HR-Payroll management - assigning employees

• Why employees must be assigned to a payroll

• Assigning an employee to a payroll

• What happens after you assign a payroll

• Changing an employee’s payroll before synchronisation

• Changing an employee’s payroll after synchronisation
   

Why employees must be assigned to a payroll

To sync an employee to Payroll, the first step is to assign them to a payroll.

If an employee is not assigned to a payroll:

• They will not appear in any pay run in Payroll Management.

• They cannot be sent to Payroll.

• No payroll events (such as employee, job and pay, allowances, or payments) will be created for them.

Assigning the correct payroll ensures the employee:

• Is linked to the right company, and

• Is included in the correct pay run schedule.

Assigning an employee to a payroll

You assign a payroll to a person in their HR record.

To assign a payroll:

1. Open the person’s Personal Details record in HR
2. Go to the Employment Details tab
3. Find the Payroll Cloud field
   • This field lists all available payrolls (pay run frequencies) for every configured company
4. Select the appropriate payroll for the person
5. Save the record

The selected payroll determines:

• Which company the employee belongs to for payroll purposes.

• Which pay run they will appear in within Payroll Management.

After you select and save a payroll in the Payroll Cloud field:

• The employee will appear in the Payroll Management area.

• They will be listed under the corresponding pay run for that payroll.

From there, you can:

• Use the Pay Run – Employees tab to see if the person is Eligible, Incomplete, or already Synchronised.

• Follow your How to sync an employee for the first time guide to send them to Payroll when you are ready.
   

Changing an employee’s payroll before synchronisation

Before an employee has been synchronised to Payroll, you can change their assigned payroll, including moving them between companies.

To change the payroll before synchronisation:

1. Open the employee’s Personal Details record
2. Go to Employment Details
3. Update the Payroll Cloud field to the new payroll
4. Save the record

After you save:

• The employee will move to the new company’s payroll group
• They will appear in the Payroll Management area under the pay run for the new payroll

This is useful if:

• An employee was initially assigned to the wrong payroll.

• An employee moves to a different company before their first payroll sync.
   

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