Enable Users for Payroll

Read this guide if you have already added a payment account to your organization. If you haven’t, these guides show how to get started:

• Add PayPal payment account
• Add Transferwise payment account
• Add Bitwage payment account 
• Add Payoneer payment account

To enable team members to receive payments, go to Financials → Manage Payroll and navigate to the Member settings section.

Enable a single member

1. Find the member in the members table
2. Select the checkbox next to the member’s name.
3. In the action banner that appears, click Manage integrations.
4. Select one of your configured payment providers, then choose the member’s primary payment method
5. Click Save

Enable multiple members at once

1. Select the checkboxes next to the members you want to enable
2.  In the action banner that appears, click Manage integrations
3.  Select one of your configured payment providers, then choose the member’s primary payment method
4. Click Save

Members receive an invitation to join payroll

After you assign a payment method to a member, they will receive an email invitation asking them to connect their account with the selected payment provider.

The member must complete this step by clicking on the button to enter the credentials. When doing so, it will redirect members to enter the required account details before they can be paid through payroll. Members need to click Save when finished.

Edit payment settings for a member

From the members table, you can update the member’s pay period, pay rate, payroll adjustments, and more. You can go to Financials → Manage Payroll and navigate to Member settings. From here, you can select the checkbox of a single or multiple members. In the action banner that appears, you may click on the three-dots icon, and you will see the following settings to configure:

• Edit Pay period
• Edit pay rate
• Manage payroll adjustments
• Manage overtime policy
• Manage time off policy
• Manage work breaks policy

Edit pay period

Pay periods allow you to set the time frame for when automatic payments will go out. Additionally, you can set the pay periods to:

• Weekly (default) – Pay periods will start on Monday of the previous week or your organization week start day and then end on Sunday. Example: If the current date is Wednesday, February 11th, the pay period would be Monday, February 2nd to Sunday, February 8th.
• Twice per Month – The first pay period will start on the first of the month and go to the 15th of the month. The second pay period will start on the 16th and go until the end of the month.
• Bi-Weekly – Pay periods start on Monday and end on Sunday two weeks later. Example: A pay period could be Monday, February 9th to Sunday, February 22nd.
• Monthly – The pay period starts on the first of the month and ends on the last day of the month.

From the Members table, select the member(s), then click the three-dot menu and choose Edit pay period. Select a pay period and click Save.

Automatic payments send your team’s payments automatically each pay period. Once you’ve completed the initial setup, Hubstaff will process payments on your behalf according to your payroll schedule.

If you choose Manual payments, you can still pay your team through Hubstaff, but you’ll need to review and send each payroll manually with a single click. This option gives you full control over who gets paid and when.

You can view each member’s pay period and pay run in the Pay info and Payment automation columns of the Members table. Members enrolled in Automatic payments will display Automatic along with their next scheduled payroll run. Members using Manual payments will display Manual.

Edit pay rate

From the Members table, select the members whose pay rate you want to update. In the action banner that appears, click Edit pay rate.

In the pop-up window, enter the pay rate and pay type (hourly or fixed amount), then set the effective date. Lastly, hit Save.

Manage payroll adjustments

From the Members table, select the member(s), then click the three-dot menu and choose Manage payroll adjustments.

You’ll be taken to the Payroll adjustments page, where you can either select an existing payroll adjustment or create a new one.

For detailed instructions on creating a payroll adjustment, see our guide here.

Manage overtime policy

From the Members table, select the member(s), then click the three-dot menu and choose Manage overtime policy.

You’ll be taken to the Overtime policy page, where you can either select an existing overtime policy or create a new one.

For detailed instructions on managing overtime in Hubstaff, see our guide here.

Manage time off policy

From the Members table, select the member(s), then click the three-dot menu and choose Manage time off policy.

You’ll be taken to the Time off policy page, where you can either select an existing time off policy or create a new one.

For detailed instructions on managing time off in Hubstaff, see our guide here.

Manage work breaks policy

From the Members table, select the member(s), then click the three-dot menu and choose Manage work breaks policy.

You’ll be taken to the Work breaks policy page, where you can either select an existing work break policy or create a new one.

For detailed instructions on how to set up work breaks in Hubstaff, see our guide here.

Currency

Hubstaff offers support for different currencies. The currency that you have enabled in your organization needs to have sufficient funds of the same currency within your payment merchant for Payroll to be successful.

Example:

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

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

This payment would fail because there are not sufficient funds in the correct currency in the payment account. For this payment to be successful, you would need to ensure that your payment account either has AUD 400 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.

Failed Payments

Occasionally, payments will fail. You will see these listed under the “Past” section under the payments tab. Failed payments will show a status of “Error” and you can hover your cursor over the question mark icon to see more information about why the payment failed.

Two common reasons payments fail are due to insufficient funds or your account not being authorized. You can make some changes to your account (such as adding more funds or reauthorizing) and click the “Retry” button next to the failed payment to make another attempt.

The system will try to make the payment again (you can only retry the same payment three times).

Important Notes

• Funds need to be in your payment account before the payment is attempted because the payment accounts are not able to pull funds from credit cards or bank accounts.
• To make payments through your payment account in a certain currency, you need to have a non-zero balance in your payment account in that same currency. The payment account does not convert currency for payments.
• All fees come out of the organization owner’s payment account, except for Wise (formerly Transferwise), where you can select which end gets billed the transfer fee.
• Navigate to the Financials > Payment records page to view records of previous payments.
• You can use Payoneer’s Notification Alert (under “Advanced Settings”) for a minimum balance threshold.