There are three parts of the process
1. Providing inputs like variable salary, leave without pay, overtime,
2. Running payroll
3. Confirming payroll and generating output files

Menu Path : EazeHR > Payroll > Payroll Run
Accessible to : Payroll Manager

1. Initialize the Payroll

In this section the Payroll manager is able to manage the complete process of running a monthly payroll.

- Select the company for which you want to run the payroll
- Review all the data for completeness
- Exclude some employees from this month’s payroll run
- Initiate a sub-process of running payroll for excluded employees

Select Company from drop down and press next. 

You can see the month for which payroll is to be run. If any employees have been excluded from a previous payroll run the option of running that payroll is also available.

If any essential data required for payroll run is missing then this section will show it in a table. This helps the Payroll Manager to go and update the inputs and complete the missing data. If for some reason the information is not available for an employee and payroll has to be run then that employee can be excluded from the run.

Click on "Run" to start the processing of monthly payroll. If your payroll currency different from country currency then system will ask conversion rate at this stage.

Enter the conversion rate and click on "Next".

2. Provide Monthly Inputs

This is the single most important step in the monthly payroll run. This is where the inputs of variable salary components and Adhoc Payments or Deductions are provided to the system.

There are two options to provide monthly inputs : Manual inputs & Excel upload

- Manual inputs: Enter the figure in the "Amount" column against the various heads mentioned in the table against each employee
- Excel upload: Download the excel by using " Download Excel" button. Fill in the details as per the mentioned format and the upload the excel, do not change the name of the excel sheet.

If any adhoc payment or deduction is to be made input can be given manually or through excel.

Click on "Next".

3. Validate Inputs for the Month

Validation involves validating two different type of inputs

- Leave information – Payroll is also used to deduct leave without pay (LWP) and to reimburse Leave Encashment, refer LWP deductions and Leave Encashment.
- Overtime - If overtime feature is activated then overtime hours will be picked up from time sheet for validation.

Click on "Next".

4. Run Payroll

Once the validation procedure is finished, the "Next" button takes the payroll manager to Payroll Run page, where by clicking "Run Payroll" button, the processing of payroll is completed.

5. Review of Output and Confirmation of Payroll

Once the payroll has been run the output of the payroll run is available as a salary register which has the salary details of all the employees. This information is visible on the page and can also be downloaded as a excel file. The file can be sent to the relevant authority for approval.

Additional features are available to you to check the output for accuracy.

1. Quick review of heads where the salary has changed beyond a certain percentage from last month. Using this feature on the page the Payroll Manager can quickly check if there are some unexpected changes in any salary head across all employees.
2. Alert on negative salary – Sometimes due to excessive Tax deduction or Loan recovery or Leave Without Pay deductions the net salary of an employee can become negative. These are rare cases and any instance of negative salary being generated is highlighted on the page. Any payroll which has negative salary in them cannot be confirmed.

If you observe some errors and have to cancel the payroll you can do so by clicking on "Reset Payroll" button. If the payroll run is cancelled then you can go back and change the salary structure, change monthly inputs, tax declarations or any other input which is causing the error.

If you do not want to reset the complete payroll you can also use the "Previous" button to go back by one step – this process can be repeated multiple number of times to go back to the first step also.

After you are satisfied with the accuracy of the output and you can confirm the payroll run. Click on the "Confirm" button to do it.