Reviewing and approving a pay run is a **critical final step** to ensure all payroll information is accurate before processing. This guide is specifically designed for approving the pay run and focuses on the steps and key reports required for a thorough review once the payroll data has been submitted.

1. Review Results for errors and warnings

Click Results to view the overall status.

Check for Errors and Warnings:

• Errors (Blocked): If an error is present, this will be the only report available. You cannot approve the pay run until the errors have been corrected.
• Warnings (For Information): Warnings do not block approval, but review them to determine if any adjustments are needed.

If either errors or warnings are present, click the View Errors/Warnings button.

This will open a new tab where you can read over the errors and warnings associated with the pay run.

To correct any issues, you must go back to the input sheet and click Modify Input to revert the pay run to an open status. Make necessary corrections in the Input Sheet, and then re-submit for processing and validation.

Once errors and warnings have been resolved, you are ready to review the detailed reports before final approval.

2. Review Key Reports for Approval

Before approving, review the following reports to validate the final payroll figures.

A) Payroll Register Report:

• This report provides a detailed breakdown of all employees' pay.
• Scroll to the bottom to confirm that all remittances are roughly in line with past expectations.

B) Departmental Payroll Register Report

• Review this report if you need to verify totals split by department.

C) Statement of Earnings:

• This view contains all employee Statements of Earnings in one document.
• We recommend spot-checking a few paystubs to review the total hours and earnings worked and ensure they are in line with what you are expecting to pay them.
• For any employee receiving a bonus or unique payment, specifically review their statement to ensure the payment is correctly applied.

D) Pay Run Changes Report:

• Review this report to validate recent changes, such as banking detail changes. If needed, check these changes in the system or with the person who prepared the pay run.

E) Invoice Report:

• This report displays the total amount being withdrawn from your bank account and a breakdown of the funds.
• Important: If the total amount is significantly different (higher or lower) from past regular pay runs, make sure you know why. It’s best to review other reports and look for any outliers and anomalies.

3. Approve the pay run

When you have reviewed your payroll and everything looks comprehensive and correct, you are ready to approve.

After approval, the pay run will move to an Approved status.

• Click Approve on the bottom of the results page. The pay run status will be updated to 'Approved'.
• Unapprove (If Needed): If you need to revert the pay run for further review, click Unapprove to return it to a pending status.

Critical Deadlines and Conditions

Since the system relies on the outputs of preceding pay runs, you can only approve a pay run once all earlier pay runs have been posted. If you are running multiple pay runs in a row (e.g., several ad-hocs), please contact Support so they can post the preceding runs for you.

• Approval Deadline: You must approve on time. The cutoff is 10:00 AM PST on the input due date. Approving a pay run is like sending an email—you may have a brief time to unapprove (unsend), but generally, you shouldn't press Approve unless you want the pay to be locked in.
• Automatic Posting: An approved pay run will be automatically posted by our system shortly after approval. A posted pay run is set in stone, and we cannot make changes to it.
• Unapprove Condition: The Unapprove option is only available until the pay run has been posted. Since posting can occur earlier for various reasons, if the button is not visible, the run has been posted.