Q1: What is a pay run in ScanPay?
A pay run is a payroll cycle that includes all completed jobs for a set time period (weekly, biweekly, monthly, etc.). It allows you to review job details, apply commissions or adjustments, and mark team members as paid.
Q2: How are jobs included in a pay run?
Jobs are automatically included based on their completion date and completion status. Only completed jobs are added to their respective pay period.
Q3: Can I move a job to a different pay run?
Yes. You can manually move a job to an open pay period from the Pay Run Review screen if it was completed after its scheduled period or needs to be accounted for separately.
Q5: How do adjustments work in a pay run?
Adjustments are manual entries that allow admins to account for items not necessarily tied to a specific job—such as reimbursements, offline tips, or deductions. These are just examples and not an exhaustive list. Adjustments can be created during the review process and assigned to any open pay period.
Q6: What are “Suggested Adjustments”?
These are automatically generated prompts for actions like added tips, refunded payments, or disputes that occurred after a job was paid out. Admins must choose to apply, modify, or ignore them.
Q7: Can I change the pay schedule after it's set?
Yes, but only for future pay runs. Changes to frequency or start dates will not impact past or ongoing pay runs to preserve payroll history.
Q8: Who can access and manage pay runs?
Only Owners and Admins can view, edit, approve, or mark pay runs as paid. pay runs by default. However, other team members can also be granted access if both of the following permissions are enabled in their user settings:
- Access team accounting
- Approve and process accounting
Q9: Can I exclude a team member from a pay run?
You cannot directly skip or exclude a team member from a pay run. To remove them from a specific pay run, you’ll need to reassign all their jobs to a different pay run. Only members with active jobs within the selected pay period will appear in the pay run summary.
Q10: What happens after marking a pay run as paid?
Once marked as paid:
- All job data becomes locked.
- A report is emailed to each member with their job-level and adjustment breakdown.
- Any future edits must be handled as new adjustments in the next open period.
Q11: What formats are available for exporting pay run reports?
Admins and Owners can export payrun reports in csv format.
