Capture employees into a run
Where: a DRAFT pay run → Capture employee inputs.
Who: payroll.run.manage, employee.view, the Employee Compensation feature, and assignment to
the employee's employer and assignment business units.
Capturing an employee takes a frozen snapshot of their HR records for a service period and sets how much of their agreed pay is due.
What the snapshot copies
| Copied | Example (Amira) |
|---|---|
| Employee number, name, status | BHS-001, Amira Hassan, Active |
| Employment: employer, type, dates | Bright Haven – Head Office, Permanent, from 2024-03-01 |
| Assignment: unit, department, position, job title, cost centre, location, FTE, weekly hours | Finance, Accountant, CC-100, London, 1.0, 37.5 |
| Compensation: base amount, currency, pay basis, frequency, overtime eligible, bonus target | 36,000, GBP, Annual, Monthly, yes, 5% |
| Benefits overlapping the period (if the Benefits feature is on) | Health plan, Enrolled |
Later HR changes don't change the snapshot. To pick up a correction, remove the entry and capture it again.
Capture an employee
- On the draft run, select Capture employee inputs.
- Fill in the fields:
| Field | Rule | Example (Amira) |
|---|---|---|
| Employee | Choose from the list | Amira Hassan (BHS-001) |
| Service from | Inside the run period | 2026-10-01 |
| Service to | Inside the run period, on or after Service from | 2026-10-31 |
| Explicit payable quantity | More than zero; up to 6 decimals | 1 |
| Explicit divisor | More than zero; up to 6 decimals | 12 |
| Quantity and conversion explanation | Required: why these numbers | Annual salary paid in 12 monthly instalments |
- Save. The employee appears under Employee entries with their service period and Net (Uncalculated until the run is calculated).
Working out quantity and divisor
The base pay is:
base = agreed rate × quantity ÷ divisor, rounded to the currency's decimals.
The rate comes from the pay agreement. You decide the quantity and divisor. Payroll checks the arithmetic, not the entitlement.
| Pay agreement | Situation | Quantity | Divisor | Base pay | Explanation to enter |
|---|---|---|---|---|---|
| Monthly 3,000 | Whole month | 1 | 1 | 3,000.00 | Full month, monthly salary |
| Annual 36,000 | Monthly payment | 1 | 12 | 3,000.00 | Annual salary in 12 monthly payments |
| Hourly 12.50 | 160 hours | 160 | 1 | 2,000.00 | Timesheet TS-2026-10-011, 160 h approved |
| Daily 140 | 21 days worked | 21 | 1 | 2,940.00 | 21 days per attendance register |
| Monthly 3,000 | Joined 16th, 15 of 30 days | 15 | 30 | 1,500.00 | Joined 16 Oct; 15/30 agreed proration |
For an annual salary paid monthly, enter quantity 1 and divisor 12. Entering quantity 0.083333
instead gives 2,999.99, not 3,000.00.
Payroll does not apply FTE, attendance, leave, proration or bonus targets for you. They are shown in the snapshot so you can work out the quantity.
When pay or a job changes mid-period
Capture needs exactly one employment, assignment and pay agreement covering the whole service period. If one changes mid-period, capture two entries, split at the change:
| Entry | Service | Quantity | Divisor | Base pay |
|---|---|---|---|---|
| 1 | 1–15 Oct | 15 | 372 | 30,000 × 15 ÷ 372 = 1,209.68 |
| 2 | 16–31 Oct | 16 | 372 | 33,000 × 16 ÷ 372 = 1,419.35 |
(372 = 12 months × 31 days, the basis Bright Haven agreed for October.)
Each date is paid once
The same employee can't be in two live runs for the same dates, in any group. Two entries for different dates (as in the split above) are fine.
What is refused
| Message | Meaning | What to do |
|---|---|---|
| Service dates must be inside the run period | Dates outside the run | Use dates within the run period |
| Payroll service period requires exactly one covering compensation record; split periods at HR changes | Pay changed, or is missing, mid-period | Split the entry at the change, or fix the HR record |
| … exactly one covering employment / assignment record … | Same for employment or assignment | Same |
| Employment belongs to another payroll employer | The employee works for another employer | Use that employer's group |
| Compensation currency/frequency does not match payroll group | E.g. a weekly agreement in a monthly group | Use the right group, or correct the agreement |
| Employee service period is already included in an uncancelled payroll run | Already paid for those dates | Check the other run |
| Employee selection requires employee.view | You can't list employees | Ask for employee.view |
Remove an employee entry
On the employee's statement page (open the entry from Employee entries), select Remove employee entry, enter a Reason and select Confirm removal. All of that employee's component lines are removed too. Only possible while the run is DRAFT.
Next: Add component lines.