If someone other than your Account Owner manages payroll at your clinic, this guide is for you.

What is a Payroll Admin?

A Payroll Admin is someone who can set up, manage, and run payroll for your clinic in Jane. This includes adding staff to payroll, linking a bank account, and editing payroll details like pay types and rates.

When your clinic first enrolls in Jane Payroll, the Account Owner will automatically have Payroll Admin permissions. They are also the only person who can sign up for Payroll initially.

Once the Account Owner has signed up for Payroll, they’ll be able to assign another Payroll Admin to help continue with onboarding and manage payroll going forward. An office manager or bookkeeper is often a good fit for this role.

Setting up a Payroll Admin

During Payroll onboarding, you’ll see the option to assign a Payroll Admin. The Account Owner can manage this anytime under Billing > Payroll > Staff.

Right now, only one additional Payroll Admin can be added. If your clinic needs more than one, please reach out to us at [email protected].

What Payroll Admins Can Do

Once the Account Owner has enabled Jane Payroll and assigned a Staff Member as a Payroll Admin, they will have full visibility into the payroll account and can complete all onboarding steps to prepare for the first payday.

📍Important Note: Once a staff member is assigned as the Payroll Admin, they will have the same access as the Account Owner and can view and manage all areas within the payroll account

The Payroll Admin can see and complete the following onboarding steps:

• Getting Started - This is where you will enter your anticipated first pay day with Jane Payroll and indicate whether you’ve paid any staff in the current calendar year.
• Work Location - This helps us get your tax and payment setup right.
• Pay Group - Pick how often you want to pay your team.
• Tax info - This info helps us with tax reporting and year-end forms.
• Company Bank Account - This is the account you’ll use to pay your team.
• Sign company documents (Fill in your tax info first) - The company signatory is the person authorized to sign this document on behalf of the business. This must be someone who either owns at least 25% of the company or is authorized to act on its behalf - such as a business owner, president, or corporate officer. The Payroll Admin should only sign if they hold one of these roles.
• Verify Company Bank Account - Confirm your account using the two small deposits we sent.

After the initial onboarding piece is complete, the Payroll Admin can also set up, assign and manage the remaining pieces to get the account ready:

• Pay Types
• Time off Policies
• Benefits

📍Check out our guide on Getting Started with Jane Payroll for a walkthrough of all your Jane Payroll onboarding steps.

With regard to payroll specific actions, Payroll Admins can:

• Add Staff Members to Payroll
• Link a bank account to Jane Payroll
• Manage and run Payroll
• Edit/ update payroll details for Staff Members directly within their profiles
• Off-board Staff Members from Payroll

This permission only applies to the Jane Payroll feature at this time and does not affect other areas of Jane.

Because Payroll Admins can view sensitive financial details, such as staff pay information, this permission should only be given to someone who needs to manage payroll directly.

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Note:
When a bank account is linked to Jane Payroll, Jane never shows bank credentials or full account details. Payroll Admins can see that an account has been connected, but not the login or sensitive banking information itself.