Off-Cycle Payroll
Managing off-cycle payrolls is a crucial aspect of payroll management, especially when there is a need to process payments outside the regular pay schedule. Off-cycle payrolls come into play for various reasons, such as special bonuses, ad-hoc incentives, or other unique payments that don’t align with the standard payroll cycles.
In response to this need, Zoho Spend offers a versatile Off-Cycle Payroll feature. This functionality allows payroll administrators, like Ram, to process payments beyond the regular payroll periods easily. Unlike the constraints of a fixed pay schedule, the Off-Cycle Payroll feature empowers users to initiate and edit pay runs at any time, ensuring flexibility in managing various types of employee compensation.
Scenario: Zylker aims to recognize employees who have completed a valuable certification course by providing a training stipend. Using the Off-Cycle Payroll feature in Zoho Spend, the HR department, led by Girija, efficiently configures a separate payroll run dedicated to processing these stipends. This flexibility ensures that the training stipends are accurately calculated and promptly distributed to eligible employees outside the regular payroll schedule.
Create Off Cycle Pay Run
To create an Off Cycle pay run:
- Go to Pay Runs under Payroll.
- In the Run Payroll tab, click Create Pay Run in the top right corner and select Off Cycle Pay Run.
- Select When would you like to pay and click Save.
- Add or import the employees for whom you would want to process the off cycle payroll.
- To add employees individually:
- Click Add Employee.
- Select the Employee.
- Enter the Amount.
- Click Save. Repeat this process for all the employees.
- To import employees:
- Click Import Employees.
- Upload the file with the required details.
- Select how you want to handle duplicates and Character Encoding.
- Click Next.
- Map the import file fields with the fields in Zoho Spend and click Import. A one time payment in the Draft status will be created.
- Once you’ve added or imported the employees, click Continue to Payroll in the top right corner to create an off-cycle pay run in Draft status.
You can perform all the actions such as updating the earnings of employees, processing new joinee arrears, adding Loss of Pay (LOP), and witholding salary in the off-cycle pay run that can be done in a regular pay run.
Next, click Submit and Approve in the top right corner to approve the pay run. Record payment for the pay run after you’ve paid your employees.