Instaroll – SOP

Open the current payroll run from the payroll dashboard

• Go to the Open Payroll screen where the current payroll run is listed.
• Click Select to open the payroll.
• The Payroll tab is the main workspace for reviewing and managing the payroll run.
• Confirm you are in the correct payroll run before making any changes.

Review the payroll summary widgets

• Check the Insights widget section for a high-level payroll overview.
• Review key metrics such as current payroll status, number of employees, net pay, employee contributions, and total payroll costs.
• Use these figures to quickly confirm whether the payroll run looks reasonable before drilling into details.

Inspect input changes and gross-to-net breakdowns

• Open Input Changes to review what has changed in the current period.
• Expand an employee record to compare the previous period versus the current period.
• Navigate to the Gross to Net breakdown section to see individual changes at a detailed level.
• Identify whether each change is above or below the previous value.
• Click into a change to deep dive into the underlying details when needed.

Open an employee row to review inputs and calculations

• Click an employee row to open the detail modal.
• Review payroll inputs on the left-hand side.
• Review payroll calculations influenced by those inputs on the right-hand side.
• Use this view to understand how employee data affects payroll outcomes before editing anything.

Update payroll inputs directly inside the payroll run

• Add or modify pay elements directly within the payroll run without leaving the screen.
• Common updates include earnings, deductions, taxes, and contributions.
• Make changes directly in the employee record or payroll run view.
• Confirm that updates are reflected immediately in the payroll calculations.

Correct employee data and apply the effective date

• Locate the pay item that needs correction, such as a special allowance.
• Update the value directly in the payroll run.
• Select the appropriate effective date for the change.
• If the change occurs mid-period, expect a proration record to be created.
• Click Save and confirm the update to trigger recalculation.

Verify real-time recalculation after changes

• After saving, confirm that calculations are triggered immediately.
• Review the updated variance and payroll impact right away.
• Use the real-time calculation view to validate that the change was applied correctly.
• Avoid unnecessary backtracking or restarting the payroll process for all employees.

Understand where payroll changes can originate

• Recognize that payroll changes may come from multiple sources: the payroll run screen, an employee card updated by a teammate, or integrated systems feeding payroll data.
• Monitor the screen for real-time updates and operational status.
• Use the visible calculations to confirm the payroll is still accurate after each change.

Review payslips and complete payroll audit checks

• Navigate to the Payslip section after updating payroll data.
• Open each payslip to verify accuracy.
• If needed, return to the payroll data and make corrections.
• Download payslips if required for audit or review purposes.
• Close the payslip window and move to the next employee until the audit is complete.

Approve and lock the payroll run

• Once all checks are complete, click Approve and Lock.
• Confirm the action to finalize the payroll run.
• This replaces multiple approval steps with a single final action.
• After approval, the payroll run is closed and ready for post-payroll processing.

Access post-payroll actions and reports

• After approval, go to the Actions tab.
• Review available post-payroll items: payroll reports, statutory reports, bank file, and payslip previews.
• Check which reports are already generated and which are still generating.
• Verify that the correct reports are available based on system and legal entity configuration.

Review bank files, statutory reports, and payslips

• Open the Bank File section to confirm the file generated at approval.
• Review Statutory Reports before transmission or filing.
• Use the Payslip section to preview approved payslips.
• Confirm that all outputs match the finalized payroll run before proceeding with external submission or distribution.

Regenerate the bank file if needed after closure

• If the payroll run is already in closed state, use the Regenerate function to regenerate report with master data changes.
• Currently only Bank file can be regenerated if it was rejected due to some incorrect master data. Master data can be updated from employee card or in the payroll run directly and then bank file can be regenerated.
• Use this option only when the payroll is closed and you must regenerate the bank file to correct any master data updates.

Set up payroll calendar pay dates in advance

• Go to Payroll Settings and open Payroll Calendar.
• Use this feature to add pay dates in advance for the full year.
• This reduces manual entry during each payroll run and supports automated closure.

Create or edit payroll calendar events

• Review the existing payroll events for the current year.
• Click an existing event to edit it if the pay date needs to change.
• Create a new event if a pay date has not yet been configured.
• Use this area to maintain accurate payroll scheduling throughout the year.

Configure a new pay date event for InstaRoll

• Add a new event for the first-time InstaRoll setup.
• Enter the paydate event name.
• Set the Paygroup — check whether your payroll cycle is set up as All Employees or Paygroup specific. If it’s set up as All Employees, select All Employees only from the picklist; otherwise select the specific paygroup. Selecting incorrectly means the bank files will not have correct info.
• Enter the Year and Payment date.
• Set the default pay date for the relevant periods.
• After all periods have default dates, review whether any pay date falls on a weekend or holiday, then change it manually to adjust that specific period’s pay date.
• Save the configuration so it can be used in payroll runs.

Update pay dates when payroll timing changes

• Edit existing pay dates if payroll cannot be processed on the planned date. Always update before the due date — on the pay date, the payroll run gets closed automatically.
• Update the calendar to reflect the new processing schedule.
• Ensure the revised pay date is accurate before the payroll run reaches closure.

Allow payroll closure to occur automatically

• Confirm that the configured pay date is applied to the payroll run.
• On the scheduled date, the payroll run will close automatically.
• Use this automation to reduce manual closure steps and avoid uncertainty about when to close the run.