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Pay Runs
  • 13 Mar 2024
  • 5 Minutes to read
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Pay Runs

  • Updated on 13 Mar 2024
  • 5 Minutes to read
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Article summary

The process below is the one to follow when performing a Normal Pay Run.

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Update Employee Details

Open Employee Maintenance and make any changes that will impact the pay run you are about to process.

Add any new employees to the system.

Apply any changes to employee pay rates for the period about to be paid.

Apply any changes to employee deductions & allowances for the period about to be paid.

Ongoing changes to a deduction amount or allowance amount should be made in Employee Maintenance. Changes that will only apply to one or two pay periods can be made on the fly on the pay run itself.

Tip

All employee maintenance must be completed before initialising the pay run as changes made after this point will not be included on the pay run unless you void and re-initialise it, or you manually "refresh" all affected employees on the pay run.

Create Leave Entries

Open the Leave Entry screen and add Leave Entries for all absences during the pay period about to be paid (annual leave, personal/carer’s leave or long service leave).

Tip

Do not process any cashed-in leave payouts on a normal pay run (these must be done separately using an Adjustment Leave Entry and an Adjustment Pay Run)

Initialise the Payrun

Open the Pay Run Initialisation screen (access via Payrun favourite).

Insert your USB backup stick.

Select the Pay Frequency (e.g. Weekly).

Set the Pay Type to Normal.

Select the Pay To Date (this is the end of the period to be paid by the pay run). In the bottom section all employees should have '1' in the Pay Qty column (i.e. they will be paid for 1 week).

Note

If you need to pay an employee in advance for the following pay period as well, set the Pay To Date on that employee only (i.e. in the bottom section) to the end of the following week. They will then have a Pay Qty of '2' and everyone else will have a Pay Qty of '1'. On the following week's pay run, that employee will be red and have a Pay Qty of '0' as they have already been paid in advance for that week. Just un-select the employee before initialising that pay run.

Enter the Pay Date (this is the date on which you will actually pay the money into the employees' accounts and it will be included in the ABA banking file as the "scheduled payment date").

Note

If you run a pay run in advance because you will be away on the day that you normally run it, enter the normal Pay Date and after finalising the pay run you can upload the ABA bank file to your online banking and approve it. Your bank will automatically pay the employees on the Pay Date that you entered (i.e. while you are away).

If you need to run several pay runs in advance but want to pay each one on the normal date, process each payrun one after the other and enter the appropriate Pay Date on each. You can upload and authorise all of the ABA bank files and your bank will pay the employees on the dates you entered.

Select the employees to be paid by this pay run (Casuals who did not work during the period about to be paid can be left off the pay run).

Confirm there is a red ‘Yes’ in the Leave Pending column for anyone who took leave during the period about to be paid (i.e. if you created a Leave Entry there should be a red "Yes").

Review & Edit the Payrun.

Check that all of the Leave Entries you created appear correctly on the pay run with the correct number of hours
Enter each employee’s standard hours and overtime hours.

Add any compassionate leave or public holidays to be paid (Click on Earnings in the "This" column and then on the Add button).

Add any one-off deductions & allowances (Click on Before Tax Allowance, After Tax Allowance, Before Tax Deduction or After Tax Deduction in the "This" column as appropriate).

Adjust tax if necessary (Click on Tax in the "This" column and then on Tax Adjustment).

If necessary, click on the Print icon to view and print an Interim Payrun Analysis Report for management to authorise before finalising the pay run.

Finalise the Pay Run

Once you have thoroughly checked all of the figures and information on the pay run click on the Finalise button.

Pay Run Reports

Print Pay Advices

Click on the Pay Advices favourite (or select Reports > Pay Advices from the menu bar).

Select the relevant payrun and click on Generate.

Click on the Print icon to print Pay Advices for employees with Document Delivery Method set to Print in Employee Maintenance (General tab).

Click on the Email icon to email Pay Advices to employees with Document Delivery Method set to Email in Employee Maintenance (General tab).

Print Pay Analysis Report

If you wish to print the Payrun Analysis Report (for filing), click on the Pay Analysis favourite (or select Reports > Payrun Analysis from the menu bar).

Select the relevant pay run and click on Generate.

Click on the Print icon to print the report.

Print Superannuation Report

If you wish to print a Superannuation Report (for filing), click on the Super Report favourite (or select Reports > Super Report from the menu bar).

Select the relevant pay runs to include (Hold CTRL key down and click on each pay run to be included)
Click on Generate to view on screen, if all ok click on Print.

Print Monthly PAYG Summary.

If you wish to print a monthly PAYG report (for filing), click on the Pay Analysis favourite (or select Reports > Payrun Analysis from the menu bar).

Select the relevant pay runs to include (Hold CTRL key down and click on each pay run to be included).

Click on Generate to view onscreen, if all ok click on Print.

Create SuperStream File

To create the SuperStream file for uploading to your clearing house, please see SuperStream Payment File.

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