Terminations and New Hires in a Payroll cycle
At Leapsome, we understand that managing payroll can be a complex task, especially when it comes to terminations and new hires. To help you navigate these critical cases more efficiently, we are excited to introduce a new feature that automatically highlights employees who have been terminated or hired within the current payroll cycle.
This feature makes it easier for payroll specialists to identify and verify key employee changes during payroll processing. By highlighting these cases, you can reduce the risk of payroll errors and ensure that all payments, benefits, and deductions are calculated accurately.
How it works
- Automatic Highlighting: Employees who have been terminated or hired will now be automatically flagged in your payroll system. This means you won’t need to manually search through your data to find these critical cases.
- Visual Cues: In addition to highlighting, we will be adding visual indicators to make it even clearer when an employee's status has changed. This will allow you to prioritize your verification process with ease.
How to access this feature
To start using this feature, simply navigate to your payroll dashboard:
1. Log in to your Leapsome account.
2. Go to Payroll in the main menu.
3. Look for the highlighted section that lists new hires and terminations in the current payroll cycle.
This streamlined approach will help you focus on what matters most—ensuring accuracy in your payroll processes.
Key Benefits
- Saves Time: Quickly identify which employees need your attention, reducing the manual effort involved.
- Boosts Accuracy: Ensure that all prorated salaries, benefits, and final payments are calculated correctly, minimizing the risk of errors.
- Improves Clarity: Visual indicators make it easy to see who has been terminated or hired at a glance.
Filters
Admins and payroll admins will be able to specifically filter for these users using the predefined filters:
- Employees hired during payroll period
- Employees terminated during payroll period
- Employees attribute updated
- Employees attributes missing
- Employees attributes pending approval
- Employees validation rules not met
Admins can select multiple predefined filters to see all relevant information within the payroll cycle. For example, you may want to specifically look into the values for new joiners, leavers, and employees who had attributes changed during the payroll cycle, and by selecting those predefined filters, you will be able to specifically pull only users relevant for any of the filters you have selected.
Manual edits to compensation values in a payroll cycle
When employees are assigned to a payroll policy, the information from their employee profile is automatically pulled into the active payroll cycle. If changes need to be made to the value for additional compensations (eg. quarterly bonus), this can be done manually within the active payroll cycle itself.
If changes made to the additional compensation in an active cycle must be reverted back to what is reflected in the employee's user profile, simply click the 'reset' button within the additional compensation cell where manual edits were made, and the manual edit would be reset back to the automatic value pulled from the user's profile.
Note: The system automatically highlights any changes made to employee salaries that are effective in the current payroll cycle. This visual highlighting appears in the Salary tab and helps payroll administrators quickly identify which employees have had salary adjustments since the previous cycle. These changes will only be highlighted if the effective date is within the payroll cycle that is not approved yet.
Absences in Payroll
Once you include absence policies within a payroll cycle, any approved absences for users assigned to this payroll policy will be visible in the absence tab of the payroll cycle. The absence tab will show information such as
- Absence type
- Absence policy
- Start and end date
- Effective paid/unpaid during cycle (hours or days based on the absence policy settings)
- Time unit (days/hours)
- Total paid/unpaid days in cycle (including weekends and holidays)
It is important to note that if the time tracking module is not enabled, then the effective pay during the cycle will only show the number of hours the employee requested off during that absence if the absence policy specifies the time unit as hours; otherwise, it will show the number of days the employee was off.
Analytics
Within each payroll policy cycle, there is a succinct analysis of the selected payroll cycle which includes the following at a glance:
- Total employees
- Leavers and joiners
- Employees with incomplete profile
- Employees updated
- Total payroll
- Total fixed salary
- Total hourly salary
- Employees without salary
- Total absences
- Total paid absences
- Total unpaid absences
- Employees on leave