Create manual payslips and payslip templates

Creating a manual payslip allows you to pay an employee outside of the standard pay cycle, whether that's ahead of your usual payroll run or after the fact to catch a missed payment. You can create a manual payslip:

• Before generating the rest of your pays for the period, or
• After the fact, if you've identified a missed payment for an employee
   

Common reasons for creating a manual payslip include:

• Issuing a second payslip for the same period ending
• Paying out an employee's remaining leave balance in the same pay period that leave is redeemed
• Paying a new employee who hadn't completed their registration before payday
• Processing a backpay for a promotion or positional change
• Paying an employee who moved to a salaried position after pay cycles for the period were already generated
• Creating a pay item for an employee on a trial shift
   

Before creating a manual payslip, it's best practice to double-check the following employee information:

• Employee profiles (positions and leave entitlements)
• Award and position setup
• Deductions configuration
• Approved shifts and time off (approving these will automatically create a payslip)

To create a manual payslip for an employee:

1. Navigate to Payroll > Pay > Add Payslip.

   

2. Enter the following fields:
   • Employee
   • Period ending
   • Payment date
   • Position
   • Position operation
   • Position state
     
       Please note: To make it easier to locate your employees in the drop-down box. Please begin typing the employee's name to filter for them.

3. Once you have added the relevant information, select Create payslip.

    

4. Select + Add to add line items to the payslip. From the drop-down, choose the relevant type:
   • Pay rate - To add a standard or custom pay rate
   • Allowance/Pay item - To add an allowance or additional pay item
   • Entitlement - To add a leave entitlement
   • Reimbursements - To apply a reimbursement (optional)

   • Deductions - To add a last-minute deduction (optional)
     
       For more information on the fields that can be edited in a payslip, please refer to our 'Edits, adjustments and overpayments' article here. 

     

5. Once the relevant details have been entered, scroll to the bottom and select Preview to view the payslip. This is useful to ensure all the details entered are correct. 

   

6. Next, save your changes by selecting Save. A pop-up will appear where you can do the following, then select Save Payslip to continue:

   • Add a Payslip Comment - Leaves a comment visible to the employee. 
   • Add an Audit Comment -  Leaves a comment visible on the payslip history for admins only. 
   • Save as template for future use -  Read the 'Using payslip templates' section below for more information.

   

7. The payslip then appears in Draft Payslips under the specified period ending, ready for you to process pay as normal.

If you regularly create manual payslips for the same employee, such as someone on ongoing leave or receiving a recurring payment, a payslip template can save you considerable time. Rather than rebuilding the payslip from scratch each pay period, templates let you store the employee's pre-configured pay items and load them in just a few clicks.

Some of the common use cases for payslip templates are:

• An employee on WorkCover who is receiving weekly compensation payments
• An employee on Paid Parental Leave who isn't generating shifts
• An employee who receives a regular bonus paid on a separate payslip

Create a Payslip Template

Payslip templates are created directly from a manual payslip. Once saved, they'll appear in your template library ready to load for future pay periods.

To create a payslip template:

1. Navigate to Payroll > Pay > the Add Payslip button.

   

2. To create the template, you must include the following information as a minimum:
   • Employee
   • Period ending
   • Payment date
   • Position
   • Position operation
   • Position state

   • Pay item - This can either be the pay rate, allowance/pay item or entitlement. 

     

3. Add any other relevant details you'd like included in the template. For example, a bonus, a leave entitlement, or an allowance. This information can be edited later if needed. 

4. Once you are happy with your selections, select Save. This will prompt the modal to ask whether you'd like to save this as a template for future use. 

   

5. Then select Save Payslip. The payslip appears in Draft Payslips under the specified period ending, ready for you to process pay as normal. The template is saved to your Payslip template library.

Using payslip templates

From your template library, you can create a pay cycle directly using previously saved templates! You'll also be able to manage your templates by editing, resaving, or deleting them.

To load a payslip template:

1. Navigate to Payroll > Pay > select the down arrow next to the Add Payslip button, and select the + Payslips Template from the drop-down.

   

2. From your Payslips Templates, select Create Payslip to load your template.

   

3. This will load the employee's payslip template. Be sure to check all details before proceeding with the template, including the following:
   • The payslip template retains all saved information. Be sure to adjust the Period ending and Payment Date before proceeding with the rest of the information.
   • The employee can be edited by typing in the employee field.
   • If the employee's position has changed since the template was created, that field will appear in error, prompting you to address it.

4. Once you've made all the relevant changes, select Save > Save Payslip. 

   

5. The payslip then appears in Draft Payslips under the specified period ending, ready for you to process pay as normal.

Over time, your template library may need some maintenance, whether that's removing templates that are no longer needed or updating existing ones to reflect changes to an employee's details or position. For example:

• You may want to delete a template if an employee has returned from WorkCover or Paid Parental Leave and no longer requires a manual payslip each period. 
• If an employee has moved to a new position but you're continuing to use the same template, simply edit and resave it with the updated details.

To edit a payslip template:

1. Navigate to the Add Payslip down arrow > Payslip Templates.
2. Locate the relevant Payslip template and select Edit.
3. Make the necessary changes to the template. Once you've made all the relevant changes, select Save > Save Payslip. 

To delete a payslip template:

1. Navigate to the Add Payslip down arrow > Payslip Templates.
2. Locate the relevant Payslip template and select Delete.
3. You'll then be prompted to confirm you'd like to delete the template. Select Yes, Continue. This template will now be permanently deleted from your library.

  Please note: Templates are permanently deleted and cannot be recovered.