Ubeya’s Process Payroll feature is designed to streamline payroll operations by ensuring that payments are accurate, timely, and well-documented. Here’s a breakdown of how the process works and what each step involves.
✅ Shift Approval Before Payroll
The payroll process begins with shift approval. Before shifts can be included in payroll, they must be approved by an admin. This step helps confirm that the hours worked are accurate and match the schedule, reducing the risk of payroll errors or queries. For more information regarding the approval process, head over to this article - Timesheet Approval
🔒 Processing and Locking Payroll
Once shifts have been reviewed and approved, payroll can be processed. After processing, the payroll is locked, meaning no further edits can be made to those shifts. Locking payroll ensures a clear record of what is ready to be paid and prevents changes that could cause inconsistencies later.
🕒 Automatic Processing
If a shift was approved but not processed, Ubeya will automatically include it the next time you run payroll — as long as it falls within the past 90 days. These shifts will also appear in the file export, so you can easily identify what’s been included.
However, if more than 90 days have passed since the shift date and it was never processed, you will no longer be able to include it in payroll.
This rule helps prevent long delays in employee compensation and ensures that overlooked shifts are still accounted for within a reasonable timeframe.
📚 Payroll History Tracking
Each time payroll is processed, a record is created in the Payroll Process History. This module logs each payroll event as a separate line, providing a chronological record that can be useful for audits, reviews, or troubleshooting.
💬 Managing Pay Queries
A pay query arises when an employee's pay needs to be changed after payroll has already been processed. This can include issues such as missing hours, incorrect rates, unpaid shifts, or misunderstandings about deductions or bonuses. Ubeya supports a structured pay query process that allows admins to resolve these issues efficiently by unlocking the payroll, making the necessary adjustments, and reprocessing it. This approach maintains transparency and keeps payroll organized, with all changes clearly recorded in the payroll history.
Note: This action is only available to admins who have been granted the “Unlock Payroll” permission in their admin privileges.
🧾 Quick Summary: Processing Payroll in Ubeya
🕓 Employee completes a shift and submits hours
✅ Approve shifts before they can be processed for payroll.
🔒 Process and lock payroll to finalize payment records.
📚 Track payroll history for every processing event and export the relevant payroll file.
💬 Handle pay queries by unlocking, adjusting, and reprocessing pay.
💸 Pay is issued externally through your organization’s payroll system
If you have any questions regarding the process payroll feature, reach out to our support team here.