Payroll Approvals (Dataplan)

This article will take you through reviewing and approving updates to any data you have on Every HR to ensure everything is accurately submitted to and processed by Dataplan.

This article is only for Every HR users who have a Dataplan integration to process their pay runs. If you use Every Payroll, please see our Payroll Approval (Every Payroll) article.

Please note:

You must have the ‘Manage Payroll Approval’ permission enabled along with already having your payroll integrated between Every HR and Dataplan. To learn more please visit our article covering all permissions in Every HR.

Step One

Ensure all employment records are up to date.

You will need to check employment records are up to date, paying specific attention to any new starters, leavers and re-joiners.

Any future new starters must be linked manually in their Employment Record via a payroll link. The 'Payroll Link' field is located to the top right of the page. Select the required payroll option and then 'Save' to confirm and link.

To learn more about Employment Record on Every HR, please see our Manage Employment Periods article.

Make all changes that will impact your pay run

Make all relevant changes to your employee information on Every HR. This could include any change in hours, pay scales, or that an employee has started a new role.

To learn more about making these changes, please have a look at our articles on:

Salary Information – Understand the salary fields, set up additions, deductions and more.

Pay Awards - Use pay awards to uplift pay scales, additions or deductions.

Bulk Actions – Perform multiple bulk changes to employee information.

Check your key dates document

Please also refer to your key dates document which outlines your payroll cut-off date. Any information approved after this time will be processed in the following month’s pay cycle.

Step Two

Approve any changes in the Payroll module.

Head over to the Payroll module and find the Payroll Approval page. Here you will need to check through each of the tabs and approve all change you wish to be included when your payroll is processed. (You may have previously found this on the Employee Export page).

Only changes with the status ‘Approved’ will be transferred to the payroll processing team automatically on the date stated in your key dates document.

For each change you can choose to:

  • Edit – Make changes to the information.

  • Approve – Approve a change.

  • Postpone – Push the change back by a month.

  • Ignore – Will not send this change to payroll.

  • Action Audit – Review the audit trail of this change.

If you need to undo or review any approved changes, go to the ‘Approved Changes’ section at the bottom of the ‘Payroll Approval’ tab.

Step Three

The processing team generate your payroll batch reports.

Having received your approved changes, the payroll processing team will review your data and prepare and upload your payroll batch reports to the ‘Active Batches’ tab on the Batches page.

Here you will also be able to see any queries they have raised.

Step Four

Review your payroll batch reports

Review the payroll batch reports in the ‘Active Batches’ tab and raise and queries to the processing team using the ‘query’ icon.

Any amendments required will then be made by the processing team and show on the ‘Superseded Batches’ tab.

Please note:

Additional charges apply for changes submitted after the payroll cut-off date outlined in your key dates document. However, if the changes are required due to a processing error, the updated batch will be provided free of charge.

Step Five

Approve your payroll batch reports

Once you are happy with your payroll batch reports and all queries have been dealt with, click ‘Approve’.

The approved batch report will then move to the ‘Approved Batches’ tab. Payslips will then be released in line with your previously agreed release date, and payment instructions sent to the bank for processing.

Frequently asked questions

I have approved a change, but now need to reverse this to ensure it is not actioned by the payroll processing team. What should I do?

  • Go to the ‘Approved Changes’ section of the ‘Payroll Approval’ tab. This can be found on the Payroll Approval page in the Payroll module.

  • Locate the change you need to reverse and click the ‘No Action’ icon in the action column.

Your instruction will be moved back to the ‘Awaiting Approval’ section above for you to edit the record, and re-approve it once you are confident it is correct.

My changes show in the ‘Payroll Approval’ section, but a pop-up appears when I click to approve them. What should I do?

This means that some critical information is missing for processing payroll. The pop-up will advise what information needs to be added or changed.

Please review the record concerned to ensure that all pay information and bank details have been included correctly.

I need further support. How do I raise this?

You can raise a support ticket by going to the Support page in the Payroll module, and selecting the team the ticket it most relevant to, be this: 'Payroll', 'HR', 'Pensions', or 'Finance'.

Please upload any supporting documents to your ticket to help our teams best understand the issue.

Where should I notify you of any supporting documents for payroll?

(e.g. Matb1/Starter Checklist/P45)

Please upload any supporting documents on the Files page in the Payroll module, and include a message that states that payroll action is required.

I have made the required changes. Why do these have to then be approved?

Many of our customers have multiple levels of approval. Typically, the person providing the changes (e.g. a school business manager) is different to the person responsible for approving the payroll submission (e.g. the headteacher or principal).

It is also a good opportunity to review and ensure all the requested changes are correct.

I need to uplift pay scales this month. How do I provide this information?

Please ensure you uplift your pay scale values by the relevant amount in Every HR. You will then need to also update each employee’s allowance value if this is also due to be updated.

You will also need to supply the processing team with a copy of the .csv file containing your pay scales and allowance values.