--- title: "Intro to Pay Cycles (Australia only)" slug: "intro-to-pay-cycles-australia" tags: ["Pay Cycles", "Standard", "ad hoc", "adhoc", "STP", "ATO Submit", "Jem32"] updated: 2025-12-10T21:10:17Z published: 2025-12-10T21:10:17Z canonical: "knowledgejems.jemini.com/intro-to-pay-cycles-australia" excludeFromExternalSearch: true --- > ## Documentation Index > Fetch the complete documentation index at: https://knowledgejems.jemini.com/llms.txt > Use this file to discover all available pages before exploring further. # Intro to Pay Cycles (Australia only) Who can benefit from this guide? Payroll staff who are responsible for running Australian pay cycles. For the New Zealand guide, refer to [Intro to Pay Cycles (New Zealand only)](/docs/intro-to-pay-cycles). **System Administrators: Open to view permission settings** For a user to successfully run a pay cycle in Jemini, they’ll need access granted for: - **Payroll Processing** permissions in **Payroll**: - **Payroll Management application** - **Adhoc Pay Cycle records** - **Pay Cycle Processing** These permissions can be set in **System > Security Profiles**. **NOTE:** If the user hasn't been given access to all employees and all payrolls in their user profile, you'll need to give them access to the the necessary payrolls from the **PAYROLL ACCESS** backpack. Find the **PAYROLL ACCESS** backpack in **System > User Profiles**, under the user profile’s **Filter employee and Payroll Access** settings. If you need help, reach out to our support team: [raise an iHelp through Infusion](https://infusion.fusion5.com/). ## Understanding the pay cycle process from calculation to confirmation The pay cycle process involves generating employee pay for each eligible employee within a given pay period for each payroll. Once you've opened a pay cycle for a chosen pay period, you can process pay by following the three main steps in the pay cycle process: 1. Calculating the pay 2. Creating the direct credit file 3. Confirming that the bank has released the direct credit file ![Four cropped screenshots to show each of the pay cycle steps](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/Pay%20cycle%20process%20steps.png) During the process, you may need to resolve errors or warnings in calculations. As pay cycle steps are completed, various post-processing activities become available, such as generating Australian Taxation Office (ATO) payroll files, downloading direct credit files, downloading payslips, and running pay reports. --- ## How to open a pay cycle 1. Go to **PAY > PAYROLL MANAGEMENT**. 2. In **Controls**: 1. Select the **PAYROLL** you need to process. 2. Select the **PAY PERIOD** you need to process. 3. Select the pay cycle card to open the Pay Cycle view. [Video](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/Navigating%20to%20pay%20cycles.mp4) TIP The Pay Cycle card will show the following details: - Payroll type (for example, ‘Standard’) - Calculation status (for example, ‘Ready to calculate’ or ‘Calculated’) - Payroll name - Number of employees within the payroll - Pay period dates ![Screenshot of payroll card detail as described above.](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/Payroll%20card.png) --- ## How to process pay ### Step one: Calculate the pay Once you've opened the Pay Cycle view, you can calculate the pay. ![](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/Pay Cycle 1.png) 1. Select **Calculate all employees**. 1. If the pay cycle calculates correctly, the circle in the centre will turn green, and you can move on to [**Step two: Creating the direct credit file**](/docs/intro-to-pay-cycles#step-two-creating-the-direct-credit-file). However, if the pay cycle calculates errors and warnings, the circle will turn red, and you'll need to follow the [**Resolve errors and warnings**](/docs/intro-to-pay-cycles-australia-only#resolve-errors-and-warnings) steps below. ### Step two: Create the direct credit file The direct credit file holds all the information the bank requires to pay your employees. > [!NOTE] > TIP > > At this point, you can also generate an ATO payroll file. To learn how, refer to [**How to generate and submit ATO payroll files (Australia only)**](/docs/how-to-generate-and-submit-ato-payroll-files). ![](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/Pay Cycle 2c - Generate Files(1).png) 1. Select **Create the direct credit file**. TIP Once the direct credit file has been created, you can't add or change any transactions in the pay period, otherwise, the direct credit file won't include the latest changes and will be inaccurate. The **Add transaction** button in employee Pay Mode will be locked. If you need to make changes, you'll need to recalculate the pay. This will unlock the pay period and allow you to add more transactions. Once the changes are made, return to Pay Cycles and recalculate the pay again. 2. In the Progress section, select **Download direct credit file** to download the CSV file to your computer. TIP The direct credit file format will be created based on the organisation's legal entity settings. Each bank has a different file format. 3. Send the direct credit file to your bank. ### Step three: Confirm the direct credit file has been released Once you’ve received confirmation that the bank has released the direct credit file, you must go back into Jemini to complete the Pay Cycle process. ![](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/Pay Cycle 3.png) 1. Select **Confirm file has been released**. ![Screenshot of pay cycle view with step three completed. Steps one, two and three have a green tick and it says "Paid" underneath the steps. Additional buttons for payroll reporting and filing are visible on the left.](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/Pay%20cycle%20step%20three%20complete.png) Congratulations! You’ve completed a Pay Cycle! --- ## Generating and submitting ATO payroll files After the payroll has been successfully calculated, a **Generate ATO payroll files** button will appear on the left in the **Progress** section. Select this button to initiate the generation of STP files. For more information on this section refer to [**How to generate and submit ATO payroll files**](/docs/how-to-generate-and-submit-ato-payroll-files). ![](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/image-1743037294468.png) --- ## **Resolve errors and warnings** 1. When the pay cycle has calculated errors and warnings, you'll see the number of employees processed with errors and warnings in the **Manage individual pays** section on the left. ![](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/Pay Cycle Errors and Warnings.png) 2. Select **Manage individual issues** to open the **Errors and warnings manager**. The errors will be marked in red, and the warnings will be marked in orange. ![](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/Errors and Warnings manager.png) 3. **Warnings:** You can either acknowledge the warnings within the **Errors and warnings manager** or go to the employee's Pay Mode to resolve them. **Errors:** Errors must be resolved on the employee record or in Pay Mode, depending on the error details. Learn how to resolve errors in Pay Mode in the [**Intro to Pay Mode guide**](/docs/intro-to-pay-mode). ![](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/image(223).png) 4. Once you've acknowledged or resolved the errors or warnings, you can move on to [**Step two: Creating the direct credit file**](/docs/intro-to-pay-cycles#step-two-creating-the-direct-credit-file). --- ## Pay period files section Pay period files that are generated during the pay cycle process will appear in this section on the right. This includes direct credit files and ATO files. For more information on this section refer to [**How to generate and submit ATO payroll files**](/docs/how-to-generate-and-submit-ato-payroll-files).![](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/image-1744155650814.png) --- ## After the pay cycle is complete Once the pay cycle is complete, you'll be able to: - [View pay period files](/docs/intro-to-pay-cycles-australia-only#view-pay-period-files) - [Download the direct credit file](/docs/intro-to-pay-cycles#download-the-direct-credit-file) - [Download payslips](/docs/intro-to-pay-cycles#download-payslips) - [Run pay reports](/docs/intro-to-pay-cycles#run-pay-reports) ### View pay period files The pay period files section will show any files generated for the pay cycle. You can easily see the status of each file through [pay period file indicators and messaging](/docs/pay-period-file-indicators-and-messaging). ### Download the direct credit file When you select the **Download the direct credit file** button, a copy of the direct credit file will download to your computer so that you can keep it for your records. ### Download payslips A **Download Payslip** button will appear in employee Pay Modes. Employees can download their payslip from **Your Jemini > Payslips**. ### Run pay reports You may need to run the pay reports depending on your organisation's requirements. There are many different reports related to pay in **Pay > Reporting**. You can run different ones depending on your audit or accounting department requirements. For example: - Employee Pay Calculation (paginated and non-paginated) - Employee Pay Details - Employee Pay Rates - Employee Pay Summary - Pay Audit Report - ...and so on. > [!NOTE] > TIP > > If you want to learn more about pay reports, feel free to [raise an iHelp through Infusion](https://infusion.fusion5.com/). A Jemini consultant will be able to introduce you to the various reports. ## Related - [How add an Ad Hoc Pay Cycle](/how-add-an-ad-hoc-pay-cycle.md)