Automatic Payments and Payroll in Hubstaff

A video walkthrough is available. Please click here.

Hubstaff now offers automatic payments and payroll. To get started, click on “Payroll” on the left menu, and make sure that you are on the right organization by checking the top left corner of the page and you’ll see which organization you are currently managing.

Organization (Payer) Payment Account Setup Guides

First, you will need to set up a payment account. The following guides detail how to set up your payment account through your preferred payment service:

Once you have added your payment account, you can enable your team members for payments if you are paying them through PayPal. If you are paying them through Payoneer or you do not know their PayPal address, they will need to add their payment account.

User (Payee) Payment Account Setup Guides

For organization owners – Learn more about How to enable your users and the different payment settings

After you have enabled your team members for payroll, you will be ready for automatic or manual payments.

How to Enable Users for Payroll

Once you have added a user for payroll, they are still disabled by default and you would have to enable them and set them up for Automatic or Manual payments.

You can just activate the “Actions” button and you can choose to enable the user for payroll, edit payment account or remove user from payroll.

This is also explained here: http://support.hubstaff.com/enable-users-payroll/

Selecting Payment Frequency and Editing Pay Rates

Click on “Payroll” tab on the sidebar menu and edit your user’s payroll setting by activating the “Actions” button and choose “Edit payment account”.

Once you’re on the edit pop-up tab, you’ll have the option to choose a payment frequency and edit your user’s pay rates.

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You can choose from our available pay periods:

Weekly: Every Monday
Bi-Weekly: Every other Monday
Twice per month: 16th and 31st of the month
Monthly: 31st of the month

How to View Unpaid Hours for Users

To view how much you owe people for various date ranges, you can click on the “Send” tab under the “Payments” section. From there, you can set a custom date range to view the “Unpaid” and “Paid” amounts and hours of your workers.

How to View Past Payments

To view the past payments you’ve made, go to your “Payments” page and go to your “Past” tab. You’ll see all the historical data of your payments.

How to Pay Users Manually via Payroll

To pay users manually via payroll, click on the “Send” tab under the “Payments” section of your organization. You’ll be able to select a custom date range, and filter to specific projects or users you’d like to pay. Once the hours you wish to pay are visible, you can click the “Make Payment” button.

After clicking the Make Payment button, you will see a pop-up window to choose the payment gateway you wish to pay your users with. (In this example, Paypal would be our payment option)

Click the payment gateway you’ve setup in your organization and click “Done”. The payment request should get sent.

Paying Contractors in Different Currencies

Hubstaff offers support for different currencies (you can only have one currency per organization). The currency that you have enabled in your organization needs to have sufficient funds of the same currency in order for Payroll to be successful.

Example:

Your organization’s currency in Hubstaff is set to USD. You are trying to pay your team for their work done and the total payment is ₱400 PHP.

In your payment account, you have $1000 USD and ₱200 PHP.

This payment would fail because there is not sufficient funds in the correct currency in the payment account. In order for this payment to be successful, you would need to ensure that your payment account either has $400 PHP OR you would need to change your Hubstaff organization’s default currency to USD so the USD funds from your payment account would be used.

Note: If you send a payment in a currency different from the person getting paid (i.e. the organization currency is set to USD, employee’s currency is PHP). That person won’t incur into any fees, however, there are conversion rates. The receiver would pay for that – and actually no one really “pays” for it. The exchange rate is just the exchange rate.The receiver will end up getting a little less because of the currency exchange rate. Paypal, for example, will do this conversion automatically.

For frequently asked questions regarding our payroll feature, please refer here.

More About Team Payments

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