This article outlines the steps involved in running a regular payroll.

Note: GroundCloud® Payroll is powered by Gusto®. Depending on the actions performed, the payroll run experience occurs across multiple browser tabs.

Getting Started

Prior to running payroll, make sure:

• All employees who are to be paid on the payroll have:

  • Completed self-onboarding.

  • Have compensations defined.

• No time cards for the current pay period are pending.

Only Fleet Managers with Personnel role permissions will be able to run payroll.

Warning: Payroll must be submitted by 4 pm PT on Wednesday to be paid on Friday.

Run Payroll

To run a regular payroll:

1. Navigate to the Payrolls page in groundcloud.io.

2. Identify the payroll to be run and click View Details.

3. Refer to the below sections:

   1. Add a one-time payment.

   2. Add a custom post-tax deduction.

   3. Use Charge Statement data.

   4. Change an employee's payment method.

4. Click Calculate Compensations.

5. Review the results and make any necessary adjustments to time cards, driver compensations or overtime configurations.

6. If adjustments were made, click Recalculate Compensations.

7. If the payroll details look correct, click Calculate Taxes and Deductions.

8. Click Submit Payroll.

9. Clicking Submit Payroll in GroundCloud routes you to Gusto, where you can view payroll details and submit payroll for processing.

10. Review payroll details, including information on the three tabs:

    • Company Pays

    • Hours worked and take-home

    • Taxed and debited

11. If corrections are needed, close the tab and return to groundcloud.io to make adjustments as necessary.

12. If the payroll details look correct, click Submit Payroll.

13. If necessary:

    • Click View payroll receipt to view a receipt for this payroll.

    • Click View and print checks to view details for employees that are to be paid by check.

14. You may now close this tab and return to Grundcloud.io.

Note: If an employee is to be paid by check, Gusto debits the employer’s bank account for any employer-owned taxes but does not remove the net wages owed to the employee. The employer then needs to issue a check to the employee for the amount owed. If needed, the employer can download a printable check stock at the bottom of the payroll details page after submitting the payroll.

One-Time Payments

Discretionary bonuses, reimbursements and paid time off may be added to payroll via One-Time Payments.

To add a one-time payment to the payroll:

1. From the Payroll Details page, click One-Time Payments.

2. Click Add One-Time Payment.

3. Select the Employee.

4. Select the One-Time Payment Type.

5. Enter the Amount of the one-time payment.

6. Enter a Description to indicate what the one-time payment is for. This information is for your records only and is not displayed on the employee's pay stub.

7. Click:

   • Save and Create Another to add an additional one-time payment or

   • Save Payment when all payments have been entered.

8. To edit or delete a previously added one-time payment, click Edit Payment.

9. When all one-time payments have been entered, return to the Payroll Details page.

Note: One-time payments are not displayed on the Payroll Details page on groundcloud.io but are included in the details available in Gusto.

Post-Tax Deductions

If you need to deduct money from an employee's paycheck, you can choose either a one-time or ongoing deduction that occurs every pay period.

To add a deduction for an employee:

1. Navigate to the Payroll Employees page in groundcloud.io.

2. Identify the employee and click View Employee Details.

3. Click Payroll Employee Setup. Take note of the Payroll Employee Setup Message that appears. No changes should be made to the Compensation page in this flow. Any changes to employee compensation in this flow are ignored and cause issues when attempting to run payroll. Compensation should be managed within groundcloud.io.

4. Click Continue.

5. Click Deductions.

6. Click Add deduction.

7. Enter deduction details and click Submit.

8. From here, you can:

   • Add, edit or delete deductions for this employee.

   • Close the tab and return to groundcloud.io.

To set up pre-tax deductions, please contact Descartes GroundCloud Support or call 218-864-7900 opt 2.

Charge Statement Upload

To use operational data (e.g., stop counts) from your Charge Statement when calculating compensations:

1. Navigate to the Charge Statements page in groundcloud.io.

2. Click Upload Charge Statement.

3. Choose or drop the appropriate Charge Statement. (This must be an .xlsx file)

4. Click Upload Charge Statement.

Note: Data from the Charge Statement is used to calculate compensations when the dates of the Charge Statement align with the payroll pay period.

Edit Payment Method

To change an employee's payment method for a given payroll:

1. From the Payroll Details page, select one or more employees.

2. Click Edit Payment Method(s).

3. Select the desired payment method for the employee(s).

   1. Default Payment Method: This method pays all selected employees their default payment, which can be a check or direct deposit.

   2. Force Pay by Check: Pays all selected employees by check for this payroll only.

4. Click Update Payment Method.

Cancel Payroll

Submitted payroll may be canceled up to 30 minutes before the 4 pm PT Wednesday deadline.

To cancel a submitted payroll:

1. Navigate to the Payrolls page on groundcloud.io.

2. Identify the payroll to be canceled and click View Details.

3. Click Cancel Payroll.

4. Click Yes, Cancel Payroll.

The canceled payroll must be resubmitted by the 3:30 p.m. PT Wednesday deadline in order to be processed on time.

Warning: This article is not to be taken as tax, legal, benefits, financial or HR advice. Since rules and regulations change over time and can vary by location, consult a lawyer, accountant or HR expert for specific guidance.

Back to Top