Payroll and tax

Payroll Admin works from a named payroll calendar with an entity, country, currency, frequency and cut-off. Each payroll run covers a period and pay date. The run carries a status from Draft through calculation, approval, posting, payment and closure. Its statements belong to individual employees, and each statement can hold earnings, deductions, tax and employer lines. This creates a traceable connection between the run total and the employee-level result.

A staffing company can have its own internal recruiters, payroll staff and operations team on different calendars. The calendar selection on the employee record matters because it determines which pay period they belong to. Confirm an employee’s pay grade, salary and calendar before calculating. Approved leave and time should be reconciled with the relevant period; a submitted but undecided timesheet is a question to resolve before posting.

• Calendar. A schedule names the employer entity, country, currency, frequency and cut-off days.
• Run. The period groups the employee statements and holds gross and net totals and approval state.
• Statement. Earnings and deduction lines explain each employee’s gross and net pay.

Payroll runs can be regular, off-cycle, retro, correction or bonus. Agree which cases warrant a separate run and who reviews the reason. A calculated statement can be checked before approval; an approved run can be posted, then marked paid and closed. The run’s approval is a human decision. Posting and payment should be recorded only after the corresponding operating checks have happened.

Set the payroll calendar for each entity and employee. Confirm pay dates, cut-offs, earning codes, deductions and the tax jurisdictions linked to employee locations. Make the review owner explicit for a run and for any correction. Decide how the team confirms payment outside the HRMS and how that confirmation is reflected in the run. Tax filings should use the jurisdiction and due date appropriate to the run, with a confirmation reference when filed.

Benefit enrollments can contribute employee and employer amounts. Leave and approved overtime can affect a statement. These inputs need a dated review before a run is approved. Payroll Admin should be able to trace a surprising amount from the statement line to the source person and period, then record a correction through the appropriate run type rather than editing a closed result.

For a biweekly internal payroll, Payroll Admin creates a regular run for the calendar and period. The team checks active employees assigned to that calendar, reviews approved timesheets and leave, then calculates statements. One employee’s overtime appears as an earning line; a benefit contribution appears as a deduction line. Payroll Admin reconciles the gross and net totals with the individual statements and resolves any discrepancy before seeking approval.

After the approver accepts the result, Payroll Admin posts the run, confirms that payment has occurred, and records the paid and closed states. A tax filing tied to the run retains its jurisdiction, due date, amount and filing confirmation. Rehearse a correction run for a missed adjustment so the team knows how it will avoid silently changing a prior closed pay result.

• Payroll approval queue — Runs ready for a financial decision, with period and totals.
• Active employees — The employee and calendar context behind the current pay population.

See the payroll process and the time and leave process.