WFM UK: Payrun Approval Process

Overview

This article describes the process of how the Preview, Complete Payroll and Approval Process works in Payroll.

Payroll Preview

A Payroll preview can be run at any time.

To do so:
 

• Go to Payroll home and select the required Pay Basis 

 
Fig.1 – Payroll home

• Select Preview

 
Fig.2 – Preview link

A pop-up window will appear.
 

• Select the Location and Division as necessary
• Select the required Type
• Select Run Preview

 
Fig.3 – Preview criteria

There are three different types of preview available:
 
1. Basic Details  
The ‘Basic Details’ preview will display a breakdown of the totals for each employee. 
 

 
Fig.4 – Basic Details preview

If Export to Excel is selected, the preview will also display the ‘Employer NI’, Employee Pension figures and the employee’s Termination date. 
 

 
Fig.5 – Export to Excel preview

2. With Pay Elements 
The ‘With Pay Elements’ preview will display a breakdown of the pay elements which make up the gross pay figure for each employee, along with the totals for the other Payroll information.
 

 
Fig.6 – With Pay Elements preview

If Export to Excel is selected, this preview will display a list of all the pay elements on the preview, and any employee Termination dates.
 

 
Fig.7 – Export to Excel Preview

3. With Pay Elements and Deductions
The ‘With Pay Elements and Deductions’ preview will display a breakdown of the pay elements which make up the gross pay figure for each employee, and a breakdown of the deductions entered on the employee record along with the totals for the other Payroll information.
 

 
Fig.8 – With Pay Elements and Deductions preview

If Export to Excel is selected, this preview will display a list of all the pay elements and deductions on the preview, and any employee Termination dates. The exported Pay Elements and Deduction preview can be filtered/made into pivot tables and used to check the Payroll information.
 

 
Fig.9 – Export to Excel preview

Closing Payroll

When the Payroll is ready to be closed, please email payroll@fourth.com with the following information:
 

• Grand Total Net Figure - this can be found at the bottom right corner of the Payroll preview
• Confirm Pay date

 
The net figure and pay date must be confirmed by the authorised Payroll contact.  


Approving Payroll

Once internal checks have been completed and the Payroll figures have been signed off, the Payroll will need to be approved.  
 
In the Payroll module, the unapproved Payroll will display in the Past Pay runs box.  

Pay runs with a red tab are unapproved. Those with a green tab have already been approved.
 

• Select the payrun with the red tab that needs to be approved

 
Fig.10 – Past Payruns

• Notes about the payrun or approval can be made if wished 
• Once satisfied with the Payroll figures, select the Approve button
• Once approved, go to the Payroll module home

The approval process will also automatically send the FPS file to HMRC.  

WFM - Payroll Processes Articles