Payroll Approvals (Every Payroll)

This article is only for users who process their payroll using Every Payroll. If you integrate with Dataplan, please see our Payroll Approval (Dataplan) article.

With Every Payroll, your pay run will run automatically once you choose to Submit To Processing. However, it is possible to re-open the pay run to make manual changes beyond the automatic cutoff.

You must have the Manage Employee Export permission enabled along with already having your payroll integrated between Every HR and Every Payroll. 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 Records, please see our Manage Employment Periods article.

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.

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

Once all your changes have been made, head to the Pay Run page on the Payroll module and select the button Submit For Processing. This will set your payroll to run automatically with no further actions required.

Step Three

If you wish to manually approve the changes that have been made you will need to request that your Every Payroll administrator Reopens the pay run. This can only be done on the Every Payroll system. Once the pay run has been reopened, you will then find all changes made since the last payroll awaiting manual approval.

To manually approve your changes, go to the Payroll Approval page and look for any changes in need of approval. Changes to regular employees will show up on the Payroll Approval tab, and any changes to starters or leavers will show on the Starters Approval and Leavers Approval tabs respectively.

Tick the checkboxes against all changes you would like to approve in the action column on the right. Then go to the dropdown menu above and select Approve All Selected. This will move these changes to the Approved Changes section.

Your only option is to Approve. Any items left un-approved will be factored into the next pay run instead.

Frequently asked questions

I have approved a change, but now need to reverse this. What should I do?

You cannot reverse this action. What you would need to do instead is find the effective date for the incorrect, approved change and navigate to the employee record it has come from. Re-enter the same effective date on the Salary Information tab and make any corrective changes required. This will override the previous change.

I need further support. How do I raise this?

If you are a customer with an Every Payroll integration and require further support, please contact the support team.

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

Your administrator for Every Payroll can retrieve any documents from Every HR when required.

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 using the Pay Awards tool. You will then need to also update each employee’s allowance value if this is also due to be updated.