Now that you've created an off-cycle payroll, you're ready to run it and get your employee(s) paid.
This part should be familiar to you because it's very similar to how you would run your regular recurring payroll.
There are three steps to complete:
Before running payroll:
- Ensure bank accounts, tax credits, compensations, and terminations are set up correctly for all employees
- Ensure income types are set up correctly for all employees
- Check that the payroll period’s dates are accurate
- Your payroll must be run before 4:30 pm EST for payment processing to start on the same day
Reminder: If you create an off-cycle payroll while you have an open regular scheduled payroll, you won't be able to confirm the regular payroll until you process the off-cycle payroll.
Step 1: Edit Payroll
After creating your off-cycle payroll, you'll automatically be directed to the Edit Payroll page.
There are four headers on the Edit Payroll page:
- Employee
- Compensation
- Extra Pay
- Gross Pay
In this post, we'll walk you through how to complete each item, starting with how to add or remove an employee from the off-cycle payroll you created.
Add or Remove An Employee
Let's revisit a moment from earlier when you were setting up this off-cycle payroll. You might recall encountering the option to "Add all employees." However, if this payroll wasn't intended for every employee, then you should have left this option toggled off.
As a result, by default, you'll notice the Edit Payroll page is empty, and you'll need to manually add employees to the off-cycle payroll.
To do this, start typing the employee's name in the "Add Employee" field. Once their name is populated, click the "Add" button. Continue this process until all required employees are added to the payroll.
If you accidentally added the wrong employee, you can quickly remove them just by clicking on the three dots and selecting Delete.
Compensation
Off-cycle payrolls are exclusively designated for Extra pay or Reimbursements, not for regular compensation. That's why you'll notice this column remains empty, displaying "Off-Cycle" instead. Additionally, it's important to note that "Benefits and Deductions" do not apply to off-cycle payrolls either.
Extra Pay
In this section, you'll enter any bonus or commission payments here for any employees who earn these income types above their regular earnings.
There are three options available under Extra Pay: Bonus, Commission, and Other Income.
If this payment is not for a Bonus or Commission, then you'll need to use the "+ Other Income" option.
If you've already set up your custom income types, they'll show up when you click the "+ Other Income" link and scroll down to the "Income types with a dollar amount" section.
If you haven't set up your income types, you'll get a pop-up with a button on the bottom right corner to "Set Up Income Types." You'll need to set up your income types before you can run this payroll.
Learn how to add Income Types here.
To add the extra pay, select the correct income type, enter the amount needed for the period and then click "Save." You'll see that the employee’s gross pay will increase to reflect the extra payment amount, and applicable vacation pay as well.
Gross Pay - Add a reimbursement
All reimbursements are non-taxable so that means the employee's gross pay will not increase when you enter a reimbursement.
Note: On the employee's pay stub, all reimbursements will show up as a separate line item.
Confirm payment method
By default, all employees will be paid by direct deposit as long as their banking information is correctly set up in Humi.
If you would like to pay them by cheque instead, you can do so by unchecking the "direct deposit" check box.
Note
The total amounts paid by cheque will be kept as records, but the payments will not be processed through Humi Payroll.
Finish editing
Once you've added all the payment details, the payroll is ready to be reviewed.
Click "Next" on the bottom right to finish editing. You'll automatically be directed to Step 2: "Review Payroll Summary" page.
This is where Humi Payroll will calculate the deduction amounts such as CPP, EI, and income tax. All payment amounts within the payroll will also become temporarily locked-in to prevent changes in employees’ compensations or benefits or other admin’s conflicting edits from affecting the current payroll.