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Run Payroll Process

Jeremy
  • Updated

This article lays out the key fundamentals of Running Payroll on Buddy, including pre-payroll checks and key payroll action

Preparing for Payroll

Before Running your Payroll, it is recommended you:

  • You have updated all employees' information (changes in salaries, terminations, etc.)
  • Added and Approved Leave in Leave Management
  • If Timesheets are used for Processing, Import/Add Timesheets

Run Payroll

Pay Period Dates

At the top of the Run Payroll page, you can update some of the period dates.

Payroll_Dates_and_Cut-Off_Periods.png

It is strongly recommended to make these changes before saving payslips. 

For better understanding of each date, check out: Pay Period Definitions, Restrictions and Offsets

Actions

Under the Actions drop-down, you can:

Department and Employee View

When you click on Run Payroll, you will see a list of Departments.

Clicking on a Department name will open and show you the employees within that department, as shown in the following screenshot (e.g. Sales Department).

Run_Payroll_Department_View.png

By clicking  > arrow to the left side of the employee's name:

  • Base Hours, Pay Items and Weeks Worked on the left-hand side
  • Tax and Deductions, Net Pay, and Leave Detailed on the right-hand side. 

At the bottom of the department view, we are also being warned that 1 of the payslips has not yet been locked (i.e. we still need to Calculate & Save it). 

Filter and Search

Within the Run payroll page, you'll also notice:

  • a filter to Show Incomplete Payslips.
    Note that as soon as payslips are then saved, they will disappear from the filter
  • a search box
    You can search by employee name, id or reference

Run Payroll Filter and Search

Processing Timesheets

If you are using Timesheets, one of the early steps you can do is to Process Timesheets.

This will allow you to assign any underpaid hours as worked or leave hours, and process any overtime or allowances based on set rules.

More about these can be found in All You Need to Know About Timesheets.

Adding Basic Hours

The Base Hours can be added for part-timers with variable hours, or employees that have a setting which allows override.

Note that the Base Hours should include all base hours, i.e. Worked Hours + Leave Taken.

Adding Allowances and Pay Items

It is not uncommon to add other allowances during payroll.

This can either be done by:

Weeks Worked and SSC Contributions

The Weeks Worked section reflects the number of weeks the employee worked.

Social Security Contributions (NI) will be worked based on these checkboxes

Weeks Worked.png

For more information on the SSC calculation and Weeks Worked, refer to Social Security Contributions (SSC) Calculations

Saving Payslips and Previews

  1. Once you are done updating a payslip, click the Calculate & Save button
  2. Clicking the Preview button will open a Draft Payslip
  3. Click the Edit button to unlock the payslip and be able to edit.
  4. Click the Unprocess Timesheets (represented as the clock icon) to unprocess timesheets for a particular employee. This will allow you to process their timesheets again.

Do note that if a Payslip is saved, any changes to salary or tax settings will not automatically update the payslip. In such cases, it's recommended to Clear Payslip, refresh the webpage and re-save the payslip.

Concluding Payroll

Refer to Concluding Payroll and Understanding the Payroll Summary for an understanding of the process of:

  • generating reports
  • concluding payroll
  • understanding the payroll summary

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