Running payroll

A payroll run calculates employee salaries, deductions, and taxes for a given period. Usystems processes all eligible employees in your organization at once, applies their rates and any manual adjustments, and prepares the payroll for approval and payment.

Before you start

• Ensure all employees have active salary records with current rates and deduction rules assigned.
• Check that your attendance and leave records are up to date for the pay period.
• Confirm the pay period dates are correct in your HR settings.
• You need permission to run payroll (typically limited to HR or payroll administrators).

Steps

1. Navigate to HR → Payroll Runs Open in Usystems

2. Click New Payroll Run.

3. Select the pay period (e.g., July 2026). Usystems shows the period start and end dates.

4. Choose which employees to include:

   • Select All employees to process everyone with active salary records, or
   • Click Select employees to include only specific staff members.

5. Review the summary showing the number of employees and total expected payroll amount.

6. Click Run Payroll. Usystems calculates salaries, applies deductions, and creates the payroll record.

7. The payroll now appears in Status: Draft. You can review details before approval.

Accounting impact

Salary costs are accrued and posted to your chart of accounts:

• Salary expense accounts are debited (the cost recognized).
• Salary payable (or employee liability accounts) are credited (money owed to employees).
• Deductions (tax withholding, social security) are posted to liability accounts until paid.

The exact accounts depend on your payroll settings and the employee's cost center.

Tips & common mistakes

• Always run payroll before the pay period ends so you have time to review, approve, and pay employees on schedule.
• If attendance is incomplete, the payroll may calculate based on absence; update attendance records first and re-run if needed.
• Manual adjustments (bonuses, penalties) can be added during the review step after running; you do not need to cancel and re-run the payroll.
• Do not delete a payroll run once it has been approved or partially paid—use the review process to correct errors instead.