You can start your next scheduled run right from your dashboard, or click Payroll to get started.
Selecting an upcoming pay run (if multiple)
If you have multiple pay schedules, or if the run has already been processed, you'll see an extra step here called "Select an Upcoming Pay Run".
Enter hours and wages
The first step of running payroll is to enter hours, and we've included some filters and features to the top of the page to make the process more efficient.
Payrun settings
Information about this run's pay period, check date, and pay schedule appear in the upper right. This is especially helpful for off-cycle, or special pay runs.
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Special pay runs
When processing a special pay run, you may need to make changes* to the Pay Run Settings. This could include:
- Pay schedule selection
- Pay period adjustment
- Check date adjustment
- Direct deposit hold
- Employee deductions hold
*All changes made will revert back to default settings upon completion of this run. They will also revert if you log out of OnPay before completing this run.
Why would I need a special pay run?
Special pay runs can be things like year-end bonuses for employees, or non-recurring payments to freelancers or independent contractors. They typically run outside of the normal pay cycle, and shouldn’t have employee deductions for things like insurance, or 401(k).Pay Schedule
Select from your pay schedules.
Pay period and check date
Adjust the pay period and/or check date as needed.
Additional options
You can hold direct deposits and process the run as paper checks to avoid automatically paying employees enrolled in direct deposit. You can also hold all voluntary deductions for this pay run (involuntary deductions, such as garnishments or levies cannot be avoided). These holds can be helpful for bonuses that shouldn't have deductions, and that may be issued in person.
Import hours
Time tracking required
Integrated time tracking software will appear here, if connected.
In OnPay, it's easy to quickly add employee hours on the fly, but if you've integrated time tracking software, an import button will be in the upper-right. Use this to import employee time cards for the pay period.
Important:
Importing hours overwrites entered hours and wages. Default preferences, such as zeroing hours or cash amounts after pay runs, can be set in Company Preferences.
Starting check #
Whether it's to account for paychecks processed using another provider, or just some paper checks you cut between pay runs, you're able to adjust the Starting Check # to account for any paychecks written outside of OnPay, to maintain accurate accounting in your company's ledger.
Filter Location
Filter Location to run payroll for (or to just select a few employees from) a single work location.
You can also search employees by name to include or exclude them them in this run.
Run totals will update as you select employees and enter their hours and/or update wages, which we'll cover after direct deposit and paper checks.
Direct deposit vs paper check
In the list of workers, you'll see "Paper Check" next to employees who don't have direct deposit set up. After you process the pay run, you'll have the option to print these paper checks (printer required) on the Confirmation page.
Because most employees (and employers) prefer direct deposit paychecks, you may want to follow these steps to make paying your workers as effortless as possible. Payment can be split across multiple bank accounts, and employees have the option to add their own bank info. You'll have another chance to confirm employee payment methods in the "Review" stage.
More on applying for direct deposits and entering employee bank information
Selecting workers
Check the box by any worker name to select which workers are to be included in this pay run. Check the top box to select/deselect all. Pay run totals automatically update as you select workers.
In the below example, because only Matthew is selected, you'll see, "Worker (1 of 5 selected)" at the top of the list of workers. You'll also find the run totals in the upper right have updated to reflect this.
You can deselect all, to then select only a few workers from a long list.
Tip:
If only some workers are to be excluded from a run, you can use name search to find and deselect those employees.
Enter hours and wages
Once all workers for this run are selected, you can begin entering their hours. If you use a time-tracking software integration, you can import timesheets. You can also import a CSV file with employee hours. However you choose to enter hours, it's always recommended to double-check worker hours before running payroll.
Double-check all hours
We ALWAYS RECOMMEND you take a few minutes to double-check everyone's hours and pay before processing payroll, even for salary employees, to identify any errors in hours, or unwanted supplemental pay items and overrides. You'll also see warnings for unapproved time off, or other items that need your attention.
Override rates and supplemental pay items
In the below example, Katy's wages stand out as unusually high — ten times that of everyone else. To see why, you'll need to edit wages (covered next).
Edit wages
Click the pencil () to adjust hours, adjust salary (not recommended), or add and edit other pay items for an employee.
Editing wages
Wages for the pay period can be edited for each employee. You can quickly jump to the next (or previous) employee, to edit everyone's wages with fewer clicks.
When editing wages, you can:
Apply override rates
Below, an "Override rate" has been added to Katy's pay. Overrides appear in a purple bar below the employee's regular rate, and will apply every time payroll is processed for this employee, until the override is removed. If this was entered in error, or no longer applies after the last pay run, it could make for an awkward situation were Katy's payroll to be processed like this.
Click the entered rate to change it, or the (X) to cancel it. This change will apply to this and all future runs. This is just one of the ways pay can be added to an employee's paycheck.
Instead of the purple override rate, you'll now see the employee's regular salary in blue.
Preview check
Click Preview Check to see all wages, withholding taxes, employer taxes, and deductions for an employee.
You can quickly browse to the next or previous employee's check preview to keep editing with fewer clicks, or click ◂Return to go back to "Enter hours and wages".
Add bonuses, commissions, and tips
Click Add/Order Pay Rows to add new bonus, commission, or other supplemental pay items.
Click Add Row.
Click Choose Pay Item, and select the pay item you'd like to add. Unless you enter a recurring amount (covered next) this will not add any pay to this (or any) pay run. Only the pay item (pay type) will be added, and only for this employee (we'll cover how to add an amount next).
Don't see the pay item you're looking for?
Learn about: Adding new pay items→
Click Done when finished adding rows. You may add as many as you need.
Pay types and recurring amounts
When adding a pay type to an employee's payroll, the "Recurring Amount" is optional. "Recurring Amount" allows you to decide whether this pay type is always for the same amount (like some commission payments or bonuses), or for a varying amount to be entered on-the-fly, while processing payroll (like tips, advances, or reimbursements).
Adding a pay type with no recurring amount
In the below example, we'll add a bonus pay item with no recurring amount. This pay type will allow bonus pay to be added for this or any other pay run for this employee. During any pay cycle, an amount can be entered here, and it will apply only to that pay run. If this field is left blank, no supplemental amount is paid.
Adding a bonus with a recurring amount
This example is the same as before, only this time, a recurring amount is entered. This pay type will allow a fixed amount of supplemental pay to be toggled "on" and "off", and it will apply only to that pay run.
Holding and overriding deductions and withholdings
Open More to hold or override active voluntary deductions (involuntary deductions, such as garnishments or levies cannot be held or overridden). You can also override, add, or make exempt from Federal and State taxes and withholdings.
Tip:
You can also add to the paycheck memo line, which can be helpful for adding a personal message when paying a bonus or gift by printed check.
After entering hours and wages, It's time to review this payroll. Click Next.
Review prior to submitting
Before approving a pay run, you can review important details, like company costs, wages and deductions, errors and warnings, and your total payroll cost.
Company costs and employee withholdings
Get a detailed overview of all company costs and employee withholdings.
Wages, deductions, withholdings, and taxes itemized by employee and type
Click column headers to get a closer look at each category. You can also filter by employee name.
Errors and warnings
Errors and warnings are triggered automatically based on conditional rules, like if an employee's check is significantly different than usual, or if state required tax information is missing
Pay run errors
You will not be able to submit payroll when pay run errors are present. For instance, if an employee's paycheck is for a negative amount, this would need to be corrected before submitting payroll by editing the worker's wages, and making sure all hours (or salaries) have been entered.
Warnings
OnPay will also warn you if we see anything unusual about this pay run.
Unlike errors, you can still submit payroll when warnings are present. You can even mute warnings, but that doesn't mean they're not very important.
With more and more employees living or working across state lines, many employers are surprised to learn that they have multi-state tax obligations. Read all warnings carefully before submitting payroll.
Total payroll cost, debit, and direct deposit details
At the bottom of the report are totals for your payroll cost, the payroll amount and debit date, and the direct deposit amount and date.
Submit payroll
After a thorough review of the pay run, click Submit Payroll.
You'll see a confirmation screen, where you can print checks and view reports.
Note: Paychecks for employees who've enrolled in direct deposit will not print, but you can always view and print all checks from your dashboard.
Cancelling the pay run
You can void a run right after you've submitted it, by clicking "Need to void a pay run?".
Pay runs can also be deleted in the dashboard up to 11:30 pm EST on the day before payroll funds have been drafted from your company bank account.
For more general information on how the payroll process works, check out our resource center.