Payroll and benefits

A payroll calendar defines the entity, country, currency, frequency and cutoff days. Each employee connects to a calendar. Payroll Admin selects a calendar and creates a run with period start, period end, pay date and run type. Regular, off-cycle, Retro, Correction and Bonus identify why the run exists. The run carries employee count, gross total, net total and status, so reviewers can see the result for the period before it is posted or paid.

Pay statements belong to both a run and an employee. The statement identifies its period, payment method, currency, gross pay and total deductions. Pay statement lines divide the amount into Earning, pre-tax, post-tax, Tax and Employer categories, with code, quantity, rate, amount and jurisdiction where relevant. Payroll Admin can trace a total back to a line and an employee. That trace is especially important when overtime, a benefit contribution or a correction changes a person’s result.

• Calendar. The schedule and cutoff rule group employees into compatible pay periods.
• Run. A payroll run holds the dates, type, approval point and aggregate totals.
• Employee detail. Statements and lines explain each employee’s pay; benefit enrollments identify the selected plan and contributions.

Agree who maintains base salary, pay grade and employee calendar assignments. Confirm each entity’s currency and pay frequency before creating a first run. Decide who reviews employee eligibility, approved overtime, leave and benefit enrollments at cutoff. Benefit plans include country, employee class, effective dates, carrier and contribution percentages; the enrollment adds a coverage tier and employee and employer amounts. These records should be checked against the pay statement lines for the same period.

The run’s pending approval state is the point for a human review of gross and net totals and individual outliers. The approver is recorded on the run. Once Approved, Payroll Admin can record Posted, Paid and Closed in sequence according to the operating procedure. The app stores the status and dates; banking and payment execution should be established as a separate connection. An off-cycle correction should carry its own run type so the normal cycle remains explainable.

Choose an employee with a benefit enrollment and approved overtime. Confirm the employee’s calendar, entity, currency and base salary. Open the selected run period and inspect its pay date and type. Check the employee statement for matching period dates. Review the earning, deduction and tax lines, then reconcile the statement’s gross and deductions to the run totals. Ask the approver to inspect an unusual change before recording Approved. After the pay outcome is confirmed, check the run status and the employee statement status together.

• Pay run register — Run dates, calendar, type and totals across the payroll cycle.
• Payroll approval inbox — Periods waiting for a pay decision.
• Pay statement detail — Employee pay components grouped under each statement.

See payroll cycle for the run handoff and time and leave for its inputs.