In ClockOn you have the ability to process your payroll in advance. This can be useful for a number of reasons, for example, You or your payroll officer might be going away for a couple of days, weeks or there might be a public holiday at the end of your payroll period and you want to pay prior to that. 

In this article, I will cover the basic process of processing in advance which is to:

  1. Prepare your timesheets to process you pay in advance.
  2. Process the payroll in advance.
  3. Make any adjustments to the payroll once you have returned.

NOTE: If your employee's are clocking on and off still during this time please ensure that Allow Non Rosters Clock On/Off is enabled in each employees Special Options tab. All scans during this time will come through as NONE timesheets as all the shifts have already been processed.

1. Preparing your timesheets

In order to process your payrolls in advance, you need to ensure that you have all of the timesheets correctly entered into ClockOn. To do this you will need to:

  1.  Use either ClockOn's rostering or timesheets to edit or enter all of the shifts/timesheets that need to be paid for during the advance pay period.
  2. Ensure that the actual times are added to the timesheets and that all timesheets are valid.

Some Tips on how to do this

Using the Rosters to create the timesheet for processing.

  1. Open up the rosters screen, Navigate to the correct pay period and enter all of the shifts that are needing to be paid. If you already have a roster template this will be easy.
  2. Ensure to enter in any leave that is required.
  3. Make sure you publish the roster.
  4. Enter into the timesheets editor and set up the following filters
    • Range: All (Employed)
    • End: Set this to the end date of the payroll that you will be processed in advance
  5. Select all of the timesheets and used the AutoFill button to set all of the actual time the same as the rostered shifts.
    NOTE: To validate any timesheets sheets that might have errors or warning change the type filter to show only errors and warning, then resolve as required.

Using the timesheet editor to add in all the timesheets. 

  • You will need to go through each employee and enter in all of the timesheets/hours that they are to be paid for
  • To save time doing this you can add multiple timesheets for an employee (see: Time Sheets - Adding a Range of Time Sheet)

IDEA: You can add a general note to all of your timesheets to let you know that that they were "paid in advance". This might help you when you are running timesheet reports to differentiate between the paid in advance timesheets and the actual clocked times.

To do this:

  1. In the timesheets, editor change the Range to All 
  2. Select all of the timesheets
  3. Click on the Edit button
  4. Add in the General Note
  5. Click on the Apply all button and click on OK.

You can also Auto generating the timesheets when you enter in the Payroll. If your employees are doing regular hours during the time you are going to be away for you can enable Create Time sheets from Working Week in the employee's special options.

  1. Open up the employee details and select the employee
  2. Go to the Special Options tab and click on Edit
  3. Tick Create Time sheets from Working Week. You might also want to enable Auto Create P/H (Public Holiday) Leave Entries too.
  4. Go to the Working Hours tab and add in the working hours you want to pay and Save the changes.

From this point on when you enter into Payroll, timesheets matching the working hours will auto-generate.

2. Processing the payroll in advance

Processing the payroll in advance is just like processing your payrolls normally. (For more information please see: Processing Payroll). There are a couple of things that you will need to make sure check. 

  • When you are entering into the pay period please ensure that you are selecting the correct payment date. This is the date that you are planning to make the payment to the employees and it will as affect the month in which the figures will be reported to for tax and super reporting.
    For example: If you are setting up auto payments in your bank make the payment date the date in which the transfer will occur. If you are paying all of the payrolls on the one date make sure the payment dates reflect this.
  • If you are planning just to pay out the employees leave balance you can use the Gross Leave Payout function. (For more information see: Gross Leave Payout
  • Don't forget to submit your payroll figures via the STP Wizard. The wizard will allow you will be able to process up 1 month in advance from today's date. Please contact support if you require more than that.

3. Payroll Adjustments when you return

Depending on what adjustments you need to do will depend on how to process them. Before making any adjustments first you will need to check the timesheets to see what adjustments might need to be done.

Checkin the timesheets

Use a timesheet report that shows the general notes on them, so you can see which timesheets have the "paid in advance" note in them (As advised as an IDEA in section 1) or not. If you didn't add a general not to all of the timesheets note that any new scans will show as none timesheet.

  • Check the timesheets and delete any newly scanned timesheets that don't need any adjustments 
  • If there are any timesheets that need to pay for additional hours worked, edit the timesheets to be just the length of the additional time. (make a 2-hour timesheet for example). 
NOTE: Past timesheets can be processing in future payrolls. If there are any reduction in hours you are only able to adjust the $ value, in the next payroll, that has been paid not the timesheeted hours.

Leave adjustments

For any days that needed to be taken as leave instead of normal hours, you will need to manually adjust the Leave tab in the employee's details screen. Do do this

  1. Navigate to Setup > Employee Details > Leave tab
  2. Select the employee and click on the Edit button
  3. Adjust the Pro-rata column for the leave that you need to adjust
  4. Go to the Termination/Notes tab and ad a note that you have made an adjustment so you can review back if you need to.
  5. Save the changes  
NOTE: If the employee took annual leave and a leave loading amount needs to be paid you can add pay this in the next payroll with the Gross Leave Payout - Leave loading Withheld 

Now that you have checked the timesheets and made any leave adjustments print our the Payslips for the employees that you need make the adjustments for. This will help you check the amount of tax that should have been paid.

Running the next payroll

Now that you have checked, removed or edited the timesheets and made the required leave adjustments you are ready to enter into the payroll as normal for the next payroll. This payroll will include:

  • All of the normal hours for the pay period will be payroll
  • Any of the Additional hours (timesheets) for the past pay period

Additional adjustments that might need to do could be:

  • Add a deduction from the allowance manager, if you need to reduce the what was paid from the advance pay periods. 
  • Use the Gross Leave Payout - Leave loading Withheld, if you need to pay out a leave loading amount
  • Add an Additional Tax or Tax Rebate from the allowance manager, if you need to make any tax adjustments

Once you have made these adjustments to the payroll you can finished the payroll process as normal.