Processing Payroll Runs

Atlock's Payroll module helps you track guard hours, manage pay rates, process payroll runs, and generate payroll reports.

Accessing Payroll

1. Navigate to Operations > Payroll in the sidebar (shortcut: `G` then `P`).
2. The main payroll dashboard loads with an overview of current period data.

Payroll Dashboard

The overview shows:

• Total Hours Worked — Aggregate hours for the current pay period.
• Guards Scheduled — Number of guards with shifts this period.
• Overtime Hours — Hours exceeding regular thresholds.
• Total Payroll Cost — Estimated cost based on configured rates.

Charts

• Weekly Hours Breakdown — Bar chart of daily hours.
• Cost Per Guard — Distribution of payroll costs.
• Overtime Analysis — Trend of overtime hours over time.

Reviewing Timesheets

1. Go to Payroll > Timesheets (if available as a sub-tab).
2. Each timesheet row shows:
   • Guard Name
   • Shifts Worked
   • Total Hours
   • Overtime Hours
   • Pay Rate
   • Gross Pay
   • Status (Pending, Approved, Paid)
3. Review hours against scheduled shifts.
4. Approve timesheets individually or in bulk.

Approving Timesheets

1. Select one or more timesheets.
2. Click Approve.
3. Approved timesheets are locked from further editing.

Tip: Review timesheets weekly to catch discrepancies early.

Managing Pay Rates

1. Go to Payroll > Pay Rates.
2. Configure rates for different scenarios:
   • Base Hourly Rate — Standard rate per hour.
   • Overtime Rate — Rate for hours beyond regular threshold (e.g., 1.5x).
   • Weekend Rate — Premium for weekend shifts.
   • Night Differential — Additional pay for overnight shifts.
   • Holiday Rate — Premium for working on designated holidays.
3. Rates can be set:
   • Company-wide — Default for all guards.
   • Per Guard — Override for specific individuals.
   • Per Site — Different rates for different locations.
   • Per Shift Type — Day vs. night rate differences.

Running a Payroll

1. Go to Payroll > Payruns.
2. Click Create Payrun.
3. Configure the payrun:
   • Pay Period — Start and end dates.
   • Include Guards — All or specific guards/teams.
   • Apply Rates — Confirm which pay rates to use.
4. Click Generate — Atlock calculates totals based on approved timesheets.
5. Review the payrun summary:
   • Number of guards included.
   • Total regular hours.
   • Total overtime hours.
   • Total payroll cost.
   • Individual guard breakdowns.
6. Status progression: Draft → Approved → Processed → Paid.

Exporting Payroll Data

1. Open a completed payrun.
2. Click Export.
3. Choose format:
   • PDF — Formatted pay stubs for distribution.
   • CSV — Raw data for spreadsheet analysis.
   • Excel — For accounting system import.

Configuring Holidays

1. Go to Payroll > Holidays.
2. Click Add Holiday.
3. Set:
   • Holiday name (e.g., "New Year's Day").
   • Date.
   • Pay multiplier (e.g., 2x for double time).
   • Whether it's a paid day off or premium pay for working.
4. Holidays are applied automatically to payroll calculations.

Invoices

1. Go to Operations > Invoices.
2. Generate invoices for clients based on:
   • Guard hours at their sites.
   • Contracted rates.
   • Additional charges (overtime, equipment, etc.).
3. Export invoices as PDF.

Billing Contracts

1. Go to Operations > Billing Contracts.
2. Manage contracts with clients:
   • Contract period (start/end dates).
   • Agreed rates.
   • Service level agreements.
   • Billing frequency.

Tips & Best Practices

• Set pay rates before creating shifts — Ensures accurate cost projections.
• Approve timesheets before running payroll — Only approved timesheets are included.
• Configure holidays at the start of the year — Prevents missed premium pay.
• Export payroll data monthly — Keep backups for accounting and compliance.
• Review overtime regularly — High overtime costs may indicate understaffing.

Troubleshooting

Payroll totals don't match expected hours

• Check if all timesheets are approved.
• Verify guards clocked in/out correctly.
• Review if break time is being deducted.

Holiday pay not applied

• Ensure the holiday is configured in Payroll > Holidays.
• Verify the shift dates match the holiday date.

Can't access payroll

• Requires the `billing.payroll` permission.
• Only Company Admins have this by default.

Related Articles

• Using the Analytics Dashboard
• Creating a New Shift
• Managing Pay Rates and Differentials
• Configuring Holiday Pay Rules