A payroll run calculates the pay of every active employee for one month. You review it, approve it and record the payment. Each employee then finds their payslip in their own menu.
Before you start
- Payroll is included in the Starter plan and higher.
- Each employee needs a Basic salary in their file. Edit the employee on the Employees page and fill it in under Salary information.
- Open Payroll settings from the Payroll page once, and check the payroll country and its rules (social insurance, salary tax, overtime).
Steps
- Open Human resources from the side menu, then Payroll.
- Click Run payroll. Choose the Month, the Year and the Payment date, then click Calculate run.
- Open the run with View. Check each payslip: basic salary, allowances and overtime, deductions and net pay.
- If you correct an employee's data after that, click Recalculate to refresh the payslips that are still awaiting approval.
- When the figures are right, click Approve run. Approved payslips cannot be edited afterwards.
- After you pay the salaries, click Record payment. Choose the Payment method (Bank transfer, Cash, Cheque or Other), add the Transfer reference if you have one, and click Confirm payment.
Good to know
- The calculation covers basic pay, allowances, overtime, absence, social insurance and loan installments.
- Recalculating never changes payslips that are already approved or paid.
- The Bank file tab in the run lists each employee's bank and IBAN and lets you download a salary file for your bank. It includes approved and paid payslips only, and it flags employees whose bank details are missing.
- What an employee sees: under My work, then My payslips, they find their own payslips only, and only after the run is approved or paid. They click Download payslip to get the file.
- What a manager with payroll access sees: every employee's payslips under Human resources, then Payslips, with a filter by month and year.
- Only the workspace owner, admins and users with payroll permission can run, approve and pay payroll.
- When you record the payment, each loan and advance installment in the run is deducted from its balance once.