How to Close Payroll?

Managing payroll is a crucial task that demands precision and efficiency. This article will guide you through the process and strategies needed to seamlessly prepare and run your payroll on a weekly basis, making it a manageable and error-free aspect of your weekly routine.

Essential Checks Before You Close Weekly Payroll

1. Before you can close your payroll for the week, you must ensure the information in the Week Details screen is correct and up to date. Please review this information carefully before proceeding to the next step. 
   ➡️ For help updating the Week Details Screen, click here! 
2. Ensure that you have set any leavers for this week before proceeding with the next steps. The leaving date can only be set in an open payroll in the last two weeks. This will create a holiday, bank holiday and lieu shifts to pay out any balances. 
   ➡️ For help setting your employee as a leaver, please click here! 
3. Once you are satisfied with the hours and additional payments being paid out for that week for your employees you will need to ensure that the overall daily sign-off has been completed for each day of the week. You can see an overview of this on the Sign-Off Monitor. 
   ➡️ For help using the Sign-Off Monitor, click here! 

Steps to Process Payroll and Close Out the Week 

• Once your daily sign-off has been completed in full for the week, you can access the Payroll Data for processing.

Navigate to "Week Costs" using the mega menu.   Open the Payroll Data tab, from the headers along the top of your view.  Change dates to the previous week using the calendar function in the top left of your screen.
Download the Time Sheet Audit. This will show all hours worked/rostered to be sent to payroll.

• You will be directed to the Timesheet Audit Preview File screen, where you can see the progress of your download. This will also provide a breakdown of the site name, period start and end dates, payment frequency, file created at and file updated at time and date stamps for your reference. 

• Once generated, click "Download Timesheet". 
  ➡️ For more information about the Time Sheet Audit, click here! 

Now that you have downloaded the Timesheet Audit you will be able to generate and download the payroll export which is located under the Timesheet Audit Report.

• You will be directed to the Payroll Export screen, in this example, we are using MicroPay as an example of a payroll system.
• This will also provide a breakdown of the site name, period start and end dates, payment frequency, file created at and file updated at time and date stamps for your reference. 

• Once the export has been generated, an button will appear. Click on the "Export" button  

• Do NOT open the file as it may alter the data
• Follow the steps in Payroll Software to finalise payroll

Lastly, if you wish you can download the Cost Analysis file for reference.