Reviewing and approving a payroll run

After a payroll run is created, you review the calculated salaries, make any necessary adjustments (bonuses, deductions, corrections), and approve it for payment. This step ensures accuracy and compliance before money leaves your account.

Before you start

• A payroll run must be in Draft status.
• You need HR or payroll administrator permissions to review and approve.
• Gather any supporting documents (bonus letters, adjustment requests) from managers.
• Have your current tax and deduction rates available if you plan to adjust them.

Steps

1. Navigate to HR → Payroll Runs Open in Usystems

2. Click the payroll run you want to review (shown in Draft status).

3. Review the employee list and salary details:

   • Check each employee's gross salary, deductions, and net pay.
   • Verify attendance-based calculations match your records.
   • Look for any obvious errors (e.g., an employee listed twice or missing).

4. To add or edit adjustments:

   • Click the employee's name or the edit icon to open their salary line.
   • Add a manual adjustment (bonus, penalty, or correction).
   • Enter the amount and description (e.g., "July performance bonus").
   • Save the change.

5. To remove an employee from this payroll run:

   • Click the remove icon next to the employee's name.
   • Confirm that you want to exclude them.

6. Review the payroll summary at the bottom:

   • Total gross salaries
   • Total deductions and withholdings
   • Net payroll amount due

7. If everything is correct, click Approve Payroll.

8. The payroll status changes to Approved. It is now ready for payment processing.

Accounting impact

No accounts are affected until the payroll is paid. Approval only locks the payroll amounts and prevents further edits. Once payment is recorded, salary expense and payable accounts are updated per your chart of accounts.

Tips & common mistakes

• Review before approving—once approved, you cannot edit individual salaries without canceling and re-running.
• Keep adjustment records clear: always add a description when making manual changes so your audit trail is complete.
• If a calculation looks wrong, do not approve. Check your pay-period settings and employee salary records first; re-run payroll if you find an error.
• Deductions should reflect policy: verify that tax withholding, social security, and other deductions match your company's current obligations.