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Payroll Processing Guide

End-to-end guide for the complete payroll workflow from document setup to rate application

Overview

This guide walks through the complete payroll processing workflow in Assignar Pay, from initial setup to applying rates to timesheets. It covers the end-to-end process and explains how the different components work together.

The Payroll Workflow

1. Upload Documents → 2. Configure Rules → 3. Link Cost Codes → 4. Set Up Workers → 5. Apply Rates → 6. Review & Export

Step 1: Upload Pay Rate Documents

Pay rate documents are the foundation of your payroll configuration. They contain the classifications, rates, and rules that govern how workers are paid.

  1. Go to Pay Rates → Pay Rate Documents tab
  2. Click "Upload Pay Rates" and select your award, EBA, or rate schedule
  3. The AI extracts rate information from the document automatically
  4. Review the extracted classifications and adjust as needed

Document Scoping:

  • Global documents apply to all workers and projects
  • Client-specific documents override global rates for a particular client's work
  • Project-specific documents override both global and client rates for a specific project

The system uses the most specific document available when matching timesheets.

See: Pay Rate Documents

Step 2: Configure Rate Rules

Within each document, configure the rules that modify base rates.

Rule Groups

Add rule groups to handle:

See: Rule Groups

Every rate component should map to a cost code for accurate project costing:

  • Classification rates (normal and overtime) → cost codes
  • Allowance payments → cost codes
  • Shift rule segments → cost codes
  • Minimum engagement offsets → cost codes

AI suggestions help match rate components to the most appropriate cost codes.

See: Cost Code Linking

Step 4: Set Up Workers and Employment Types

Employment Types

  1. Go to Pay Rates → Employment Types tab
  2. Import from Assignar or create manually (Full-Time, Part-Time, Casual, Contractor)
  3. Employment types determine which tree template branches apply

See: Employment Types

Workers

  1. Go to Pay Rates → Workers tab
  2. Workers sync automatically from Assignar, or add manually
  3. Each worker is assigned an employment type
  4. Configure worker-specific pay items if needed

See: Workers

Step 5: Apply Pay Rates

This is where everything comes together:

  1. Go to Pay Rates → Pay Rates tab (Summary or Table view)
  2. Select the pay period using the date picker
  3. Review the timesheets for that period
  4. Click "Apply Pay Rates"

What Happens During Rate Application

For each timesheet in the pay period:

  1. Document Selection: The system finds the most specific pay rate document (project > client > global)
  2. Tree Template Matching: The timesheet's attributes (role, employment type) are matched against the tree template to find the correct classification
  3. Base Rate Calculation: The classification's base rate is applied (Regular Time, Overtime, Second Overtime)
  4. Rule Group Evaluation:
    • Shift rules check the shift start time and apply segment multipliers
    • Allowance rules check activity conditions and add payments
    • Minimum engagement rules check if actual hours meet the minimum
    • Consecutive shift rules check the worker's recent shift history
    • Shift spacing rules check the gap from the previous shift
  5. Cost Code Assignment: Each pay line item is linked to its configured cost code
  6. Results: Pay line items are created for the base rate plus any rule-generated adjustments

Reviewing Results

Summary View: Shows a weekly calendar with worker pay breakdowns, daily totals, and flagged issues.

Table View: Shows individual pay line items with configurable columns. Use this to:

  • Sort by AI confidence to find low-confidence matches
  • Filter by cost code, worker, or activity
  • Export data for your external payroll system

Handling Errors

Uncoded Time: Timesheets that couldn't match a tree template node appear as uncoded time errors. Click the error to see:

  • Which matching criteria failed
  • The timesheet's activity, role, and other attributes
  • Suggested fixes (update tree template, check employment type, etc.)

Missing Timesheets: The Summary View highlights days where expected timesheets are missing.

Step 6: Review and Export

  1. Review all applied rates in Summary or Table view
  2. Mark timesheets as reviewed using the bulk action
  3. Use saved views to quickly access your preferred column configuration
  4. Export rate data for your external payroll system

Ongoing Workflow

Once initial setup is complete, the weekly payroll workflow is:

  1. Timesheets flow in from Assignar (or are imported via CSV)
  2. Navigate to Pay Rates and select the current pay period
  3. Click "Apply Pay Rates" to process all timesheets
  4. Review results in Summary and Table views
  5. Resolve any uncoded time errors
  6. Export for payroll processing

Tips for Efficient Processing

  • Process weekly: Apply rates at the end of each pay period
  • Check uncoded time first: Resolve matching errors before reviewing rates
  • Use AI confidence: Low-confidence matches in Table View may need manual review
  • Keep documents current: Update pay rate documents when awards change (usually July 1st in Australia)

What's Next