Payroll Monitoring

Payroll monitoring will allow you to compare the predicted spend for staff each month and the actual spend from your payroll. The predicted spend will be calculated from your forecasting so before you can use the module you must complete a Budget for the current financial year.

If your system is linked to your MIS it's a good idea to update the staff in case any changes have been made.

Click the Update Staff button at the top of the screen to do this.

The landing page for payroll monitoring will show you an overview of the periods which you have imported the payroll for.

For each month you have imported a file then you can view the current position or re-import a file.

For new months you can only import a file.

Importing a file

1. Select Import from the action list on the menu

2. Click Choose file to point to your actual Salary Data file

3. If you have already mapped and saved a previous file then select the mapping appropriate to the data file (this will be pre-populated with the last mapping used.

4. The mandatory fields are:-

   • Payroll number

   • Total amount paid

5. The optional fields are

   • NI MTD

   • Superannuation MTD

6. Click Start Import to start the process.

7. The next screen will allow you to map the fields required for the import or if you have a mapping will show you what the mapping is. Map all the fields in the CSV file.

8. Click Save to continue
9. You will now see a validation summary which will show you all the valid lines and any that have failed validation. 
10. A report of all the details including errors can be viewed by clicking the link on the page

11. Once you have corrected any errors click Complete Import to continue
12. You will see an import completed screen when finished.

Comparing actual salary with predicted salary

1. To compare the actual salary with the predicted salary for a period click on View from the actions menu.

2. You will now be shown a list of all of the staff.

3. Input the tolerances in to the fields to highlight the figures that you wish to be highlighted.

4. You can input a %, an amount or both. If you input both then the logic dictates that it will highlight a record if at least one of the thresholds is breached.

5. For each member of staff review the record and then marked as reviewed using the toggle on the right

6. You can add a comment to a staff record by clicking the + symbol.

7. Add the text you want to record and this will be stored for visibility in future periods. e.g. you could find an overpayment which is corrected in the next period and you want to remind yourself of this next period when it is corrected.

8. If a comment has been added in a previous period then the comment will look like this 💬

9. All comments are listed from the most recent at the top.

10. There are a number fo filters and toggles which can make it easier to see the staff you want to find:-

• First name, surname, NI number and Payroll number allow you to search to find a limited list based on your search criteria. Remember to click Search to filter

• Show Previous MTD will show the previous month's actual MTD and YTD

• Show YTD toggles the YTD line on and off

• Hide reviewed records will remove records that have been marked as reviewed

11. To see a report of this month's payroll click Generate report or click Close to go back to the dashboard