FAQ: The Payroll Run
Quick answers to common questions about running, reviewing, and paying payroll.
Can I run payroll multiple times in one month?
Yes. You can run payroll as many times as needed within a month or pay period. Each run is independent—it recalculates salaries based on the attendance and rates in effect at that time. However, be careful not to duplicate payments; once a payroll is paid, mark it clearly so you don't accidentally pay the same employees again.
What happens if I run payroll and then realize there's an error?
If the payroll is still in Draft status, you can cancel it and run it again after you fix the underlying issue (e.g., correct an employee's salary rate or update attendance). If it has been Approved or Paid, contact your HR administrator to reverse the run and re-process.
Can I exclude some employees from a payroll run?
Yes. When you create the payroll run, you have the option to select all employees or choose specific individuals. You can also remove employees from a run even after it has been created, up until it is approved.
What if an employee should not be paid this period?
Mark the employee as inactive or on unpaid leave before running payroll. If you realize this after the payroll is already in Draft, you can remove that employee from the run before approving it.
Do I have to approve payroll immediately after running it?
No. A payroll run stays in Draft status until you explicitly approve it. You can review it over time, add adjustments, and approve it whenever you're ready—just make sure to pay salaries on schedule.
Can I pay some employees by bank transfer and others by cash from the same payroll run?
Yes, but you will need to record two separate payment transactions. Process the bank transfer for one group, then record a separate cash payment for the other group. This keeps your ledger clear and your records reconcilable.
Are deductions (tax, social security) automatically withheld?
Yes. Deductions configured on each employee's salary record are applied automatically during the payroll run. They appear as negative amounts in the employee's net salary. Tax and insurance withholdings are held as payable until you record a separate payment from the Payments menu.
Where do I see the payroll impact in my accounting reports?
Once a payroll run is Paid, the transaction appears in:
- General Ledger (salary expense and cash accounts updated)
- Balance Sheet (liability accounts for unpaid withholdings)
- Trial Balance (all postings visible)
Navigate to Reports → General Ledger or your accounting dashboard to review. Open in Usystems
Can I change a salary after a payroll has been approved?
No. Once approved, you cannot edit salaries in that payroll. If you need to correct a mistake, you must either:
- Cancel the entire payroll (if not yet paid), make corrections, and re-run, or
- Pay the current payroll as-is, and then record an additional adjustment in a separate payroll run or adjustment transaction.
What's the difference between Draft, Approved, and Paid statuses?
- Draft: payroll has been created and calculated; you can still edit it.
- Approved: payroll is locked for editing; it is ready to be paid but no payment has been recorded yet.
- Paid: payment has been recorded and posted to the ledger; payroll is complete.
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