How to run a Payroll
This guide provides step-by-step instructions on how to set up and run a payroll. It covers filtering sessions, paying sessions, additional fees, overtime, and adjustments. It also includes information on generating a payroll report and accessing payment history. This guide is essential for anyone who needs to manage payroll for their organization efficiently.
1. Set up a payroll
1. To set up and run a payroll, from an administration account go to the Payroll view:
2. By default, all visits will be marked to run in the Payroll. If you want not to pay a specific session, you just have to uncheck it. Additionally, you will have the option to unmark all sessions:
The same conditions apply for both billing and payroll. By default, sessions must be completed to be available for billing and payroll, but you can choose a different condition.
* Payroll components
You can pay sessions scheduled in the system, additional fees, overtime, and adjustments.
3. You can pay Sessions:
All sessions scheduled in the system that meet the payroll conditions will be available for payroll processing. The system uses the rate set for each therapist (per code and client) to calculate how much they are owed for each session.
4. You can pay other Fees:
Aside from the scheduled visits in the system, you can pay extra fees such as trainings, meetings, etc. These fees need to be entered manually to ensure they are included in the payroll calculations.
5. To add other fees, just go to the employee profile, navigate to Other Fees, and add a new fee. Select the date you want to pay them, enter the amount and a description of the extra fee, then click save.
To include this fee in a payroll, ensure that the date you set for the extra fee falls within the payroll period.
6. You can also pay Overtime:
Overtime is calculated on a weekly basis, from Sunday to Saturday. For each week, you will see the total hours of overtime worked and the amount to be paid for that overtime.
7. Adjustments
Adjustments are generated when an employee’s pay rate is changed with an effective date in the past. If there are visits that were paid at the wrong rate due to the retrospective pay rate change, the system will calculate the difference. You can see the rate change that caused the adjustment and the adjusted amount of the affected visits. The system automatically calculates this difference and includes it in the payroll as an adjustment to ensure accurate compensation.
1.1. Filter
8. You can use the filter option to help you selecting the sessions you want to pay. You can filter by client, therapist, insurance, procedure and/or date:
If you input only the end date of the current payroll period and leave the start date field empty in the "Visit Scheduled Date" filter, you will view all visits from the current payroll period as well as any visits that were overlooked in previous payroll periods for any reason. This approach guarantees that you pay all ready visits up to the specified end date.
9. By default, only visits that have already been billed will be available in Payroll, but you can include those that have not been billed from this filter, by unchecking the Only Billed Sessions checkbox.
1.2. Run Payroll
10. Once you have selected the sessions you want to pay, you just have to click Run Payroll:
1.3. Payroll Report
11. A Payroll Report will be generated, which will be downloaded to your computer automatically. The first page will have general payroll information:
12. In addition, there is a more detailed page for each therapist.
2. History
13. In History you can see a record of all the payrolls you have run in the agency. From this view you can download the report and the pay records, as well as Revert the last payroll
3. Pay Records
14. Each employee will have access to their payment history, they just have to follow these steps:
- Login
- Go to My profile
- Select the Pay Records tab
- Then they can check the history and download the report they want
