>>Payroll >Settings >Batch Cycles

Batch Cycles are set payroll templates established to

1. Automate quick creation of various types of payroll batches on an ongoing basis
2. Strictly control what batches that payroll processors are able to run

Some Notes
- Only employees with Settings Payroll in their Role are able add and edit Batch Cycles.
- It is critical that the Batch Cycle setting is only available to selected individuals, as it will control who is able to see certain batches, approve and pay.

Batch Details

Click ADD NEW to create another batch or select an existing batch cycle to edit.

• Name - name your batch according to its purpose.  For example, Regular Wage, Bonus, Expenses, Allowance, Confidential Employees, etc.
• Batch Type - the time period for which batch is run, such as Monthly, Bi-Monthly, Semi-monthly, Weekly, Yearly, Quarterly, or One-time
• Attendance Cut-off Date - regular date at which attendance calculations will cut off.  For instance
  • Monthly Batch - "20" will automatically open batches with attendance 19 Previous Month - 20 Current Month
  • Bi-Monthly - "15, 31" will automatically apply 1-15 and 16-last day of the month
  • Weekly - "Saturday" will automatically apply Saturday to Friday as cut-off
• Advance Payment Date - set a date prior to the Payroll Cutoff date if you actually process payroll before the end of the payroll period.   
• Payroll Cut-off Date - determines period for which wages will be paid. 
  • Regular wages will be paid for the payroll period, however, any attendance related adjustments such as tardy, OT, etc. shall only be calculated for the specified Attendance Cut-off period.
  • Set Attendance Cut-off Date prior to Payroll Cut-off Date if you want to create a "buffer" of days before end of the payroll period to clear all attendance related matters.
• Tax Code - tag batch to a certain tax code, as applicable in your country.

Calculations

Controls what calculations must be use of a certain batch type, depending on its purpose.

For example - you may want to turn off any automated wage calculations if it is a batch to only process expense reimbursements.

Other Payments

Controls what automated other payment types must be included to the batch.

For example - you may not want to include any bonuses if bonus is processed in its own separate batch.

Employees

Controls which group of employees should be automatically included to the batch.

Check "Apply to batch cycle designated in employee's personal profile" to include those profiles that have this batch assigned in their profile as their primary batch cycle.

Enable INCLUDE ONLY ACTIVE EMPLOYEES to exclude profiles that are still uninvited or are yet to activate their account on KAMI

Authorized Approvers

Authorized Approvers will only be able to take specific actions on payslips based on designated authority (Viewer, Verify, Approver, Closer, Payer).

Profiles who are not an authorized approvers in the batch, even though they are administrator in KAMI, won't be able to see this in their Payroll Dashboard.

• Verify - payroll processor that is able to calculate and conduct initial verification
• Approve - typically manager level employee that will confirm payslip calculations
• Close - additional manager approval level to confirm that payslips are authorized to be processed for payment
• Pay - typically a finance officer who is authorized to disburse payments

A single individual may be given multiple rights. For larger organizations, separation of authority is advised to ensure payroll security.