This can be done for multiple employees at once.
Pay wages and final pay together
1. Hover on Payroll then click Run a final pay.
2. Click New final pay.
3. Select the employee(s) by ticking the checkbox next to each relevant employee’s name. You can filter the list by entering a name or selecting a team from the dropdown. Once the employee(s) are selected, click Next.
4. Select a Termination date.
5. Select a Payment category (optional).
If a Final pay category is already set up in your system, it will automatically populate in this field. To create a new final pay category if none exists, click here for guidance. If you prefer not to use a category, you can select the no category option from the dropdown.
6. If there are any upcoming public holidays, enter the number in the Future statutory holidays field.
7. By default, the employee(s) will be deactivated from the system once their final pay is completed. Only uncheck the deactivate team member(s) on completion option if necessary.
8. Enter an Identifier (optional).
9. Enter Notes (optional).
10. Click Next.
11. Review the final pay breakdown (shown on the 50% progress screen), then click Next.
To learn more about this breakdown please navigate to the Final pay breakdown section within this article.
12. Review the final pay summary (shown on the 75% progress screen), then click Complete.
To learn more about this summary please navigate to the Final pay summary section within this article.
13. Click either Yes or No to paying the employee(s) at the same time as the rest of the team.
14. If you selected Yes, go to Section 1. If you selected No, go to Section 2.
After completing Section 1 or Section 2, follow the instructions in the File termination details with IRD section within this article.
Section 1
1. A prompt saying Visit the Payroll Wizard when you’re ready to pay your team will appear. Click the underlined Payroll Wizard link to go to the Payroll Wizard and complete your pay run as usual.
For help on this, click here
Section 2
1. Select Yes to paying the employee(s) now.
If you’re not ready to pay the employee(s) now, you can return to this screen later by hovering over Payroll and selecting Run a final pay. Once here, find the relevant final pay and click anywhere on it to open.
2. Select the Pay date, then click Pay now.
3. This will take you to step 3 of the Payroll wizard – run your pay as normal:
For help on this, click here
Pay final pay only (wages already paid)
1. Run the employee(s) pay as normal.
For help on this, click here
2. Hover on Payroll then click Run a final pay.
3. Click New final pay.
4. Select the employee(s) by ticking the checkbox next to each relevant employee’s name. You can filter the list by entering a name or selecting a team from the dropdown. Once the employee(s) are selected, click Next.
5. Select a Termination date.
6. Select a Payment category (optional).
If a Final pay category is already set up in your system, it will automatically populate in this field. To create a new final pay category if none exists, click here for guidance. If you prefer not to use a category, you can select the no category option from the dropdown.
7. If there are any upcoming public holidays, enter the number in the Future statutory holidays field.
8. By default, the employee(s) will be deactivated from the system once their final pay is completed. Only uncheck the deactivate team member(s) on completion option if necessary.
9. Enter an Identifier (optional).
10. Enter Notes (optional).
11. Click Next.
12. Review the final pay breakdown (shown on the 50% progress screen), then click Next.
To learn more about this breakdown please navigate to the Final pay breakdown section within this article.
13. Review the final pay summary (shown on the 75% progress screen), then click Only pay termination amount and click Complete.
To learn more about this summary please navigate to the Final pay summary section within this article.
14. On the 100% progress screen, tick Release, then click OK.
15. Click either Yes or No to paying the employee(s) at the same time as the rest of the team.
16. If you selected Yes, go to Section 1. If you selected No, go to Section 2.
After completing Section 1 or Section 2, follow the instructions in the File termination details with IRD section within this article.
Section 1
1. A prompt saying Visit the Payroll Wizard when you’re ready to pay your team will appear. Click the underlined Payroll Wizard link to go to the Payroll Wizard and complete your pay run as usual.
For help on this, click here
Section 2
1. Select Yes to paying the employee(s) now.
If you’re not ready to pay the employee(s) now, you can return to this screen later by hovering over Payroll and selecting Run a final pay. Once here, find the relevant final pay and click anywhere on it to open.
2. Select the Pay date, then click Pay now.
3. This will take you to step 3 of the Payroll wizard – run your pay as normal:
For help on this, click here
File termination details with IRD
1. Hover on Payroll, then click IRD Payday Filing.
2. Scroll down to Team Members, then click Send Team Member Details.
By default, all employees whose details haven’t been sent to the IRD will be automatically ticked (shown on the far left of the table and highlighted in yellow). This includes any unfiled details, such as new employees or updated employment information like a new tax code. We recommend keeping these employees selected to file this information with the IRD. However, if you don’t wish to do so, deselect them using the checkbox on the far left-hand side of the table.
3. The terminated employee(s) should be automatically selected, but double check to ensure this is the case.
To refine the list, you can update the filters.
When a final pay has been run, the employee(s) will be made inactive. Therefore, you can change the Enabled filter from All to No, the Terminated filter from All to Yes, and the Changed filter from All to No. Alternatively, you can search for the specific employee in the Employee field.
4. Scroll down to the bottom and click Save.
Final pay breakdown
Click the cross icon to remove an employee from the final pay:
The Cut-off date is the final day of the previous pay period (used for annual leave accrual calculations):
The Hours column pulls through the timesheets for the final pay period:
Click the arrow icon to view, add, edit or delete timesheets:
Timesheets will only show up to the termination date.
This shows the amount payable for the hours worked in the employee’s final pay period:
This is 8% of the final pay period earnings:
This will be nil for HPAYG employees.
This is the number of annual leave entitlement days that the employee has:
This is the value of annual leave entitlement that the employee has:
This is 8% of the annual leave entitlement value:
This is 8% of the employee’s earnings from their anniversary date (or start date if they haven’t been employed for more than 12 months) to their cut-off date:
This is the number of alternative leave days that the employee has:
This is the value of alternative leave that the employee has:
This is 8% of the alternative leave value:
This will be nil for HPAYG employees.
This is the number of time bank hours that the employee has:
This is the time bank value that the employee has:
This is 8% of the time bank value:
This will be nil for HPAYG employees.
If an employee has annual leave entitlement and there is an upcoming statutory holiday, they may be entitled to this. If so, the days & value will be populated in the columns below:
This the sum of all $ columns except for the Final Pay Period $ column (the employee’s earnings for the period):
Click the information icon to pull up a printable breakdown report for the employee:
Final pay summary
This is the earnings for the final pay period (generated from timesheets):
This is the total amount of leave to pay out (annual, alternative, time bank, future stat days):
If an employee has already been paid their final pay period earnings and only needs to receive their termination pay, click the checkbox in the only pay termination amount column:
Click the information icon to pull up a printable breakdown report for the employee:
Click the cross icon to remove an employee from the final pay:
Refer to the key to determine if the final pay run can be completed (should be blue at this point):
