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Completing a pay run

This article explains how to complete a pay run and process payment to your employees.

J
Written by Jonathan
Updated over 2 months ago

Once you've created a pay run, you need to review employee details, approve timesheets and leave requests, and ensure all information is correct before processing the pay.

Before you begin, make sure you have:

  • Created a pay run for the relevant pay period

  • Access to all employee timesheets, leave requests, and other pay-related information

  • Confirmed that your payment setup shows "ready"Before you begin

Step 1: Select employees to include

All employees are automatically included in a pay run by default. Employees with no hours or data entered will simply receive no pay.

To exclude an employee from the pay run:

  1. Locate the employee in the employee list

  2. Unselect the checkbox next to their name

This removes them from all aspects of the pay run's processing and completion.

Step 2: Review and approve employee submissions

For each employee, you need to review and approve any pending submissions:

Reviewing an employee's pay details

  1. Select an employee from the list to open their pay run details

  2. You'll see a detailed breakdown of all elements contributing to their pay

Approving timesheets

  • Any unapproved timesheets are NOT automatically included in a pay run

  • Review all pending timesheets and approve those that should be included

  • Only approved timesheets will be processed in the pay

Approving leave requests

  • Review all pending leave requests

  • Approve requests that should be included in this pay period

Approving reimbursements

  • Review all pending reimbursement requests

  • Approve valid reimbursements that should be paid in this period

Step 3: Add missing information

If an employee is missing timesheets, leave, or other pay information, you can add it on their behalf:

What you can add:

  • Timesheets

  • Leave requests

  • Allowances

  • Deductions

  • Additional earnings

  • Reimbursements

⚠️ The date associated with each item determines whether it's included in the pay run, not when you enter it. Make sure the dates fall within the pay period. After adding information on behalf of an employee, remember to approve it or it will not be included in calculations.

Step 4: Verify superannuation details

Before processing the pay run, confirm all superannuation details are complete:

  1. Check the Superannuation details column for each employee

  2. If any employee shows "incomplete super," you need to update their information:

    • Go to the Employees section

    • Select the employee

    • Complete their superannuation details

  3. All included employees must have complete superannuation details before you can process the pay run

⚠️ The superannuation filing will fail for any employee with incomplete details.

Step 5: Review work pattern and award comparisons

Work pattern comparison

Check the work pattern score for each employee:

  • 100%: Worked exactly as expected

  • Below 100%: Worked less than expected

  • Above 100%: Worked more than expected

Award comparison

For employees on Individual Flexibility Agreements under a supported award, check the award comparison:

  • Passed: Employee is earning the same or more than they would under strict award rates

  • Not passed: Employee may be earning less than award rates

    • Review their overtime payments and other factors

    • A failed test doesn't prevent you from processing the pay run, but you should investigate

Note: Variances don't necessarily indicate a problem, but you may want to investigate significant differences.

Step 6: Process the pay run

Once you've reviewed and confirmed all details:

  1. Select Process Pay Run

  2. Read the declaration dialog that appears

  3. Select the checkbox to confirm you understand and accept the declaration

    • You cannot process the pay without selecting this checkbox

  4. Select Confirm

PaySauce will now process your pay run. This includes:

  • Paying employees

  • Remitting tax to the ATO

  • Paying superannuation contributions to funds

  • Filing Single Touch Payroll (STP) with the ATO

  • Filing superannuation reports with funds

What to do after processing

Once processed, you can monitor the payment and filing status.

See After processing a pay run for more information.

Common Questions

I'm seeing incomplete superannuation details

Go to the Employees section, select each employee with incomplete details, and add their missing superannuation information (fund name, USI, and member number).

An employee's pay looks wrong

Select the employee to view their detailed pay breakdown. Check that all timesheets, leave, allowances, and deductions are correct. You can make adjustments before processing the pay run.

The work pattern comparison shows a large variance

Check the employee's timesheets against their expected work pattern. If they legitimately worked different hours (e.g., took leave, worked overtime), the variance is expected. If something looks wrong, review and adjust their timesheets.

I processed the pay run but forgot to include something

After processing a pay run, you can create an extra pay for the same period to account for late timesheets, leave requests, or other missed elements. See After processing a pay run for details.

Related Articles
Processing payroll in PaySauce
Creating a pay run
Understanding employee pay details
After processing a pay run
Creating an adjustment pay
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