Do a pay run

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A pay run is when you pay one or more employees. For example, if you have a handful of employees who are all paid weekly, you'll do a weekly pay run.

When you do a pay run, MYOB guides you through each step – from selecting the pay period through to preparing pay slips.

When you add your employees into MYOB you set up their pay details. So when you do a pay run, all the amounts are worked out for you. But you can make any required changes, like adding leave or adjusting hours.

There are some country-specific differences in payroll, so take a look at the information that relates to you.

Before you begin

Set up payroll (Australia | New Zealand)
Set up employee bank account payments

I'm in Australia

If you can't finish a pay run in one go, that's fine. Save your progress and finish it whenever you're ready.

Go to the Payroll menu and choose Create pay run.
Choose the Pay cycle for the employees you want to pay. This will be remembered for the next pay run so you won't have to choose it every time. If the pay isn't part of a typical pay cycle, like a one-off bonus, choose Unscheduled.
If required, choose or change the pay dates.
If any timesheets have been recorded for this pay period, they'll be listed and selected. Deselect any timesheets you don't want to include in this pay run. Timesheets not showing? Try refreshing the page or choosing a different Pay cycle, then choosing the correct Pay cycle again.
Click Next. All employees set up for the chosen pay cycle will be listed and selected to be paid. If it's an unscheduled pay, all employees are listed. You can update an employee's pay cycle in their record (Payroll > Employees > click the employee > Payroll details tab > Salary and wages tab > Pay cycle).
Select the employees you want to include in this pay, and deselect those you don't.
If required, click an employee to view the details of their pay or make any changes.
To change hours worked for hourly employees
You may need to change the hours worked by an employee if they're not being paid for a full standard pay period, for instance, if their work hours vary.
Changing the hours worked only affects this pay. If you need to permanently change an employee's regular hours, update it in their standard pay.

If you edit an employee’s hours during the pay run, any adjustments you make will not update hours entered on timesheets or timesheet reports.
1. At the Calculate pays step of the pay run, click the employee to expand their pay.
2. Change the hours worked for the applicable wage pay item. For example, enter a casual worker's actual hours worked against the Base Hourly pay item.
3. Click the employee again to collapse their pay.
To add leave
If an employee has been set up for leave you'll be able to add the leave taken on their pay.

Leave without pay
If entering leave without pay, reduce the employee's normal hours by the number of hours of unpaid leave. Otherwise they'll be overpaid.
Learn more about leave without pay.
1. At the Calculate pays step of the pay run, click the employee to expand their pay.
2. Enter the number of hours of leave against the applicable leave pay item. For example, enter annual leave hours against Annual Leave Pay.
3. If you've set up the leave pay item with the option Automatically adjust base hourly or base salary details selected, the employee's Base Salary or Base Hourly amount will be automatically reduced to cater for the leave payment. Otherwise you'll need to adjust this manually to avoid overpayment.
4. (Optional) Hover over the info icon in the leave hours field to see the employee's leave balance details.
5. (Optional) Use the Pay slip message field in the employee's pay to enter their leave dates. Here's our example showing 7.6 hours annual leave added to the pay with leave balance details shown.
6. Click the employee again to collapse their pay.
Negative leave balances
If an employee takes more leave than they've accrued, their leave balance will become negative. However, they'll still be paid for all the leave entered on the pay run.
To add other types of pay, like overtime or allowances
If you've entered other types of pay on a timesheet – such as sales commission and bonuses – you don't need to use this procedure.
1. At the Calculate pays step of the pay run, click the employee to expand their pay.
2. In the Hours or Amount fields next to each appropriate wage pay item, type the hours or amounts you want to record. For example, to pay 3 hours of overtime, enter 3 hours against the overtime pay item.
3. If the pay item you want to record hours or amounts against isn't listed, click Add wage to add it to this pay run.
4. Click the employee again to collapse their pay.
The same approach can be used if a regular allowance or deduction isn't required for a pay. Just change the allowance or deduction Amount to zero.
To add a pay item to an employee's pay
You can add an existing pay item to an employee during the pay run. This will only add the pay item for that pay. If you need to add the pay item to the employee permanently, add it to their standard pay.
Also find out how to create new pay items.
1. At the Calculate pays step of the pay run, click the employee to expand their pay.
2. Click Add wage, Add a deduction, Add leave accrual or Add an expense and choose the pay item to be added to this pay.
3. Enter an hour or amount value against this pay item.
4. Click the employee again to collapse their pay.
To assign jobs to pay item amounts
Jobs can be assigned to pay item amounts to track the wage expense of work performed on that job. You can assign one or more jobs to each pay item.
1. At the Calculate pays step of the pay run, click the employee to expand their pay.
2. Click Add job next to the corresponding pay item.
3. Select one or more jobs.
4. Add the amount to be allocated to each selected job.
5. Click Add.
6. Click the employee again to collapse their pay.
You can also assign a default job to an employee in their standard pay.
Rate changes in saved pay runs
If you've changed the rate of an hourly pay item after saving a pay run, you'll be alerted to the rate change in the employee's pay when you resume the pay run. If you want to update the pay rate in the resumed pay run, click the alert icon then click Update. Otherwise the original pay rate will be used.
Click Next.
Review the pays you're about to record. You'll see previous and current pay amounts as a quick way to identify variances.
If you'd like to generate PDF reports containing details of this pay run, click:
- Preview pay run activity – shows a detailed list of salary and wages, taxes, deductions, leave, and expenses for this pay run
- Preview pay details – shows the Payroll verification report containing a summary of each employee's pay in this pay run
When you're ready, click Record.
When prompted to send payroll information to the ATO (for Single Touch Payroll reporting), enter the name of the authorised sender and click Send.
Email or print your employees' pay slips. Need to change an employee's pay slip delivery method?
- On the Email pay slips tab, select the employees requiring their pay slips to be emailed then click Email pay slips.
- On the Print pay slips tab, click View PDF to display an employee's pay slip in a new window. You can now save or print the pay slip.
Need to resend or reprint a pay slip? See Reprinting or resending pay slips.
Click Next.
Finally, you can pay your employees and report the pay run to the ATO:
- Click Pay employees via electronic payments to pay directly into your employees' bank accounts.
- Click Payroll reporting (STP) to View Single Touch Payroll reports.
When you're done, click Close.

I'm in New Zealand

Go to the Payroll menu and choose Create pay run.
Choose the Pay cycle for the employees you want to pay. This will be remembered for the next pay run so you won't have to choose it every time.
Choose the pay dates.
Click Next. All employees set up for the chosen pay cycle will be listed and selected to be paid. You can update an employee's pay cycle in their standard pay (Payroll > Employees > click the employee > Standard pay > Pay cycle).
Deselect any employees you don't want to include in this pay run.
To review or update an employee's pay, for example to pay leave or an allowance, or to enter a pay slip message:
1. Click the employee to open their pay.
2. Enter or update the Days paid for this pay. This is the number of whole or part days the employee earned gross earnings, including paid holidays or leave.
3. Enter or update hours or amounts as required.
4. To add leave:
  1. Click Add holidays or leave.
  2. Choose the type of leave and enter the details.
  3. Click Save to add the leave to the pay.
  4. If required, reduce the employee's normal hours (salary or ordinary hours) to cater for the hours of leave being paid – to make sure they're not overpaid. Learn more about paying leave.
5. If applicable, enter a Pay slip message.
6. Click the arrow if you want to collapse the employee's pay.
Click Next.
Review the totals for this pay run. You can click View pay run summary to generate a PDF report containing a summary of each employee's pay in this pay run.
When prompted to file with IR, click Record and file. Learn about setting up payday filing.
Email or print your employees' pay slips.
- To email pay slips, select the employees and click Email pay slips. Make sure the employees have email addresses entered in their records (Payroll > Employees > click the employee > Personal tab > Email).
- To print a pay slip, click View PDF for an employee to view the pay slip in a new window. You can now save or print the pay slip.
To ensure emails send successfully
- Check your employee email addresses (Payroll > Employees > click the employee > Personal details tab > Email)
- Enter a reply-to email address in your payroll settings (click your business name > Payroll settings > Reply-to email address)
Click Next.
Finally, you can pay your employees via bank file or check the status of your payday filing submissions. Or if you're done and dusted, click Close.

Related topics

Setting up payroll (AU | NZ)

Paying leave

Page tree

Negative leave balances

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