Payroll Entry Requests - Employer Guidance

A Payroll Entry Request allows a Bureau to send a request to an Employer, requesting their client to log in to the Client Portal and enter payroll information for some or all of their employees. The payroll data entered by the Employer can subsequently be sent back to the Bureau in order for them to update the data into BrightPay.

The employer will receive an email to notify them of the request, along with a notification on their Dashboard on the Client portal.

Payroll Entry Requests will have the heading 'Information Requested'. Multiple requests may be displayed on the Dashboard on the Client Portal including Payroll Approval Requests. Further information on Payroll Approval Requests are available here.

Once the Employer clicks on their 'Access Payroll Entry' button in the email notification or selects the Request on the Dashboard on the Client Portal, they will be brought to a screen where they can input the data for each employee. The default amounts will be copied from the previous period’s payroll, so they will only need to input data if there are changes.

The Employer has the option to click into each individual employee and enter their payments, additions and deductions etc. Each section has multiple options and amounts such as hourly rates, daily rates, basic pay can be added, changed or deleted.

Once all of the payroll data for an employee has been entered, they can be marked as complete. To do this, the Employer can scroll to the bottom of the page and click on the 'Mark as Completed and Save' button.

There is a message facility to the right hand side on the Payroll Entry Request for the employer to communicate to the Bureau and vice versa. The employer can add a message and an email notification will go to the bureau and the message will appear on the message facility on the request.

On the Payroll Entry Request if the employer is marked as watching the request the employer will get email notifications when a message is posted and or when the payroll entry has been re-opened. 

If the employer does not want to subscribe to getting these email notifications they can select 'Unwatch' and can subscribe again at any time by selecting 'Watch'.

All employees that have been completed will be highlighted in green and are marked 'Completed'. Employees yet to be completed will be marked 'Waiting for amounts to be entered'. The request can be returned to the bureau once at least one employee is marked as 'Completed' on the request.

To mark a batch of employees as complete, the Employer can click on the gear icon at the top right and select 'Mark all as Completed'. To reverse this they can 'Unmark all as Completed'.

The Employer also has the option to add a new employee to the payroll on the Payroll Entry Request. To do so, the Employer simply clicks on the 'New starter in this period?' option or the spanner icon and 'Add New Starter':

The Employer can input all of the new employee’s information directly on the Payroll Entry Request on the Client Portal, and once the payroll request is completed this information will automatically update in the employer in the Bureau’s BrightPay software.

Once all of the payroll information is entered and the employer is happy to return the Payroll Entry Request to the Bureau, the Employer can select 'Submit'.

The employer can also include a note or a comment for the Bureau if required. To submit the request to the Bureau select 'Submit Payroll Entry'.

Once the Employer has submitted the 'Submit Payroll Entry' to the Bureau, the Payroll Entry Request will now show the status of 'the request has been submitted'.

Please note: When the Payroll Entry Request has the status of 'the request has been submitted' the request can no longer be edited by the employer.

The Bureau will then see the status update for the request, along with an email to their registered email address to notify them that the payroll entry they requested has now been submitted by the Employer.