Payroll

In the Payroll menu it is possible for the administrators to create and view payroll files.

Payroll transfers are used to

• Create payments in a separate payroll system without an integration.
• In case of the Autopay and Payroll workflow, transfer tax free / taxable allowances to the payroll system for reporting to tax authorities.

Generate payroll transfer

Under Generate payment files it is possible to generate and download a payroll file. When opening the page the screen shows an overview of available claims in a grid.

Default display will be all approved claims for all employees within a default date range (last 3 months). It is also possible to filter on the different statuses.

All approved claims that are shown are pre-selected but it is possible to deselect the claims that are not needed.

When claims are selected it is possible to click the button Download payroll file.

A pop-up is displayed with following fields:

• File format - select between the following:
  • CSV file - file name payrollTransfer.csv
  • Visma Nova - specific file format for Visma Nova (FI product)
• Transfer date - the date selected will be presented in the payroll file as transfer date
• Set status to Transferred to Payroll - this setting changes the status on claims included in the report/file as Transferred to Payroll. After the status change the claims can be found in the menu Payroll files. For claims with status Paid or Booked, the status can not be changed and this checkbox will be disabled.

The user can click Download to download the payroll file in the selected format or click Cancel. Once the file is downloaded, the selected claims will be removed from this list and available under the menu Payment files - providing the status has been changed in the process.

Payroll files

The Payroll files page gives an overview of all created Payroll files in the Generate Payroll file page.

When opening the menu, all created payroll files within the selected from and until dates will be shown, regardless of the status they have.

The overview will show the creation date, the total amount of the claim and if there are items to handle.

When clicking the payroll file, the table is expanded with more detailed information like employee, claim, transfer date and total amount.

Click Mark all as Paid in the column header or the link Mark as paid for each claim individually. Click the OK button to confirm the status change and the selected claims are marked as Paid and no further action can be taken once this status is set. This status is also shown for the regular user in the home page.

It is also possible to cancel the claims. Click Cancel all in the column header or the link Cancel for each claim individually. Click the OK button to confirm this status change and the selected claims are marked Canceled. After this action the claims are yet again available to be selected and transferred to payroll.