Creating, Emailing and Exporting Payroll using RotaMaster

This article only applies to customers with RotaMaster Finance+. Speak to your Account Manager for more information.

RotaMaster can create payroll runs for all employed staff and both;

- Create a single export to send to a payroll system

- Email each individual staff member their payslip for the period

Please note - only staff marked as 'Payroll' in their Personnel Record will be included in any Payroll runs.

Creating Payroll Runs

To create payroll for a period, go to Finance+ > Payroll, and click the Create Payroll Run button, outlined below;

This will open the following;

- Enter the Rota Group that you are creating payroll for (or leave as 'All Rota Groups' to create invoices across all areas)

- Payroll can be run for multiple Rota Groups by selecting "Multi Rota Groups" and choosing which Rota Groups you want to run payroll for

- Select the appropriate date range

- If you would like empty shift within the Payroll date range to be locked tick 'Lock empty shifts within Payroll range'

- If some staff members have a fixed salary recorded in RotaMaster (under Finance Details in their Personnel Record) then this will be pulled through in the payroll run if Generate Fixed Pay is ticked.

Click Create.

This will pull all shifts/adjustments for payroll staff for the selected period and create a payroll run for each Rota Group based on these.

Batch Runs are created when you select to create the payroll run for "All Rota Groups"

N.B You can re-run pay roll for a period you've already run it for. The second pay roll run will only show any additional shifts or adjustments that have been added since the first pay roll run. 

N.B for People+ customers: Overtime is included in pay roll based on when it was added or approved on the system, not on when the shift was worked. For example, if a staff worked overtime on the 29th June, but it was added on RotaMaster (not the Staff Hub) or approved on RotaMaster on the 2nd July, it would be included in July's payroll, not June. 

Viewing Payroll Runs

To view the Payroll Run, click the small grey triangle next to the appropriate Rota Group on the left hand panel and click the appropriate date range. This will open in Detailed View, showing all shifts/adjustments for the period.

To show individual, grouped pay details, click the Summary View;

Emailing Payslips

To email payslips, select the appropriate Rota Group and payroll period and click the Email Payroll button shown below;

The Subject of the payslip email can be auto-populated with preset details by double click on the appropriate field types on the right hand side. In the example above, the subject of each email will contain the individual staff member's Title, First Name and Second Name.

Enter a Body for the email and click Email. You will receive confirmation of the emails being sent.

When emailing payroll or invoices to staff, you will be shown an exportable list of staff members they will be  unable to send to because they don't have a valid email address recorded.

If you wish to send multiple payroll runs at once, you can do this by holding down the control button on your keyboard and select the payroll runs you want to include. Then select the email icon at the top of the screen. This will send one attachment to the employee with each pay statement included. 

Exporting Payroll Runs

Exports can be created from RotaMaster that can be directly imported into payroll systems to save manual entry.

Exports are created from the Payroll screen by clicking the small grey triangle next to a Rota Group and then clicking the date range of payroll that you wish to export. Then click the Export button, highlighted below;

Alternatively, to export payroll for every Rota Group in one document;

- Open up Batch Runs at the bottom of the Rota Group list

- Select the period that you wish to export

- Click the Export button;

 NB - Batch Runs are only created when 'All Rota Groups' is selected when creating a Payroll Run (see the top of this article)

This will open the following window. Click the tick box next to whichever export you would like to run based on your payroll system;

Click Create. This will save the export to whichever path is defined in the Path Configuration - click here for more details.