Run payroll

Create and manage payroll runs under Payroll → Run Payroll, taking each one through Draft → Review → Pending Approval → Approved → Paid. See How payroll works for how the module fits together.

The runs list

Each payroll run is associated with a pay group and pay period, with its creation date, status, and date range recorded for tracking and reference. Sort runs by Period or Date Created, or search by text to find a specific run.

Permissions determine the actions available at each stage of a run. Users with Process payroll run permission can process editable runs, while users with View payroll run permission can review runs at later stages.

Draft and rejected runs can also be Renamed or Deleted from the list. Deleting a run is irreversible.

Create a run

Select Run New Payroll.
Pick the Pay Group. Each option shows its pay frequency and tax type.
Name the run if you want one. Left blank, it is named after the pay group and period, as <pay group> - YYYY/MM.
Set the Period Start and Period End, confirm the Payroll Period (it fills in from the start date), and set the Pay Date if you know it.
Open the run to capture the inputs.

The run workspace

A payroll run progresses through four stages: Draft, Review, Pending Approval, and Approved. Its name, pay period, and current status identify the run, while the stage history records who acted at each step and when. Hover over a stage to see the person’s name and the date of the action.

Within a run, you can:

Search and filter employees to find specific records. During Draft, use Input Status to identify employees marked Ready or Needs Input.
During Review, customize the displayed columns and toggle the Summary banner and Diff view to support payroll checks.
Update Pay-run to refresh the run with the latest employee data. Any inputs overridden in the run are preserved.
Select employees to remove them from the run after confirmation. This changes their inclusion in the current payroll run only.

Capture inputs

Capture the pay values for the period while the run is in Draft

A run’s inputs are the pay elements already assigned to each employee’s contract, so the run is where you set the value for this period, not where an element is created. To pay a one-off allowance or take a one-off deduction, add the element to the employee in Manage Salaries → Assigned Pay Elements, or on their contract, and then give it its amount in the run. Setting it in the run does not change the contract, so the next period starts from the assigned value again.

Employees who still need input

A banner tells you how many employees still need a value before the run can be reviewed, and offers Show them to filter the table to those rows. Some may sit outside your branch or department access: the banner tells you how many and asks an admin with wider access to enter them.

Editing an employee’s inputs

Select Edit on an employee row to open Edit Employee Inputs. What you can enter depends on their salary type:

Salary type or situation	What you enter
Run Input	A Basic Salary for this run
Attendance	Basic salary, with the option to override the calculated figure, plus bonus and overtime
Attendance, Manual Hours Summary	Hours Worked, where basic salary is the hourly rate times the hours
Attendance, Manual Monthly Pro-rata	Days Worked, compared against the days the contract expects for the period

You can also edit the employee’s pay element values: fixed-amount elements take a value, and rate elements take a value and a quantity. Ad-hoc elements cover a one-time amount on this run, and overriding a calculated figure leaves an Overridden from badge on the value.

Retro adjustments

A line on the run page shows what this run settled from earlier periods, and what it did not. Open it to review those adjustments.

Submit for review

Select Submit for Review. If any employees still have no value entered and would be paid zero, you confirm before continuing. The confirmation states exactly how many would be paid zero, including any outside your access.

Review

After submission the run becomes read-only by default, while an authorized reviewer can still act:

Summary: a banner of the run’s totals, shown by default and toggled with the Summary button.
Diff: compares this run against the previous payroll run and highlights what changed per employee. It switches on automatically when a run enters Review, and it only appears when there is a previous run to compare against.
View breakdown: opens one employee’s breakdown, with its line items, categories, and amounts, showing how their figure was reached.
Recompute: recalculate one employee’s figures from the breakdown after changing inputs or data, so the totals stay up to date.
Edit in Review: an authorized reviewer can change an employee’s inputs, and that employee is recomputed automatically on save.

The reviewer then selects Submit for Approval, or Reject with a reason.

Approve and pay

In Pending Approval, an approver selects Approve, or Reject with a required reason. Only the approval permission completes this step.
Once Approved, someone holding the pay permission selects Mark As Paid. This finalizes the run and makes the employees’ payslips available.

Rejected runs

A run can be rejected from Review or Pending Approval, and from Approved with the special permission. Rejection asks for a reason, which then appears in a Rejection reason banner at the top of the run.

A rejected run behaves like a draft again: it is editable, you can Update Pay-run, rename, or delete it, and you can submit it through the workflow again.

Run states

State	Badge	What you can do
Draft	Gray	Edit inputs, update pay-run, submit for review, rename, delete
Review	Amber	Review, diff, recompute, submit for approval, reject
Pending Approval	Blue	Approve, reject
Approved	Blue	Mark as paid, or reject with the special permission
Paid	Green	Final, view only. Payslips are available
Rejected	Red	Re-open as an editable draft, with the reason shown