How to Use the New Payrun Journey

The New Payrun Journey is an upgraded payroll processing experience that gives you greater flexibility and control. Unlike the standard payroll flow, it lets you edit pay items mid-run, recalculate payroll for individual employees, add late joiners, and route every pay run through a dedicated approval step — all without having to start over.

Key Features

• Dedicated payroll approver. Assign one Payroll Administrator as the approver for every pay run.
• Flexible pay elements. Add or remove pay items at any point during a pay run without restarting.
• Detailed pay breakdowns. View a complete breakdown of each employee's pay run details.
• Targeted employee selection. Search and select specific employees to include in a pay run.
• Advanced filters. Filter the employee list by Department, Designation, Active Employees, New Hires, or Resigning Employees.

Before You Begin: Assign a Payroll Approver

1. Go to Payroll > Configuration.
2. Select the General tab.
3. In the Payroll Approver field, select a name from the dropdown.
4. To automatically notify the approver by email when a pay run is submitted for approval, tick Send email notifications for payroll approval.
5. Save your changes.

Process a Pay Run

1. Go to Payroll > Process Pay, or open the Pay Run Dashboard and click Run Payroll.
2. On the blue header, click I want to try it to switch to the New Payrun Journey.
3. Click the green Add Payroll button.

4. A progress bar on the new page shows three stages:

   Stage 1 – Select Employees, Stage 2 – Select Pay Elements, and Stage 3 – Review Payroll. 

   Select the Payroll Month and Payroll Period, apply any relevant filters (Department, Designation, Active Employees, New Hires, or Resigning Employees), then click Go.

5. In the Employee Details section, tick the checkbox beside each employee you want to include. Use Show Entries to display more employees, or click an employee's name to view their details.
6. Click the green button to proceed to Stage 2 – Select Pay Elements.

7. Click the blue Calculate button.

   The Calculating Payroll section will show the progress and display a Payroll Calculation Completed message, including the number of employees successfully processed and any that failed.

   

8. Under Total Additions and Total Deductions, click the value to expand an employee's pay elements. Elements are grouped into two types:

   

   

8. To add a pay element, click the + icon under the Recurring or One-Time section, select the pay element from the list, enter the amount, and click the blue check button to save.
9. Once the pay element has been added, you can adjust the amount by clicking on the value, entering the new amount, and then clicking the blue check mark to save the changes.
10. To remove a pay element, click the trash bin icon beside it.
11. Repeat the same process under Deductions to add or remove deduction elements as needed.
12. Click the Calculate button again if you made any changes in the pay elements in order to click the Calculate and Next.
13. Click the green Calculate and Next button to proceed to Stage 3 – Review Pay Run. A Processing Pay Run window will appear briefly while the system prepares the data.

14. On the Review Pay Run page, click Review in the Review column to verify each employee's Additions, Deductions, and Net Pay.

    A green check mark replaces the Review button once an employee's pay run has been reviewed.

15. Repeat the review process for all employees in the pay run.
16. Once all employees have been reviewed, click the green Send for Approval button to submit the payroll.
17. You will be returned to the Pay Run page, where you can see the pay run's Date, Total Net Payable Amount, and Status. Click the eye icon to monitor the current status.

18. The assigned Payroll Approver will receive an email notification at this point if that option was enabled.

    The email notification looks like this:

    

Approve the Payroll

If you are the assigned Payroll Approver, follow these steps to review and approve a submitted pay run.

1. Go to Payroll > Process Pay, or open the Payroll Dashboard.
2. Click I want to try it to access the New Payrun Journey.
3. Pay runs submitted for your approval will be listed on the screen. Click the eye icon under the Actions column to open a pay run.
4. On the Review Payroll page, click an employee's name to view a breakdown of their Additions and Deductions, or click the eye icon under Actions to view their full individual payroll details.
5. Tick the checkbox beside the employee's name, then click Approve.
6. A confirmation message will appear once the payroll has been successfully approved.

Release Payslips

1. From the Payroll page, scroll down to the Payroll Approval History section. The Payslip Status for newly approved pay runs will show as Pending.
2. Click the pay run batch name to edit it if needed, then click the eye icon under Actions to preview the payslips before releasing.
3. On the View Payroll page, review the payroll summary. Download reports — such as the Payslip Report and Monthly Payroll Detail Report with Gross — using the blue Download button.
4. Generate the Bank File and CPF File by clicking the blue Generate button.
5. Review the Payroll Name and Payment Date, then tick the checkbox beside each employee whose payslip you want to release.
6. Click Release Now. A release options window will appear — choose from the following options:

7. After releasing, return to the Payroll Approval History page and confirm that the Payslip Status has changed from Pending to Released for the selected batch.