How to Process Payroll in guHRoo HRIS Software
This guide will walk you through the process of processing payroll using the guHRoo HRIS software, assuming all onboarding is complete, tax documents are signed, and employees are set up with their earnings, benefits, and deductions.
In the left-hand navigation menu, click on Payroll to begin processing payroll.
You will be presented with two options:
Regular Cycle Payroll: This is based on the pay schedule you've set up in the settings.
Off-Cycle Payroll: This is for additional payrolls, such as bonuses or terminations that fall outside the normal pay cycle.
Note: You can view your previous payroll history, including the payroll status and type, as well as download reports from historical payrolls directly from this screen.
Click on Prepare Payroll to initiate the payroll process.
Select the applicable pay period for the payroll you are processing (typically the most recent period that aligns with your pay date).
Once selected, click Run Payroll to proceed.
In the Payroll Entry Grid, verify the pay period and original pay date.
The system will show the deadline for processing, which is typically two days before the pay date (e.g., for a Friday pay date, process by Wednesday before 7 p.m. Eastern).
Salaried Employees: Their default entries will be applied automatically.
Hourly Employees: The system will pull hours from approved timecards.
If adjustments are needed (e.g., to add reimbursements, earnings, or adjust hours), you can click on the three dots next to the employee's name and select Edit Payroll.
In the extended payroll grid, you can:
Edit regular hours
Add time off (if not tracked via the time-off policy)
Add additional earnings (e.g., bonuses, reimbursements)
Select payment method: Choose between Direct Deposit (99% of cases) or Check.
Direct Deposit: This will process the payment automatically.
Check: This option indicates that you are providing the net pay outside the system.
Once all adjustments are made, click Save to apply the changes.
After saving, click Save and Continue to generate a payroll preview.
The payroll preview will show:
Company pays (e.g., taxes, benefits, employer portions)
Employee pay details (e.g., gross pay, taxes, deductions, net pay)
A recap of hours worked and employee take-home pay
This is a crucial step to double-check hours worked and ensure no errors, such as employees being paid for incorrect hours.
Once you are satisfied with the payroll preview, click Submit Payroll to finalize the payroll.
After submission, the payroll status will be updated, and you can view a confirmation.
If necessary, you may still have the option to cancel payroll (if there's enough time) and make any last-minute changes before the payroll file is submitted to the bank.
Note: After submission, payroll is typically treated as final. If an adjustment is needed, reach out to ensure it can be processed in time.
Once you have submitted the payroll, it will be processed, and the system will take care of the tax payments. If you need to process off-cycle payrolls or have any questions, refer to the next video for further instructions.
This article should guide you through processing regular payroll using the guHRoo HRIS software. For any specific inquiries or adjustments, always check the system's latest updates or reach out to support.