Usually, the Pay Run workflow will already be running and no action is required other than to Redo or Approve a pay run.
However, you may need to start a new Pay Run workflow for the following reasons:
- You need to start a Custom Pay Run because an employee is leaving or you need an additional Pay Run e.g. Office staff who are paid on a different day
- You need to start an On Demand Pay Run because an employee has asked for pay
- Starting the very first Pay Run
- You added or changed a Pay Schedule and need to start the associated Pay Run
- You accidentally deleted a Pay Run
Start a new Pay Run as follows:
- Pay runs
- Click the bottom menu Setup Pay Runs > Start a Pay Run Workflow Definition
- Start the Payrun workflow using the Start button
- Scroll down below the BPMN diagram and carefully select the type of Pay Run workflow you need:
Scheduled Pay run #
Start This is for a normal Scheduled pay run which will start immediately after you click the button. It will automatically delete a previous run of the same frequency and date.
Custom Pay Run #
Custom Start Selecting this option takes you to a new view where you need to configure the details of the Pay Run:
Select the Schedule and Actual_t date required.
Then, select the workers who will participate in the run:
You can filter workers by department, which makes it easy to select an entire department or specific workers from that department.
Select each worker by clicking on the > button to move them into the Selected Workers window. If you make a mistake, you can remove workers using the < button
Select all filtered workers with the >> button or remove them with the << button
Click Start to start the custom pay run
On Demand Pay run #
On Demand Start Only select this option if you want to start a workflow for workers who have made an On Demand request. The next view allows you to:
Chose the Schedule and Actual_t date of the Pay run. By default, any workers who have requested On demand will appear in the Selected workers window.
- Remove any workers you do not wish to include using the < or << buttons.
- Click Start to start the pay run.
Adding extra Pay Schedules #
You can use multiple Schedules of the same or different frequencies, with different employees in each.
- When you add a new Schedule, as you change the values, even before you click Update, the bottom part of the screen is updated to show the exact dates involved:
- The employees in each schedule are selected by department:
- Note that failing to select any departments in the same as selecting all departments, and this will cause errors!
- Don’t forget to change the Journal configuration to include the new schedule:
- Setup > Report Definitions > Update Pre-approval summary2
- The missing entries will be added.
- Review, then Update.