In HRStop (also referred to as HawkHR in some versions), Payouts represent the total amount reimbursed by the company to employees for their approved expense claims. The system allows admins to not only trigger and process payouts but also track, filter, and export detailed payout reports for compliance, audits, and payroll purposes.
What is a Payout?
A payout is the sum of money reimbursed to employees after their submitted expenses have been reviewed and approved. HRStop enables the admin to trigger new payouts, manage existing ones, and download detailed payout reports.
Navigating to the Payouts Section
- Go to Control Panel → Expense
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Click on the Payout tab located in the page navigation bar
This will open a list view of all previously processed or saved payout batches.
Viewing and Managing Existing Payouts
The payout list includes key details such as:
- Title: Name or label of the payout batch
- Period: Start and end date for which expenses were covered
- Payment: Total amount being reimbursed
- Mode: Payment method (Bank Transfer, Cash, Cheque, Draft)
- Payout Date: Date when the payment was processed
- Date Added and Added By: Indicates when and by whom the payout was created
Filtering and Exporting
- Use filters such as Duration or Payment Mode to narrow down results.
- To export the report, click on the Filter drop-down and select Export to download the filtered list in CSV format for offline analysis or audits.
Triggering a New Payout
To begin reimbursing approved expenses:
- Click on "Trigger Payout" (found in the page action bar)
- A new page will open, prompting you to enter payout details.
Step 1: Fill in Payout Information
- Payout Title: Give the batch a recognizable name (e.g., “March 2025 Marketing Claims”)
- Payment Mode: Select Bank Transfer, Cash, Cheque, or Draft
- Payout Date: Date on which the expenses are to be paid
- Applicable Period: Select the start and end dates for expense claims to be included
- Employees: Choose between All Employees or Only Active Employees
- Add Optional Notes for internal reference
Click Next to proceed.
Step 2: Select Eligible Expenses
- The system will show all approved expenses falling within the specified date range.
- Use checkboxes to select individual or all eligible expenses.
Click Next to review the selection.
Step 3: Complete the Payout Process
- Click Finish to mark the selected expenses as paid.
- A confirmation message will appear, indicating that the payout has been successfully triggered.
- These expenses will now reflect a Paid status across relevant reports and employee dashboards.
Exporting Payout Reports via Analytics
To analyze or archive payout data:
- Navigate to Control Panel → Analytics → Expense → Payouts
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Use filters to narrow down by:
- Payout Date
- Department
- Payment Mode
- Click Download CSV to export the filtered data
This is useful for finance reconciliation, audits, and payroll syncing.
Additional Features
- Edit or Delete Payout Entries: Use the icons under the Actions column in the Payout list to modify or remove existing records if needed.
- Audit Trail: All payout actions are logged for accountability and compliance.
Best Practices
- Always verify selected expenses before finalizing the payout.
- Align the payout period with payroll cycles if integrating expenses into payslips.
- Use the Notes section to document special conditions or approvals for future reference.