Run payroll for a period

A payroll run works out each person's pay for one branch and period from their file, approved timesheet, time off, loans and advances. Nothing is paid or posted while the run is a draft.

Before you start

• You need Salaries and payroll and the Payroll app.
• Pay is set on each file. See Set up pay for each person.
• Approve and lock the period's timesheets first, so overtime is final. See Set work rules and approve timesheets.

Start the run

1. Open HR → Payroll.
2. Under New payroll run, set From and To (usually last month) and the Branch.
3. Pick the Pay cycle: everyone, or one cycle, such as a weekly run for weekly, daily, hourly and piece-rate people.
4. Select Work it out. The run opens as a Draft.

Check and correct it

1. Read the totals at the top: Gross pay, Total deductions, Net pay and Employer's contributions.
2. Under Each person, read every line: basic, allowances, hours worked, overtime, bonuses and additions, leave and absence, advance repaid, insurance and tax, other deductions.
3. To change a figure, open the person, pick the Figure, type the new Amount and a Reason, and select Change.
4. To add a line, choose the Type (Bonus, Leave paid out, Other addition or Deduction), type how it is Shown as on the payslip, the Amount and a Reason, then select Add the line.
5. For piece-rate people, change the units figure to the number of units they made.
6. After changing a file or a timesheet, select Work it out again. Your changes with reasons are kept.

Give a bonus to everyone

On HR → Payroll, use Bonus for everyone: pick the Bonus (a 13th salary, a Ramadan or an Eid bonus), keep the preset's Share of the basic (%) or fill in Or the same amount for everyone, set Given on, and select Give the bonus. Each person's file gets a one-off allowance, and the next run covering that day pays it, once per person and month.

Good to know

• A run can cover up to 62 days. A branch's runs never overlap, but runs for different pay cycles can.
• People in the run: everyone active in the branch for at least one day of the period, and anyone who left during it.
• A monthly salary is pro-rated to the days employed, by calendar days or working days as you chose. See Choose your payroll rules.
• Each change keeps who made it, when and why, on the run.
• Insurance and tax come from your country's rule tables; how shows every step. See Egypt payroll and UAE payroll. Payroll figures are to be checked by your accountant.
• Expense claims approved in the Expenses app to be repaid through payroll show as Expense reimbursement.
• A correction found after a run is paid goes into the next run with Carry a correction to the next run.
• Next: Approve, pay and lock a payroll run.