Automating pay runs allow users to not have to perform the pay run action themselves. Rather, the system does it automatically in the background. You can choose what components of a pay run you want automated and what components still require manual intervention.
To set up an automated pay schedule, go to Payroll Settings, Pay Schedules, and click on the applicable pay schedule to view the pay schedule settings. Click on here to commence the setup wizard.
This screen details the pay run dates and timesheet import options. The details for each setting are as follows:
Note: There may be a time delay as to when the pay run is finalised due to volume/size of the pay run. For example, if you have scheduled the pay run to be run at 3pm, this does not mean the pay run will be finalised at 3pm.
Click on "Next" to then proceed to Step 2.
In this screen you can select the pay run warnings that will stop the automated pay run when triggered. Manual intervention will then be required to finalise the pay run. A detailed explanation of each pay run warning can be found here. By default, all pay run warnings will be selected (unless you have already deselected any pay run warnings from the pay schedule setting). If there are pay run warnings you do not want causing the automated pay run to stop then deselect them. Any warning that is selected will cause the pay run to stop.
Only the following warnings will stop an automated pay run:
It is important to note here that special attention should be made to what warnings are selected or not as it may have some impact to the pay run, specifically leave and expense requests. This article discusses how leave and expense requests are treated in automated pay runs.
The other setting on this screen is to select the users that will need to be notified:
The only users that can be selected are those with full access permissions within the business from the pre-configured list (i.e., you cannot manually add a user in this field). The reason for this is that the email notifications sent include a link to the pay run and only full access users have the ability access pay runs. To select a user(s) from the pre-configured list, click within the field so the list appears. From there, click on each user you want to receive notifications.
Click on Next to then proceed to Step 3.
In this screen, you will configure the level of automation for each component involved in finalising the pay run.
If you keep the default setting, all other components will need to be processed manually. The users (select in the previous step) will receive an email advising them the pay run is ready to be finalised. If, instead, you select the Finalise Pay Run immediately option, the following additional finalisation options will appear:
This section is purely a summary of all selected settings. This gives you the opportunity to review all choices. To make any changes, click on Previous until you get to the relevant screen that requires a change. You will then need to click on Next until you get to the last screen and then click on Complete to finish the setup.
You must click on Save to ensure the automated pay schedule settings are saved.
If you no longer want a pay schedule processed automatically, you will need to stop the automation. This will basically remove all automation settings and cannot be retrieved thereafter. To stop, and thereby delete, the automation of the pay schedule click on Stop (refer to above screenshot). You will then be asked to confirm you want the automation deleted.
Click on Delete and then Save: this will remove the automation for that pay schedule.
If you want to pause the automation of a pay schedule, say because you need to create a pay run for that pay schedule manually, click on Pause, and then Save. You will see there is now a Resume option in the pay schedule. You will need to click on this when you are ready to commence the automation again.
Note: There will be no automated pay runs processed for that pay schedule whilst the pay schedule is in pause status.