This screen allows the management of pay cycles and the viewing of associated payslips. From this screen you can add, approve, reject or delete a new pay cycle and print payslips

Creating new Pay Cycles

To create a pay cycle, navigate to PIM > Payroll > Manage Payslips. Click on “Add” and fill in the necessary fields using the information below

  • Select the location(s) for which you want to create a pay cycle
  • Select “Current Month”, “Prior Month” or relevant month to specify the cycle to create
  • Select “Once” or “Monthly” to specify whether a pay cycle is created for the selected locations once or monthly
  • Select “Fixed” or “Relative” to determine if the pay cycle runs on a specific date i.e. 13th or specific day of the month i.e. First Monday
  • Click the “Create Payslips” button to schedule the pay cycle creation for selected locations. You may click the “Create All” button to schedule the pay cycle creation for all locations
  • Click “Close” button to return to the previous screen

Note: Only “Current Month” and “Prior Month” options are available when the frequency selected is “Monthly”

Important: Creating pay cycles later than the previous month is only intended as a one-off exercise in cases where use of the software began during the tax year, that way the YTD figures will be accurate once all previous pay cycles have been run. YTD figures are calculated during the pay cycle and consequently, if you re-run a previous pay cycle, we strongly advise you re-run all pay cycles after the originally re-run 

Approving or Rejecting Pay Cycles

Depending on the system settings, a pay cycle may require approval (this is the default behaviour) and if so, an authorised user will need to approve or reject the pay cycle before it can be released and payslips sent. To approve or reject a pay cycle, navigate to PIM > Payroll > Manage Payslips. Locate the relevant pay cycle and select the appropriate option from the “Action” drop down. Approvers giving approvals other than the final approval will be able to enter comments and also attach a document to be sent along with the notification to the next approver.

Multiple Approvals and Rejections Pay Cycles

Use the “Approve” button to approve multiple pay cycles at a time by putting a check mark beside each relevant pay cycle then clicking the “Approve” button. Note: If no pay cycle is selected, the system will give the user an option to approve all pay cycles

Use the “Reject All” button to reject all accessible pay cycles pending approval.

Deleting Pay Cycles

To delete a pay cycle, navigate to PIM > Payroll > Manage Payslips. Select the checkbox beside the Pay Cycle(s) you want to delete and the click the “Delete” button.

Viewing Approval Information

This functionality lets an approver view information regarding previous approvals such as who approved and when they approved. The use will also be able to send an email directly from the portal to a previous approver, this will be useful for when the approver needs some clarity before given their approval. To view the approval information, locate the relevant paycycle and select the “View approval info” option. To send a message to a previous approver, click the “Send Email to Approver” button, select the relevant approver, compose your message, attach a file if relevant and click the “Send” button. Click the “Close” button to return to the paycycle list screen