Overview
Finalize Payroll by calculating totals.
Article Sections
- Preparation
- Filtering the Payroll List
- Methods of Finalizing or Closing Out Payroll
- Prior Period Payroll Brought Forward
- Finalizing Payroll with a Manual Adjustment
- Finalizing Payroll in Bulk
- Export
- Closing Out Payroll Screen Cast Video
Preparation
Perform all payroll preparations as detailed in PP01.
Filtering the Payroll List
1. The payroll list may be filtered by a Program or Location. This will display any staff that have the corresponding location permissions.
Uncheck the Filtered slider to show staff with no sessions in case they have a brought forward amount that needs to be closed out.
Uncheck the Inactive slider to close out final payroll for staff who have left or are not currently tutoring.
NOTE: Filtering by Program does not filter the sessions/payroll of that staff member to the filtered location. If they have worked across Programs then all of their sessions will show as one payroll record is created per person per payroll period.
Methods of Finalizing or Closing Out Payroll
2. There are two ways to total gross payroll in Oases:
- Total gross payroll with a manual adjustment for one employee (bonus or reimbursement).
- Total out payroll in bulk for any selected employees.
3. The most efficient routine would be to total out payroll individually for any staff that have a manual adjustment or bonus to be paid, and then when you have completed those individuals, run everyone else in one batch.
Prior Period Payroll Brought Forward
4. If a staff member has payroll from a prior period still to be closed out there will be a blue eye after their name in the PRIOR PERIOD column.
5. Oases will automatically include any approved session in the last 6 months (if set to all or 1 month if that is your setting) when calculating totals.
6. If you do not want to include any applicable prior period payroll then you can prevent this by running a manual adjustment payroll and remove the check to include prior pay. Press on the staff name to view this item.
NOTE: Turning off Prior in one staff member will turn it off for the entire list, to allow you to run your staff that won't have brought forward items in bulk. Please be sure when finished to turn it back on for everyone which can be done by turning it back on in any unpaid record.
Finalizing Payroll with a Manual Adjustment
7. When the numbers are green due to sessions being approved (or as many as possible), press the employee's name to bring up the Manual Adjustment tools.
8. Select any bonus payments you wish to make. You may select more than one but may select each item only once. Press Pay at the end of the row to apply that manual adjustment to that person alone.
If you want to apply the same manual adjustment to multiple staff, add the item but DON'T press pay at the end of the row. Then check off other staff members to receive the same adjustment and press Actions Pay Selected and the adjustment will be copied with the closed out pay.
9. Enter any reimbursement description in Other, and the amount in the amount field. (This amount in the Other field may be a negative, just place a minus sign in front of the dollar amount).
Press Pay at the end of the row to apply that manual adjustment to that person alone.
If you want to apply the same manual adjustment to multiple staff, add the item but DON'T press pay at the end of the row. Then check off other staff members to receive the same adjustment and press Actions Pay Selected and the adjustment will be copied with the closed out pay.
PP07. Calculating Session Reimbursements
10. Remove or leave the check mark in the include prior period payroll box as required if one displays.
11. The calculated pay rows will turn pink.
12. The additional payments will display in the Other column but will be included in the total.
13. If you included prior period payroll the total will be indigo to indicate the calculation has included prior pay.
14. Any amounts that are not pink have not been included in the calculation.
15. Payroll close out is now complete for that individual.
16. Repeat for other staff members with manual adjustments.
Finalizing Payroll in Bulk
17. When the numbers are green (or as many as possible) and you have closed out any staff with a manual adjustment you can total out the remaining employees in one go.
18. Change the view to include all staff and check off your staff members using the check at the top of the staff list. It does not matter if you check off an already closed out staff member, so there is no need to check people off individually.
19. In the Actions menu that appears when items are checked off select Pay Selected.
20. The TOTALS will turn pink and payroll finalization is complete for staff that were checked off. If you did not opt to show all records, perform the same action on page 2 of your staff names and repeat for the number of pages you have.
Export
21. You may now export your payroll to excel or to a payroll company specified export for processing.
Closing Out Payroll Screen Cast Video
Link To
PP01. Preparing to Run Payroll