This guide will show you how to run a Paylink, including checking alerts and ensuring changes are captured. 

Contents

• Adding employees to paylink
• Running the paylink
• Paylink checks
• Finalisation

Adding employees to paylink

• Firstly, it's important to ensure all employees are linked to the correct Paylink. This step will be completed initially during implementation, then maintained by the user moving forward. When adding new starters, ensure you add them to the Paylink (and correct Paylink if you have more than one) if they should be paid through payroll. 
• Open the employee's record in Personal Details > Employment Details > Select the "Payroll" dropdown. 

Running the paylink

• When you are ready to run Paylink for your payroll, navigate to Payroll > Run Paylink and select the option you intend to run by clicking on the row.

• On the next screen, enter your chosen period dates. Typically:
  • the start date would be the first of the previous pay period
  • the end date would be the last day of the current pay period 
• This ensures you capture any late changes you might have done after the cut off date of the previous period.
• If you have made changes backdated to more than 1 pay period, ensure your start date is far back enough in time so it captures the date of change
• It is the user's choice what period they choose to capture in each Paylink
• Click Compare and wait for this to complete. You can navigate through the HR system while this is pending
• Once complete, the Run Status will show as successful. This means you can click back into the Paylink and perform the checks

• Check through the tabs at the top of the page: Workflow, Base Data, Allowances, Payments, and Alerts

• If you identify that there is something missing, Reset the Paylink, make the change in HR, then redo the process up to this point
• You can run the Paylink to the Compare stage as many times as you need to. If there are any errors or alerts that require action, you will need to Reset the Paylink before continuing

• If you are happy with the changes, click Validate. You will see this warning:

• This is okay, it is just warning you that the Paylink files are created at the Validate stage so will be overwritten every time you run the Paylink to this point. 
• The Validate stage creates the files for payroll

• Once this step has processed, the Workflow and Data tabs will be the same. The creation of the file prompts additional system checks so you will likely see more Alerts
• When you are ready to submit your Paylink changes for payroll, click Complete. This marks all changes captured on HR as having been transferred to payroll. For bureau customers, this should only be done once on/before your deadline

Paylink checks 

• When you run your Paylink, you should check the changes that are pulling through. This can be done on the system by navigating through the tabs and scrolling through the employees and changes. You can also run the Summary Report which produces a PDF of the changes (you can download this for your own records)
• Some key checks you can perform when running the Paylink are:
  • All tabs are showing as expected: if you know there are 0 payments this period, but the payments tab is showing, make sure you check who/what the payment is for and whether it should be included this pay run
  • The number of changes that are showing match your expectation: if you have company-wide salary increases in April and only half of your employees have Base Data changes, something has gone wrong
  • Run Summary Report: shows the data in a different way; it allows you to check on an employee basis. You can also use the Ctrl+F function to check for similar changes, e.g. "bonus" to see how many bonus payments are showing

Finalisation

• Once you have "Completed" the Paylink, this is a firm cut-off on these payroll changes. Should you have any urgent changes that need to be submitted via Paylink after this point, it can be tricky to push these through
• Hosted customers: locate the complete files, import them then re-run the Paylink
• Bureau customers: please contact your payroll administrator to raise this