New Pay Run

Video Coming Soon

 

Step 1

This is your Payroll home screen. To get started, tap Add New Pay Run.  

Step 2

This is your main New Pay Run screen. On this screen, there are four sections:

• Pay Calendar
• Pay Period Ending
• Payment Date
• Employees Included 

Tap Employees Included.

This will take you to the Employees Included screen. This is the official start of your new pay run. There are two sections on this screen:

1. The Summary of the pay run
   • Net Pay (this is the sum that you're responsible for paying your employees)
   • Tax Withheld (this is the tax that's taken out of the sum)
   • Gross Pay (this is the overall sum before tax is withheld)
   • Super (how much Super you will need to pay on behalf of your employees)
   • Hours (how many hours this pay run represents) 
2. The Employees included in the pay run

The Employees shown in the section at the bottom are the ones included in this pay run, based on their default standard hours per week and their ordinary hourly rate.

Tap on an employee's name to view their individual details. 

 

That will take you to the below screen. Here, you are able to view your employee's individual details. We've used our demo "employee" Lily for this example. On this screen, you can view your employee's:

1. Pay Summary
   • Net Pay (the amount the employee receives after taxes are taken out)
   • Tax Withheld (the tax amount withheld from each pay cycle)
   • Gross Pay (the full pay amount before taxes are taken out)
2. Pay Items
   • Ordinary Hours (the number of hours your employee has worked)
   • Earnings (the sum of what your employee earns per hour)
3. Super & Tax
   • Super Guarantee (SGC) (Text)
   • PAYG (Threshold Claimed) (Text)

Note: All of the items on this page are in grey and therefore unchangeable except for Ordinary Hours. This will typically be all you'll need to change/worry about, and you can do so by tapping on it. See separate article for in-depth explanation on how to add pay item.

Note: You can easily swipe between employees to update their details (note the highlighted dots at the bottom of the screen).

Once you are satisfied with all the details of your employee's Pay Details, tap Back in the upper left corner of the screen. You will be taken back to this screen, the summary of the pay run. If you are satisfied with all the information, tap Back again. 

Step 3

Now, let's take a look at Pay Calendar, Pay Period Ending and Payment Date. First, tap Pay Calendar.

When you set up your employees initially, you will have designated whether they have Weekly, Fortnightly or Monthly pay calendars. These are the options that will show up in the scrolling menu at the bottom of the screen.

For example, if all of your employees have just weekly pay calendars, only Weekly will appear in the scrolling menu. If some of your employees have weekly pay calendars, and others have fortnightly pay calendars, both Weekly and Fortnightly will show up in the scrolling menu. And so on. 

Select the correct option for this particular pay run. Tap Done.

Note: There is a behind-the-scenes feature at work here. When you select your Pay Calendar, the employees who are under that category will appear in the Employees Included section.

For example, take a look at the two screenshots below. If you chose Weekly for your Pay Calendar in the previous step, all employees that you've previously set up as having weekly pay calendars will appear under Employees Included. Same if you select Fortnightly or Monthly. 

The second screenshot shows what appears when you tap Employees Included. 

     

Step 4

Tap Pay Period Ending. This shows the ending date of the pay period. Choose from the scrolling list at the bottom of the page, which shows the week-end dates for each month, up until June of 2020. For example, if you are in the month of July 2019, the dates that show up will be:

• Sun 7
• Sun 14
• Sun 21
• Sun 28 

Select your preferred Pay Period Ending and tap Done.

[Placeholder screen for Pay Period Ending with correct dates]

Step 5

Now you will choose when your employee will be paid. Tap Payment Date. A scrolling menu will appear at the bottom of your screen with a list of dates. You can choose to pay your employee up to 60 days (into the future) after the Pay Period Ending date, but for the sake of this example, we've chosen the day after the pay period ended. 

Select your preferred Payment Date and tap Done.

Note: It won't let you do a payment date that is earlier than the end of the pay period ending. The earliest you can pay is the day after. 

 

[Placeholder screen for Payment Date with correct dates]

Final Step

You will be taken back to your main screen. If you are ready to do so, tap Process Pay Run.

Pop-up #1

A pop-up message will appear, asking if you're sure you want to process the pay run. To proceed, tap Yes.  

 

Pop-up #2

A second pop-up message will appear.

1. First, it will tell you that your pay run was successfully processed
2. Second, it will ask you if you would like to email the payslips to your employees

If you tap Later, the app will prompt you to email the payslips until you do so. For this example, tap Now.

Pop-up #3

A third pop-up message will appear.

1. First, it will tell you that your employee payslips have been successfully emailed
2. Second, it will ask if you are ready to submit your STP file to the ATO

If you tap Later, the app will prompt you to submit to the ATO until you do so. For this example, tap Now. 

Enter your first and last name in the Enter Submitter Name field. Tap Submit to ATO. 

This is your Processed Pay Run screen, where it shows the summary of the pay run you just processed. Think of it as a pay run receipt.

Note: The STP File will show as Pending until it is accepted/approved.

 

Back on the main Payroll screen, you will now see the pay run you just processed under Latest Pay Run. When the pay run is approved, the amber-coloured Pending message will turn to a green-coloured Approved message.