Pay Run

Intro – Pay Run #

A pay run (often called a payroll run or running payroll) is the complete process of calculating, processing, paying employee wages or salaries and withholding taxes and deductions for a specific pay period.

Prerequisite #

Before you can start creating a pay run for your organization, make sure you have completed the following:

• Configured Pay schedule and Pay period. (using Pay Period)
• Assign employee to an appropriate pay schedule. I.e. assign salaried employees to Monthly pay schedule and assign hourly workers to Weekly pay schedule. (using Payroll Employee)

Create a New Pay Run #

• Go to Payroll on the left sidebar, and select Pay Run
• Click Add New button.
• The Pay Period dialog box will pop up, and you will need to specify the payroll type, pay schedule and pay period. You will receive an error message if neither the pay schedule nor the pay period is initialized. There are 3 payroll types in acci payroll.
  • Regular: This is the default payroll type for paying employees’ wages and salaries regularly based on a defined pay schedule. Employees can be paid via a regular pay run only once per pay period. When regular type is selected, all employees in the specified pay schedule are included on the pay run. Please note that all time accrual such as vacation accrual is processed only by regular payroll.
  • Off-Cycle: Any additional wages not included in a regular pay run must be processed through an off-cycle pay run. Off-cycle payroll can also be used to correct any mistake made in a regular pay run, and there is no limit to off-cycle pay runs per pay period. When the off-cycle type is selected, the system will display a list of employees from which you can select one or more for payment.
  • Termination: To process the final pay for employees leaving the organization. This includes handling their last paycheck, unused vacation hours and severance pay. You can issue a termination pay run for only
    • the employees that marked as terminated in employee record
    • last pay date preference set to “Pay on given date”
    • if last pay date preference set to “Pay as per the regular pay schedule” then the last paycheck of the employee is processed through the regular pay run.
    • use Employee app, under termination tab, to set the Terminated attribute and Last pay date preference.

• Pay Run Header

  • Pay Date: For regular payroll, the pay date is initially set to the date defined in the pay period. You may change it if needed.
  • Payroll Type, pay schedule, pay period and Pay frequency are read only fields because they are selected in the ‘Add New’ dialog.
  • Draft: Mark the unfinished pay run as draft. No ledgers posting will occur for it.
  • Cash/Bank Account: Select which account to use for payment. If any employees’ payment method is direct deposit, make sure the selected account has been set up in ACH Settings.
  • Total Net Pay: This is the cumulative sum of all paychecks issued. It is a read only field.

• Paychecks Tab

  • This tab shows a list of employees’ paychecks, including all important payroll data such as earnings, taxes, deductions, and net pay. Sum of net pay equals the Total Net Pay amount shown on the header.

• Paycheck Detail

  • To view or edit paycheck detail, under the paychecks tab, click or tap the pencil icon. Paycheck detail page shows number of tabs like earnings, taxes to time accrual. Note that paycheck information belongs to the employee you selected.
  • Employee Name. It is a read-only field.
  • Pay period. This is a read-only field indicating the pay period for which the paycheck is issued.
  • Payment Method: Select employees’ preferred payment method, including cash, check, direct deposit. Our ACH / Direct Deposit feature can generate ACH file that allows you to submit it to any bank offering ACH service.

• • Earnings tab.

    • This tab lists all earnings the employee is entitled to. Users cannot add more lines for additional earnings here, as new earning type must be added by Payroll -> Earnings.
    • Salary: A salary line won’t appear for hourly workers, nor will a regular wage line appear for salaried employees.
    • Hours: The system collects hours worked from employee-entered timesheets and populates them into regular, overtime, and double-time hours. You may override these values if needed.
    • Commission is calculated by the system based on sales data from the pay period and the commission rate as specified within the applicable commission plan, including its tiers. You may override these values if necessary.
    • Paid time off / Vacation Pay / Sick Pay: Enter the hours to calculate the earning amount. To pay out accrued time, enter zero (0) in the hours field and input the amount directly.
    • Severance Pay: This is used for termination payrolls or paid to terminated employees.

• • Employee Taxes tab.

    • This tab lists all taxes the employee is subject to, such as federal income tax.
    • The system calculates the tax amount based on the applicable tax bracket for the tax year.
    • For social security or Medicare tax, system uses employees’ tax rate defined in Payroll Tax app. You may override either tax rate or calculated tax amount if necessary.

• • Employee Deductions tab.

    • This tab lists all deductions the employee is subject to, such as 401k.
    • The system calculates the deducted amount based on employees’ contribution rate defined in Benefits app. You may override calculated amount if necessary.

• • Employer Taxes tab.

    • This tab lists all taxes the employer is subject to, such as FICA tax.
    • System uses tax rate defined in Payroll Tax app. You may override either tax rate or calculated tax amount if necessary.

• • Employer Contributions tab.

    • This tab lists all benefits the employer is subject to, such as 401k.
    • The system calculates the contribution amount based on employers’ contribution rate defined in Benefits app. You may override either rate or calculated amount if necessary.

• Click Save