To utilize this feature, the "Pay Runs" add-on is required.

In this article I will explain:

• how to create a pay run
• how to provide payslips with automated assignment

- how to create a pay run
- how to provide payslips with automated assigning of documents to employees

Go to

• Quick and Easy Summary of Approved wages
• Keep Track of Pay Runs and Included Wage Data
• Mark Pay Runs as "Paid"
• Provide Payslips through Staffcloud

Our pay runs help keep track of wage payouts. Approved wages can be added to a pay run. Once paid, a pay run can be marked as "Paid," which prevents any subsequent opening/editing of the paid wages.

Multiple pay runs can be created in the system simultaneously to represent complex billing processes on a project or client basis. Within the pay run, you can provide employees with their payroll documents for viewing in the app.

Quick and Easy Summary of Approved wages

In the Finance section, a new pay run can be created with just a few clicks, directly capturing the approved wages for a specific period, optionally filtered by project or client.

Caution: To create an empty pay run, there must be no approved wage present according to the filter criteria.

As long as a pay run is not marked as "Paid," already added wages can be removed in the detailed view of the pay run (more about the detailed view in the next section) or in the "Work Data" tab. Additional wages can also be added to an existing pay run by selecting the desired assignments and using the sub-menu "Add to Pay Run" or "Remove from Pay Run" at the bottom of the screen.

Keep Track of Pay Runs and Included Wage Data

In the overview table, all pay runs are listed with the most important data. Above the table, there is a filter to differentiate between open and paid pay runs. Click on the title of a pay run to view detailed wage data for that pay run.

In the detailed view of a pay run, all assignments with approved wages that have been added to this pay run are listed. If employees had multiple assignments, they will summarized. Clicking on an employee's name breaks down the composition of the wage total into the individual wage types for each assignment.

Mark Pay Runs as "Paid"

A pay run can be marked as "Paid" after the payout, locking the contained wages for further processing. No additional wages can be added to a pay run that has already been marked as "Paid."

Paid pay uns can be recognized in the pay run overview by the green check mark on the left side of the row.

Depending on your wage processing workflow, the marking as "Paid" can also be done directly when transmitting wage data to the payroll accounting. For questions regarding the best time to mark pay runs as "Paid", our support team is happy to assist.

Provide Payslips through Staffcloud

For each pay run, there is now the option to upload employees' payslips. To do this, go to the detailed view of a pay run and click "Upload Payslips".

To ensure the files are correctly assigned, the file name must include a unique ID, which is maintained in the employee profile, e.g. the ID of the payroll accounting program or the employee's social security number. In the configuration section >> Add Ons >> Pay Runs, you can define which data field will be used for this assignment of documents. If the ID is at the beginning of the file name, no further configuration is necessary after selecting the data field. If the ID is not at the beginning of the fle name, please contact support@staff.cloud for assistance with configuring the "regular expression". 

Alternatively, payslips can be uploaded individually for each employee through clicking on the three dots at the right end of the employee's data line. 

The payslips can now be viewed by employees in the app under "My Profile" in the section "Pay slips".