Assigning and Reassigning Pay Runs

Xemplo now allows Payroll Administrators to assign a pay run to themselves or another payroll processing team member. This feature is available to payroll processing team members only, and improves visibility, accountability, and collaboration when managing pay runs on behalf of customers.

Key Features

• Only one assignee can be allocated to a pay run at any time.
• An active pay run (not yet completed) can be reassigned whenever required.
• Optional assignment notes can be added to provide context.
• The current assignee is clearly displayed on the pay run screen.
• A full history of assignments and reassignments, including notes, is available for audit and reference.

When to Use Pay Run Assignment

You may wish to assign a pay run when:

• Allocating workload across your payroll processing team.
• Handing over a pay run due to leave or availability changes.
• Escalating a complex pay run to a senior team member.
• Clarifying ownership to avoid duplication of work.

How to Assign a Pay Run

1. Open the Pay Run list. 
2. The list will display all payrun activity, sorted by priority. For each payrun, you can see the Payrun Manager, and the current Assignee, if the pay run has already been assigned.
3. To assign a pay run, select the action menu beside the pay run record. 
4. Select the option to Assign the pay run.
5. Choose a payroll processing team member from the list.
6. (Optional) Enter a note explaining why the pay run is being assigned.
7. Confirm the assignment.

Once assigned:

• The selected team member will appear as the current assignee on the pay run screen.
• The assignment is recorded in the pay run history.

Reassigning a Pay Run

An active pay run can be reassigned at any time prior to completion. To reassign:

1. Open the active pay run.
2. Select Assign.
3. Choose the new team member.
4. (Optional) Add a note explaining the reason for reassignment.
5. Confirm the change.

The system will:

• Update the current assignee.
• Record the reassignment in the history log, including any notes entered.

Viewing Assignment History

For transparency and audit purposes, a full history of assignment activity is available.

The history includes:

• Original assignment details.
• All subsequent reassignments.
• The user who performed each action.
• Dates and timestamps.
• Any notes added at the time of assignment or reassignment.

This ensures clear traceability and accountability across your payroll processing team.