Please note: The following feature is available as part of Birdie’s Starter, Core, Advanced and Plus packages (Also known as Care Management, Rostering & Finance, Premium, Entry and Essentials). Please get in touch if interested in more information on this feature!
When you are ready to run payroll, your first stop will be the Generate Pay Runs page.
To find the Generate Pay Runs page:
Click on the Finance tab
Click the Pay Runs tab in the left-hand side bar
Select Generate Pay Runs from the drop-down menu
This page will show you:
All of the carers who have done any work during a given time period
What pay each carer has accrued
How much time the carers have spent delivering care
How much travel, mileage and waiting time they have clocked
Any expenses that have been recorded
At the top of the screen where it says Balance and Hours, you are able to see the total payment and hours for the specific time period you have selected.
Please note: These calculations are done automatically based on the pay rates and travel rates you have assigned to each carer.
How to select the time period
You can select a specific date range you would like to generate a pay run. To do this, click into the date selector under Period.
Although you will typically have a period during which you will usually run payroll, this date picker can also come in handy, for example, to ad-hoc pay a carer in the middle of the month.
Once you have selected your time period, this will show any carers who have worked during those dates.
You can then review the information. Make sure to audit the carers' timesheets to be certain that the paid time relating to visits is accurate and make changes where necessary. If anything does not look right, you can correct it - read how under the How to correct errors on the Generate Pay Runs page section.
Once happy with it, you can then create your pay run. To do this, click Create pay run in the top right-hand corner.
This will pull up a pop-up asking you to confirm the action. The pop-up will contain:
The number of carers
The total amount
The total hours of care associated
Click Ok to proceed with creating the Pay Run. This will then take you to the pay run you have just created, and is now ready to export.
For more on pay runs and how to export them, read the article here
Additional options within the Generate Pay Runs page
Caregiver filter: In the case of an ad-hoc pay run for an individual carer, for example, you can use the time selector as well as the Caregiver filter at the top of the Generate Pay Runs page
Export data via the Generate Pay Runs page: You will also be able to export data from this Generate Pay Runs page by selecting the Export button on the right-hand side of the table. You will be able to download as:
CSV by Caregiver
CSV by visit
How to correct errors & warnings on the Generate Pay Runs page
1. Carers are being paid £0
If you notice that your carers are being paid £0 for their work, it is likely that they have not been assigned a pay rate before they started completing visits. To fix this, you will need to assign them to a pay rate. For a step-by-step guide on how to do this, see this article.
You can make changes to pay rates, and this will update on the Generate Pay Runs page in real-time. If you have already run your pay run, you can delete this within the Pay runs tab and run another one via the Generate Pay Runs page once you have made the change.
2. Pay run already generated
Please note: This feature is currently in a limited beta for a few select agencies. Stay tuned for when this feature will be released.
You may see a banner on your Generate Pay Runs page warning you that a pay run has already been generated for part or all of the selected period.
This is to help mitigate accidental overpayment of your carers. This will only show on your dashboard if you have selected a pay run that has already been generated. You can choose to ignore this message; however, we suggest that you review the filter and select Payruns that have not been generated already.
3. Travel Estimates Warning
Unless disabled by your agency, you will see a warning viewable in the Generate Pay Runs page that notifies you of how many visits are currently missing travel estimates before you run payroll.
This means that some client addresses are missing; you can dismiss the pop-up if you wish.
To resolve the warning, you will want to add the address for the client regarding this visit. You will then click the update travel button within the pop-up or within the individual timesheet and wait 10 minutes for the new calculation.
This will update the Generate Pay Runs page to reflect the newly added address information.
Please note: The warning does not highlight visits where travel estimates are expected to be null due to a cancellation or a travel rate card.
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