2 / Populate The Pay Run List

How To Populate The Pay Run

1. Open Smartly and login

3. From the Pay Run List page, double-click on the first unpaid employee listed under Normal Pay Details

Note: employees that are actually contractors (for example Cindy Bartlett) may already be filled in if you entered their invoice details into Smartly earlier in the week when their invoices were received. 

The Normal pay details for [insert employee name] page will now be displayed. This is a sub-page of the Pay Details tab in the left-hand menu:

4. Do the following steps (a to d) for each employee in the Pay Run list, except for Jo who does not receive a wage through Smartly.

a / In the Earnings section, under Normal Pay, in the Salary row, under Hours: Check that the total number of hours displayed is correct for number of hours that the employee worked that week, excluding any leave taken:

b / In the Earnings section, under Leave: If applicable, there will be rows displayed for any approved leave or leave without pay that has been entered into SmartPayroll via the Smartly mobile app and approved by the appropriate Manager.

We have already checked that the leave matches the employee's leave entries in Harvest, but we now need to check that the employee has enough of that type of leave to cover each entry.

c / Select the pencil on the right-hand side of one of the leave entries: 

This will open the Edit leave for [insert employee name] window. From here you will be able to see all leave entries for the employee, and the balance of each leave type that they have available.

NOTE: It is VERY IMPORTANT that you check the employee has enough leave to cover each leave entry, ESPECIALLY SICK LEAVE, as this renews on a yearly basis and doesn't accrue every week like annual leave does. If the employee does not have enough accrued leave to cover what they have submitted to Smartly, then either the General Manager or theperson's Team Leader is advised of this and asked for next steps - this could be a conversation with the team member and then changing some, or all, of the leave to something else.

You can also add leave entries here for employees that didn't put their leave through the Smartly app or for adding in things like statutory holidays for public holidays like regional anniversaries, or one-off holidays like when the Queen passed away.

To do this, click on the + Add Another Leave Item button and then enter the details of the leave type, date/s, and number of hours.

d / Select Ok when you are done viewing and/or editing the Edit leave for [insert employee name] window:

5. Once you have checked the hours and leave entries are correct, select Save and when the screen has refreshed you can select the next employee from the dropdown