Running payroll

A payroll run gathers everyone's pay for a date range from approved timesheets and approved paid leave, prices it from your pay rates, and gives you a set of lines to check before sign-off. The Payroll page is admin-only. Open Rota overview from the Admin menu, then choose Payroll from its More menu.

Preview a period

Pick Period from and to dates and select Preview. You get a table of lines — one per staff member and bucket (basic, overtime, sleep-in, paid/unpaid leave) — with hours, rate and gross, plus a total.

An amber notice flags anything that needs attention before you commit:

• lines have no pay rate — that person has no rate set, so they would be paid £0. Set rates first on the Pay rates page.

• lines need review — usually salaried staff, or leave with no hours recorded. Review these rather than assume they're right.

Create and finalise the run

Happy with the preview? Select Create payroll run. It saves as a draft in the Runs list. Drafts can be deleted and rebuilt. Only one run can exist per period — the page blocks a duplicate.

When the figures are signed off, select Finalise on the run. A finalised run is immutable — it can't be edited, which is what makes it defensible for payroll and inspection. Re-approving or changing timesheets afterwards won't alter a finalised run; you'd build a fresh run for any later corrections.

What's included

• Only approved timesheets and approved leave in the period count.

• Overtime is split out by your weekly overtime threshold, and sleep-in shifts are priced into their own bucket.

• Leave is priced from the hours recorded on the request, never invented from the calendar span.