March 16th 2023, Release Note: WFM UK: | UK Payroll & Pension: Payroll Module New User Interface & Payroll Module Page Enhancements – Fourth & HotSchedules Customer Success Portal

Summary

Feature 1

Feature 2

Payroll Module - New User Interface

Several pages of the Payroll Module are now available in the new User Interface (UI)

Payroll Module - Page Enhancements

Enhancements are being made to several pages within the Payroll module

Release date: March 16th 2023

Payroll Module - New User Interface

Enabled by Default? - Yes - only for those customers using the new UI
Set up by customer Admin? - No
Enable via Support ticket? - No - please liaise with your Fourth contact to have the new UI enabled
Affects configuration or data? - No

What’s Changing?

Redesign of the Payroll module’s user interface on the following pages
(select from the list below to go straight to that section):

Payroll Module Home Page
Current Payrun List
Past Payrun List
Payrun Approval
Employee Payslips

Reason for the Change

To give the product a more modern look and feel, and to improve the overall user experience.

Modules Affected

The new user interface is available for the Payroll, Rota, HR, Tronc, Tronc 2, Benefits, Pension, and Scheduling modules.

Please note: The new User Interface will default to 'Off' for all portals that do not already have the new UI enabled. To get it enabled, please liaise with your Fourth contact.

Release Notes

All functionality within the system will remain the same. The main user experience changes are shown below.

Please note: There may be other minor changes to the Payroll module which are not detailed within this document.

Payroll Module Home Page

The Payroll module home page has been updated with a new user interface. The Payslip Queries section has been moved from the right-hand side to the bottom of the page underneath the past Payruns section in the new user interface

Fig.1 - Payroll Module Home Page - existing UI

Fig.2 - Payroll Module Home Page - new UI

Current Pay Run List

To access the Current Pay Run List, go to Payroll > Pay Runs > Current Pay Run List

The user interface has been updated to be in line with the other modules within WFM UK.

The existing page is shown in Fig.3.

Fig.3 - Current Pay Run List - existing UI

The new Current Pay Run List page is shown in Fig.4.

Fig.4 - Current Pay Run List - new UI

Rollback Pay Run

To view the Rollback Pay Run page, go to Rollback Pay Run and select a pay run

Fig.5 - Rollback Pay Run - existing UI

Fig.6 - Rollback Pay Run - new UI

Past Pay Run List

To view the Past Pay Run list, go to Payroll > Pay Runs > Past Pay Runs List

Fig.7 - Past Pay Run List - existing UI

Fig.8 - Past Pay Run List - new UI

Past Pay Run Details

To access the Past Pay Run details, go to Past Pay Run List and select a Pay Run

Fig.9 - Past Pay Run Details - existing UI

Fig.10 - Past Pay Run Details- new UI

At the top of the page, in the existing UI, there are several links displayed that will take the user to different pages relating to the past pay run,=,

Fig.11 - Page links - existing UI

In the new UI, the links have been consolidated under a single Page Links drop-down list - see Fig.12.

Fig.12 - Page links - new UI

Past Pay Run Report

To view the Past pay Run Report, go to Past Pay Run List > select a Pay Run > Pay Run Report

A pop-up box will be displayed for the report criteria to be entered.

Fig.13 - Pay Run report pop-up box - Existing and new UI

To run the report with basic details, select Run Report
In the existing UI, the report will generate in a separate browser window with the options to Print and Export to Excel, with or without graphics

Fig.14 - Pay Run report - existing UI

In the new UI, the report will still generate in a separate browser window but now has options to view it in different formats ready for printing or copying. It is also still possible to export to Excel.

Fig.15 - Pay Run report - Onscreen View- new UI

To view the Printable version, select the Printing radio button

Fig.16 - Pay Run report - Printing View- new UI

To print the report, select Print
To view the copying version, select the Copying radio button

Fig.17 - Pay Run report - Copying view - new UI

To copy the report (so as to paste it elsewhere), select Select All and then Copy
In the new UI, it is also possible to export the past Pay Run report directly from the report selection pop-up box by simply selecting Export to Excel

Fig.18 - Pay Run report - Export to Excel- new UI

Pay Run approval

To approve a pay run, go to Payroll > Past Pay Run List > Select Pay Run > Select Approve > navigate through the approval pop-up boxes

In the existing UI, the screens change to show the payroll submission process as shown in Fig.19

Fig.19 - Pay Run approval progress screen- existing UI

The Progress screen has been updated so it is in line with other progress screens within other modules

Fig.20 - Pay Run approval progress screen- new UI

Employee Payslips

Payslips can be viewed within employee records, as well as the Past Pay Run List.

To view a payslip in the Past Ray Run List, go to past pay run list > select a pay run > select Show employees > View payslip

Fig 21. View Payslip - existing UI

In the new UI, there is just the one option to view payslips as HTML (onscreen). Once open, there is the option to also view as a PDF, if required.

Fig 22. View Payslip - new UI - 'Payslip as PDF' button

Email Payslips

The format of the payslip that is emailed to an employee has been enhanced to show the payslip data in structured blocks.

Fig 23. Email Payslip - existing UI

Fig 24. Email Payslip - new UI