Managed Payroll Process Overview
The video below provides a quick overview of the managed payroll process.
Understanding Pay Runs
Pay runs will be automatically initialised according to your predefined pay schedule. When a pay run has been created, you will receive an email notification letting you know that it is ready for submission.
When accessing an active pay run, you'll be able to view the current milestone/stage and any payroll data requiring your review. Additionally, you will be able analyse the submitted data from the payroll manager in detail, including individual employee breakdowns.
The Xemplo Payroll Dashboard empowers you to review data and make informed decisions regarding each pay run in an efficient way.
The Workers tab within the pay run page provides a clear overview of each employee's pay details, including gross pay, taxes, net pay, superannuation, and any applicable amendments or variances from the previous pay run. Workers will be automatically added to each pay run upon creation.
The Amendment tab will provide a breakdown of all of the assigned payroll amendments in the pay run. These will be listed per employee.
The Changelog tab will provide an activity log of all actions performed during the pay run process.
Understanding Pay Run Milestones
The Managed Payroll process is underpinned by the Pay Run Milestones, which inform you when certain pay run steps are due and when they're in progress. The Pay Run Milestones are readily available to view on the Xemplo Payroll Dashboard, in the Pay runs page.
Milestone steps
| Pay run milestone | Description | Milestone owner |
| Submit | Allows the Company Administrator in your company to create any amendments against the pay run | Company Adminstrator |
| Prepare | Allows the Xemplo Managed Payroll Manager to prepare your pay run as per your instructions and include any amendments | Xemplo Payroll Manager |
| Review | Allows you to review and approve/reject the draft pay run before it is processed — this is a critical step to make sure amendments and other instructions have been captured accordingly | Company Adminstrator |
| Process | Allows the Xemplo Managed Payroll Manager to finalise the pay run once it is approved | Xemplo Payroll Manager |
| Complete | Allows the Xemplo Managed Payroll Manager to submit the relevant bank files and release pay slips | Xemplo Payroll Manager |
Submit
This is the first stage of the pay run process and is the responsibility of the Company Administrator. This stage allows you to enter any changes or amendments that need to be specifically applied to this active pay run.
If any amendments are permanent or recurring, these can be added outside of the pay run. This process allows you to enter payroll information securely and outside of emails, for your payroll manager to action. Every payroll change or amendment will be recorded in the pay run's change log for later auditing purposes.
For more information on Amendments, visit Understanding Amendments.
Prepare
Once all of the pay run amendments have been submitted, your Xemplo Payroll Manager will receive a notification. This will let them know that the payroll is ready to be prepared and that all of the relevant pay run amendments have been submitted. Please note that if you do not submit any changes before the milestone deadline, the pay run will automatically proceed to this step.
Review
Once the pay run has been prepared by your Xemplo Payroll Manager, the pay run will enter the Review stage.
In this stage the Company Administrator will be able to review all of the pay run's components from a global and individual employee view. The payroll summary will provide you with the total gross wages, PAYG tax, superannuation and net payments. When clicking on an employee, you will be able to view their specific payroll information. Each of these views will also contain a variance amount which will show the change from the last processed pay run for reference.
If after reviewing the pay run, you find any discrepancies or additional changes, you can reject the pay run. This will revert the pay run back to the prepare stage. If a rejection is required, the system will prompt you for the type and a description of the changes required to be made. Once the pay run has been reviewed and all changes have been made the pay run needs to be approved to proceed to the next stage.
Process
Once a pay run has been approved, the Xemplo Payroll Manager will finalise the pay run. This will include generating payroll reports and ABA bank files. Once finalised these items will be added to the system for you to access.
Complete
The pay run is now complete and no longer active. Pay slips will be sent to all employees at the specified time provided to your payroll manager.
Once finalised, your pay run will be submitted via STP to the ATO and superannuation will be submitted for payment to the clearing house.
Viewing your Pay Run Milestones
To view your pay run milestones:
- Navigate to the Xemplo Managed Payroll Dashboard
- Select Pay Runs from the left-hand side navigation menu
The Pay runs page displays - Select a pay run
The pay run displays in a separate page, with Pay Run Milestones visible in the top-right hand corner of the page