How do I process payroll using Execupay?

Read this guide to learn how to process payroll in GoCo!

1. Before You Process Payroll: 

• Remember that these employee items will already be updated in Execupay:
  • Payment method
  • Tax Information
  • Benefit Deductions
  • Personal Information
• Make sure any recurring earnings are on employees' profiles in GoCo.
• Visit the Time Off App and approve all PTO requests for this period visit. 
• Visit the Time Tracking App and approve all Time Sheets for this pay period. After they are approved, you must also select "Export to Payroll". If you have Contractor timesheets to approve please review this link.
  
• Review all recent terminations. Are there any final checks you need to process on this run? Verify the Final Paycheck Option you selected for your terminated employees.

🌟 We're almost done here! 

The last thing to do is to make sure everything is ready on the Execupay side. ✅ 

• First, ask yourself: Are there any new garnishments that need to be added for employees? 
  • Yes: Email your Execupay rep and make sure they add it to the employee's profile before you start your pay-run. 
    
  • No: don't need to add anything? Go to step 2, processing payroll in GoCo
• Did you miss any of these pre-processing steps and already started payroll? No worries, all you need to do is refresh the payroll data, make updates, and reset the payroll back to step 2.
  

2. Processing Payroll On GoCo: 

🎉 We're ready to run payroll now!

Let's make our way to the Execupay App from the company homepage or left-side navigation.

• Select "Start Payroll Run"

• Use the grid view to review any and all items that are in a "Needs Review" state

Have hourly employees that need hours added? You can add these one at a time, or you can use GoCo's import feature.

• Add any one-time earnings or non-native deductions to the corresponding employees in the pay run (bonuses, commissions, etc).
• Click the Send to Execupay button (it's in the upper right corner) to be redirected and finish your payroll run in Execupay.

🚨 Warning: once you click this button, there is no going back to edit in GoCo! This takes a snapshot of the data in GoCo and locks you from making any changes. 

3. Submitting Payroll on Execupay 

• Once logged into Execupay, click Start Payroll to continue to the process. 
  

📌 If you don't see the green "Start Payroll" option please contact your Execupay Payroll Specialist  

• Confirm the pay dates and pay period look correct and leave the default "Include Online Hours" box checked (this is how you know the GoCo data has transferred over!). Click Create Payroll to continue.

• Review the power grid to make sure everything looks good! If you need to make an edit, click on the values/cell and type in what needs to be adjusted. Select "Save Changes" once you're compete with all your edits.
  
• To continue to the next screen click Process in the upper right corner (don't worry, this doesn't finalize any checks just yet!):
  
• A dialog box should appear confirming the number of employees you're looking to pay out. 
  
• The last step is about your final review options before checks get processed. You can review Individual checks ("Payroll Details") and/or check totals ("Payroll Totals"). It is always smart to check both, but you can choose which you prefer by clicking the corresponding green box:

🚨Note: If there is a warning on a check (like there is a negative check amount or a missing state tax withholding) it will automatically route you to the Payroll Details. 

• Here is a sample of the individual checks view:

1. 1. If there are any warnings please review them on the Warnings tab in the upper left corner. Contact Execupay if you have any questions on how to resolve them.
   2. If you need to cut any separate checks you can do so on this screen by clicking +New in the upper right.
   3. To move to the final review page click the green Continue button in the upper right corner.

• On the final Submit Payroll screen, you can download the Payroll Register and Payroll Register Totals reports. Review these carefully 😀
• Click Submit Payroll when you are ready to hand it over to Execupay to process checks (if you have any special instructions, you can do that here!)

Note: The deadline to process payroll is 3pm CST 2 days before the pay date. 

• Once payroll is processed, you can access most reports in Execupay. GoCo also has an excel version of the payroll journal under the "Reports" app. You can access this by clicking on "Reports" on the left-hand menu in GoCo, and then clicking "Payroll Journal".
  

If you have any questions at all during this process, please reach out to your GoCo CSM!

Happy Hiring! 💚