Running a Payroll

On the "Home" page, there is a time indicator as to when to run the next payroll:

 

Before you can run the payroll you will need to ensure all rotas are checked and closed off. On the Home page there will be notification in Red of any Rotas requiring closing. Click on the Rota Actions button to go to the open Rota.

Ensure all rotas are closed. Click here for help with closing rotas Click Here 

Return to the Home page and if the payroll is ready there will be 3 green boxes and a Run Now box for the payroll.

Click on the Run Now button  

or use the drop down menu on the navigation bar under "Payroll", "Process Payroll":

 

This takes you to the payroll processing section in CostBoss which enables you to check and process the payroll in just a few clicks.

The first thing where you have multiple payroll frequencies (weekly, fortnightly, monthly) is to choose the frequency from the drop down menu and click 

The initial page gives a summary of the payroll. If there are any issues with the payroll there will be a notification here and it may prevent the payroll being finalised.

These issues could include workers being paid under the minimum wage or rotas still being left open and not completed. These issues would ideally need to be resolved to continue with the payroll process. SEE LINK TO ERRORS ARTICLE HERE.

Click the  button to proceed.

The first screen lists any New Starters with issues or who have not been completed in their initial setup. Ideally, these issues should be dealt with before proceeding for the payroll to be correct. The status of the issue regarding the New Starter is stated in the middle of the screen. Click on the button on the right hand side of the worker to complete the information required. Any missing national insurance (NI) numbers or addresses will also be notified here.

 

The  screen details any changes to employee details that have been entered in the system since the previous payroll. 

The  screen shows any salaried employees who have worked less than their contracted hours. Clicking on the + symbol by the side of the employee’s name opens a new window, and takes you into the employee’s record. If you wish to make an adjustment to the hours to be paid, then do so in the box on the right hand side marked "Adjustment".

The  screen lists out any workers on salaries, rather than an hourly rate. This gives a breakdown of the basic salary for the period being processed, plus any overtime, holiday pay, unpaid leave deduction, share of service charge, adhoc payments or deductions that have been entered for that employee.

The  screen shows the workers paid on an hourly rate. There is a breakdown of the hours worked, the hourly rate applied giving a total basic salary for the period being processed, plus any overtime, holiday pay, share of service charge, adhoc payments or deductions that have been entered for that employee. Hover over the to reveal a bubble with the detailed working behind the amount calculated in that field.

 

The  screen indicates any rate changes that have been applied to workers since the previous completed payroll and allows a review at this point to ensure the correct rates are being applied. Both changes to hourly rates and salaries are listed here. 

The  screen is the "Adjustments" page and indicates any worker who is having an adjustment made to their pay. They could be receiving extra as a bonus, travel allowance, or to reimburse them for expenses or uniform. Additionally any deductions being made as a result of advances in salary they may have received would be summarised here.

To make any amendment to the Adhoc payments or Deductions, click on the  on the right hand side.

The  screen for "Tax Codes" indicates any worker who's tax code has been changed since the last payroll was run. This is just an information page.

The  screen "Payslips" is for final checking of the payroll and gives a draft indication of what the payslips will look like for each worker to be processed. This is to be used as a method of final checking, showing here the basic details of each worker such as pay types, total pay, name, address, tax code, deductions etc.

The final screen is the "Confirmation" screen, which again summarises the payroll to be approved.

There is a box here to type in any final notes to record for the payroll.

Once all checks have been carried out, click the "Print" button to download a pdf copy of all pages of the payroll discuss in this article.

Then click on the  button at the bottom of the screen to complete the payroll.

This will give a further text box asking for confirmation. Click "Proceed" or "Cancel" as appropriate. Proceeding will lock the payroll as approved.