Getting started with Payroll
What to set up, in order, before the first payroll run.
Before you begin
Payroll reads from HR. Employees must be activated in HR with an active contract, a bank account with a valid IBAN, and a pay group assignment through contract currency or named membership. Without a payroll permission, even HR managers cannot see salary figures.
You need people in at least four roles, because the system refuses one person doing both sides of a control: a configurer, a rules approver, a run preparer and an approver, plus Finance to post.
Set-up order
- Create the rule package. Go to Payroll > Configuration > Rule packages and click New package. Enter the code, name, effective date, legal source reference, net pay ledger account and part-month basis. For a test company you can click Install DEMO package. See Rule packages, elements and rules.
- Add pay elements and rules to the draft package, then have another person with payroll.rules_approve approve it.
- Create a pay group in Payroll > Configuration > Pay groups. See Pay groups and pay periods.
- Create pay periods in Payroll > Configuration > Pay periods, with the input cutoff and the pay date.
- Create a settlement policy if you will pay leavers through Payroll. See Settlement policies.
- Check eligibility. Go to Payroll > Pay inputs > Eligibility and click Check eligibility. Fix anyone shown as Blocked, for example no bank account or invalid IBAN.
- Assign roles in Administration. Keep these pairs on different people: preparer and approver, payment preparer and payment releaser, configurer and rules approver.
- Create the first run. See Create, freeze and calculate a run.
Permissions
| Permission | Allows |
|---|---|
| payroll.view | See the screens and reports |
| payroll.prepare | Create runs, freeze, calculate, raise payment instructions, enter inputs |
| payroll.approve | Approve runs, inputs, acknowledge exceptions, void adjustments |
| payroll.post | Post to accounting |
| payroll.pay_prepare | Prepare payment files |
| payroll.pay_release | Release files to the bank |
| payroll.settlement_review | Sign off specialist review of final settlements |
| payroll.configure | Packages, groups, periods, policies |
| payroll.rules_approve | Approve packages and policies |
The Access review flags a conflicting combination, and the company can choose to refuse it.
Company switches
Under Administration > Applications > Payroll an administrator can switch off Pay adjustments, Final settlements, and Payment instructions and bank files. Payroll runs and payslips are always on. Field rules: Pay input source reference, Input cutoff date and Settlement policy Arabic name can be Required or Hidden. Changes are proposed by one administrator and approved by another.
Good to know
- Do not use the older portal payslip generator and this module for the same month. The run blocks an employee who already has a published or paid portal payslip for the period.
- The shipped package is for demonstration only.