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Regular Payroll

A regular payroll refers to the standard and recurring process of paying salaries to your employees based on a recurring pay schedule.

Processing a regular payroll involves several essential steps, including:

  • Calculating the gross pay (total earnings before deductions) and net pay (earnings after taxes and deductions) for each employee.
  • Withholding the correct amount of taxes and other deductions.
  • Making payments to employees.
  • Maintaining accurate records for compliance and tax reporting requirements.

Process Regular Payroll

To process regular payroll:

  • Go to Pay Runs under Payroll.
  • In the Run Payroll tab, click Create Pay Run. You’ll be redirected to the Regular Payroll page where key information related to the pay run such as Payroll Cost, Payday, Net Pay, Taxes & Deductions Summary, and Employee Summary will be displayed.
  • In the Employee Summary tab, click each employee name to view their Base Days, Payable Days, Earnings, Deductions, and Net Pay.
  • Click the More icon next to the employee to perform actions such as Skip from this payroll, Withhold Salary, and Revert Salary Withhold.
  • You import the LOP details and one-time earning and deductions for all employees in a CSV file instead of entering them one at a time. Click Import/Export and select LOP Details or One Time Deductions and Earnings.
  • If you want to see the TDS details for employees, click the More icon next to the employee name and select View TDS Sheet.
  • In the Taxes and Deductions tab, you can view a summary of taxes paid and contributions made.
  • Add notes by clicking the Comments icon in the top-right corner.
  • Once you’ve added all the inputs, click the Submit for Approval to submit the pay run. It will be approved or rejected post review by a user with approval access.
  • If you have the permissions to approve the pay runs you submit, click Submit and Approve. Click Submit and Approve again in the pop-up to confirm your action.

Pro Tip:

  • If you are an admin authorized to approve the pay run on behalf of another approver, you can click Final Approve at the bottom to approve the pay run.
  • If you have enabled Zoho Books integration, you can choose to post the journal entry for the payroll transaction in Zoho Books. The transaction will be recorded under the account you had configured while setting up the integration.

Reject Approval

If you’ve made mistakes in an approved pay run, you can reject the approval and recall the pay run.

Prerequisite: You can only reject approval for an approved pay run if you’ve not recorded payment for the pay run.

To reject approval for an approved pay run:

  • Go to Pay Runs under Payroll.
  • In the Run Payroll tab, click View Details & Pay next to the pay run.
  • Click the More icon in the top right corner and select Reject Approval.
  • Enter the reason for rejecting the approval and click Proceed.

Record/Initiate Payment

After the pay run is approved, you can record or initiate payment based on the payment method of your employees.

To record/initiate payment:

  • Go to Pay Runs under Payroll.
  • In the Run Payroll tab, click View Details & Pay next to the pay run.
  • Click Record Payment in the top right corner for the employees’ with the payment method Cheque or Bank Transfer.
  • Click Initiate Payment in the top right corner for the employees’ with the payment method Direct Deposit.
  • Select the Payment Date.
  • Check Send payslip notification to all employees if you want to send an in-app notification to employees in their portal.
  • Click Confirm. The pay run will be marked as Paid.

Make Selective Payment

The Pay Runs module in Zoho Spend supports making payments for selective employees. You can make payments for a few of your employees on a certain date and pay the rest of your employees later.

To pay a few selected employees:

  • Go to Pay Runs under Payroll.
  • In the Run Payroll tab, click View Details & Pay next to the pay run.
  • In the Employee Summary tab, check the boxes next to the name of the employees’ for whom you want to make the payment. Make sure that these employees have the same payment mode.
  • Click Record Payment in the top right corner for the employees’ with the payment method Cheque or Bank Transfer.
  • Click Initiate Payment in the top right corner for the employees’ with the payment method Direct Deposit.
  • Select the Payment Date.
  • Check Send payslip notification to all employees if you want to send an in-app notification to employees in their portal.
  • Click Confirm. The selected employees will be marked as Paid. You can make payments to the other employees on a different date and record the payment.
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