Cost centres per grant or programme
Each grant is a cost centre with an owner; an employee's home cost centre on their assignment is their main funding line.
Grant-funded and not-for-profit organisations
Charities, research institutes and programme delivery bodies: staff funded by several grants, hourly cost allocation and configurable funder reporting, fixed-term contracts that follow the grant, and reports each funder can audit.
Typical roles
- HR Manager
- Payroll Officer
- Finance Controller or finance manager
- programme managers as Line Managers
- employees submitting timesheets
Also built for
- Professional and technology firms
- Shift-based operations
- Multi-entity groups
- Grant-funded and not-for-profit organisations
What changes for this team
configured at rolloutGrant-funded organisations need employment records and traceable payroll cost for their funding lines. The starting configuration covers the following; funder-specific allocation and reporting requirements must be agreed during rollout.
Allocation by timesheet
Staff funded by more than one grant submit timesheets with a line per day charging hours to a cost centre. The defined allocation splits hourly components by approved hours. Allocating all salaried pay and employer cost by effort, including caps and funder eligibility, requires a separately configured allocation rule and reconciliation.
Fixed-term contracts that end with the grant
Employment type FixedTerm with the contract end date on the record, and an exit of type EndOfContract whose settlement follows the same process as a resignation.
Part-time and mixed staff
PartTime employment and WorkPatterns describe reduced schedules; policies and plans set eligibility. Positions count approved seats. Fractional FTE budgets and entitlement proration need an agreed calculation extension, not a fractional seat assumption.
Evidence for trustees and funders
Statutory returns, filings and policy acknowledgements are on the record, and the acknowledgement list per policy version is a single filter.
Stipends and allowances
Allowances use configured components and calendars. Payroll specialists determine worker classification and applicable statutory treatment before use.
Funder reporting periods
Payroll Cost by Cost Centre uses entity, cost centre, component and month. A funder calendar that differs from those periods needs an agreed reporting view over the underlying dated journal lines, reconciled to payroll.
Pay run for this team
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01
Inputs
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02
Lock
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03
Calculate
Part-time and mixed staff · Evidence for trustees and funders · Stipends and allowances
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04
Approve
Approval required -
05
Pay
Approval requiredCost centres per grant or programme · Allocation by timesheet · Fixed-term contracts that end with the grant · Funder reporting periods
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06
Post
Approval required
Same records, same gates. The configuration changes how the process runs for this team.
Workspace previews
SubmittedYou
- TMS-97738 CC-110 12 in 3 d
- TMS-32105 CC-130 2 in 5 d
- TMS-45136 CC-110 8 in 5 d
- TMS-69942 CC-110 5 in 6 d
- TMS-24613 CC-150 2 in 7 d
TMS-97738
- Employee
- BG
- PeriodStart
- 20 Sep
- PeriodEnd
- 26 Sep
- RegularHours
- 12
- OvertimeHours
- 5
Approval conditions
HR Manager approves it (Status: PendingApproval → Active).
PendingApproval
- JO-25789 PST-2540 690 in 4 d
- JO-76469 PST-3162 570 12 d
- JO-24569 PST-1512 180 10 d
- JO-85547 PST-8379 30 in 3 d
- JO-66717 PST-6352 940 today
JO-25789
- Position
- PST-2540
- Department
- DPR-110
- HiringManager
- ZX
- Openings
- 690
- BudgetedSalary
- 750
Active waits for the hr manager.
Approval conditions
At year-end the YearEndStatement and EmployeeTaxCertificates are produced from the year's payslips, Finance Controller approves the statement (Status: Prepared → PendingApproval → Approved), employee certificates link their ApprovalStatement before PublishedOn is set, and Finance Controller locks the TaxYear (Status: Open → Locked), and posting into it requires reopening by a named role.
HR Manager approves it (Status: PendingApproval → Active).
PendingApproval
- PR-62471 LE-85716 30 in 8 d
- PR-19455 LE-63938 35 in 9 d
- PR-22110 LE-22800 18 in 4 d
- PR-88915 LE-43527 27 4 d
- PR-33121 LE-69431 36 8 d
PR-62471
- LegalEntity
- LE-85716
- RunType
- Regular
- PeriodEnd
- 25 Sep
- PayDate
- 27 Sep
- Headcount
- 30
Approval conditions.
Typical roles
Roles and permissionsFinance Controller or finance manager, Programme managers as Line Managers, Employees submitting timesheets are configured as roles at rollout; the spec has no matrix column for them yet.
Owns the employee master, assignments, positions, policies, offers and exits, and decides leave exceptions and compensation revisions.
Prepares the pay run: employee pay setup, inputs, calculation, review, payslips, bank file and statutory returns.
Modules
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Core HR
The employee record, assignments and the org chart, documents with verification and expiry, tax details, salary structures, onboarding checklists and exits.
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Payroll
Pay components, calendars and periods, inputs from attendance and benefits, gross-to-net calculation under statutory rules and the employee's tax details, review, approval, payslips, the bank file and the payment behind each payslip.
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Payroll accounting
Ledger accounts and cost centres, the payroll journal drafted for every approved run, allocation by cost centre and timesheet line, accruals with their reversals, reconciliation of clearing and liability accounts, and the period lock.
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Leave & attendance
Leave policies and balances, requests and approval, work patterns, shifts and rosters, daily attendance from devices, and the timesheets with a line per day that payroll reads at cutoff.
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Compliance
Statutory rules and their bands as effective-dated data, monthly and year-end returns built from posted pay runs, employee tax statements, the tax year lock, policy acknowledgement and the documents that expire.
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Benefits
Plans with premiums and employer contributions, eligibility and enrolment windows, coverage levels, dependants and nominees, and the deductions payroll takes from them.
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Recruiting
Requisitions against approved positions, candidates through stages, interviews with feedback, and offers approved against the band before they are sent.
Relevant reports
Reports and dashboardsPayroll Cost by Cost Centre
Employer cost by entity, cost centre, component and month, reconciled to the posted payroll journal.
Payroll Summary by Component
Totals per component by entity and run, employee and employer sides, the sheet the register is reconciled to before the run is submitted.
Headcount and Attrition
Headcount by entity, department and employment type from the assignments effective in the month, with joiners and leavers and the reasons for leaving.
Common questions
All questionsHow do I get started?
Click Start now, then use Proto to configure HR & Payroll for your business. Set up your workflows, import your data and invite your team.
Related questionDoes it calculate tax and statutory contributions for our country?
Statutory rules are effective-dated rows per jurisdiction. A flat rule carries rates and a ceiling; a banded rule carries its bands for progressive tax; each names the wage base it applies to and the component it posts to. The employee’s side, the tax code or filing status, allowances and declared reliefs, is a verified record per employee per tax year. Implementation configures and verifies the rules and filing formats for the agreed entities and jurisdictions. This specification does not certify any jurisdiction or supply current statutory rates. A later change requires an effective-dated revision and repeat checks before use.
Related questionCan salaried and hourly staff run on different calendars?
Yes. A pay calendar sets frequency, cutoff and pay day for a group of employees in an entity and generates its periods. Monthly salaried staff and weekly hourly staff run separately in the same entity, and their journals land in the same ledger month. Hourly staff carry an hourly rate on their compensation record.
Related questionHow does attendance reach payroll?
Configured and tested device, mobile or web connections, imports or manual entry build daily attendance rows against the rostered shift. Approved leave marks the days, managers correct flagged rows, and hourly staff submit a timesheet with a line per day that the manager approves. At cutoff the attendance status, approved hours and shift premiums become inputs to the run with their source record as the reference.
Related questionWho can see salaries and bank accounts?
Salary fields are visible to HR Managers, Payroll Officers and the Finance Controller. National ID and bank account are masked for everyone except HR Managers and Payroll Officers. A bank account change is a separate request tied to the exact verified proof. A Payroll Officer other than the requester matches the proof and proposed account before it becomes the current verified account. The preparer of a run cannot approve it, and the bank authoriser must be different from both the preparer and approver.
Related questionWhat does it cost?
Nothing per user. Credits pay for machine work and never expire. See pricing.
Related questionOther industries
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Industry
Professional and technology firms
Monthly salaried staff, variable pay and bonus schemes, flexible benefits, remote allowances, and a finance team that wants cost by practice or client.
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Industry
Shift-based operations
Plants, warehouses, stores, hotels and care facilities: rosters, biometric attendance, overtime rules, shift premiums, hourly and monthly staff on different calendars, and joiners and leavers every week.
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Industry
Multi-entity groups
Several employing companies under one management: separate registrations, calendars and bank accounts, moves between entities, shared-services cost attribution, and one headcount and cost view across the group.
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This page
Grant-funded and not-for-profit organisations
Charities, research institutes and programme delivery bodies: staff funded by several grants, hourly cost allocation and configurable funder reporting, fixed-term contracts that follow the grant, and reports each funder can audit.