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. The system is configured to show only sessions that have been transmitted to insurance (marked as "Billed"). This default setting helps you focus on visits that have already been submitted for payment processing.

For payroll purposes:

  • Only billed sessions appear by default
  • To view unbilled sessions, simply uncheck the Only Billed Sessions filter option

This gives you control over which visits are included in your payroll review while maintaining data integrity by defaulting to billed sessions only.

10. Users also have the option to filter and view only sessions that have been paid by insurance.

  • This filter helps in tracking payments received and identifying outstanding claims.

11. By using these filters, agencies can efficiently manage payroll based on insurance payments and ensure accurate financial tracking.

1.2. Run Payroll

12. Once you have selected the sessions you want to pay, you just have to click Run Payroll:

* Show Pay Date and Payroll Date on payroll report

13. In your Agency Settings, you can enable the option: "Show Pay Date and Payroll Date on payroll report". If you enable this setting, you will be able to set the pay date when running the payroll report.

✓ When activated, this setting allows you to set custom pay dates.

14. When the "Show Pay Date and Payroll Date on payroll report" setting is enabled, during payroll processing, you will be able to:

  • Set a custom payment date (when staff receive funds)

  • Define the pay period (dates covered by the payroll)

    ✓ These fields will then display on all generated payroll reports

1.3. Payroll Report

15. A Payroll Report will be generated, which will be downloaded to your computer automatically. The first page will have general payroll information:

16. In addition, there is a more detailed page for each therapist.

2. History

17. 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

18. All employees can now access their complete payment history by following these simple steps:

  • Log in to your account
  • Navigate to My Profile

  • Select the Payment Records tab
  • View your full payment history and download any reports needed
  • Click "Download Pay Records"