To set up an automated pay schedule:
- Select Employees from the left hand menu.
- Select the Payroll Settings tab then select Pay Schedules (located under Pay Run Settings).
- Select the pay schedule you wish to automate.
- Under Pay Run Automation select Click here to configure.
From here you’ll be guided through a four-step process for setting up an automated pay run, we’ve provided additional guidance below:
Auto Pay Schedule Details
This screen details the pay run dates and timesheet import options.
Schedule first Pay Run creation on: This field will pre-populate with today's date and the upcoming hour. (Automated pay runs are scheduled on the hour). You can amend the date and time by clicking on the calendar icon.
- Note: There may be a time delay as to when the pay run is finalised due to the volume/size of the pay run. if you have scheduled the pay run for 3 pm, this does not necessarily mean the pay run will also be finalised at 3pm.
Schedule last Pay Run creation: This defaults to Never, which means that there is no end date to this automated pay schedule. If you want to set an end date, select on the dropdown to enter a date and time.
For initial Pay Period Ending: If you have previously created pay runs for this pay schedule, the value that will appear. If this is a newly created pay schedule or no pay runs have been created for this pay schedule, today's date will be displayed here. Either way, you can always edit the date shown by clicking on the calendar icon.
Timesheet import: If timesheets are enabled in the business, you will be provided with additional options for importing timesheets into the pay run:
- Import Timesheets for current pay period: This will include all approved timesheets applicable for the selected pay period.
- Import all unpaid timesheets up to current pay period: This will include all approved timesheets applicable as well as any other approved and unprocessed timesheets relating to previous pay periods.
- Don't import timesheets: Select this option if you are processing a pay run and do not want to import any approved timesheets.
Monthly pay schedule automation settings:
Run subsequent Pay Runs: Determine exactly when you want the pay run processed so that it is on a consistent day each month. You can choose it to be either a specific date each month or the 1st, 2nd, 3rd or 4th day (of your choosing) of the week.
Non work day Pay Runs:
- Process Pay Run on preceding work day if the Pay Run Creation Date falls on a weekend or public holiday: By ticking this checkbox, the pay run creation date (as set in the above setting) will automatically adjust to the preceding day if the original date ends up falling on a weekend or public holiday. It will then revert back to the original setting the following month, on the basis the date does not end up falling on a weekend or public holiday.