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You can best see this as a workflow that helps your clients and you as a payroll processor with a streamlined process.
Through this payroll progression, we have automated a number of steps in the process.
Set up
To do this, go to settings and then to the tab Pay cycle workflow.
- First, set the fixed payday and indicate what to do if this payday falls on the weekend, do you pay before or after. If a customer has a different payday in December, you can set this separately for a different payday for the last period of the year.
- Then set a deadline, how many days before payment must the changes be submitted at the latest.
- Optionally, create a checklist of steps you need to take, checks for example, before you offer the payroll run to your customer for checking. You can set this checklist at the highest level and copy it using the slider, you can also deviate from this per customer. Then slide the bar to the left as shown in the image. Note: if you slide the slider to the right again, the standard list will be shown again, the customer-specific list will be overwritten.
The process
On the set deadline, an email is sent to the company managers. Once your client has submitted all their changes, they can mark this step as completed. This is step 1.
You, the payroll processor, will then receive an email that the changes have been delivered. Via that email you will reach step 2 with 1 click. Here you will go through the optional predefined control list. At system level you can set controls that apply to each company, you can deviate from this per customer. After you have done all the control steps you mark as completed and the customer automatically receives an email.
The customer receives an email and with 1 click he enters the screen below. If the customer has not responded after 2 days, so has not approved or rejected the payroll run, a reminder will be sent automatically. Via this step, a customer can also click directly to the pay slips of the payroll run to check them. The customer can then approve or reject the payroll run. In case of rejection, a comment is required. If the customer rejects the payroll run, a new workflow is started which starts at step 2 above.
If approved, the customer will receive the message below and can download a SEPA for salaries directly from here. This SEPA automatically includes the set payday.
A total overview of the payroll runs, including the number of times it was rejected, can be viewed via the left menu payroll progress. In the image below, the payroll run was only approved for the 3rd time.
