A pay run

Adjust somebody's line

1. Open Lines.
2. If the lines are locked, type your HR PIN in Your HR PIN and press Open.
3. Under Adjust a line, open the person's name.
4. Choose under What: unpaid leave or an unpaid absence in days, days a starter or leaver was not employed, a bonus, a correction to an earlier period, or something else.
5. For days, type them in Days (for days): a half is 0.5.
6. For an amount, type it in the Amount field: a minus takes money back.
7. Type a Note, printed on the payslip.
8. Press Add the adjustment.

Then: The line is worked out again with it, and the note is printed on the payslip. An adjustment to a run waiting for approval sends it back to draft, so its approver says yes again to what changed.

Rather not? Press Remove beside an adjustment to take it off: the line is worked out again.

Who: HR who sets pay at the run's unit adjusts lines. Your own line is adjusted by someone else who prepares the run. Adjusting makes you one of its preparers, so you never approve it.

The board agreed a bonus for everybody who ran Riverside's summer camp. Sokha opens Lines, adds a bonus with the note “Summer camp 2026” to each of the five lines, and the run is worked out again. It was waiting for approval, so it goes back to draft, and Sokha sends it again.

Send the run for approval

1. Open Lines and look for lines marked in red with a problem.
2. Put each one right as its words say: add a tax table in Pay tables, change an adjustment, or fix the person's pay record.
3. Press Work the lines out again.
4. Press Send for approval.

Then: The run is waiting for approval. The nearest HR above its unit are told it waits for them, or the Owners where there are none, never anyone who prepared it or is paid in it.

Rather not? While it waits, press Remind the approvers to tell them again, at most once a day. Within 2 days of the pay day they are reminded every day without you.

Who: HR who sets pay at the run's unit sends it. Someone who decides above its unit approves it: HR at the unit above, an Admin or an Owner. For the top unit, only an Owner.

Northfield's October run shows 3 lines saying no tax table is in force on this pay day. Mary Ann adds a version in Pay tables from October 1, comes back, presses Work the lines out again, and the problems are gone. They press Send for approval, and Tomas, who coordinates the region above, is told.

Approve a run, or send it back

1. Open the run from the notice you were sent, or from Waiting for your approval on Pay runs.
2. Read the tiles: gross, deductions, net to pay and overtime.
3. Read Since the last run: who joined, who is no longer on it, and whose pay or bank account changed, by name.
4. Press Approve the run.

Then: The run is approved, with your name. Whoever prepared it is told to mark it paid once the bank file has gone.

Rather not? To have something put right, open Back to draft, say What to put right, and press Send it back to draft. Whoever prepared it is told, with your words.

Who: HR at the unit above the run's, an Admin or an Owner: never whoever prepared it or changed what it pays, and never somebody paid in it.

Tomas is told Riverside's October run waits for them. It has 14 people and a gross of $41,350, and Since the last run lists one person who joined and one whose bank account changed, confirmed by call-back. Tomas presses Approve the run, and Grace, who prepared it, is told.

Mark the run paid

1. Send the bank file once the run is approved.
2. Type Where the money went (optional), such as the bank file's reference.
3. Press Mark paid.
4. Open Journal to see what was posted.

Then: The run is paid and never changes again. One balanced entry goes into the unit's book, once, on the pay day (in the month open, if that one is closed), where the unit has chosen its pay accounts. Each loan's repayment is recorded, and everybody on the run is told their payslip is ready in My time › My pay, never its figure.

Who: HR who prepared it, or someone who decides above its unit, marks it paid.

Grace sends Riverside's bank file on October 29, types “Bank file 2026-10” and presses Mark paid. Journal says Posted to Riverside's book, and the 14 people on it are told their payslip is ready.

Cancel a run, or take back its approval

1. To change a run that is approved or waiting for approval, open Back to draft.
2. Say What to put right.
3. Press Send it back to draft.
4. To drop a run that is a draft or waiting for approval, open Cancel this run.
5. Say Why.
6. Press Cancel the run.

Then: Back in draft, its approval is cleared, and it goes for approval again. A canceled run stays in the list as Canceled, with your reason, and the unit may start a new run for the period.

Who: HR who sets pay at the run's unit cancels it. HR or someone who decides above its unit may send it back to draft.