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Close Out Your Payroll

Jamie B
Jamie B
• Updated

The Payroll report is used to automatically calculate and show businesses how much to pay their employees based on hourly pay, sales and commissions, and rent collected. If you have employees who work at multiple locations, you can run a single report instead of in batches or separately by location. After you've run the report, you can close out the payroll and mark it as Paid. All of your current and past payrolls can be viewed by running the Payroll History report.

Prerequisites: This feature is available for all Vagaro businesses. In the US, Vagaro Payroll is recommended if you want to pay your employees by direct deposit and withhold their income taxes.

Mark the Payroll Report as Paid

If you don't have Vagaro Payroll, you can mark Payroll as Paid. However, this action finalizes payroll for reporting purposes only, and you must pay your employees manually

Vagaro Pro App

  1. Select More This is an icon used to go to the More initial navigation step on the Vagaro website and the Vagaro Pro app. → Reports → Payroll.

  2. Select the filter_icon_vpro_2x.pngicon in the top-right corner, select the Payroll Closing Date using the __-_icon_vpro_2x.png icons, and then select the Service Provider(s) you want to review.

    settings_payroll_vpro_2x.png

    If you do not select a Service Provider, all employees will appear.

    Note

    Expand advanced filters to Include Past Employees and run payroll for multiple locations.

    See here to learn more about multi-location payroll.

  3. Select the Sort By field to sort the report by Business Costs, Hourly Pay, Commission, and more.

  4. Select Run Report.

  5. The Payroll Due row, located at the bottom of an employee's card, shows the total amount owed to the employee. The Payroll Due total does not include income tax deductions.

  6. Once you have paid all your employees the Payroll Due, select the filter_icon_vpro_2x.png icon again, and then select Payroll Paid. This will save the Payroll Period in the Payroll History report.

    Note

    Once saved, you cannot close out the payroll period again without deleting the saved report in Payroll History. See this article to learn more.

Web Version

  1. Select Reports Decorative solid black rectangle, which is usually an icon for reports or charts. → Payroll.

  2. Select the Payroll Closing Date using the up_down_web_2x.png icons, then select the Service Provider(s) you want to review.

    Payroll_run_web_2x.png

    If you do not select a Service Provider, all employees will appear.

    Note

    Expand advanced filters to Include Past Employees and run payroll for multiple locations.

    See here to learn more about multi-location payroll.

  3. Select Run Report.

  4. The final column, Payroll Due, shows the amount you owe each employee. The Payroll Due total does not include income tax deductions.

  5. Once you have paid all your employees the Payroll Due, select Payroll Paid. This will save the Payroll Period in the Payroll History report.

    Note

    Once saved, you cannot close out the payroll period again without deleting the saved report in Payroll History. See this article to learn more.

Close Out Payroll with Vagaro Payroll

When it is time to pay your employees, use the Payroll report screen to run and submit your payroll. Unless you have entered paystub information for all your current and terminated employees you are paying, you won't be able to pay them on the scheduled pay date and will be prompted to Upload Previous Paystubs. The amount of time it takes to run your payroll depends on the number of employees you have on your payroll.

You can submit or cancel a payroll up until the cut-off time at 4 PM PT (or 7 PM ET) the day before pay day. Any payroll marked as "Pending" and "Paid" can no longer be canceled. Because of the required processing time, a notification will appear if the funds will not be deposited to their bank accounts in time for their pay day.

You can also run an off-cycle payroll to pay employees between pay cycles, award a monetary bonus, or reimburse them for expenses.

Before running payroll, keep in mind:

  • Any employees who did not complete their payroll onboarding will not be paid during that pay cycle, and a popup will list the outstanding employees who will not receive a direct deposit for that payment. Select Cancel to complete their onboarding first, or select Run Payroll to proceed anyway.

  • If you have any pending employee PTO requests, a popup will notify you that you may be paying those employees less than what they are owed. To review those pending requests, select View Time Off Report, or select the checkbox and then Run Report to run your payroll anyway. You can also skip or exclude those employees from payroll.

Vagaro Pro App

To close out your payroll:

  1. Select More This is an icon used to go to the More initial navigation step on the Vagaro website and the Vagaro Pro app. → Reports → Payroll.

  2. In the Which Employees Are You Paying? screen, select Employees.

  3. In the Which Payroll Do You Want to Run? screen, select Regular Payroll.

  4. At the top of the screen, select your Payroll Period, and then select the Employees to pay.

  5. Optionally, to Include Past Employees, select Advanced Filters, and then select the checkbox.

  6. Select Run Report. A list of your employees’ earnings and payments is generated.

  7. Review the report, and if the totals look correct to you, select Submit Report.

    • To exclude an employee from the payroll, select the Action button at the end of the employee's row, then select Skip Employee. Select Unskip employee to add them back.

    • To change the payment to an employee, select the Action button at the end of the employee's row, then select Edit Payroll. After you update the payment amounts, select Save.

  8. In the Review and Submit Payroll popup, select each tab to review the payroll details to be submitted.

    • Company Pays: Lists the employee’s payments and a breakdown of the payment.

    • Taxed & Debited: Lists the taxes and other amounts to be debited from the business's bank account and deposited into your employees' bank accounts.

    Note

    These details do not include the amounts paid by check because they are not debited directly from your payroll.

  9. Select Submit.

  10. In the Vagaro Payroll Pending popup, review the confirmed amounts and dates, then close the popup.

Web Version

To close out your payroll:

  1. Select Reports Decorative solid black rectangle, which is usually an icon for reports or charts. → Payroll.

  2. In the Which Employees Are You Paying? screen, select Employees.

  3. In the Which Payroll Do You Want to Run? screen, select Regular Payroll.

  4. At the top of the screen, select your Payroll Period, and then select the Employees to pay.

  5. Optionally, to Include Past Employees, select Advanced Filters, and then select the checkbox.

  6. Select Run Report. A list of your employees’ earnings and payments is generated.

  7. Review the report, and if the totals look correct to you, select Submit Report.

    • To exclude an employee from the payroll, select the Action button at the end of the employee's row, then select Skip Employee. Select Unskip employee to add them back.

    • To change the payment to an employee, select the Action button at the end of the employee's row, then select Edit Payroll. After you update the payment amounts, select Save.

  8. In the Review and Submit Payroll popup, select each tab to review the payroll details to be submitted.

    • Company Pays: Lists the employee’s payments and a breakdown of the payment.

    • Taxed & Debited: Lists the taxes and other amounts to be debited from the business's bank account and deposited into your employees' bank accounts.

    Note

    These details do not include the amounts paid by check because they are not debited directly from your payroll.

  9. Select Submit.

  10. In the Vagaro Payroll Pending popup, review the confirmed amounts and dates, then close the popup.

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