Running Payroll

Once your company and staff are set up, you can run payroll directly in Giv each pay period. This article walks you through checking payroll permissions, reviewing timesheets, generating and processing payroll, and checking the status after submission.

Payroll access is managed through the Payroll permission category in Roles and Permissions. Separate view and edit permissions are available for Timesheets, Staff Management, Documents, Pay Rules, and Settings.

The Generate Payroll permission controls who can create and process a payroll run. This permission is separate from general payroll access, so you can give someone access to view payroll information without allowing them to process payroll.

Note: Enabling Generate Payroll also gives the user access to view Timesheets.

Before running payroll, make sure:

Important: Plan ahead when running payroll. Payroll should generally be submitted two to three days before payday. Payments aren't made immediately after submission, so don't wait until payday to run payroll.

Follow these steps to submit a payroll run:

Make corrections to the underlying timesheets before generating payroll whenever possible. Changes made later in the payroll preview only affect that paycheck and do not update the original timesheet.

Review any pending reimbursements or adjustments and approve the items that should be included in the current payroll.

Items that are still Submitted won't be included in the current payroll run. Once approved, they will automatically roll into the next scheduled payroll.

Click Generate Payroll to create the payroll run.

Giv creates a snapshot of the information for the pay period, including:

If someone at your agency generated payroll within the previous 24 hours, you'll see a warning. You can either cancel or continue.

Select the pay schedule you're running and choose the payroll run type:

Review the payroll preview for each employee, including:

Verify the totals before continuing. You can also save the payroll as a draft and return to it later.

When everything is correct, process the payroll.

Processing is the point at which the payroll is submitted, so make sure you've completed your review before continuing. Exiting before this step does not submit the payroll.

After processing, you'll receive a confirmation, and the applicable timesheets will show a Scheduled status.

Scheduled means the payroll has been submitted and no further action is needed at this point.

Payments generally arrive two to three days after submission. After payday, return to Timesheets to check the payroll status.

Note: Salaried employees are included in the same payroll run as hourly employees. Their earnings are calculated based on their annual salary and assigned pay schedule rather than hours worked.

After payroll is generated, a banner appears for admins with payroll access showing who generated the payroll and when.

The banner remains until the payroll is processed. This helps prevent multiple admins from unknowingly working on the same payroll run.

The Payroll Status column in Timesheets shows the current status of each record:

Click Failed to view the reason the payment didn't go through. Click Paid to view the payment confirmation details.

Total Pay includes applicable adjustments and may differ from the base calculated pay.

You can view previously filed payroll documents directly in Giv.

You can access Authorization Documents and Tax Forms for your records, audits, or compliance requests without contacting Giv Support.