Skip to content
ORG-APP
Help center

Payroll

One pay period's approved hours, paid leave and adjustments at a unit, locked once payroll has them, and downloaded as Excel or as CSV for a payroll provider.

Check a pay period before it is paid

  1. Choose the Unit, if you run payroll for more than one.
  2. Find the period: the last one to have ended shows first. Press ← Earlier or Later → to move.
  3. Read the tiles: people, regular hours, overtime, paid leave, adjustments, and shifts waiting approval.
  4. Read the lines under the tiles: shifts still waiting, shifts with no clock-out, and volunteer time left out.
  5. Search the People list for somebody, or press Add filter to see only those with shifts waiting approval, overtime, paid leave or adjustments.

Then: Only approved shifts, approved paid leave and the adjustments counted in this period are paid. Shifts waiting approval, shifts with no clock-out and volunteers' time are counted and left out. The page shows hours, never pay.

Who: Whoever approves time at the unit approves the waiting shifts, in Approvals. Approve them before you download to pay them in this period.

The two-week period at Riverside Center ended on Saturday, October 24. On Monday Grace opens Payroll and sees 2 shifts waiting approval. Their lead approves both in Approvals that morning, and the Waiting approval tile reads 0.

Download the payroll

  1. Open the period, once it has ended.
  2. Press Download payroll.
  3. Choose Excel (.xlsx) to check it, or CSV (.csv) for a payroll provider's import.
  4. Keep the file. The page lists the download under Exported, with who took it.

Then: The file gives each person's hours, pay basis and rate, and for hourly staff an estimated gross with overtime at 1.5×. Where your organization locks a period when it is exported, the period is now locked, and whoever approves time within the unit is told. Each person's pay in the file is recorded as read by you, and a file of 25 people or more is told to every Owner and Admin.

Who: Whoever holds Read pay at the unit downloads it. The payroll provider works out the real gross: the estimate is for checking the file before it goes.

Northfield's monthly period ended on October 31. On November 2 Daniel presses Download payroll, chooses CSV (.csv) and sends the file of 42 people to the payroll provider. The organization locks a period when it is exported, so the page now reads Locked, and every Owner and Admin is told the payroll was downloaded.

Lock a period by hand

  1. Open the period, once it has ended.
  2. Press Lock this period.
  3. Say why in the box, if it helps: “September payroll sent”.
  4. Press Lock it.

Then: The period reads Locked, with your name and the time. Nobody can clock in or out, correct a shift, or change an approval or paid leave on its days, here and in every unit beneath. Whoever approves time within the unit is told. Hours found wrong afterwards are put right as adjustments, paid in the open period.

Who: Whoever holds Lock pay periods at the unit.

Unlock a period locked by mistake

  1. Open the locked period.
  2. Press Unlock….
  3. Say why in the box: “two shifts were exported before they were corrected”.
  4. Press Unlock with this reason.

Then: Its shifts can be changed again. The unlock is recorded with your name and your reason, and whoever approves time within the unit is told, with your reason. Download it again once the hours are right.

Rather not? Where only a few hours are wrong, keep the lock and record an adjustment in Approvals instead: it is paid in the open period.

Who: Whoever holds Lock pay periods at the unit where the lock was taken. A lock taken at a unit above reaches this one too, and is unlocked by someone who holds Lock pay periods there.

If Download payroll is not there

  1. Check the period has ended: beside it, the status says Running until it does. Press ← Earlier to reach the last one that ended.
  2. If payroll export is off, ask the Owner or an Admin to choose Hours can be exported for payroll in Settings › Time and leave › Timesheets.
  3. If you hold Lock pay periods but not Read pay at this unit, ask the Owner or an Admin to give you Read pay there.

Then: Once the period has ended, export is on and you hold Read pay at the unit, Download payroll shows above the tiles.

Payroll is for whoever runs payroll: people with Read pay or Lock pay periods on their seat, as the HR administrator, the Owner and Admins have. Unit lists only the units where you hold one of them. The page shows hours, never pay: downloading needs Read pay at the unit, and locking and unlocking need Lock pay periods (unlocking, at the unit where the lock was taken). A name a unit keeps within it reads Name withheld; that unit's own payroll reader sees it. Payroll shows where your organization's plan has it.