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Running payroll is a simple 9-step process in PaymentEvolution.  Each step of the process allows you to validate and confirm the data you've entered. If you need to stop part way through a pay run - no problem - we save all your work and allow you to come back later to finish the process
First, make sure you've set your Company Settings and  added your employees. 
To run your payroll, follow these 9 simple steps;

  1. Click on RUN PAYROLL in the menu bar.
     

    Pro-Tip: you may be asked if this is a new remittance period.  If your pay date for the pay run you are about to perform falls in your next period, or you prefer to have reports for EACH pay run, you should click YES. 
    The payroll steps menu bar will appear with each section opening when it is available

     
  2. SELECT PAY CYCLE 

    Enter the employee Payment date
    Choose the Payroll Type- depending on your plan you may see
           - Regular- this is your regular pay run period
           - Special- this is for adding additional items for an employee already processed in a regular run
           - Manual- this is available on select plans to allow for a negative data entry pay run
Choose the Pay Cycle (Frequency) for this pay run
Enter From and To dates for the work dates for this pay run
Click Submit

  
  1. IMPORT
    Select plans will have access to a CSV timesheet upload for employees
    Choose your CSV file that you have saved and click OK

    For more information on CSV imports see HERE
    Contact Us if you would like to learn more about plans that offer this option
     
  2. SALARIES

    Your list of salaried employees will be displayed next. We will pre-fill the number of hours, their pay rate and total amount of earnings for you. You can make any adjustments if necessary.   Approve the regular hours by checking the box to the left of the employee name and click APPROVE at the top.
  
You can also Add+ other earnings by clicking the appropriate icon next to the employee name 
  
  1. TIMESHEETS

    Employees who are time-based (i.e. paid by the hour) will be displayed on this screen. If you are in Bulk Mode (found under SETTINGS>PAYROLL OPTIONS) enter the hours for the entire time period.  If you are in Daily Mode we will pre-fill hours for you based on the employees’ average hours per week on their employee profile.  To clear all hours, click the "clear" icon. 
  
If you haven’t set up your timesheet preference in Payroll Options you can switch from Daily to Bulk by clicking the BULK/DAILY icon

If you are integrated with any of our partners for timesheets (Freshbooks or T-Sheets) you can import your hours by clicking the IMPORT icon

After entering hours select the employees you would like to approve for pay by checking  the box to the left of the employee name and click APPROVE at the top.

You can also Add+ other earnings by clicking the appropriate icon next to the employee name 
  1. CALCULATE

    Once you completed entering wages, hours and other earnings - click calculate. You will be prompted to choose to calculate using the system defaults or a custom calculation. For most pay runs, the system default is appropriate. If you would like to turn any specific rules on or off for just this pay run use the custom option.
Pro-Tip: If you have benefits or deductions applied to your employees and are running a special run, typically you would use custom calculations to turn these off.  The employee’s pay would already have them add/subtracted in their regular pay run
  1. REVIEW 

    Once the calculations are complete, you'll be able to view the results by employee. Using the dropdown box, you'll be able to view a pay slip for an employee. You can make manual changes to the employee's pay in certain circumstances.  This is not typically recommended but is available.  Click Save if you make any manual changes. 
  
Use the VIEW JOURNAL button to download a PDF of all employees in this pay run

Pro-Tip: we STRONGLY recommend that you review all employee amounts before completing your pay run.  You can go back to any step, pay rule or employee to make changes.  If you make changes outside the pay run you must calculate again to get the new information pulled in.
*Note: changes to an employee pay rate will NOT change an approved line in salaries/timesheets.  Instead update the line rate in the pay run (after you update the employee) and click SAVE
  1. PAYMENTS

    Here you can process the payments for your employees. If you are processing electronic payments the system will process them for you. If you are paying via cheque, the system will generate a cheque report which you can use to print cheques on pre-printed cheque stock.
    Choose your Funding Source, confirm payment dates and switch employee payment type (direct deposit/cheque) as needed 

    Review your final amounts and enter your PIN (available on paid plans)  or enable it if you choose

  2. Click Finish this pay run

When you are using ePay the Authorization screen is the MOST IMPORTANT screen of your pay run.  It tells you the employee payment date, how the pay run is funded, the amount that will be debited/expected, the debit date/expected date and bank information.  If any of these are not accurate click Go back.  If everything looks good click Yes, Authorize

Up until this point, you can go back to any point in the payroll process and make adjustments as needed. After you click Yes, Authorize, the pay run is committed and is not editable.

10. SUMMARY 


This will show you a summary of your pay run and the employees you have paid. 

  
That's it! You've completed your payroll 
Want to see this in action?  Watch HERE

 
 
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