What is a pay run?
A pay run is a group of approved timesheets from one pay period. It is the pay run that goes to payroll: Swift Checkin sends the pay run to Xero, or exports it for MYOB. Single timesheets are never sent on their own.
What goes into a pay run
- Only Approved timesheets.
- Timesheets from one pay period. You pick the pay period on the Timesheets page before you create the pay run.
- For Xero, timesheets for employees only. Subcontractors are not paid through a Xero pay run.
What a pay run shows
Your pay runs are listed on the Pay Run tab of the Timesheets page:
| Column | What it shows |
|---|---|
| Pay Period | The pay period the timesheets come from. |
| No Of Workers | How many workers are in the pay run. |
| Total Hours | The hours being paid. |
| Amount | The total to be paid. |
| Status | Where the pay run is up to, for example Ready to Send or Submitted to Xero. |
| Line Items | Click View to see every line in the pay run. |
Example
Your pay period is weekly, Monday 12 October to Sunday 18 October, and you use Xero.
- Three employees, Mia, Tom and Ravi, worked that week. Their timesheets are checked and Approved.
- Jordan is an External Subcontractor. Jordan's timesheet is approved too, but Xero pay runs are for employees only, so he is left out.
- You pick the 12–18 October pay period, set Employment Type to Employee and Status to Approved, tick the three timesheets and click Pay Run.
- The new pay run shows No Of Workers: 3 and the status Ready to Send.
- You click Send to Xero. The pay run's status changes to Submitted to Xero, and so does the status of Mia's, Tom's and Ravi's timesheets.
Good to know
- Pay runs need Xero or MYOB to be connected. The Pay Run tab and button only appear once one is connected.
- An approved timesheet that is in a pay run can't be unapproved.
- For how pay periods and pay runs fit together, see What are pay periods and pay runs?