Getting Started

Before submitting payroll, make sure your compensation amounts are ready. This includes amounts from the Compensation Report, Timesheets Report, or any other reporting you use inside or outside of Jane. Once you have those numbers on hand, you're ready to enter them into your payroll dashboard.

If this is your first payroll run, see our guide on Before You Run Your First Payroll in Jane to confirm everything is in place.

Instructions

To submit payroll in Jane Payroll, follow the steps below.

Entering payroll amounts

1. Go to Billing > Payroll > Dashboard.
2. Click Run Payroll beside the pay group you'd like to run payroll for.

3. You'll see all staff members included in that payroll run, with empty fields for each pay type. Enter the compensation amounts for each staff member in the relevant pay type columns.

🩵 Jane Tip: Jane Payroll doesn't automatically pull values from the Compensation Report, Timesheets Report, or other billing reports into the payroll submission dashboard. Use the Payroll Prep Panel (see below) to bring that data alongside your payroll run without switching between tabs.

Using the Payroll Prep Panel

The Payroll Prep Panel is a built-in side panel that pulls your key payroll data directly into the payroll run screen so you have everything you need in one place.

1. Click Prepare Payroll in the top right corner of the payroll submission dashboard.

2. Select the date range for your pay period.
3. Select the staff members included in this payroll run.
4. The panel automatically pulls in the relevant data based on each staff member's pay type:
   • Hourly staff (such as admin workers): timesheet hours are pulled from the Timesheets Report
   • Practitioners: compensation figures are pulled from the Compensation Report
5. Use the copy feature to transfer the amounts directly into your payroll.

🩵 Jane Tip: The Payroll Prep Panel pulls the Collected Total from the Compensation Report. This is the amount that includes tax, factors in the commission percentage, and deducts any Jane Payments transaction fees.

📣 Heads up: If you're using an Hourly Compensation pay type, only fill in that specific pay type field. Leave the Hours Worked column on the far left as is, because entering values there can cause calculation issues. The Hours Worked column is only relevant if you need to customize the number of hours for a salaried employee. The system default is 40 hours per week.

Adding individual staff member details

For any staff member who needs additional adjustments, click the three vertical dots on the right-hand side of their row. From here you can:

• Edit pay
• Add deductions
• Edit benefits
• Manage time off
• Add a memo

🩵 Jane Tip: Not all options appear for every staff member. For example, contractors won't have Edit Benefits or Manage Time Off options since those don't apply to them.

Reviewing and submitting payroll

1. Once all amounts are entered for each staff member, click Next.
2. On the Review and Submit screen, review the summary:
   • Gross Pay
   • Staff Taxes and Deductions
   • Net Pay
   • Company Taxes and Contributions
   • Total payroll amount
3. Click View Details beside any staff member to preview their pay stub before submitting.
4. Review the top panel showing your debit date and the amount that will be withdrawn.
5. Confirm funds are available in your account, then click Submit Payroll.

What to Expect

Once submitted, you and your Payroll Admin will receive an email confirming payroll was submitted successfully. Your payroll run will appear in the Payroll Run List with a yellow Processing status. Once the receiving banks confirm all payments have landed, the status will update to a green Completed status.

From the Payroll Run List, click View Details to review the specifics of any payroll run and view or print pay stubs for each staff member.

If you spot a mistake after submitting, check the top right corner of the payroll run for a Cancel Payroll button. If you see it, you're still within the cancellation window. See our guide on How to Fix a Payroll Error in Jane Payroll for next steps.

If you don't see the Cancel Payroll button, the window has likely passed and the run can no longer be cancelled. At this point, you can reach out to the Payroll Support team to discuss the error and next steps.

Accessing Payroll Reports

From your Payroll Run List, you can download two reports for each payroll run.

• Cash Requirements Report: a detailed breakdown of an individual pay run, including what cash amounts are leaving your clinic's bank account and where they are going. Useful for managing cash flow.
• Payroll Journal Report: a summary of all earnings, deductions, employee taxes, and employer taxes paid out in an individual pay run. Also known as a payroll ledger.

To download either report as a CSV file:

1. Click the three dots beside the payroll run.
2. Select the report you'd like to download.

Important Notes

• If the payroll submission confirmation email doesn't arrive, check that your staff email address is set up to receive notifications.
• Payroll funds are debited from your bank account on a fixed date based on your processing type and pay date. Have funds available in your account on the day you submit payroll.
• For most staff members, the deposit descriptor will show as "Payroll." The final descriptor can vary depending on the receiving bank, so some staff may see the clinic's name or "Jane Payroll" instead.

Related Guides

• Payroll Guide Hub
• How to Run an Off-Cycle Payroll in Jane Payroll
• Before You Run Your First Payroll in Jane
• What Should I Expect on Pay Day in Jane Payroll?