How do I process payroll?

Running the payroll will process timesheets through the award interpreter and prepare an output file for export to the payroll system. This process can be run as many times as required if errors are found. 

To run the process in Humanforce Web

1. From the menu, select Management > Timesheets > Payroll
2. Select the Pay Company and Pay Period (if enabled) from the drop down list
3. Select the Relevant Pay Run from the list
4. Click the Create New button > Standard
5. Set the Extend shifts shorter than minimum shift length to either Yes to all or No to all
6. Set the Pay rostered time when working less than Rostered Hours to either Yes to all or No to all
7. Select either Process All Employees in Pay Company or Process Specific Employees
8. If you selected Process Specific Employees:
   1. Click the arrow icon next to the Filters header to reveal the filter options and set as required.
   2. Locate the employees in the Available employees list and select Add to add them to the Selected employees list. 
9. Enter any comments
10. Click OK
11. The process will now be run and the status will update to Completed

Checking the error log

Checking the error log is extremely important as it will raise awareness of any issues that have occurred. Errors may result in employees not being paid correctly or at all.

It may be clear what some errors relate to while others may require a more in depth knowledge. Please contact the Customer Success team for more details or help with the error processing. Fix any errors by either amending timesheets, modifying award profiles, or changing employee profiles. Once all errors are amended click Process Pay run again to reprocess, follow the steps outlined above and check the error log on completion of the process. Refer to this article (What are the Payroll warning messages?) to understand the different types of errors that may occur and suggested actions.

Checking the payroll data

Review the payroll process output data and check for anomalies (e.g. too many hours against an employee or too much overtime). The top section of the payroll processing will give a total for all pay types invoked per employee. Click on the column headings (e.g. pay types) to sort by that column to assist in finding anomalies.

Select an employee in the top section and a daily break down of pay types invoked will be displayed in the lower portion of the screen. An icon next to an employee indicates that there is information available relating to the employee. Hover over the icon to see what the information is. This is an indication of when an employee has a birthday or work anniversary in most cases and indicates any pay rate changes to be made for the staff.

Exporting the timesheet file for the payroll system in Humanforce Web

1. From the menu, select Management > Timesheets > Payroll
2. Select the Pay Company and Pay Period (if enabled) from the drop down list
3. Select the Relevant Pay Run from the list
4. Locate the relevant processed pay runs and click the Open icon
5. The Processed Payroll screen will load, Select the Export Button or the Direct Upload Button
6. The file will be downloaded to your computers downloads folder or directly uploaded to the payroll system