How to Run an Off-Cycle Payroll

Now that you've created an "Off-Cycle" payroll, you're ready for the next step: Run the "Off-Cycle" payroll.

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:

  1. Edit Payroll
  2. Review Payroll Summary
  3. Complete & Pay

Before running payroll:

  • Ensure bank accounts, tax credits, compensations, and terminations are set up correctly for all employees
  • Ensure benefits and income types are set up correctly for all employees
  • Check that the payroll period’s dates are accurate
  • Note that your payroll must be run before 4:30 pm EST for payment processing to start on the same day

Step 1: Edit Payroll

After creating your "Off-Cycle" payroll, you'll automatically be directed to the "Edit Payroll" page.

edit-payroll.png

As you can see above, there are four columns on the "Edit Payroll" page:

  • Employee
  • Compensation
  • Extra Pay
  • Gross Pay

You'll learn how to fill in each column in this article, starting with how to add or remove an employee from the "Off-Cycle" payroll. 

Add or remove an employee

Let's think back to a few moments ago when you were creating this "Off-Cycle" payroll. There was an option to "Add all employees."

If this "Off-Cycle" payroll isn't for all employees, then you should have left this option toggled off and now, by default, you'll see that the "Edit Payroll" page is empty. 

You'll now have to add the necessary employees by typing their names in the "Add Employee" field shown below and then clicking the "Add" button.add-employee.png

If you're quick on the trigger, clicked too fast, and accidentally added the wrong employee - don't worry about it because you can quickly remove them just by clicking on the three dots and selecting "Delete." delete-emp.png

Compensation

You can only create an "Off-Cycle" payroll for "Extra pay" or "Reimbursements," not regular compensation, so you'll see that this column is blank and instead has "Off-Cycle" stated there. In addition, "Benefits and Deductions" are not applied on off-cycle payrolls.

Extra Pay

You'll enter any bonus or commission payments here for any employees who earn these income types above their regular earnings.

There are three income type options available under Extra Pay: "Bonus, Commission, and Other"

If this payment is not for a Bonus or Commission, then you'll need to use the "+ Other" option. 

If you've already set up your custom income types, they'll show up when you click the "+ Other" link. other-income-type.gif

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 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.reimbursement.png

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.

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