In Zenefits Payroll, pay runs must be submitted by 2 :00 PM PST on your company's processing deadline date. The approval date will be 4 business days or 2 business days before the check date, depending on your block period.
For example, let's assume you have semi-monthly payroll, and check dates of the 15th and last day of the month.
You can submit payroll on a holiday or weekend, but Zenefits Payroll can't process transactions on holidays or weekends.
If any pay run's check date falls on one of the holidays in the list below, or on a weekend:
For example, if a pay run's deadline moves a day earlier, you'll still receive reminders to run payroll 3 days, 2 days, and one day before the new approval date.
You can refresh a Draft pay run by clicking the three stacked dots in the upper right corner of the people table and selecting Reset Run. If you accidentally Delete a regular run, contact Zenefits Customer Care to have it regenerated.
To make a one-time change to a single paycheck for an employee in Zenefits Payroll, make the change directly in the paystub for a particular run:
You can add both one-time and recurring reimbursements in Zenefits Payroll.
If you'd like to create a custom-named reimbursement type, e.g., a travel or cell phone reimbursement, see these instructions. For more information, see this Help Center guide to managing employee earnings in Zenefits Payroll.
Companies who want to pay hourly workers in Zenefits Payroll can use Time & Attendance to automatically add hours to payroll.
Time & Attendance is optional for hourly workers.
If your hourly employees use Time & Attendance, their hours will automatically be entered into payroll. Learn more about using Time & Attendance with Zenefits Payroll.
If they don't use Time & Attendance, you can enter their hours into their pay templates and have those hours automatically added in each pay run:
If you choose the latter, remember that the number of hours you to their pay template will always be added to their paystub. If an employee were to work less than the normal number of hours in one pay period, you'll need to edit those hours manually in the employee's paystub for that run.
Please contact Support to make corrections to a pay run after it is processed for payment. Make sure to provide the check date(s) for the affected run(s), the names of affected people, and an explanation for the request so that Zenefits Payroll can create the run for you and provide more instructions. Here's an explanation of the process.
When completing the termination details in Zenefits for an employee paid through Zenefits Payroll, make sure to select "Yes" when Zenefits asks if you'd like to mark the employee as terminated in payroll.
For more information, see this guide to terminations in Zenefits Payroll. Remember that state regulations for last paychecks vary, and some states (e.g., CA) require you to provide employees with their final paycheck on their last day.
The total cost of a pay run includes net pay, employee and employer taxes, deductions and contributions, and reimbursements:
Total Cost = Gross Pay + Contributions + Employer Taxes + Reimbursements
For example, consider a pay run with two employees (with no contributions):
|Gross Pay||Deductions||Employee Taxes||Employer Taxes||Net Pay||Reimb.||Cost to Employer|
However, the actual amount withdrawn to pay the run may be less, especially if some employees are paid by check. Learn more.
The amount that Zenefits Payroll will debit from your company's payroll account includes net pay and reimbursements for employees paid by Direct Deposit and employee/employer taxes.
Zenefits Payroll uses this equation to calculate the total amount withdrawn from your account:
Total Debit = Net Pay and Reimbursements (by Direct Deposit) + Employee Taxes + Employer Taxes
This debit amount does not include employer contributions, employee deductions, or any net pay amounts paid by manual checks. Consequently, the actual debit may be less than the total cost of the run.
For example, consider a pay run with two employees:
|Gross Pay||Deductions||Employee Taxes||Employer Taxes||Net Pay (DD)||Cost to Employer|
|Employee 1||5 ,000||300||1606.18||552.25||3093.82||5252.25|
|Employee 2||3 ,000||200||854.75||329.00||1945.25||3129.00|
The total cost is:
|8 ,000||+||881.25||= 8881.25|
The total debit is:
|2460.93 +||881.25 +||5039.07||= 8381.25|
Zenefits Payroll will initiate the debit to your company's payroll account on the evening that payroll is due, as long as you have approved the pay run.
If you submit payroll prior to the day that payroll is due, Zenefits Payroll will not initiate the debit to your company’s payroll account until the evening that payroll is due, as long as you have approved the pay run.
This is to ensure you have enough time to unapprove and edit the run, if necessary.
Zenefits Payroll will perform two separate debits for each pay run. One debit is for the wages paid by direct deposit and one is for the payroll taxes in full. This keeps Zenefits Payroll in line with standard industry practices, as well as providing additional payroll visibility.
Direct Deposit transfers can take 1-2 banking days from check date to post to individual bank accounts; times for individual banks will vary. Any Direct Deposit funds transferred by Zenefits Payroll that don't successfully post to a valid bank account within 5-7 banking days will be returned to your payroll account. If someone doesn't receive their Direct Deposit funds with 5-7 banking days, and the funds aren't returned to your payroll account, contact Support.
In the meantime, you can cut a manual check in the amount of the net pay. Zenefits Payroll debits the employer/employee tax amounts from your payroll account when payroll is processed, so even if an employee's Direct Deposit transfer fails, the taxes that should be deposited for that paycheck are unaffected.
If you're an employee, click here for more information.
Zenefits Payroll relies on various information to determine the type and amount of taxes that an employee should have in each paycheck. There are four primary reasons why an employee might be missing a particular tax in their pay stub:
In the event that an employee is undertaxed in a pay run, payroll administrators have two options:
If Zenefits Payroll alerts you that your payroll is suspended because you've exceeded your company's payroll processing threshold (PPT), please contact Support immediately to resolve the suspension. Zenefits Payroll sets this PPT for companies who have 2-day payroll processing as part of its underwriting requirements, and won't initiate any ACH transactions until the suspension is lifted.
Please contact Support for more information about the current application process.
Companies that have payments fail due to insufficient funds will be moved back a to 4-day processing schedule, unless they can provide a letter from their bank that claims fault for the funds not being present.
To cancel service with your previous payroll provider, follows the steps listed below. Please note that this process is only for companies that switch payroll providers mid-year.
Running your first payroll? Check out our instructional video first!
5. Click Approve Run to process the run, and you'll be returned to the Pay Runs page with confirmation of a successful run via a green banner across the top of the page.
Administrators have the ability to choose whether someone will be added into or removed from future pay runs in Zenefits Payroll. These changes can be reversed at any time.
If you need to close out a pay run for any reason, you can do so by following these steps:
|Value||Decimal Places||Calculation Method|
|Hours Per Year||2080||6||40 hours/week * 52 weeks = 2080, Industry Standard Value|
|Weekly Pay Periods (W)||52||6||Industry Standard Value|
|Bi-weekly Pay Periods (BW)||26||6||Industry Standard Value|
|Semi-Monthly Pay Periods (SM)||24||6||Industry Standard Value|
|Monthly Pay Periods (M)||12||6||Industry Standard Value|
|Weekly Pay Period Hours (W)||40||6||Hours per year/# of Weekly Pay periods|
|Bi-weekly Pay Period Hours (BW)||80||6||Hours per year/# of Bi-Weekly Pay periods|
|Semi-Monthly Pay Period Hours (SM)||86.666667||6||Hours per year/# of Semi-Monthly Pay periods|
|Monthly Pay Period Hours (M)||173.333333||6||Hours per year/# of Monthly Pay periods|
|Pay Period Pay||Salary/Pay Periods||Calculate once|
|Salaried Workers Hourly Pay Rate||Salary /2080||Calculate once|
|Gross Regular Pay||Pay Period Pay - Sum of PTO Pay||Per Pay Period|
|Regular Hours||Pay Period Hours - PTO Hours||Per Pay Period|
|PTO Hours||From PTO or manually entered in edit pay stub||Per Pay Period|
If you are running an OFF-CYCLE:
|by CHECK...||You CAN run an off-cycle payroll for same day if payment method is check|
|by DIRECT DEPOSIT...||You cannot run an off-cycle payroll for same day if payment method is direct deposit.|
If you are running a REGULAR pay run:
|by CHECK...||You cannot run a regular pay run for same day, no matter the payment method.|
|by DIRECT DEPOSIT...||You cannot run a regular pay run for same day, no matter the payment method.|
Now, you can easily proactively notify your staff that it's pay day, all while you're approving payroll.
In the Approve Run step of running payroll, you'll notice a check box has been added that asks if you'd like to notify people via email and mobile app notification when the paystub becomes available.
If left checked, your staff will receive an email from Zenefits, as well as a mobile push notification on their phone if they have the Zenefits app downloaded, as soon as their paystub becomes available. This typically becomes available around 9:30am PST.
If you uncheck the box, no notifications will go out.
If you are paying by check, then no notifications will go out.
Since this cannot be disabled at an employee level, we recommend creating an off cycle run for any termination payrolls.