What's covered in this guide?
Check payroll readiness
The Central Pay Validation Report (Reports -> Compliance -> Central Pay Validation Report) is a helpful tool to check if there are any issues that should be corrected before running payroll. You can select Configure Checks to determine which validations should block actions, simply be a warning, or disabled entirely.
The Central Pay Validation Report covers the entire suite of validations. If you want a more targeted report, The Individual Pay Validation Report (Reports -> Compliance -> Individual Pay Validation Report) can be targeted for specific checks. It also includes a pre-built US Payroll Readiness option that already includes all the validations that will affect payroll from being run, like missing W-4s or I-9s.
Finalize timesheets in Workforce
At the end of each pay cycle, ensure all timesheets for the period are finalized. This includes:
Approving timesheets
Approving or declining time off requests
Correcting any necessary pay validation errors & warnings
Once timesheets have been finalized, navigate to the Timesheets tab and click the Preview Export button.
Review any export errors or warnings, confirm total hours and wages, and click the Create Pay Run button.
Once successful, you’ll see a confirmation screen, and can navigate to Workforce Payroll. If there are any errors, the screen will list out what went wrong/needs to be fixed.
Post a pay run
When you have clicked the link to the pay run, you will see a draft pay run summary that includes:
Total Payroll
Net Pay
Employee Taxes
Employer Taxes
Withdrawal Amount
As well as individual pay stub information for each employee
To post the pay run:
Enter the correct payment date
Review details of the pay run including earnings and taxes
Correct any errors that may display (e.g. missing bank details)
If paying staff for the first time, double check all their information is correct
Mark any individual pay stubs as manual payments outside the system (See the relevant help guide for more information)
Click the Post Pay Run button once finalized
Email pay stubs
Once a pay run has been posted, the option to Email Pay Stubs will become available.
Clicking this button will send an electronic copy of an employee's pay stub to the email listed on their profile in Workforce.
Once pay stubs have been sent, a confirmation message will appear at the top of the pay run.
Note that pay stubs will always show up in the employee's mobile app on the payment date, whether or not you emailed them to the employee.