Settings

Setting up payroll cycle

The set up of the payroll cycles should only be done once. It typically reflects the payroll cycles of the company (e.g. fortnight, monthly).

To set up your payroll cycle, you will need four types of information: the cut-off dates, the paid dates, the types of employees that are part of the cycle and the frequency. 

The cut-off date

what is the first day of the pledges in scope? For example, if your donations are monthly and you want to process any donations of that month (from the first day to the last day of the month), then your cut-off date is 01/01/2019

The paid date

What is the official paid date of your cycle? Typically, employees are paid a few days after the cut-off date. For example, in the scenario above, you could set the paid date to 05/01/2019 

The types of employees

Do your employees have different payroll cycles? This is where you can select all the employee types in scope for this payroll cycle.

The frequency

Are you employees paid monthly, weekly, fortnightly or twice a year?

How to set up payroll cycles

• As a Payroll Admin, click on “Settings”.
• Add a new payroll cycle by clicking the “+” sign in the top right corner. 
• A pop up box will open. Set the Status to “Active”. Select the cycle frequency, cut-off date, paid date and relevant employee types for that cycle frequency. 
• Click “Save” to save your payroll cycle. 
• Repeat this process for additional payroll cycles. 

Triggering pay runs

Note: This will only be available for active payroll cycles. 

The platform will automatically trigger pay runs. However, pay runs can be manually triggered by using the “Manual Run” feature. 

This feature is used if you need to manually trigger the payments that have been added by payroll. This is particularly useful if you need to reconcile donations that have not been processed at the right time and are causing data discrepancies. In other terms, the manual trigger allows you to go back in time and process the donations selected as if they were being processed at the time you specified.

You have two different kinds of pay runs: the Test and the Manual Run. 

Test runs 

They doe not process any donation but will tell you how many donations would be processed if you click on Manual Run with these types of payments (Cycle Frequency, Payment Date, Employee Types). This allows you to verify the number of donations that will be triggered before you actually do it. 

Manual Runs 

Manual Run will processed the donations at the dates specified.