Advance and Adjustment Pay Runs

Available from version 4.5.3

The Advance and Adjustment payrun feature in Humanforce WFM allows you to process payroll ahead of time, then send through adjustments afterwards to reflect what actually happened. This is perfect for processing monthly pays where you need to do an advanced pay in the middle of the month and an adjustment at the end of the month.

Before you begin make sure:

• your payroll exports are configured correctly and your payroll system can accept negative values prior to using this functionality. For assistance with setup please contact your account manager.
• If you wish to include only rostered shifts in Advance Payruns (and not all available timesheets up to the date of processing):
  • Go to Admin > Award Config > Payroll Companies
  • Click Edit and select the option Process only roster shifts for advance payrun process
  • Click Save. 

Step One: Create an Advance Payrun

1. Go to Management >Timesheets > Payroll.
2. Select your pay company (if you have more than one) in the drop-down field at the top of the page.
3. By default, the Payrun table will show the current open payrun at the top of the list. To select a Future pay period, click the + icon next to Future pay periods. You can click the + icon as many times as needed to reveal multiple Future pay periods.
   
4. Once you’ve selected the relevant pay period, click Create New > Advanced 
5. In the Payroll Processing Settings pop-up, you have options to:
   • Add comments to the pay run, as needed
   • Automatically extend shifts that are shorter than the minimum shift lengths, if desired
   • Automatically pay rostered time where employees worked less than the rostered hours, if desired
   • Select specific employees or all
   • Exclude employees based on their start date. This is a handy feature to quickly exclude new starters if you process them separately or only in the adjustment run at the end of the month.
     
6. Once you’ve made your selections in the Payroll Processing Settings, click OK.
7. Your pay run will start processing through the award interpreter and display a progress bar. Once processing is finished, the Status will show as Completed.
8. To check your processed pay run data, click the Open icon. By default, the Advance Payrun will contain:
   • Rostered shifts for future dates in the pay period, and
   • Any available timesheets up to today's date. If you wish to exclude timesheets that were not rostered, follow the steps above in Before you begin.

Step Two: Create an Adjustment Payrun 

Once the month (or other pay period) has finished, you need to create an Adjustment Payrun to reflect what actually happened, rather than what was rostered. For example, an employee may have taken sick leave or worked a longer shift than expected.

1. Go to Management >Timesheets > Payroll.
2. Select your pay company (if you have more than one) in the drop-down field at the top of the page.
3. From the list displayed, select the Advance Payrun you created earlier in the pay period, and click Adjustment Payrun. Note that the Adjustment Payrun option is not available for previously created Standard Payruns.
4. Apply your desired Payroll Processing Settings and click OK.

   By default, the Adjustment Payrun will select the employees from the original 
   Advanced Payrun. You can still add additional employees in if they were not in 
   the original run, however you cannot remove any employee that was part of the 
   Advanced Payrun. Any employee with ‘^^’ at the end of their name is an indication that they were 
   part of the original advance run.

5. Your pay run will start processing through the award interpreter and display a progress bar. Once processing is finished, the Status will show as Completed.
6. To check your processed Adjustment payrun data, click the Open icon. The Adjustment Payrun will contain the records of what actually happened between when the Advanced Payrun was processed and the end of the pay period.