Letting people check their pay before it closes

A wrong day on a pay run is cheapest to fix before the run closes. The query window lets each person see their own figures as soon as a run is worked out, and tell you if something looks wrong, while you can still work the run out again.

It is off until you switch it on.

Switch it on

On Pay › Runs, turn on Query window, under New pay run. You need the Manage pay rates permission and the Crew plan, and the switch appears once the workspace has its first run. Switching it on or off is recorded in the audit trail.

While it is on:

• A run you have worked out, or approved, appears on each person's phone under Me › Pay › Not final yet, marked Not final: can still change, with its period and pay date.
• Each person sees only their own line: each kind of pay with its hours or days and rate, their deductions and reimbursements, the hours and days it was worked out from, and gross. A contractor also sees what is withheld and what is to be paid to them.
• Each person on the run is told once, when it is first worked out: Your pay is ready to check, which opens Me › Pay. Working the run out again tells nobody twice; somebody added on a later re-run is told then. Whoever worked it out is not told.
• A run that is not worked out yet, and a closed run, are never shown this way. Once a run closes, people see their statement instead, when you issue it.

Turning it off hides the figures again straight away. Queries already raised stay on the run and still need an answer.

When somebody raises a query

A person can query one line, such as Overtime ×1.5, or the period as a whole, and can pick a day in the period. They write what looks wrong.

Everybody with Manage pay rates is told that a query is waiting. The notification names the person and the period, never what they wrote. In the office, it opens the run.

On the run, a strip says how many queries are open and from whom. Review queries opens Queries on this run: every query, open ones first, with what the person wrote, the line or day, and when they asked.

• Answer sends a reply. The person is told there is an answer, and reads it in Me › Pay. Answer again replaces it.
• Resolve closes the query, with a last word if you like. Use it when a query is dealt with, for example after you have fixed a timesheet and worked the run out again.

Working the run out again keeps every query. A person can have up to 20 open queries on one run.

Closing a run with queries

A run with an open query can't be closed: Close the run is unavailable, and the strip says how many are open. Answer or resolve each one first. An answered query counts as dealt with, because the person has been told something. This holds even if the window has been switched off since.

Once the run closes, its queries are kept exactly as they were and can't be changed. Anything still wrong goes in the next run as a correction.

Who sees what

• A person sees their own figures and their own queries, never anybody else's. In the office, whoever runs pay sees them all.
• Every time somebody opens their figures or their queries, it is recorded in the audit trail.
• What a person writes, and your answer, never appear in a notification: a phone's lock screen is not private.

What people see on their phone is in where to find your earnings statement.