on the following factors:
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Global pay categories enabled and local pay categories created for your business
Pay categories determine the different pay components that make up employee salaries.
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Payroll data (the amounts associated with different pay components) configured for each employee who is part of the pay run
When the initial querying process is in progress, its status (in real time) is represented by a progress doughnut chart.
Monitoring the status of pay run generation from your notifications
You can also view the same real-time status of the querying process (that is displayed on the View Pay Run page) in your notifications.
When the pay run you created finishes generating, the progress chart in its notification indicates that it is 100% complete.
As you can view your notifications at any time and when working with any feature, you can navigate away from Payroll after creating a pay run and return when it finishes generating.
Also, when the pay run finishes generating, a success message is displayed in the upper-right corner.
The generated pay run displays data in the following tabs:
| Tab | Description |
|---|---|
| Employees |
Summarizes the results of the calculations performed and also provides additional insights. This tab displays the following data:
|
| Bank Variances |
Displays the bank variances report, which summarizes the changes in bank information in the current pay run with respect to the previous similar pay run. You can customize the columns you want to view in the report and download the report in different formats. |
| Payroll Variances |
Displays the payroll variances report, which summarizes the changes in payroll data (amounts associated with pay components) in the current pay run with respect to the previous similar pay run. You can customize the columns you want to view in the report and download the report in different formats. |
| Pay run details |
Lets you view and edit the details of the pay run |
| Imports |
Displays the status and error log for each import of payroll data into the pay run through spreadsheets. You can click the name of the imported file to expand the section and view the details of the import. |
Searching and filtering pay runs
You can filter the generated pay run to drill down the displayed list of employees and quickly find the employees whose payroll data you want to view or edit.
To filter a pay run, click Filters in the upper-right corner and define your filter conditions.
In the Filter by dialogue, you can go to any of the following tabs and select the values you want to filter by:
- Employee Name
- Employee Code
- Job Title
- Cost Center
- Organizations
- Teams
- Locations
The following example illustrates how to filter a pay run:
In the Filter by dialogue, if you select multiple filter values in any tab, the filtered pay run lists employees who match any of the criteria.
However, if you select multiple values from different tabs, the filtered pay run lists only employees who match all of the criteria.
Editing pay run data
The initial version of the pay run is automatically generated based on previously-configured Payroll settings and employee payroll data available on the platform.
You can add, edit, or remove data from it and automatically view the revised calculation.
You can do the following after generating the initial pay run:
You can view and edit employee pay component amounts in a very granular manner from employee payroll profiles. To go to an employee's payroll profile, in the generated pay run, in the row that displays the employee's data, click the icon in the Action column.
Payroll profiles organize the different pay components of employee salaries by type and display them in the following tabs:
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Fixed
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Variable
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Contributions
In payroll profiles, you can add, edit amounts for, convert (from fixed to variable, or vice versa), or remove any pay component. The changes you make are applied in only the current pay run, and not to the payroll data configured for the employee.
You can even override your manual changes and rerun the querying process to import the most recent amounts configured for an employee's pay components. To do this, in the upper-right corner of the employee's payroll profile, click Requery.
For detailed information, see Re-querying an employee's payroll data.
If you edit an employee's salary, advances, bank information, or employment details directly from their employee profile, the changes are automatically imported to any open pay run that they are a part of.
About pay run workflows
The workflow of any pay run depends on whether the payroll group associated with it has a pipeline configured.
If no pipeline is configured, you can perform default pay run actions, such as deleting, re-querying, and completing the pay run.
To perform an action, click the corresponding action button in the upper-right corner of the generated pay run.
On the other hand, if a pipeline is configured for the payroll group, it governs the workflow of the pay run.
Completing the pay run might involve multiple levels of approval. For detailed information, see Completing pay runs.
Depending on how the pipeline is implemented, you might also require additional approval to re-query the pay run and issue payslips.
Instead of action buttons, a drop-down menu with options that represent actions that you can perform in the current stage of the pipeline is displayed in the upper-right corner of the generated pay run.
To perform an action, select an option from the drop-down menu.
Re-querying pay runs versus re-querying an employee's data
Re-querying a pay run reruns the querying process for the entire pay run. When you perform this action on the generated pay run page, the entire pay run is re-queried. All of your manual changes to the pay run are discarded, and data is imported from the platform again based on your most recent Payroll and employee configurations.
For detailed information, see Re-querying pay run data.
This action differs from clicking Requery in an employee's payroll profile, where only the employee's data is re-queried.
Performing additional payroll tasks after completing pay runs
After completing (closing) a pay run, you can perform subsequent steps in your payroll process, including the following:
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Viewing and analyzing different types of reports containing insights about your payroll data.
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Exporting the pay run in the file format you need to send payroll data to your bank. For more information, see Exporting bank files from pay runs.
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Issuing payslips. For more information, see Issuing salary payslips for employees.
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