HR - How to Run Payroll

This procedure outlines the complete process for running payroll at OVI General Contracting using Buildertrend and Gusto. Following these steps will ensure accurate and timely payment processing for all employees.

Introduction

Running payroll is a critical HR function that must be performed on a regular schedule. This procedure synchronizes time clock entries from Buildertrend to Gusto, verifies hours, and submits payroll for processing.

Procedure

1. Login to Buildertrend

   Navigate to Buildertrend and login with your credentials.

   

   tip

   Ensure you're using the correct login credentials with HR administrative access.

2. Access Jobs Summary

   Click "jobs" in the main navigation, then click "summary" to access job information.

   

3. Navigate to Project Management

   Click "Project Management" from the menu options.

   

4. Access Time Clock

   Select "Time Clock" from the available options.

   

5. View All Open Jobs

   Click "All open jobs" to see time clocks across all active projects rather than a single job.

   

6. Set Filters

   Click the "Filter" button to narrow down the time clock entries.

   

7. Select Relevant Users

   Under the "user" filter, select all employees who are active in the payroll system.

   

   note

   Be sure to include all active employees in the selection to avoid missing any time entries.

8. Set Pay Period

   Click "Pay Period" and select the current pay period for processing.

   

9. Apply Filters

   Click "Apply filter" to display only the relevant time entries.

   

10. Switch to Standard View

    Click "Standard View" to see the time entries in a format suitable for payroll processing.

    

11. Access PAYRUN Feature

    Click "PAYRUN" to begin the payroll synchronization process.

    

12. Select All Shifts

    Click the checkbox next to "date" to select all shifts displayed. Make sure all shifts are visible by increasing the display count.

    

13. Increase Display Count

    Set the view to "250/page" to ensure all entries are visible on a single page.

    

    caution

    If you have more than 250 entries, you may need to process them in batches.

14. Sync to Gusto

    Click "Sync to Gusto Payroll" to transfer the time entries to the Gusto payroll system.

    

15. Verify Synced Status

    Confirm that all shifts change from "Not synced" to "Synced" status.

    

16. Access Gusto

    Keep Buildertrend open and login to Gusto in another tab or window. Click "Let's do it" on the Run payroll task.

    

17. Verify Hours in Buildertrend

    Return to Buildertrend and verify that the total hours in Buildertrend match the hours synced to Gusto. Use the filter feature to check each employee's hours individually.

    

    important

    This verification step is crucial to ensure all employees are paid correctly. Pay special attention to any unusual hours or patterns.

18. Select All Employees in Gusto

    In Gusto, once hours are verified, click "Select all [x] employees in this table" to process everyone at once.

    

19. Review Summary

    Click "Review summary" to see the final payroll details before submission.

    

20. Submit Payroll

    After reviewing for accuracy, click "Submit payroll" to finalize the process.

    

    success

    Once submitted, payroll will be processed according to the Gusto payment schedule.

Checklist

• Login to Buildertrend
• Navigate to Time Clock via Jobs > Summary > Project Management
• Select "All open jobs" view
• Filter by appropriate users and pay period
• Switch to Standard View
• Access PAYRUN feature
• Select all shifts (ensure 250/page view)
• Sync to Gusto Payroll
• Verify synced status
• Login to Gusto
• Cross-verify hours between systems
• Select all employees in Gusto
• Review payroll summary
• Submit payroll