Pay groups
Some businesses have employees who are paid in separate pay cycles, or have different leave entitlements. To ensure you're paying the right people at the right time, you can set up multiple pay groups in Smartly.
How to set up a pay group
To add a new pay group, follow the steps below.
1. Go to Settings > Payroll settings .
2. Select Pay groups.
3. Click Add.
4. Enter the pay group name into the Description box i.e. Monthly Staff.
5. Select the frequency of the pay cycle (e.g. Monthly).
6. Enter the end date of the first pay period in the calendar.
7. If you would like this pay group to be set up with Automatic Payment Processing, tick Enable, then select the First Pay Period it will apply to and enter the First Payment Date.
8. Then select one of the options if a payment date falls on a public holiday.
9. Click Save.
Note: When you set up a new pay group, ensure the payroll admin with administrator rights turns on access to the new pay group for the relevant users.
To activate a pay group under Users, follow the steps below.
1. Go to Settings, Users.
2. Select the user and tick on the relevant pay group.
3. Enter your password down the bottom and click Save.
To activate a pay group under Employee permissions, follow the steps below.
1. Go to Settings, Employee permissions.
2. Click the Admin access button next to the selected employee.
3. Tick on the relevant pay group under Pay group access.
4.. Enter your password down the bottom and click ..
How to deactivate a pay group
Before you make a pay group inactive, you will need to make sure there are no employees or users assigned to it.
To check there are no employees assigned to the pay group, follow the steps below.
1. Go to People.
2. Click on the pay group sort arrow so all employees are filtered by pay group.
3. If you see any employees in the pay group you no longer use, click the arrow next to the employee and go to their Employment tab. Under the Payroll information secton, update the pay group and click Save.
To check if any admin users are assigned to the pay group, follow the steps below.
1. Go to Settings.
2. Click on Users.
3. Check the Pay Group Access for each user and untick the unused pay group if applicable.
Note: If you are unable to see the Users tab, then ask the admin that has administration rights to do this for you.
To deactivate a pay group, follow the steps below.
1. Go to Settings, Payroll settings.
2. Select Pay groups.
3. Select the pay group you no longer use and would like to deactivate.
4. Change the Status to Not Active.
5. Click Save.