Draft Pay Run

Reviewing Employees Included in the Draft Pay Run

The Draft stage of the Payroll Path is processed after Prepare, or after Retro if there were retro records to be processed. Note - at this point it is possible to return to the Retro stage, or if necessary revert to the Prepare stage.

Click on the Eligible EEs count link to see all employees that are eligible for the Draft Pay Run. From here employees can be excluded or added back into the Pay Run.

In order to be considered eligible for a Pay Run, an Employee must:

• • Work for a Company that is linked to the Employer for the Pay Run

  • Their Compensation record must have a pay frequency that matches the Pay Run

  • Their Compensation record must have a Payroll Eligibility status that matches that of the Pay Run

Payroll eligibility is used to group employees together for processing purposes. There can be multiple payrolls operating within one Employer - e.g. Permanent employees, Casual Employees, Directors etc.

By default all employees eligible within the current Pay Run will be included in the first draft of the pay period - this is shown with a tick against the 'In run' column below:

Excluding Employees from a Draft Pay Run

Employees can be excluded from either the 'Current Pending' or the 'Eligible Employees' view.

Exclude from Current Pending view: only employees with current pending records are displayed. Use the checkbox to select employee(s) to be excluded and click on the Exclude from run button.

OR

Exclude from Eligible view: All eligible employees are displayed. Use the checkbox to select employee(s) to be excluded and click on the Exclude from run button.

Note - if the search facility is being used to locate employees they should be selected using the checkbox in the normal way but the 'Exclude from run' button should be clicked after each employee is selected i.e. do not search for employee, select employee, search for employee, select employee...repeat... and then after the final employee is selected click on the 'Exclude from run' button - as only the final employee selected will be excluded from the pay run. The same rule applies if adding employees back into the Pay Run.

Whether excluded from the 'Current Pending' or 'Eligible EEs' view, the screen will automatically return to the 'Eligible EEs' view screen with a cross shown in the 'In run' column for any employees that have been excluded:

Note - if an employee is excluded from a Pay Run and the next time they are included is in a subsequent pay period, a retro calculation will not be performed.

E.g. employee is excluded in April and May. When they are processed in June the system will not perform a retro calculation for April and May i.e. only June will be processed. To include April and May in the calculation a manual timesheet will be required.

Adding Employees into a Pay Run

To add an employee that has previously been excluded back into the Pay Run, click on the Excluded count link where excluded employees will be listed:

The 'Excluded' view will open listing all employees that have previously been excluded in the current pay period. Employees will be shown with a cross in the 'In run' column signifying that they have been excluded.

Select employees that are to be added back into the Pay Run using the checkboxes and then click on the Add to run button:

In the above example both employees had previously been manually excluded from the next Pay Run but only Erik Golf (row 2) had a pending change to be processed.

The 'Eligible' employees view will automatically open with employees previously excluded now showing ticks in the 'In run' column (in this example Inga Foxtrot row 4 and Erik Golf row 5):

On refresh of the Payroll path screen the 'Excluded' count will return to 0.

Processing a Draft Pay Run

Click on Draft from the Payroll Path:

Note - if there are any pending retro events a 'Retro Changes Awaiting Processing' warning message will be output as follows:

From the message the user has the choice of reviewing and processing the retro pending records or proceeding direct to the Draft Pay Run.

Click on the Review retro employees button to check which employees are still to go through the Retro run and then click on the Draft retro button to process the outstanding pending retros. Alternatively, leave these for now, and click on the Proceed button to process the Draft pay Run. Any retro events excluded in a previous period will be included in the count:

From the 'Pay Run' message click Review employees to check for employees that are to be included in the Pay Run or immediately move to process that Pay Run by clicking the Draft run button. This will process all employees who have not been excluded who have had a Payroll Event i.e. a change that impacts financial data, since the last Pay Run.

Employees can be added to or excluded from the Pay Run directly from the 'Review employees' screen. Simply select the employee(s) and click on the Add to run or Exclude from run buttons.

Note - the Payroll path is hidden during processing thereby preventing any other user from simultaneously processing this Pay Run. If the Pay Run screen was already open with the Payroll path available and the user clicked on the Draft button an error message "Batch process is in progress, please refresh the page or try again later" will be displayed. These measures are to stop a Pay Run from being processed more than once at the same time.

The progress bar displays the various steps in the calculation of the Draft Pay Run.

Note - as the Pay Run is an incremental calculation, if the Draft Pay Run is reprocessed then only employees changed since the last run will be included in the Pay Run.

The Payroll Path will be updated as follows after completion of the Draft Pay Run:

The counts above the Payroll path are updated to reflect the Draft Pay Run. All employee have now been processed and their pay details can be viewed through the Pay count link.

After the Draft Pay Run has been processed the 'Review Auto Enrolment' button becomes available. It is hidden until this point as only after the first draft Pay Run will the auto enrolment status of employees be assessed. By clicking the Review Auto Enrolment button the User can check the Employee auto enrolment status and if appropriate confirm employees into a pension scheme. A further draft Pay Run would then be required in order to calculate the contributions. See the Review Auto Enrolment page for further information.

The logical next stage in the process is to Finalise/approve the payroll, however other options are open to the user. They can revert to a Retro or Draft run or move forward in the process and run Draft Finance or Draft Pension Reporting before finalising the Payroll. It is still possible at this point to reset the Pay Run by clicking on the Prepare option.

Notification of Completion

The user will receive an email advising that the draft Pay Run has completed.

Reviewing Outputs from the Draft Pay Run

Click on the Eligible EEs count link:

Note - as all employees have now been processed, Actions have all been deleted. The Pay Details for each employee can be accessed via the 'Pay-xxxxxx' link in the 'Processed' column.

Click on the Pay link to open the 'Pay' report:

Links exist on the report to the current and previous period Payslip, Payments YTD report and also to the full Pay record (see below). In addition the report shows a Gross Pay and a Net Pay variance between the previous and current period - click on the column heading to order this from biggest to smallest variance to bring to the fore significant changes since the previous period. The report also highlights any employee where pay has included a retro payment.

To add notes to a particular employee click on the down arrow to the far right of the screen and select 'Edit'. Notes can be entered on the screen.

Click on the Pay-xxxxxxx record link from the 'Pay record' column to view Pay Summary, Pay Details and HMRC related information for the selected employee:

Pay Summary tab:

Payments & Deductions tab:

HMRC tab:

Sub-Tabs after Draft Pay Run has been Processed

Pay Run sub-tab - shows updated totals for the Pay Run:

Reports tab - The 'Payments' and 'Finance and Pensions' sections are added after the draft Pay Run has been processed - these include reports showing the results of the Pay Run:

Files tab - will only include manually uploaded documents until the BACS file has been created. It will also show payslips, P45 and P60 files.

Notes tab - made at any stage in the Payroll process are retained against the individual Pay Runs:

Errors tab - if the Draft Pay Run throws an error, the Errors sub-tab will be the landing sub-tab on completion of the Pay Run.

Depending on the type of error, the employee will be identified allowing the User to make the appropriate changes before reprocessing. It is important that any errors reported are fully resolved.

Related Videos

• Payroll Processing - Adding and Excluding Employees