A reliable pay run starts before anyone enters payroll figures. Nonprofits may have a mix of full-time staff, part-time employees, and workers whose hours vary with programs or funding. A simple preparation routine helps you catch missing timesheets, update employee records, and get approvals in time. Use the checklist below each pay period, and assign clear responsibility for each step. Keep supporting records together so questions can be answered without delaying accurate, on-time pay.
Collect and Check Timesheets
Set a clear deadline for employees and supervisors to submit timesheets. Check that each record covers the correct pay period and includes required details, such as dates worked, regular hours, overtime, leave, and any approved adjustments. Follow up on blank days, duplicate entries, or hours that do not match the employee’s usual schedule before payroll is prepared.
Compare submitted hours with schedules, attendance records, or program logs when those records are available and appropriate. Ask the employee or supervisor to explain unusual entries rather than making assumptions. Keep the original submission and any correction or approval together, so you have a clear record of how the final hours were confirmed.
Record Employee Changes
Review changes since the last pay run, including new hires, departures, pay-rate updates, changes to hours or work status, and approved leave. Confirm each change against the relevant authorization and enter its effective date carefully. A change that starts partway through a pay period may affect only some of the hours, so make sure payroll reflects the correct timing.
Check that new employees have completed the information your payroll process requires, such as identity, payment, tax, and pension details. For departing employees, confirm the final working date, outstanding pay or leave treatment, and any required deductions. Limit access to personal records, and use a secure method to collect or share sensitive information.
Get Approvals Before Processing
Decide who may approve timesheets, pay changes, and the final payroll. Ideally, the person checking hours should not be the only person authorizing the completed pay run. In a small team, separate duties as much as possible and document who reviewed each step. Set a deadline that leaves time to resolve questions before the payment file or payroll submission is due.
Give approvers a concise review summary that highlights exceptions, such as overtime, unusual hours, new starters, leavers, and one-time payments. Ask them to confirm that the changes are supported and that the totals look reasonable. Save approval records with the pay-period documents, following your organization’s recordkeeping and data-protection procedures.
Review Payroll Details
Before processing, confirm the pay period, pay date, employee list, and payment details. Check gross pay, deductions, reimbursements, and net pay against approved records. Review unusual differences from the previous run, but investigate them rather than assuming they are errors; changes in hours, leave, or pay may explain a difference.
Confirm that payroll totals and payment instructions agree with the approved figures, and check that the correct account or funding allocation will be used under your organization’s procedures. Make sure required payroll submissions and records are handled on time. If a figure remains unclear, pause that item and resolve it with the appropriate approver or payroll contact before processing.
A repeatable pre-payroll checklist helps your nonprofit pay people accurately while keeping approvals and records organized. Assign an owner to each step, follow up on exceptions early, and retain the evidence behind changes. If you would like help building a practical payroll routine, contact Newcastle Nonprofit Payroll to discuss your needs.