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

Here’s how you can process a regular payroll:

• Go to Pay Runs under Payroll on the left sidebar. Your upcoming payrolls will be listed under the Run Payroll tab.
• Click Process Pay Run.

The regular payroll will be created in Draft status.

Review and Update Regular Payroll

While a payroll is in Draft status, you can review employee details and make necessary changes before proceeding for approval. You can add hours for additional job roles.

Add Hours for Additional Job Roles

If an employee holds multiple roles in your organization, each with a different pay rate, you can include hours worked under each role in the payroll.

To add hours for additional job roles:

• Go to Pay Runs under Payroll on the left sidebar.
• Open a regular payroll in the Draft status.
• Select the employee for whom you want to add hours.
• In the payroll details panel, click + Add Additional Job Hours.
• Choose the additional job role.
• Enter the number of Regular Hours, Overtime hours, and Double Time hours worked for that role.
• Click Save.

Zoho Spend will automatically recalculate the employee’s wages and taxes based on the updated information.

Submit and Approve Regular Payroll

Here’s how you can approve or submit a payroll for approval:

• Go to Pay Runs under Payroll on the left sidebar.
• Click Process Pay Run.
• Depending on your role and permissions, follow one of these paths:
  • If you have approval permissions, click Submit and Approve at the top right corner.
  • If you do not have approval permissions, click Submit for Approval at the top right corner. An authorized user will then review and approve the payroll.

Once your regular payroll is approved, Zoho Spend will automatically deposit salaries into employees’ bank accounts on the scheduled pay date if you’ve set up Direct Deposit for your organization and employees. The applicable taxes will also be debited from your bank account and paid to the respective agencies.

Record Payment for Regular Payroll

If you’re paying employees manually via check, cash, or other methods, you can mark the payment as recorded on the payday.

Here’s how you can record payment for a regular payroll:

• Go to Pay Runs under Payroll on the left sidebar.
• Open a payroll in the Payment Due status.
• Click Mark as Paid at the top right corner.
• In the pop-up that appears, select the Paid Through Account and Payment Mode.
• Enable Send pay stub notification email to all employees if you want to email the pay stub to your employees.
• Click Save.

The payroll will now be marked as Paid, and the applicable federal, state, and local taxes will be generated under the Taxes module.