How do I run a Pay?
Before you start creating pays, it would be handy to know what hours your employees have done. What our bank account number is for wages deposit and what your reference number is. This will make your life a little bit easy when you start adding a timesheet and running pays.
Lets get started:
Create a new pay by using the green "Create a new pay" button on the top right hand side of the dashboard
- Your payroll name
- Our bank account number
- Your reference number
- Create a new pay
Check your Pay Day and Pay period dates are correct. If not click the calendar icon to change. You can manually amend pay days and pay periods. Pay day will always be a future date but the pay period can be a past period date.
Before you start adding a timesheet, the timesheet needs to be switched "on" first. To be able to switch on the employee's you wish to pay, click on the "off" icon making it to show "on".
Click on the employee's name to go to their timesheet
Once in the timesheet, enter the hours they worked on those dates. If the hours have been set by default in the employee's profile, the system will populate the timesheet for you.
The + icon on the left is used to add a week if required.
The + icon on the right is used to add another row to the same week if required. This would be used if you need to record multiple pay types for the same week ie Public Hol off, sick leave, annual leave etc.
Navigate back to the Dashboard by clicking "Dashboard",
Once you have completed all your required timesheets, return to the Dashboard.
The green "you deposit" box (1) will be the amount you will need to transfer to the client trust account before the Pay Day (2).
In this example using the "2-day" processing plan, payment must be sent to us before 10pm on Monday 18th. Payment sent on Tuesday 19th will incur "1-day" processing fee. Payment sent on Wednesday 20th will incur "overnight" processing fee. You can read about fees here.
Remember to make sure your deposit includes your client reference number so we know it is for your account. It's the beige number on your dashboard.
Now sit back put your feet up and we will process the pays for you.
There are several tools you can use to make loading pays easier.
- You can create default pays based on the standard pay row of timesheet in each employee's profile - useful if employees work the same hours each week.
- You can copy the last week.
- Or you can import timesheets from Workflow Max.
If your pays are exactly the same each week, you can use pay automation to load a default timesheet as soon as the money hits our bank account. With pay automation, the system will generate timesheet based on the default setting and pay the employee's without you having to enter them manually.
If you don't feel like using internet banking each time you can set up direct debiting. That way we can just take the money from your account - easy! Please follow the link below to set up the direct debit.
How do I tell my pay is funded?
Once we have received your deposit and reconciled it to your account you'll see an orange ribbon show up on the blue 'we'll pay' box.
If you transfer more than required, or adjust the timesheets so that fewer funds are required you will see a credit on your dashboard after the pay has processed.