A manual pay can be processed individually or in bulk for adding or amending incorrect timesheets. However for extra payments, manual pays can only be processed on an individual basis.
Missed or incorrect timesheets (individual)
1. Unlock the pay period containing the missed or incorrect timesheet(s) via Bulk Pay Periods.
2. Add or amend the applicable timesheet(s).
Use any timesheet method to add timesheets and the Bulk Timesheet Editor to amend them.
3. Lock the pay period containing the new or amended timesheet(s) via Bulk Pay Periods.
4. Hover over Payroll > Payslips, then click Manual Pay.
5. Select the Team Member.
6. Select the Pay Period that the missing/amended timesheet(s) relate to.
This must be a previously processed pay period.
7. Select the Pay Date.
8. Select Missed Timesheets from the Type dropdown.
9. Check the table. If a new timesheet was added, a tick will appear to confirm it has pulled through. If an existing timesheet was amended, no tick will appear.
10. Click the calculator icon to calculate the Payment Amount.
Do not overwrite the dollar amount.
11. Add a Payment Description (this will be displayed on the payslip).
12. Add Admin Notes (optional).
Do not click Create Payslip.
13. Click Save.
You will be notified that the manual pay has been saved.
14. Refer to the Processing the pay section to complete the pay.
Missed or incorrect timesheets (bulk)
1. Unlock the pay period containing the missed or incorrect timesheets via Bulk Pay Periods.
2. Add or amend the applicable timesheets.
Use any timesheet method to add timesheets and the Bulk Timesheet Editor to amend them.
3. Lock the pay period containing the new or amended timesheets via Bulk Pay Periods.
4. Hover over Payroll > Payslips, then click Bulk Manual Pay.
5. Adjust the filters as needed, then click GO.
6. Select employees by ticking the checkbox to the left of their name. To select all employees, tick the checkbox in the grey header bar.
7. Click Create Manual Pays.
8. Select a Payment Date.
9. Enter a Description (this will be displayed on the payslip).
10. Add Admin Notes (optional).
11. Select Missed Timesheets from the Type dropdown.
12. By default, No is selected in the Include Other Deductions field. This means any non-statutory deductions (e.g. rent) will not be included in this manual pay. This is usually preferred, as these deductions are typically handled in the scheduled pay run. However, if the employee has a deduction specific to this manual pay, select Yes.
13. Click Create Manual Pays.
14. Refer to the Processing the pay section to complete the pay.
Extra payment
1. Hover over Payroll > Payslips, then click Manual Pay.
2. Select the Team Member.
3. Select the Pay Period that the extra payment relates to.
This must be a previously processed pay period.
4. Select the Pay Date.
5. Select either Discretionary or Non-Discretionary from the Type dropdown.
Discretionary: Given solely at the employer’s discretion (e.g. Christmas bonus).
Non-Discretionary: Contractually required to be paid (e.g. backpay).
6. Enter the gross amount into the Payment Amount field (ignore the calculator icon).
7. Select a Category.
8. Select a Frequency.
Weekly to monthly: Regular extra payment (e.g. monthly bonus).
All periods other than: Irregular extra payment (e.g. backpay).
9. Add a Payment Description (this will be displayed on the payslip).
10. Add Admin Notes (optional).
Do not click Create Payslip.
11. Click Save.
You will be notified that the manual pay has been saved.
12. Repeat this process for each extra payment you need to process.
13. Refer to the Processing the pay section to complete the pay.
Processing the pay
1. Hover over Payroll and click Payroll Wizard.
2. Select:
- Team (optional)
- Location (optional)
- Pay Date
- Identifier (optional)
3. Select the Pay Period.
4. Click Next to proceed to Step 2.
The manual pay(s) will appear in blue.
5. Click Next to proceed to Step 3.
6. Click Next to proceed to Step 4.
7. Review the payslip(s).
The Pay Period Amount and Gross Pay columns are highlighted in blue to indicate that the total earnings for the period (Pay Period Amount) do not match the earnings in this payslip (Gross Pay). Since this is a manual pay, this discrepancy is expected, and the highlighting can be ignored.
8. Click Next to proceed to Step 5.
9. Review the Payment Table, then click Done.
Ensure the payment is made to the employee(s) as AgriSmart does not process payments.
10. To pay your employee(s):
- Click Bank File to download the payment file and upload it to your bank OR
- Pay manually using the amount(s) in the Payment column.
11. Print or email the payslip(s) by clicking Print Payslips and/or Email Payslips.
12. Click File with IRD to submit payday filing.