Run 7shifts Payroll

Consolidate your payroll and team management to simplify operations and improve data accuracy. Eliminate the inaccuracy caused by multiple systems and data transfers, and reduce the risk of errors that come through manual data entry or incomplete data transfers between multiple systems. 7shifts Payroll is your fully integrated solution that makes running payroll as easy as pushing a button!

The following article outlines how to run payroll for your regular processing period, or an off-cycle pay period.

⚠️ Prerequisites

⚠️ Payroll setup and processing, including initiation and completion, are exclusively managed by the Admin of the Account.

⚠️ Admins can only access Payroll on the web app.

⚠️  Payroll is available for:

  • Accounts located in the U.S. If you're located outside the U.S. fill out this form to be notified when 7shifts Payroll is available in your region! 
  • Accounts with Locations that share the same FEIN, and bank account.

⚠️ Currently, we do not support:


Run Payroll

Payroll pulls information directly from your restaurant's schedule and time-clocking data. You'll have the flexibility to run a regular payroll cycle (that is aligned with your time-clocking settings), or an off-cycle payroll ( process payroll outside of your regular pay schedule).

⚠️ Running payroll for the first time? Take a look at our Payroll Processing Checklist for a smooth payroll experience!

⚠️ By default, all Employers will be on a 4-day processing window when they begin payroll with 7shifts. This is the time from which you run payroll, and when your employees get paid. To qualify for a 2-day processing window, please ensure you have provided our team with all the necessary documents to approve your Account.

  1. Login to the web app as an Admin.

  2. Head to Payroll, in the left navigation bar.

  3.  Click Run Payroll.

  4. Review hours and earnings that have populated from Time Clocking. Based on your payroll frequency, we'll let you know the date you'll need to submit payroll by:

    For each employee, this will include:

    • Employee Name
    • Payment Method
    • Location
    • Department
    • Role
    • Regular hours
    • Overtime
    • Double Overtime
    • Holiday
    • Labor Exceptions
    • Gross Pay
    • Paycheck Tips*
    • Cash Tips *
    • Bonus*
    • Reimbursements*
    • Additional Earning*

      *These are editable fields for you to enter the employee's associated earnings.

  5. Need to make edits? Head to your Time Clocking page and update the corresponding timesheet. When you're done making adjustments, go back to your Payroll Dashboard, and continue the Payroll that will now be waiting for you under Drafts > Run Payroll.

    Be sure to click Sync Timesheet to update the payroll accordingly:



  6. Click Review Time Off, and make any necessary edits:

    ⚠️ Once Paid Time Off (PTO) Policies are enabled and assigned to Employees, these fields cannot be edited directly. To make modifications, a time off request must be initiated, which will automatically update the PTO balances.

    For each employee, this will include:
    • Employee Name
    • Role and wage
    • Total Paid Time Off*
    • Total Paid Sick Time*
    • Total Time Off

      *These are editable fields with which you can enter the number of hours the employee has taken off.
  7. Click Preview Payroll.



  8. Check out the final preview of Pay Breakdown, Taxes, Benefits, and Post-tax Deductions from the tabs:

     



  9. When everything is correct, click Submit Payroll:




  10. Click Submit Payroll one more time to confirm your submission:

  11. Congrats! You've successfully submitted this payroll!
    Screenshot_2023-04-03_at_5.02.05_PM.png

Run an Off-Cycle Payroll

⚠️ By default, all Employers will be on a 4-day processing window when they begin payroll with 7shifts. This is the time from which you run payroll, and when your employees get paid. To qualify for a 2-day processing window, please ensure you have provided our Implementation team with all the necessary documents to approve your account.

  1. Login to the web app as an Admin.

  2.  In the left navigation bar, head to Payroll.

  3.  Click Run off-cycle Payroll.

  4. In the pop-up window, choose between two options for selected employees:

    Sync Timesheets and Tips. From your last 20 pay periods, select a specific a specific one for the off-cycle payroll. This option only resyncs earnings for Employees currently in the off-cycle; earnings for other Employees won't be pulled in.

    or Manual Entry. Pick any date range for the off-cycle payroll.

    ⚠️ The choice between Manual Entry and Sync Timesheets and Tips cannot be updated after the payroll is created. To switch, the payroll must be deleted and recreated.




  5. Configure additional details: select the pay period start/end date, the date you would like employees to be paid by, and if you would like to tax all earnings as supplemental earnings, apply for benefits, and apply post-tax deductions. 

    Tax all earnings as supplemental earnings: This can benefit those who do not want to tax off-cycle payrolls at their normal pay frequency. Supplemental earnings, such as bonuses or overtime pay, are typically taxed at a flat rate, which can simplify the tax withholding process.

    Apply Benefits: Applies existing benefits to the off-cycle payroll. This ensures that health insurance, retirement contributions, and other pre-tax benefits are deducted from gross pay.

    Apply Post-Tax Deductions: Applies existing post-tax deductions to the off-cycle payroll, deducting them from an Employee's paycheck after taxes have been withheld.

  6. Click Select payment method.

  7. Select a payment option and choose a date for when you would like employees to be paid:

    Screenshot 2024-03-12 at 12.44.18 PM.png

    ⚠️ Only Accounts approved for 2-day processing will have the option for Next Day Rush.

    ⚠️ Same-day payment with Paper Checks is only available when submitted before 5PM PST, otherwise the next available payday is the next business day.

    ⚠️ Payment is restricted to paper checks when the paper check payment option is selected, and cannot be changed.
  8. Click Review and run payroll.

  9. On the Review hours and earnings page, you'll see the date you'll need to submit payroll by based on your pay period start/end date.

  10. Select the employees to be included in this payroll with the + Add Employee buttons:



  11. Select employees to be added:

    Screenshot 2024-03-07 at 4.48.05 PM.png

  12. Review hours and earnings that have populated from Time Clocking:

    Screenshot 2024-03-06 at 9.16.46 AM (1).png


    For each employee, this will include:
    • Employee Name
    • Payment Method
    • Location
    • Department
    • Role
    • Regular hours 
    • Overtime 
    • Double Overtime 
    • Holiday 
    • Labor Exceptions 
    • Gross Pay
    • Tips to be Paid*
    • Tips already Paid*
    • Bonus*
    • Reimbursements*
    • Total Additional Earnings

      *These are editable fields for you to enter the employee's associated earnings.

  13. Click Review Time Off, and make any necessary edits. 

      


    For each employee, this will include:
    • Employee Name
    • Role and wage
    • Total Paid Time Off
    • Total Paid Sick Time
    • Total Time Off


  14. Click Preview Payroll.



  15. Check out the final preview of Pay Breakdown, Taxes, Benefits, and Post-tax Deductions from the tabs:

     



  16. When everything is correct, click Submit Payroll:




  17. Click and Submit Payroll one more time to confirm your submission:



  18. Congrats! You've successfully submitted this payroll!
    Screenshot_2023-04-03_at_5.02.05_PM.png

    You did it! Head back to your Payroll Dashboard to monitor the progress and status of submitted payroll.

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