You use Paychex Payroll with the role Employer Standard or Employer Plus and:
- have entered the monthly payroll changes yourself,
- or submitted them to your Payroll Specialist (PRS),
- have reviewed the preliminary payroll statements, and
- now want to approve payroll
so that the current payroll period can be finalized?
The standard payroll approval process works as follows:
-
You or the responsible Payroll Specialist (PRS) have entered the required changes in Company data, Employee data and/or Pre-Payroll.
Depending on the selected pricing model, the process may vary slightly:
Expert Service: Our full-service payroll model: our team handles the entire payroll process for you.
After your responsible PRS has entered all available information, they will send you a message indicating that the preliminary payroll are available.
You will receive a system email notification informing you that a new message is available in Paychex Payroll.
After logging in, you can view your news via the Home dashboard.
-
Navigate via the main menu to Payroll and then select Payroll Statements.
Review the available preliminary payroll.
If you would like to request adjustments, please contact your Payroll Specialist (PRS).
-
If the preliminary payroll are correct:, navigate to Payroll, then to Total cost and click Approve.
Your responsible PRS will automatically receive a system notification confirming that payroll has been approved.
-
Your PRS will then submit payroll. You will receive a system email once payroll submission has been completed.
When payroll is submitted, all statutory notifications are transmitted to the social insurance institutions (health insurance funds) and the tax authorities
-
You can view the notifications and all payroll-related documents via the corresponding section in the main menu.
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If you have selected the Assisted pricing model, the process works slightly differently:
Assisted Payroll: You complete most payroll tasks yourself but receive support for specific questions or complex cases.
If you have entered your monthly payroll changes yourself, navigate to Payroll via the main menu.
Cllick the Calculate button to generate the current payroll preview. This will calculate the current payroll data and display a preview of the payroll results.
For more details, please refer to the article: How do you calculate payroll?
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After reviewing the preliminary payroll results, making any required adjustments, and recalculating payroll, click Approve once payroll is ready to be finalized.
-
Your responsible Payroll Specialist (PRS) will receive a system notification that payroll has been approved.
The PRS will then submit payroll. You will receive a system email once payroll submission has been completed.
When payroll is submitted all statutory notifications are transmitted to the social insurance institutions (health insurance funds) and the tax authorities.
You can then review the notifications and payroll-related documents via the corresponding section in the main menu.