BambooHR Payroll Email Notifications
What email notifications are sent during the payroll process?
Purpose: This help guide will show an example of each of the email notifications that are sent to payroll admins and their employees for payroll purposes.
Table of Contents
- Employee Notifications
-
Payroll Admin Notifications
- Registration task due date reminder
- Account Validation Review
- Missing Required Payroll Information notification
- Payroll Fraud notification
- Payroll is Due notification
- Payroll Due - Urgent Reminder notification
- Payroll is Past Due notification
- Payroll Has Been Processed notification
- Payroll Has Been Approved notification
- Payroll Has Been Reopened notification
- New Payroll Date notification
- Approve Your Payroll ASAP notification
- New Benefit Added to Payroll notification
- Setting Up Payroll Email Notifications
Employee Notifications
Payday notification
On the morning of payday, each employee will receive an email notification letting them know it is payday. Paystubs are posted at 12 am Pacific Time on payday, and notifications are sent shortly after. The employee can click See My Paystub to navigate directly to the Paystub on their Pay Info tab in BambooHR.
Seven different subject lines can be sent for paystub notifications (one example above). The subject line will be chosen at random, and the employee will potentially receive different subject line emails every week.
What's Happening notification
Employees will also receive a notification in the What's Happening widget on BambooHR Home the morning of pay day. The employee can click View to navigate directly to the Paystub on the Pay Info tab in BambooHR. Once the employee clicks to view the paystub, the notification will be removed from the widget.
Payroll Admin Notifications
Please keep in mind that users who receive the following payroll email notifications will be managed in TRAXPayroll. Please see below for instructions on managing payroll email reminders for your users.
Registration task due date reminder
Full Admins and Payroll Admins will receive a reminder email notification at 7:00 a.m. in the company time zone if they have a registration task due that day or if a task is past due and not marked as complete. If you have more than five tasks past due or due within the same day, click + X more tasks to view them all.
To work on completing the task, click Start. Notice a time estimate will display for how long the task should take.
You will not receive notifications for future task due dates or tasks already marked as complete. There are also ten different versions of this email depending on the task due date and the number of tasks (one example above).
Account Validation Review
Four days before running the first payroll in BambooHR, the account owner or payroll admin going through implementation will receive an email notification to verify their account information and complete the Account Validation Review form. Click here for more information!
Missing Required Payroll Information notification
This email notification will be sent to Full Admin users, Payroll Admin users, and the Account Owner before the payroll approval date to flag any required payroll information missing for employees. An email notification will be sent for each pay schedule separately. You may receive multiple notifications depending on how many pay schedules you have set up in your account. Each email notification will include all employees in the pay schedule who have missing required payroll information. You will need to take action to update this missing information before the payroll approval date if you would like these employees to get paid.
The email will be sent at the following times until you have updated the employee(s):
- Five days before the payroll approval date
- One day before the payroll approval date
- One day after the payroll approval date
- One day after the payroll run
Each time the email is sent, the wording will be different based on how close you are to the payroll approval date. Click Fix Now to go to the Payroll Info Checkup report in your BambooHR account and update any missing required payroll information for the listed employee(s).
Payroll Fraud notification
The purpose of this email notification is to prevent fraudulent activity in your account. Admin users (Full Admin users, payroll admins, payroll contacts, and Account Owners) in your BambooHR account will receive this email notification from our Payroll Services team in the event that an employee bank account or direct deposit changes to a non-traditional bank (i.e., GoBank Paycard, MetaBank, etc.). We ask you to confirm the changes before we deposit the amount into the new account.
Payroll Due - Urgent Reminder notification
An email will be sent if you have unapproved payroll on the day the payroll is due. Clicking View Payroll will log you into the Payroll tab in BambooHR, where you can view the pay cycle.
Payroll is Past Due notification
If your payroll is still unapproved by 12 p.m. PST on the due date, you will receive the email reminder above. Click View Payroll to navigate to the past due pay cycle on the Payroll tab in BambooHR. From here, you can either rush processing (within a certain time frame), move the pay date, or delete the payroll.
Payroll Has Been Processed notification
A confirmation email will be sent to the approver letting them know payroll has been approved. Other admins can receive the approval email also if marked as such in the Company Users tab. A second confirmation email will be sent to the approver after the processing of payroll by BambooHR.
Payroll Has Been Approved notification
Upon approving the payroll, Payroll users with access to email notifications will receive an email notifying them that payroll has been approved. Clicking View Approved Payroll will direct you to the Approved Payroll Reports page for that pay cycle in BambooHR.
Payroll Has Been Reopened notification
If a payroll user reopens a payroll after it has been approved, an email notification will be sent to those with payroll email notifications setup. Clicking Complete Payroll will send the user to the pay cycle in BambooHR.
New Payroll Date notification
This email will be sent when the Continue Payroll button is selected on an overdue payroll, and you've chosen the option to move the pay date. Clicking Complete Payroll will take you to the pay cycle in BambooHR.
Approve Your Payroll ASAP notification
This email will be sent when the Continue Payroll button is selected on an overdue payroll, and you've accepted the late fee to process payroll within the same day. Clicking Complete Payroll will take you to the pay cycle in BambooHR. Remember you have until 3:30 p.m. PST to process your payroll the same day if it's late.
New Benefit Added to Payroll notification
If your company is using Benefits Tracking or Benefits Administration, all admins and users with the Run Payroll permission will receive an email notification once an admin creates a benefit plan that will impact your payroll run.
The notification includes the start and end dates for both the new benefit plan and deduction and will let you know if there are any overlapping deductions.
The Company Users tab in TRAXPayroll is where you can manage payroll email notifications. All payroll users set up in BambooHR will appear in a table on this tab. Click on the action button next to the user’s name to do the following:
- Edit: This will take you to the user's setup, where you can manage the user's email notifications.
- Reset Password: You can send the user a link to reset their password. For security reasons, this link is only good for 20 minutes.
- Send Test Email: If the user is not receiving regular email notifications, you can send them a test email to help figure out why they are not receiving them. For example, the user may have accidentally filtered the emails to a spam folder.
Upon clicking Edit underneath the user's Action dropdown menu, the user profile will appear. Scroll down to the Receive Notifications section to select which payroll email notifications this user should receive. They are outlined as follows:
- Payroll Reminder: Check this box to send administrators a payroll reminder at the end of the pay cycle, two days before the payroll due date. If this box is checked, notifications will also be sent when payroll is reopened.
- Time Off Reminder: After the pay period ends, this email will be sent daily if time off hours are not yet approved. This email can be sent to the admin as well as the manager.
- Bank Change Reminder: Check this box if the user should receive email reminders when a change of bank accounts occurs in Payroll.
- Tax Account Reminder: Check this box if the user should receive email notifications about state tax account numbers missing in Payroll.
- Help Ticket: Check this box if the admin should be in the CC field on help tickets generated by their employees regarding Payroll questions.
- Payroll Approved Email: Check this box if the user should receive email notifications when payroll gets approved. Note: The admin user who approves payroll will receive an email even if this is unchecked.
Once you have checked the applicable emails, scroll to the top and click Save.