Pre-Payroll finalisation checklist

To make sure that your pay run is as accurate as possible, we have created this list of steps to follow when getting ready to finalise your payslips for a specific period:

• Check if there are any employees that are not in a pay run.

• Add employees to a Pay Run (if applicable).

• Check for missing Employee Personal Information and add it.

• Create rate overrides for new employees (if applicable).

• Check if there are terminated employees in the Pay Run.

• Remove terminated employees from a Pay Run (if applicable).

• Check the Employee overview report for any exceptions.

  • Process any leave on the overview report that is needed.

  • Check for any long term leave.

  • Check for any Overtime/Short time adjustments.

  • Check if any clock in's or outs are missing.

• Add any once off payments or deductions to employees.

• Load any loans or savings not yet loaded.

• Pay out leave for terminated employees (if applicable).

• Terminate employees (if applicable).

• Generate reports.

• Generate the payslips.

• Generate the bank transfer file.

• Finalise the Pay Run.

• Generate the EMP201 and UIF Declaration.

Check if there are any employees that are not in a pay run.

Employees can quickly and easily be added to the system at any time and they will be clocking in and out without the payroll administrator necessarily knowing that they have been added. It is essential that you keep up to date with new employees to make sure that they are included in your pay runs and that they get paid correctly. The easiest way to check if there are any employees loaded that are not in a pay run is by following the below steps:

1. Navigate to Payroll.

2. Select Employees.

3. Click on Filters.

4. Click on Pay run templates.

   1. Select the blank option:

      

      Filter for no Pay Run Templates
   2. Any employee that does not have a resigned icon (the yellow triangle) on the left hand side should be moved into a pay run in order to get paid this period.

      

      Check for any employees without the yellow triangle

Add employees to a Pay Run (if applicable).

Kindly refer to this section in our help file that will assist you with the steps to add the employees.

Check for missing Employee Personal Information and add it.

Kindly refer to this section in our help file that will assist you with the steps to download the EPI sheet, what information needs to be in each field and how to import the sheet back into the system.

Employee details can also be added to individual employees, refer to this section for the steps.

Create rate overrides for new employees (if applicable).

Kindly refer to this section in our help file that will assist you with the steps to override an individual employees rate.

Check if there are terminated employees in the Pay Run.

Employees that have been terminated and received their income in the previous period will need to be removed from the current pay run to ensure that the employee does not have any amounts processed for them.

1. Navigate to Payroll.

2. Select Employees.

3. Click on Filters.

4. Click on Employment Status

5. Tick all the employment status's that are not "Active':

   

   All inactive status's need to be selected
6. The list of corresponding employees that have payrun templates linked to them will need to removed form the applicable pay runs.

If you have terminated someone in this period before this step - please make sure that you don't remove them from the pay run if they still need to be paid during this periods run.

Remove terminated employees from a Pay Run (if applicable).

Kindly refer to this section in our help file that will assist you with the steps to remove employees from a pay run.

Check the Employee overview report for any exceptions.

Add any once off payments or deductions to employees.

Kindly refer to this section in our help file that will assist you with the steps to add and remove templates to employees either individually or in bulk.

You can also refer to this section that will help you to import templates and values.

Load any loans or savings not yet loaded.

Kindly refer to this section in our help file that will assist you with the steps to add loans.

Kindly refer to this section in our help file that will assist you with the steps to add loans.

Resign employees (if applicable).

Please refer to this section to resign and schedule leave payouts for employees: Employee Resignation.

Generate reports.

Kindly refer to this section in our help file that will assist you with the steps to generate your basic payroll reports.

Generate the payslips.

Kindly refer to this section in our help file that will assist you with the steps to generate the payslips.

Generate the bank transfer file.

Kindly refer to this section in our help file that will assist you with the steps to generate the bank transfer file.

Finalise the Pay Run.

Kindly refer to this section in our help file that will assist you with the steps to finalise the pay run.

Generate the EMP201 and UIF Declaration.

Kindly refer to this section in our help file that will assist you with the steps to generate your Statutory reports.