Complete Pay Run Best Practices and Process Overview

USE CASE: Best practice for setting up, completing, processing and revising a pay run


BEST PRACTICES:

Generally speaking it is always a good precaution to ensure the Entitlement and Group Authorization is processed before running pay - this way users ensure that all updates are reflected in Entitlement and committed to memory by Group Authorization. 


Boards/Districts should put emphasis on cross-departmental communication leading into pay runs to ensure that both HR and Payroll have processed all of their changes in a timely manner. This can look like, but is not limited to, the following; 

-Ensure all HR changes are completed in advance of the pay run period

-Ensure that all relevant Timesheets have been entered (if applicable)


Below is an embedded link to an article that covers Procedural Overview, Change Management and Health Check to ensure a successful PAY 2 PAY process

PAY2PAY Best Practices: https://support.edsembli.com/en/support/solutions/articles/8000115644-pay2pay-process-best-practices-guidelines


Should a board process Entitlement > Group Authorization and the proceed to Schedule Groups and Run Pay but be unsatisfied with the results, Abort & Rollback Pay and be used to revert the pay state and allow for boards to process any additional changes. 

Once this is complete, boards can again process Entitlement > Group Authorization > Schedule Groups > Pay Run until satisfaction with the Pay Register. 


PROCESS OVERVIEW

PAYROLL > PAY PROCESS > PAY RUN MENU > ENTITLEMENT

**Change the ‘Submit?’ indicator on desired groups from N to Y > Save**


Entitlement is necessary when; 

  1. Compensation > Salary change
  2. Any significant change to Position 
    1. End Dated, FTE/Hours change, etc
  3. Compensation > Allowance changes
    1. New allowance, rate change
  4. Benefits changes
    1. New deduction amount
  5. Anything which updates 'Authorized?' indicator = N


PAYROLL > PAY PROCESS > PAY RUN MENU > GROUP AUTHRORIZATION

**Change the ‘Group Authorization’ indicator on desired groups to P > Save**

Note: Employee Groups with 'Y' in the indicator do not currently need to be Authorized. 


Group Authorization is to be completed if you ran entitlements and you agree with entitlement adjustments

  1. You approve the Entitlement calculations by running this 
  2. This commits the Entitlement adjustment amounts to system memory
    1. Changes Authorized Indicator from N to Y under Position & Assignment and Salary & Allowances


  1. Even if Entitlement was 0, Group Authorization is still required 
    1. This does not mean there is no change to commit to memory

Important Note: This does not mean however that other things do not need to be authorized - like deductions. These may not show any dollar amount on the Entitlement report but still need to be authorized in order to be processed for pay. 


PAYROLL > PAY PROCESS > PAY RUN MENU > SCHEDULE GROUPS

**Change the Indicator on desired groups from N to P > Save**

  1. Next Pay Numbers for each group
    1. Pay Periods can vary as some groups are paid up to date, and Timesheet groups are paid in arrears 
  2. Pay Run type, Pay Dates and % of Salary for each Pay

 

PAYROLL > PAY PROCESS > PAY RUN MENU > PAY RUN

**Employees can toggle Yes or No to the various options before choosing Sort Order > Submit**


PROCESS > QUEUED

**Users can Monitor In-Progress reports and other scheduled process here**


PROCESS > COMPLETED > PAY RUN

**Successful checkbox indicates a completed pay run**


Choose Successful Pay Run Process to view Subsequent Process Details, Reports and any Errors (if applicable)

**Process Details, Outputted Reports and Errors (If Applicable) are available here**


PROCESS > COMPLETED > PAY REGISTER REPORT

Verify employee amounts under Pay Register report


Users can navigate to Employees using Locations Code

  1. Full display of Earnings / Deductions / Board Shares (taxable benefits)
  2. Most effective method of sorting is by searching Employee Name/Number
  3. At the end of the Report is the GROUP TOTAL amounts


PAYROLL > PAY PROCESS > POST RUN > ABORT & ROLLBACK PAY

Users should run Abort and Rollback Pay Run when they find issues that should be corrected in the Pay Register. 

  1. Make changes
  2. Entitlement if necessary
  3. Group Auth if necessary
  4. Then run Schedule Groups > Pay Run again > Review


PAYROLL > ACCOUNTING > REPORTS > INVALID ACCOUNTS

**Good Practice to run before confirming the pay run**

 



PAYROLL > PAY PROCESS > POST RUN > CONFIRM THE PAY RUN

Users should confirm the pay run when satisfied with the ENITRE Pay Register. 

**The Pay Run is now completed and Confirmed**


PAYROLL > CHEQUE PROCESS > RUN CHEQUES & EFTS

Note: This is point where data moves to the Employee Portal. 


PORTAL > PERSONAL > PAY STUB


PAYROLL > CHEQUE PROCESS > EMPLOYEE PAY STATEMENTS

Users can navigate here to view this data within HRP. 

At this point, the EFT File is ready to be uploaded to the Bank

 

PAYROLL > ACCOUNTING > ACCOUNT DETAIL REPORT

This process is to be run once payroll is done

  1. Finance can allocate everything to correct GLs

This report will contain along of the details that the Finance GL Account Posting would contain.

  1. Users, Amounts. GL Account


PAYROLL > ACCOUNTING > PRE BAS LIABILITY ACCOUNT UPDATE

This background process is used to create entries in the accounting transaction file and update the accounting table with liability codes for Tax CPP and UI specified for each Revenue Canada Code. 

IMPORTANT NOTE: This process must be run before CREATE BAS FILE to ensure the correct Liability Account Codes are used for TAX, CPP and EIC if you have entered Liability Account Codes in PAYROLL > BOARD > REVCAN CODE, EI REBATE, LIABILITY ACCOUNT 


PAYROLL > ACCOUNTING > CREATE BAS FILE

If customer uses edsembli FIN they can Generate BAS File in HRP and then obtain the Data Files for Finance Import. 


This imports all the details into FIN system where you can break down each GL to see further details.