Pay Run Procedure

🎯 If there are any issues when completing STEP 4, amend the required Payees Pay at STEP 3, then reprocess STEP 4.

🎯 Please ensure all information is correct before completing STEP 7. Once the pay run has been declared true and correct, it cannot be amended, and corrections will need to be made by following Correct the information included in an STP Submission.

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STEP 1 - Commence a new Regular, Our Of Cycle or Missed Pay Run.

• Commence a New Regular Pay Run
• Commence a new Out Of Cycle Pay Run
• Commence a New Missed Pay Run

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Commence a New Regular Pay Run

1. Select Pay Day from the side menu, then select New Pay Run.
2. Select the required Pay Period and Cost Centre when the Pay Run Details Alert (Modal) is displayed.
   🎯 If Cost Centre is unavailable, refer to Enter the Cost Centres Regular Pay Run Dates for a specific Pay Period or Change your Plan Level from Essential to Advanced. 
3. Amend the Pay Day, if required.
   🎯 If the Period Start and Period End Dates are incorrect, please ensure your last Regular Pay Run has been processed. The dates can be updated by changing the Organisation or Cost Centre Regular Pay Run Dates for a specific Pay before attempting to commence a new Pay Run.

4. Add a Global Pay Message, if required.

5. Select Ok unless you need to import a FAST-Pay File.
   👉 If you need to import a FAST-Pay File., select Choose File. Locate the FAST-Pay.CSV, select Open, then select Ok.
         👉 If the FAST-Pay Import is unsuccessful, the FAST-Pay Import Errors Alert (Modal) is displayed, detailing each issue with the FAST-Pay File. These issues must be corrected before the FAST-Pay File can be successfully imported.
         👉 If the FAST-Pay Import is successful, the FAST-Pay Import Success Alert (Modal) is displayed. Select Ok.

6. Once the Your Pay Run is Currently Loading Alert (Modal) disappears, select the pay run you have just added within the Pay Run List.

7. Once the Your Pay Run is Currently Loading Alert (Modal) disappears, select Step 2 - Payees.

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Commence a new Out Of Cycle Pay Run

 

1. Select Pay Day from the side menu, then select New Pay Run.
2. Select the required Pay Period and Cost Centre when the Pay Run Details Alert (Modal) is displayed.
   🎯 If Cost Centre is unavailable, refer to Enter the Cost Centres Regular Pay Run Dates for a specific Pay Period or Change your Plan Level from Essential to Advanced. 
3. Select Out Of Cycle.
4. Amend the Period End and Pay Day Dates as required.

5. Add a Global Pay Message, if required.

6. Select Ok unless you need to import a FAST-Pay File.
   👉 If you need to import a FAST-Pay File., select Choose File. Locate the FAST-Pay.CSV, select Open, then select Ok.
         👉 If the FAST-Pay Import is unsuccessful, the FAST-Pay Import Errors Alert (Modal) is displayed, detailing each issue with the FAST-Pay File. These issues must be corrected before the FAST-Pay File can be successfully imported.
         👉 If the FAST-Pay Import is successful, the FAST-Pay Import Success Alert (Modal) is displayed. Select Ok.

7. Once the Your Pay Run is Currently Loading Alert (Modal) disappears, select the pay run you have just added within the Pay Run List.

8. Once the Your Pay Run is Currently Loading Alert (Modal) disappears, select Step 2 - Payees.

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Commence a New Missed Pay Run

1. Select Pay Day from the side menu, then select New Pay Run.
2. Select the required Pay Period and Cost Centre when the Pay Run Details Alert (Modal) is displayed.
   🎯 If Cost Centre is unavailable, refer to Enter the Cost Centres Regular Pay Run Dates for a specific Pay Period or Change your Plan Level from Essential to Advanced. 
3. Select Missed.
4. Amend the Period End and Pay Day Dates as required.

5. Add a Global Pay Message, if required.

6. Select Ok unless you need to import a FAST-Pay File.
   👉 If you need to import a FAST-Pay File., select Choose File. Locate the FAST-Pay.CSV, select Open, then select Ok.
         👉 If the FAST-Pay Import is unsuccessful, the FAST-Pay Import Errors Alert (Modal) is displayed, detailing each issue with the FAST-Pay File. These issues must be corrected before the FAST-Pay File can be successfully imported.
         👉 If the FAST-Pay Import is successful, the FAST-Pay Import Success Alert (Modal) is displayed. Select Ok.

7. Once the Your Pay Run is Currently Loading Alert (Modal) disappears, select the pay run you have just added within the Pay Run List.

8. Once the Your Pay Run is Currently Loading Alert (Modal) disappears, select Step 2 - Payees.

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STEP 2 - Select the required Payees for the Pay Run.

 

1. Choose which Payee/s you require by selecting the checkbox next to their name in the Payees List. 
   1. You can also locate a specific Payee by entering the name into Search or using Show Advanced Filters. 
   2. Payees with a Red or Orange Status cannot be included until the Status Icon is selected,
      1. Orange
         • Gross Income Amount Exceeded Alert (Modal)
         • Tax File Number Exemption Period Ended Alert (Modal)
         • Tax File Number Application Period Ended Alert (Modal)
         • Registered Employer Alert (Modal)
         • Deregistered Employer Alert (Modal)
         • Employer SG Increase from 1 July Alert (Modal)
         • Award Details Changed Alert (Modal)
         • Agreement Details Changed Alert (Modal)
         • Payee on Leave Alert (Modal)
         • Payee Ceased Alert (Modal)
      2. Red
         • STP Previous Payroll ID Alert (Modal)
         • Visa Expired Alert (Modal)
         • Cost Centres Alert (Modal)
         • Review Imported Payee Alert (Modal)
         • Required Information is Missing Alert (Modal)
         • Review Imported Payee Alert (Modal)
2. Next, select Step 3 - Process.

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STEP 3 - Process the required Payee's Pay.

1. To cease the Payee, select Cease Employment.
2. To enter a Pay Message, navigate to Payee Pay Message and enter as required.

3. To Allocate Cost Centre QTY/Hours, select Cost Centres. The Cost Centres Alert (Modal) will be displayed. Adjust the QTY for each Cost Centre as required, then select Ok.

4. Select the required Payment Type from the drop-down menu to add a Pay Rate, Allowance, or Deduction.
   🎯 Salary Sacrifice (To Super Fund, OTE) can only be selected if Employee Contributions (before/after PAYGW) Details are established in the Payee Master File.

5. Change either the Quantity, which can be positive or negative, and/or Rate, if required. 
   🎯 If the Rate is incorrect, please refer to An incorrect Rate is displayed in Process (Step 3 of Pay Day).

   🎯 Some Payment Types may require you to enter additional information or change the information displayed. For example, when Annual Leave is chosen, you may need to change the From Date, To Date and Notes.

6. Then, press the TAB key on your keyboard or select the + button.

7. To remove a payment, select the - button.

8. Repeat the above steps until all Payments have been added, removed or changed as required.

9. To navigate to the next Payee, select Next or Previous. Select their name from the Drop-down Menu to navigate to a specific payee.

10. Next, select STEP 4 - Reports.

 

👉 If the Pay Run has been composed using:

• e-Time (Timesheets), the total quantity of each Pay Rate/Allowance selected within the Timesheet (Step 3 of e-Time) will be included.
  • If Pay Rates, Allowances or Deductions were selected in e-Time (Timesheets) Options, the relevant types will be added from the Payees Pay Template.
  • If All Purpose Allowance was selected in e-Time (Timesheets) Options, all Allowances will be added from the Payees All Purpose Allowance Template.
  • If Deduction Banking and Repayments was selected in e-Time (Timesheets) Options, all Deductions will be added from the Payees Deduction Banking and Repayments Template.
• FAST-Pay, all Pay Types within the FAST-Pay File will be included.
  • If Pay Rates, Allowances or Deductions were selected in FAST-Pay File Options, the relevant types will be added from the Payees Pay Template.
  • If All Purpose Allowance was selected in FAST-Pay File Options, all Allowances will be added from the Payees All Purpose Allowance Template.
  • If Deduction Banking and Repayments was selected in FAST-Pay File Options, all Deductions will be added from the Payees Deduction Banking and Repayments Template.

If you need to process a negative payment, 

1. Choose the first Pay Type incorrectly processed in the previous pay run.

2. Change the quantity to negative for the number of hours you paid.

3. Then, press the TAB key on your keyboard or select the + button.

4. Repeat the above until all required Pay Types have been added as a negative value.

If you are correcting an STP Reported Amount from a previous pay run,

🎯 The below instructions should only be followed if the Payee has neither been overpaid nor underpaid.

1. Choose the first Pay Type incorrectly processed in the previous pay run.
2. Change the quantity to negative for the number of hours you paid.
3. Ensure the Rate and Total are correct.
4. Then, press the TAB key on your keyboard or select the + button.
5. Select the Pay Type that should have been selected in the previous pay run.
6. Change the Quantity to match the negative pay type.
7. Ensure the Rate and Total are correct.
8. Then, press the TAB key on your keyboard or select the + button.

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STEP 4 - Print and verify your Reports

1. Select Reports.
2. Select the Report you wish to preview.
3. To navigate between the various pages within the report selected, select either the left or right arrow to page/s
4. To print the report, select Print.
5. To export the report, select Export and choose the option you require (e.g., PDF).

 

NEXT STEP: Create the FAST-Bank File

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STEP 5 - Create the FAST-Bank File

1. Select FAST-Bank.
2. If required, change the 
   1. Cost Centre setting.
   2. Payment / Disbursement Date.
   3. Select the Payees to be included in the FAST-Bank File.
3. Select Create and Download .ABA File.
4. Browse to the location where you would like to save the FAST-Bank File, then select Save.

 

NEXT STEP: Upload the FAST-Bank File to your Financial institution. Once completed, Preview, Print, Export or e-Mail Pay Slips (Step 6).

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STEP 6 - Preview, Print, Export or e-Mail Pay Slips

1. Select Pay Slips.
2. Select either the left or right arrow to page/s to navigate between the various pages within the report
3. To print the report, select Print.
4. To export the report, select Export and choose the option you require (e.g., PDF).
5. To email the Pay Advice Slips, select Email Pay Advice Slips.
   1. If Email Pay Advice Slips is selected, the Email Pay Advice Slips Alert (Modal)  is displayed. 
   2. To send the Pay Advice Slips, select Yes. Otherwise, select No. If Yes is selected, the Sending Pay Advice Slips Alert (Modal) will be displayed.
   3. Once the Pay Slips have been sent, the Pay Advice Slips have been sent Alert (Modal) will then be displayed. Select Ok.

NEXT STEP: Post the Pay Run and Notify ATO.

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STEP 7 - Post the Pay Run and Notify ATO

1. Select I am notifying the ATO that:
2. Update the Declarer Name, if required.
   👉 If the Pay Day is in the past Alert is displayed, either change the Pay Run Type to Missed OR Change the Pay Run Pay Day.
   👉 If the Previous BMS ID Alert is displayed, please exit the Pay Run and refer to either Remove the Organisations Previous BMS ID. OR Send an Update Event to the ATO.
3. To view a copy of the Payevnt before it is sent to the ATO, select Preview STP File.
4. Otherwise, select Post Pay Run and Notify ATO.
5. The following window will be displayed once your submission has been validated and sent to the ATO.
   🎯 If any other alerts are displayed, please Request Support and include a copy of what is displayed.