The monthly run is prepared by one person and approved by another
Who is involved
| Role | What they do |
|---|---|
| Payroll specialist | Prepares inputs, computes the run, submits it and handles the wage file. |
| Payroll approver | Reviews variance and flags, approves, marks paid and posts. |
| Accountant | Checks the posted entry in the ledger. |
| Employee | Receives and reads their payslip. |
Step by step
- Payroll specialist
Opens the pay period, checks contracts and work entries, creates the run and computes it.
What they see:Payslips with gross, deductions and net, and any anomaly flags.
- Payroll specialist
Simulates if a rule changed, reviews and dismisses flags, and submits the run for approval.
What they see:The run moves to review.
- Payroll approver
Finds the run under runs awaiting review and reads the variance against last month.
What they see:Joiners, leavers and every employee whose net moved beyond the alert percentage.
- Payroll approver
Approves the run. With segregation of duties on, the person who created the run is refused.
What they see:The run is approved and payslips are locked.
- Payroll specialist
Generates the bank file from the approved run, uploads it and records the submission and the bank's answer.
What they see:The file is shown as submitted, then accepted.
- Payroll approver
Records the run as paid and posts it to the ledger.
What they see:The run is posted and the entry is sent to Accounting.
- Accountant
Opens the ledger entry for the run.
What they see:One balanced entry with cost by department.
- Employee
Opens My payslips.
What they see:Their own payslip for the period.
Who is told what
On submit, payroll managers and finance controllers are notified in the app and by e-mail. On posting, each employee whose login is linked to their record is told their payslip is ready, payroll managers are told the run completed, and payroll managers and accountants are told it was posted.