Screenshot to be added: a pay run
There is one pay run a month. The person who prepares it is the maker. A second person approves it, unless your institution has only one person who may approve (see below).
Before you start
Every staff member needs a pay profile under Payroll > Pay profiles. Staff without one are left out and shown as warnings.
Steps
- Open Payroll > Pay runs.
- Press New pay run. Choose the month. Press Calculate.
- Read the Warnings. Fix the pay profile or the attendance, then press Recalculate.
- Check the lines: gross, deductions and net for each person. Use Hold for a line that must not be paid this month.
- Ask the approver to open the run and press Approve.
- Press Lock. Locking freezes every line and records the loan instalments.
- Download the bank file and the statutory sheets.
- When the salaries have reached the staff, press Mark as paid. A paid run is final.
If you are the only person
If nobody else may approve pay runs, you may approve your own run with a reason. The reason is recorded. If someone else can approve, the system asks for them.
Common questions
I made a mistake after locking.
Only the organisation owner can Unlock a locked run, with a reason. It goes back to draft.
The month is refused.
There may already be a pay run for that month. If your staff attendance is taken from devices, lock the month first under Staff > Monthly attendance for payroll.