Wageloch Payroll: How to Process Pays

Timesheet Submission

The timesheet submission process for Wageloch Payroll remains the same, whether you're a business owner completing your own payroll, or a site manager submitting timesheets to your Payroll team.

• Open your current timesheet
• Ensure all timesheet days are Finalised with a green tick
• Click Pre-Submit

• Your Pre-Submit timesheet summary report will generate
• Please check this information thoroughly.
• When you're ready to proceed, click Submit.
• Confirm the prompt, acknowledging your timesheet will be submitted for processing.
• Once completed, you'll be either:
  • Notified the timesheet was submitted successfully, OR
  • Be redirected to Wageloch Payroll to start your submission.

Processing PayRun

Stage 1: View Calculated Pays

This screen will allow you to:

• Click the Trash icon to delete an employee from this pay run (1)
• Click the Page icon or employee's name to edit their payslip (2)
• See the summary of Gross Wages, Deductions, Superannuation, Tax and Net Pay. (3)
• Click the People icon to view the timesheet that was submitted. (4)
• At the bottom of this screen, you will have a Notes button (5).

This will grant you the ability to add a note that is visible to all staff on their payslip.

View/Adjust Pay Slip

• After clicking on the Page icon or the employee's name, you'll be presented with their payslip.
• This will show the employee's gross and net wages, alongside superannuation and tax across the top.
• You will be able to see the calculations for the employee's pays based on the hours in the timesheet and award configuration.
• Further down the page, you'll see any automated deductions, superannuation, salary sacrifice and tax withheld.

• There is an option in the bottom left to Add Note, which is only visible to this employee on their pay slip.

Add Pay Item or Add Leave

If you're missing some hours or need to backpay an employee, use the Add Pay Item or Add Leave buttons.

• Select the appropriate Pay Item from the drop menu
• The Rate is typically calculated by the award setup and/or the employee's hourly rate on their staff card.
• Enter the Amount of hours, units or dollars, depending on the requirement.
• Click Done to save.
• Any automatic calculations like tax will update accordingly, but you can Override if needed
• Click Save to finish
• Click Close to return to the pay run

If you wish to edit a pay item that already exists, simply adjust the **Hours** field to add or remove hours as required.

• Click Save to finish
• Click Close to return to the pay run.

• Use the Notes button, bottom left to add a unique message for this employee.

Add Employee to Payrun

• On the pay run screen, click the Add button, bottom left
• Select the employee to add into the pay run
• Click Done to add

• You'll immediately be presented with the employee's pay slip
• Proceed to add any pay items, leave, allowance and hours.
• Click Save to finish
• Click Close to return to the pay run.

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Add Note for All Staff

To add a Note visible to all employees on their payslip:

• On the Pay Run screen, click the Notes button (bottom left)
• Add the message you wish to attach
• Click OK to save.
• This will now be visible at the bottom of the pay run.

Stage 2: Generate Payrun Report

When you're ready to proceed to the next step of your pay run, either:

• Click Next, bottom right, OR click Generate Payrun Report
• You'll receive a prompt to confirm that your payslips are accurate and correct.
  • Click YES if you're happy to proceed.
  • Click NO if you'd like to return to the pay run and make changes.
• Once your payslips are confirmed, click Next (bottom right) to Generate Payrun Report.

• You'll be prompted to generate your Payrun Report
• This will allow you to download a Payroll Summary and a Payroll Detail report.
• Click Done after downloading the files.
• You can also email these reports by clicking Send Report and entering your email address
• Click Send.

TIP: If you have issues with the result of the timesheet export in your payrun, you can:

• Have the timesheet unsubmit by the Wageloch Helpdesk
• Make any adjustments to the timesheet
• Click Submit to sent the timesheet through to Wageloch Payroll
• This will overwrite any information in the pay run.

Stage 3: Create ABA Pay File

Your next step generates the ABA file to send to your banking institution.

• On the Generate Payrun Report page, click Next (bottom right) or click Pay Employees (Bank File)
• A box will appear, prompting for your nominated bank account and the desired payment date.
• Click Download Bank File.
• Click the file to download it.
• Click Done to finish.

NOTE: Your bank may not accept a file if the payment date is different from the date you upload it.

Stage 4: Email Payslips

• Click Next (bottom right) or select Email Pay Slips
• Select the employees that you wish to email payslips to.
• Click Email Payslips (bottom left).
• Once sent, you'll receive a prompt confirming the payslips have been sent succesfully.
• Click Close to finish.

If you wish to download the payslips to print off or keep for your records:

• Click Download Payslips.
• Click individual files to download one-by-one, OR
• Click the Download All Files button.
• Click Done when finished to continue.

Stage 5: Generate Super ABA File

To generate your Superannuation ABA file for this single pay run:

• Click Next (bottom right) or select Pay Superannuation.
• A prompt asking if you'd like to submit your SuperStream data will appear
  • Click YES to generate your Superannuation ABA file
  • Click NO to generate your ABA file later
• Click the file to download your SuperStream ABA file.
• Click Done to finish.

TIP: See step on Process Super for Multiple Payruns to generate a superannuation ABA file for more than one pay.

Final Stage: Sent to ATO

To finish your payrun and report earning and tax to the ATO:

• Click Finish (bottom right) or select Submit to ATO
• You will receive a declaration prompt, confirming the payroll report is true, correct and that you're authorised to make the declaration.
• Tick the box* to add your digital signature to the declaration.
• Click Done to finish your pay run and submit data to the ATO.
• Click OK to finish.

After finishing the entire payrun, each successful stage should show a green tick to indicate that stage has been completed.

Processing Employee's Final Pay

To effectively complete an employee's final payroll, you'll need to complete the following steps on the day you intend to process pays.

• Log into Wageloch via https://app.wageloch.com.au
• Click Staff from the top menu
• Click the employee's name to open their staff card

• When the staff card is open, click the Other category
• Tick the Terminate On box
• Pick the date the staff member will be ending their employment.
• If desired, you can also select a Termination Reason
• Click Done to save.

• Click Timesheets from the top menu
• Finalise your timesheet days as per normal process
• Ensure that the employee you're terminating has coloured shift bars, indicating they will be paid for their final shifts.
• Click Pre-Submit to generate your summary report

• Check that the terminated employee has hours in your Pre-Submit summary report.
• Check all other employees' well to ensure everyone will be paid correctly.
• Click Submit when you're ready to process.
  • Click YES on the prompt advising you're about to send this to payroll
  • Click NO if you don't wish to proceed to go back and adjust your timesheet.
• If you have access to Wageloch Payroll, you'll now be redirected to your Payrun.
• If you do not have access to Wageloch Payroll, you'll be redirected to your Timesheets homescreen.

• When redirected to your payrun, click the terminated employee's name.
• You'll now be presented with their payslip
• Tick the FINAL PAY box, top right.
• Read the warning advising you're about to finalise the employee's pay.
• Click OK to acknowledge

TIP: If you have clicked the FINAL PAY box before you meant to, or in error, you can click OK on the warning and untick the box.

IMPORTANT: 1/9/2025

Currently the leave accruals are not automatically adding into the payslips to pay out any entitlements like Annual Leave or Time Off In Lieu (TOIL). This will need to be manually completed until our developers resolve the issue.

• When you have ticked FINAL PAY and acknowledged the warning, take note of any leave accrual values at the bottom of the payslip.
• At the top of the slip where Pay Item, Hours, Rate and Wages display, click Add Leave
• Select the leave type to pay out
• Enter the total hours in the Amount field.
• Click Done to save your changes.
• Click Save to update the payslip
• Click Close to return to the payrun.

Creating Unscheduled Payrun

To process an unscheduled pay run to correct an employee's pay:

• Log into Wageloch
• Click Wageloch Payroll from the top menu
• Click Create New (top right)
• Select Unscheduled Payrun

You'll be prompted in a small window to:

• Select which Week Ending the run is for
• Choose the desired Payment Date
• Click Done to create the payrun

You'll be presented with a blank payrun; time to add some staff!

• Click the Add button, bottom left.
• Select the employees to add into the pay run.
• For each employee's payslip, click Add Pay Item or Add Leave type, depending on what you're needing.
• You can also add any Deductions if needed, or override the Superannuation Guarantee or Tax Withheld.
• Once you've added the necessary payments or deductions, click Save.
• Click Close to return to the pay run.

Once you've added in the necessary staff and payments, you can follow the same steps as per your normal payrun.

Viewing Payrun History, Status

To see your historical pay runs after processing, or to check if there is a run in progress:

• Click Back (top right) or select Pay Runs (top left)

Your Pay Runs homescreen will show you:

• Any Draft or Completed payruns
• A Trash icon to delete a draft payrun.
• Payment Date, Pay Period and schedule of the runs
• Total value of gross wages, deductions, superannuation, tax and net pay.
• You'll also see the icons of any completed Actions.

You can click View on any of these pay runs to see the data that was processed or is in progress.

Process Super for Multiple Payruns

• On the Pay Runs home screen, Click Pay Super

• A window will appear asking for:
  • From and To: Pick the date range you want to process for.
  • Payment Date: Select the date you want pay the superannuation.
  • Pay Periods: Select the pay periods you need to pay super for.
• Once your choices are made, click Download ABA File (bottom left) or Pay (bottom) right.
• Confirm that you would like to pay SuperStream.
• Download your ABA file to process.