Pay Runs allow you to create a secure CSV export into an external payout system like Wise, Xero or Quickbooks for bulk payment of Payment Orders. Rather than paying your Payment Orders one-by-one, you can use the Pay Runs feature to pay all of your outstanding Payment Orders in one go.
To use Pay Runs, you will need to enable Pay Runs functionality by navigating to System > Settings > Accounting Settings > General and enabling the 'Use Pay Runs' checkbox.
For Pay Runs to work, you will also need to add your Tutor's bank details to their profile. They can do this themselves by logging into their Tutor dashboard and opening the 'My Profile' tab and inputting their bank details into the Payout Bank Account panel found within.
An example of a Tutor's profile page, with the 'Payout Bank Account' panel highlighted.
You can also do this from your end by navigating to the Tutor's profile and opening their Accounting tab - from here, you can use the Add Bank Details button found within the Payout Bank Account panel to add their bank details.
Note: A Tutor's bank details will only be visible to Administrators with owner level permissions and the Tutor themselves.
Using Pay Runs
Note: We recommend using Wise as your payout system, as this is what the Pay Runs feature was designed with in mind.
Once you've enabled Pay Runs and added your Tutors' bank details, using Pay Runs is simply a case of raising Payment Orders (see the steps here if you aren't yet familiar with that process).
Once you have raised your Payment Orders, follow these steps to add them to a Pay Run:
Within your Raised Payment Orders page, navigate to the 'Unpaid' tab to view all of your unpaid Payment Orders and select the Payment Orders you would like to add.
With the desired Payment Orders selected, click Add all Items to Pay Run and confirm.
This will move those items to the 'In Pay Run' tab, navigate there to view all of the Payment Orders to be included in the Pay Run (if you have added a Payment Order erroneously, simply click on that Payment Order to view its details and use the Remove From Pay Run button).
Use the Generate Pay Run Export button - selecting this will send you a link via email to download your Pay Run export.
Once the export has been downloaded, you can import that into your payroll system to pay your Tutors in bulk.
Once those Payment Orders have been paid, navigate back to the 'In Pay Run' tab on the Raised Payment Orders page to mark those Payment Orders as 'Paid'.
Note: TutorCruncher's Pay Run system is designed to store each Tutor sort code and account number in the safest way possible; we have a number of safeguards in place for storing these details.
Tutor bank details can only be entered by a Tutor or an Administrator with owner level permissions. Once entered, they are encrypted, and only the last two digits of the sort code and the last four digits of the account number are shown and are only visible to Administrators with owner level permissions, and Tutors. If a user wants to modify the bank details they need to enter all the details again, and do not have the ability to view the existing ones.
The export is also safeguarded in a number of ways to ensure that Tutor bank details are as secure as possible. When an email is sent to access the CSV export, the link expires after ten minutes, and only allows the user to download this list one time.
Furthermore, whenever an Administrator requests the Payout export all other Administrators are also sent an email, notifying them of which user has requested the CSV export.