Automatic Payroll FAQ

No. The start and stop times are fixed depending on the pay period you have selected. For example, if you choose weekly, the pay period will start on Monday at 00:00 UTC and end on Sunday at 23:59 UTC. Payroll will then be processed on the following Monday.

• Weekly: Every Monday (by default, or the organization week start day)
• Bi-Weekly: Every other Monday (by default, or the organization week start day)
• Twice per month: Every 2 weeks dependent on the 1st day of the pay period (initial sign up/change of pay period)
• Monthly: 31st of the month

The payments are sent the next day after your billing period ends. So if the billing period ends on the 15th, then the payment is sent on the 16th at around 21:00 UTC (depending on how many payments are being processed in Hubstaff, it could take longer). You can always see when payroll will run by looking at the billing period under the Payroll page:

The payment date will be one day after the last day of the period.

The system will automatically try again 10 times. You can also force a retry attempt yourself by clicking on Financials on the sidebar menu, then clicking the “Past payments” tab. You will see a list of all past payments and can click Retry to attempt another payment. You may also choose to Export/Pay to either export the payment or process the payment.

You can change the user’s payment method to manual or disable the user payment account if you want to prevent the user from being paid automatically. To manually pay a team member:

1. You can disable automatic payments by navigating to Financials – Payroll – Actions – Disable auto-payment, or
   
2. Navigate to Financials – Payroll – Actions – Edit then, and make sure that the Pay Period is set to None.

No. The payroll system doesn’t process previous payments. Any time outside of the pay period will not be paid for. Additionally, any time that has been marked as paid in Hubstaff will not be processed in payroll. Only unpaid time for the current will be paid.

Yes, you can. Where you can send payments depends on the payment service you are using. To see a full list of supported countries by each payment provider, please take a look at the following resources:

• Hubstaff Pay supported countries
• Payoneer Mass Payment supported countries
• Bitwage Payment supported countries
• PayPal Mass Payment supported countries 

Hubstaff’s payroll offers support for different currencies. 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 AUD. You are trying to pay your team for their work done and the total payment is 400 AUD.

In your payment account, you have 1000 USD and 200 AUD.

This payment would fail because there are 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 AUD 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.

There isn’t a designated approval process for payments. If automatic payments are configured, you would need to make sure to add, edit, or delete time before the payment is sent.

If you pay your team members through Hubstaff via one of our payroll options (Hubstaff Pay, Payoneer, PayPal, Transferwise, or Bitwage), there are no fees charged by Hubstaff (we don’t take any percentage of the payments). The only fees are the nominal fees charged by the payment sites.

Hubstaff Pay – varies per territory.

Payoneer – $3 per transfer loading fee is charged by Payoneer. Each member requires a transaction.

Bitwage – 3.5% + $0.30 for credit card transactions, 0.5% for ACH debits, 0% for ACH credits, and fees starting at 1% for currency conversions.

PayPal – 2% of the total transaction amount (not to exceed the maximum fee cap)

Wise – varies per country and/or currency. Typically less than 1% of the total transfer amount. Please contact Wise support to learn more.

If a user is paid twice monthly (Every 2 weeks dependent on the 1st day of the pay period (initial sign up/change of pay period)) or monthly (on the 31st of each month), for months that have less than 31 days the user will instead be paid on the 1st of the next month.

Certainly. Simply navigate to Financials – Payroll then next to the employee’s name, click Actions – Edit, then under the Pay Period, select Bi-weekly, and choose the pay period under the option. Hit Save to save your changes.

To ensure that all employees are on the same pay period, please avoid adding a pay period for a team member within the first week of a bi-weekly pay period. This will cause them to have a different bi-weekly pay period. Please contact us in case a user’s pay period is different from the rest of the team so we can manually process the change.

You need to go to People > Members and under the Payments column, click on the pencil icon beside that user’s name.