HR-Payroll management pay run - employees

Within the employees tab for a pay run, employees are grouped into three sub-tabs:

• Eligible

• Incomplete

• Synchronised
   

Eligible

The Eligible sub-tab shows employees who:

• Have been assigned to the pay frequency for this pay run

• Have passed the required validation checks

• Are ready to be sent to Payroll

Employees in this list are ready for first-time synchronisation or for additional events to be sent, depending on your process.
 

Incomplete

The Incomplete sub-tab shows employees who:

• Are assigned to the pay frequency for this pay run

• Have one or more validation issues that must be resolved before they can be sent to Payroll

Typical reasons for an employee to appear as incomplete include:

• Missing mandatory information (for example, a required personal, job, or pay field)

• Invalid values that do not meet Payroll requirements

• Conflicting data that prevents the event being created correctly

You can use the details view for each employee to see specific validation messages (see Viewing validation messages for incomplete employees section).
 

Synchronised

The Synchronised sub-tab shows employees who:

• Have already been successfully sent to Payroll as part of this pay run

• Have passed validation and had their events processed with a Success event status

Use this list to confirm that employees have been handled correctly for the current pay run.

Sending employees to payroll

1. In the Employees tab, open the Eligible sub-tab
2. Find the employee you want to send to Payroll
3. Click the Actions button for that employee
4. Select Send to Payroll

This action will:

• Create one or more events for that employee (for example, personal details, job and pay, allowances, payments), depending on what needs to be sent
• Start processing those events through the integration for this pay run

Sending multiple employees

1. In the Employees tab, open the Eligible sub-tab
2. Use the checkboxes to select all employees you want to send to Payroll (individually or click select all on page)
3. Click Synchronise to send the selected employees

This is useful when:

• You want to send a batch of new starters for their first pay run

• You have made changes for several employees and want to process them together

Once employees are sent, their related events will appear in the data changes tab for the same pay run, where you can monitor their event statuses (In progress, Failed, Success, Deferred, Cancelled). 

Viewing validation messages for incomplete employees

If an employee appears under the Incomplete sub-tab, they cannot be sent to Payroll until the underlying validation issues are resolved.

To view validation messages:

1. In the Employees tab, open the Incomplete sub-tab
2. Find the employee you want to review.
3. Click the Actions button for that employee
4. Select Details

In the details view, you can see:

• Which validation checks have failed
• Messages explaining what is missing or incorrect
• Where to correct the data in the HR system (for example, a specific area of the employee record, job and pay details, or allowances and payments) with a shortcut button to take you there

After you correct the data in HR:

• The employee will be revalidated

• Once all validation checks pass, the employee will move from Incomplete to Eligible

• You can then send the employee to Payroll using the steps in Sending employees to payroll section

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