Default Company Set up
If you have a standard set of tasks that you would like to apply, as default, to each company where you intend to use Payroll Run Control, then this can be easily configured in Default Company.
The execution date for the majority of payroll tasks will revolve around the Processing Date. The default Processing Date for a company can be set in Default Company > Calendar. This value can be seen in Company Maintenance > Calendar tab once the company has been set up.
The Processing Date is used as a relative point of time within a payroll run. E.g. the payroll run may open 5 days before the Processing Date to allow for any new starters, leavers, etc. to be entered. Whereas payslips may be scheduled for 2 days after the Processing Date to account for any changes or second payments.
The 'Enable Payroll Run' checkbox will switch the feature on, allowing for auto-creation of new company tasks, within the current section. Payroll run tasks can only be altered once this has been ticked.
Once payroll runs have been enabled tasks can be added for each pay frequency. Currently, Payroll Run Control operates on the basis of one payroll run per pay frequency, per pay period. Each set of tasks per pay frequency can be adjusted via the tab system (see below).
Tasks can be added by selecting one or many from the list on the left hand side and clicking 'Add Task'. Once tasks have been added you are able to alter their order within the payroll run with the 'Move Up' and 'Move Down' buttons. Some tasks must occur in a certain order, hence the software will not allow you to move some tasks before others and vice-versa.
Tasks can be removed with the 'Remove Task' button; the exception being 'Open Payroll'.
The processing date for each task can be altered by clicking on the date for that task within the 'Processing Date' column of the table (above). A date can then be selected using the date time picker.
In the top right corner is the 'Create Payroll Runs' button. This gives you the opportunity to set all payroll runs, using your new definition, to any companies within the current section that do not have Payroll Run Control configured. The task dates will be set up based on the Processing Dates configured in Company Maintenance. Important! Due to this, we advise that customers ensure that they have reviewed the processing dates in each company in advance of using this 'set all' feature, as there is no way of undoing this process.
To enable payroll runs for an existing company go into Company Maintenance > Payroll Runs and click the 'Use Payroll Runs' button.
Once payroll runs have been enabled the Processing Date field will be visible in the Calendar tab.
The processing date for each pay frequency can be set here which will be used for configuring the payroll run and tasks. As with Payslip Date the dates can be generated for each period. They can also be edited on an individual basis.
Once the Company Maintenance settings have been configured a Payroll Run can be added by clicking the Add New button.
This will bring up the Payroll Run Creation Wizard.
N.B. Only pay frequencies which are in use by the company can have payroll runs associated with them.
Select a Pay Frequency and the Starting Tax Period. Click 'Next'. Tasks can now be set up within the payroll run.
Tasks can be added, removed and their order can be changed. The processing dates can be altered for each task by clicking on the existing date and selecting a date within the date time picker field.
Once added a payroll run can be edited or removed.
The Payroll Run Dashboard can be accessed from File > Payroll Run Dashboard.
The dashboard allows the person managing payrolls to have complete oversight of all activity in one location.
The status fields for the payroll run will change colour during different points of the process, which can also depend on how close to the close date the task is. For example, the task due date will become red when overdue.
The dashboard contains filtering options at the top of the screen which can be used to narrow down results. You are able to edit payroll runs from this view as well by selecting a payroll run and clicking the 'Edit' button.
The new Payroll Run Control feature will be able to update the status of payroll activity automatically as tasks are being completed through the normal day to day processes. However, there are occasions where it may not be possible to determine if a task has been fully completed, at which point it will be necessary for the person running the payroll to mark the task as complete. This can be achieved by clicking the 'Mark as Complete' button on the main screen.
Once all of the tasks have been completed for the current payroll run the user will get a prompt to start the next payroll run. This will generate the next payroll run for the following period along with all of the corresponding tasks.