Applies to: All customers using ZonePayroll
Purpose: Ensure you’ve completed all the key steps before starting a pay run to avoid errors, delays, and rework.
🧭 Why This Matters
Running a smooth, accurate pay run starts before you click “Start Pay Run.”
Doing your prep upfront reduces the need for mid-run corrections and ensures your pay calculations, journals, and employee records are accurate.
📋 Pre-Payroll Checklist
Use this checklist to confirm you're ready to start payroll:
| ✅ | Task | Details |
|---|---|---|
| ☐ | Add New Employees | Ensure all new staff are entered into the system with correct start dates, email addresses, and subsidiaries. |
| ☐ | Update Employee Payroll Details | Check pay rates, employment types (salaried, casual, etc.), pay frequency, and default cost centres are set. |
| ☐ | Enter Time for Casuals/Part-Timers | Log time entries in NetSuite for any employees who are not on fixed salaries. |
| ☐ | Approve Timesheets | Ensure all submitted time has been reviewed and approved. Only approved entries flow into the pay run. |
| ☐ | Approve Leave Requests | Review and approve any pending leave that should be included in this pay run. |
| ☐ | Check Allowances & Deductions | Ensure all recurring or one-off allowances, deductions, and reimbursements have been entered or updated as needed. |
| ☐ | Review Pay Dates & Period End | Confirm the correct pay period end date and desired pay date (e.g., even if period ends on the 30th, you can pay on the 28th). |
| ☐ | 🇦🇺 Validate Super Fund Setup | Make sure employees have a valid superannuation fund and membership number entered (for AU customers). |
| ☐ | Confirm Banking Details | Check that employee bank account info is current — especially for new starters. |
| ☐ | Run Test Pay (Optional) | For complex periods, consider running a quick test pay for one employee to verify setup. |
📌 Bonus Tips
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Set a reminder to do these checks a few days before payday, especially for fortnightly or monthly runs.
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Save time by using saved searches to highlight missing time entries, leave approvals, or new employees.
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Use payroll reports to double-check components before processing.
🧑💻 Ready to Start?
Once all checklist items are ticked off, you can confidently begin the pay run process via Payroll Admin > Start Pay Run.