A smooth payroll run starts with current, complete records. Before calculating pay, gather the information that confirms who should be paid, for how many hours, and at what rates. Check leave, allowances, deductions, and any changes since the previous pay period. A consistent pre-payroll review helps catch missing details early and gives you a clear record of how each pay amount was worked out.
Confirm employee details
Keep each employee’s legal name, contact details, employment type, start date, and tax and superannuation information on file. Check that bank account details are current before submitting payments. Restrict access to sensitive information and update records promptly when an employee tells you about a change.
Review the employee’s signed employment agreement and any relevant changes to their role or conditions. These documents help confirm their pay basis, ordinary hours, classification, and applicable entitlements. If a detail is missing or inconsistent, resolve it before processing rather than relying on an old payroll entry.
Check hours and attendance
Collect approved timesheets, roster records, clock-in data, or other evidence of hours worked for the pay period. Compare recorded hours with the roster and follow up on unexplained gaps, duplicate entries, or unusual totals. Make sure the records identify the dates and hours clearly enough to support the pay calculation.
Separate ordinary hours from overtime, weekend or public holiday hours, and other relevant shift categories. Confirm that supervisors have approved adjustments and that any applicable rates are supported by current employment terms and workplace rules. Keep the source records with your payroll documents so you can trace figures later.
Verify leave and absences
Check leave requests and approvals against the employee’s leave balance and the dates recorded for the pay period. Include paid leave, unpaid leave, and any other absence that affects hours or pay. Confirm whether the leave was taken, rather than assuming an approved future request belongs in the current run.
Record the leave type, dates, hours or days used, and any supporting approval. Update the balance after processing and investigate differences between your payroll system and leave records. For unusual absences or unclear entitlements, check the employee’s agreement and applicable requirements before finalizing pay.
Record pay changes and adjustments
List changes that affect this pay period, such as a new pay rate, promotion, changed hours, allowance, deduction, or termination. Confirm the effective date and keep written approval or supporting documentation. A change entered with the wrong date can affect more than one pay run, so compare it with the employee’s records before calculating.
Review one-off items such as reimbursements, bonuses, corrections, and back pay separately from regular earnings. Check that each adjustment has a clear reason and the right approval. Before submitting payroll, compare the proposed results with the previous run and investigate unexpected differences, then retain the records and final payroll report securely.
Use the same checklist before every pay run: employee details, approved hours, leave, and documented pay changes. When records are complete and consistent, it is easier to spot errors before payments go out and to explain how amounts were calculated. Cairns Ledger Co can help you organize payroll records and prepare for each run; get in touch to discuss your process.