Requesting an Ad Hoc Pay Run

Overview

Ad hoc pay runs notify the Xemplo Payroll Managers of any adjustments required outside of a schedule pay run. These adjustments could constitute termination payments or additional payments made for new or missed entitlements.

Ad hoc pay runs are submitted via the Xemplo Payroll Dashboard from the Amendments page. Submitting an ad hoc pay run from the Xemplo Payroll Dashboard serves the following purposes:

Allows the Payroll Manager review the change and query if needed
Automatically adds the amendment into payroll system
Provides a secure method of sending sensitive data

Please note that ad hoc pay runs incur a processing fee — contact the Xemplo Managed Payroll team for further information.

Once an ad hoc pay run amendment is submitted, our Xemplo Managed Payroll team is automatically notified — there's no need to follow up via email.

You can view amendments you've created on the Amendments page.

Pay Run Amendments

An Ad hoc pay run is a type of Pay Run Amendment. There are 2 types of Pay Run Amendments — Scheduled and Ad hoc.

Pay run type	Description	Examples
Schedule	Scheduled pay run amendments relate to one-time changes for a scheduled pay run.	Leave changes Changes to a working day, such as Overtime
Ad hoc	Ad hoc pay run amendments relate to one-time changes outside of a schedule pay run.	Termination payments Missed employee payments

For more information on Scheduled Amendments and Amendments in general, visit Understanding Amendments.

Change Tasks

Within each Amendment type are Change Tasks, allowing the user to further specify the type of amendment required. The following Change Tasks are available for ad hoc pay runs:

Change Task	Description
Allowance	Indicates an allowance to be applied as the amendment Change Task and allows for the selection of pre-configured allowance types within the payroll engine, such as: Bonuses Car allowances
Deduction	Indicates a deduction, such as a salary sacrifice, to be applied as the amendment Change Task, and can be either: Pre-tax Post-tax
Pay Instruction	Indicates a specific instruction to be applied as an amendment Change Task, allowing for free-text entry.
Salary	Indicates any changes to a salary, such as a pay increase, to be applied as the amendment Change Task.
Termination	Indicates an employee termination as the amendment Change Task.

Creating an Ad Hoc pay run

To create an ad hoc pay run amendment:

Navigate to the Xemplo Managed Payroll Dashboard
Select Amendments from the left-hand side navigation menu
Select the New Amendment button in the top-right corner of the screen

The New Amendment dialogue box displays, allowing you to select the type of amendment depending on the requirement
From the Change type dropdown, select Pay run
The Pay run type dropdown displays
Select Adhoc as the Pay run type
The Effective on and Choose pay date fields display
Select the Effective on date
This is the date the ad hoc amendment will apply from (for example, if a deduction should have been applied in the past, select the date it should apply from)
Select the pay date
This is the date the ad hoc amendment will be processed and paid
Select Next
The New Amendment dialogue refreshes to include new fields
In the Business Unit dropdown, select the business unit for which this amendment will apply
Select the Change Task
For the purposes of this example, we've selected Deduction — the Deduction type field displays
Select the Deduction type
Select from either post-tax deduction or pre-tax deduction — if unsure, contact payroll@xemplo.com
From the Applies to dropdown, select the appropriate worker
If the amendment applies to multiple workers, select more than one using the check boxes on the right-hand side of the worker's name — for the purposes of this example, we've selected one employee
If the amendment applies to a terminated worker, select the Include Terminated Workers toggle to display any recently terminated workers the amendment
In the Rate field, enter an applicable rate for the amendment (if required)
Add any further details, if required, into the Notes field
Select Submit
The amendment is submitted and the Xemplo Managed Payroll team will handle the request