How to Create an Off-Cycle or Additional Payroll in guHRoo Payroll Software
In this guide, we will walk you through the process of creating an off-cycle or additional payroll in the guHRoo payroll software. Off-cycle payrolls are typically used for bonus payments or correction purposes.
On the left-hand navigation menu, select Payroll to begin the payroll process.
You will be presented with two options:
Prepare Regular Cycle Payroll: For your standard payroll.
Prepare Off-Cycle Payroll: For corrections or bonus payrolls.
Click on Off-Cycle Payroll to proceed.
On the Run Payroll screen, you will be prompted to select the type of off-cycle payroll you are processing:
Correction Payroll: Used to correct previous payroll errors (e.g., missed hours or incorrect deductions).
Bonus Payroll: Used for issuing bonus payments to employees.
Note: The steps for both types of payroll are similar, with some variations in the deductions and contributions applied.
For Correction Payrolls, choose the start date and end date of the pay period you are correcting. Typically, you will want to mirror the actual pay period for the correction.
For Bonus Payrolls, the dates are usually less important, but ensure that the pay date is at least two business days out from when you are processing it.
Example: If processing on a Wednesday, the earliest possible pay date would be Friday (two business days later).
Correction Payrolls: You may want to include regular deductions and contributions, unless they were already taken in the previous payroll (or missed).
Bonus Payrolls: Typically, you would block all deductions and contributions, except for 401K. This ensures that no unnecessary deductions are applied to the bonus.
This section allows you to review how supplemental wages, bonuses, commissions, and reimbursements will be taxed. Make sure the appropriate tax rates are applied for each payroll type.
Choose the employees you want to include in the off-cycle payroll. You can select individuals who need corrections or those eligible for the bonus.
Click Continue once the employees are selected.
In the Entry Grid, you can now enter any corrections or bonus details for the selected employees:
Corrections: Add any missing hours or adjustments.
Bonus: Add any bonus amounts (e.g., $1,000 bonus).
Example: You might enter 5 missed hours for an employee or a $1,000 bonus for another.
After entering all the necessary information, click Save and Continue.
The system will display the payroll deadline, which shows the final time you can process the payroll.
After saving, you will be brought to the preview screen that shows:
Company pays: Total company contributions, taxes, benefits, etc.
Employee hours worked and their take-home pay.
Tax debited: Taxes withheld for both the company and the employees.
The key difference between a regular payroll and an off-cycle payroll is the customization available, such as selecting the pay date, pay period, employees to include, and the deduction settings.
Once you are satisfied with the payroll preview, click Submit Payroll to finalize the payroll.
After submitting, the payroll status will be updated, and you can confirm the payroll submission.
Note: Off-cycle payrolls are more customizable, giving you flexibility for corrections and bonus distributions outside of the regular payroll cycle.
Creating an off-cycle or additional payroll in guHRoo gives you the flexibility to handle bonuses, corrections, and any adjustments needed outside of the normal payroll cycle. By following these steps, you can ensure that off-cycle payrolls are processed accurately and efficiently.