Final pay

Payroll Admin works from payroll runs, pay statements and pay statement lines. The run has a period, pay date, calendar and approval status. A statement links a worker to the run; its lines identify earnings, deductions and tax entries. Benefit enrollments, time and leave records supply context for the review.

A departing employee may have a current record, a dated employment change, an exit checklist and a payroll statement. Review the links between those records before treating one status as the whole answer. The manager and HR Business Partner should be able to identify the next owner from the assigned task and its due date.

• Person. Keep the employee identifier and current manager with the departure record so the work is attached to the right worker.
• Date. Use the effective event date and task due dates to distinguish future work from overdue work.
• Result. Record the status and supporting evidence on the record where the work occurred.

Agree which payroll calendar applies, who reviews exceptions and who is authorized to approve a run. Match the effective departure to the period and any off-cycle run choice. Review statement lines and amounts before moving a run from pending approval to approved. Keep the record of who approved the run.

For the pilot, choose an employee with a normal departure and one with a change close to the payroll cutoff. Decide who reviews each case and where an exception will be recorded. The team should use the exact same owner for a task in the app and in its operating procedure.

Take an employee who leaves during a pay period with approved overtime. Payroll Admin opens the run, finds the employee statement and examines its lines. They compare the timesheet and benefit enrollment to the period. If the statement cannot be explained, keep the run in its review state while the source record is corrected.

Ask the next owner to open the record without relying on a separate message. They should see the relevant employee, dates, current status and who completed or still owns the work. If they cannot make the next decision from those records, improve the task description or review rule before expanding use.

• Pay run approvals — Open the relevant records and review the current result.
• Final statements — Open the relevant records and review the current result.
• Payroll review board — Open the relevant records and review the current result.

See employee departure, payroll review and implementation for the handoffs around this module.