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You have now reached the stage where the pay can be calculated. The screen displays the list of all your 2 weekly paid employees. If your employee list is too long to be viewed, click on the Next option, provided below to view the rest of the list. Click on the Previous option to come to the preceding screen.
There are two approaches to running your pay on this service.
Timed Basic Approach: In this approach the Basic Pay of an employee is paid according to the actual number of hours, days or units of work shown on the employee's timesheet. If the employee has paid Holiday pay, Overtime Pay, and SSP payment, bonus etc., you will pay these items on top of the Timed Basic Pay.
Full Basic Approach: In this approach the Basic Pay of an employee is always shown in full and any unpaid absences are deducted from this amount as appropriate.
Our service allows you to process the employees' pay using both the Timed Basic Approach and the Full Basic Approach together at the same time.
To start the payrun, select the appropriate pay period to be processed. The default Processing date will always be determined by the current calendar date. Once the pay period is selected, employee payments and deductions should be entered/adjusted. Select the employees for whom you wish to process the pay and continue with the payrun process.
Please note, if you can also process pay for your former employees in the similar way as you do for your normal employees if you have any.
Please note the following points:
An Employee's pay cannot be backdated before previous YTD updates i.e., once the employees YTD values have been updated in a period, you cannot go back to a previous pay period for that employee to run the pay. For example, if an employee's pay has been processed and updated in period 5 you cannot now go back and process the pay for period 4.
In addition, if the pay has already been run and the YTD values updated in a period, you cannot rerun the payrun for that period. For employee's, only one YTD update is allowed per pay period, For example, An employee's pay has already been run and updated in period 6. If, by mistake, the employee was ticked for a second time to rerun period 6, the program will prevent the period from being re-run and an error message will be displayed.
For any employee, pay periods can be missed out/skipped, For example, the pay can be processed and updated for an employee in month 4, then not run in month 5, and then run and updated again in month 6.
Once the pay has been processed and the YTD values updated in one Pay Period the calendar will not automatically update to the next Pay Period. It will instead return to the default Process Period, For example, if you ran and updated the YTD values in Period 4, the calendar will not then automatically update to Period 5. To run the pay for Period 5 you must go to Reset if to process other pay period and select Period 5 from the drop down selection.
Payrun > 2 Weekly
Whichever tax week contains the last day of the pay period will be period number shown, For example, assuming today is the 15/04/2024 (Monday). A company's pay period run from Friday of one week (19/04/2024 in this case) to the Last Thursday of the following two weeks (25/04/2024 in this case). The default pay period shown will be 25/4/2024. The default pay period number will be 2 because 15/04/2024 falls within week 2.
Please note the tax year always starts from 6th April of one year and ends on 5th April of the consecutive year, which cannot be changed. By default, the pay period for 2 weekly paid employees is set from Friday of one week to last Thursday of the following two weeks in our application.
You can change the pay period if our default setup doesn't match with your pay period. To change the pay period go to chart of setup and set the pay period according to your requirements.
Please note, the payroll does not have to be run and updated for all employees each Period. The pay can be run for individual employees, or a batch group of employee's. You can simply select the employees you want to run the payroll for by ticking those employees check boxes. If required, you can at a later date, run the payroll for any employee you missed out previously.
When selecting a Process Pay Period date you should bear in mind that employee's pay cannot be backdated before previous YTD updates. Once the YTD values have been updated for a period, you cannot go back to administrate the pay for this employee in a previous pay period. However, for any employee, pay periods can be missed out/skipped, e.g. the pay can be processed and updated for an employee in week 4, then not run in week 5, and then run and updated again in week 6.
Hours/number and rate amounts for Basic pay may be entered or changed at any time. If the employee is paid a fixed wage, i.e. £200 per week, it is also possible to enter this by entering 1 in the Hours/No column and £200 in the Rate column. Basic pay is always recurring i.e. once entered and saved it will automatically re-apply to each subsequent pay run until changed or cancelled.
Overtime is entered directly on the Payrun page for each employee as appropriate. It can be entered or changed at anytime and can be entered as an hours and rate figure, or as a consolidated figure. Please note, Overtime is non-recurring i.e. once this pay run is run and updated the Overtime figures will be zeroed on the pay run screen.
To enter overtime pay with two or more different rates, click on the Enter link under the Other Payments section for the respective employee. In the Other Pay Items section, select Overtime 1 and enter the rate, amount, etc. Click on the Save button to store the entry.
If you need to create another rate of Overtime simply create another pay item by going to the Basic & Other Payments Setup under Chart of Setup.