Entity as the boundary
Employees, calendars, periods, runs, batches, journals and filings belong to one entity. A Payroll Officer can be scoped to one entity or several; the controller sees all.
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.
Typical roles
- group HR Manager
- entity HR Managers
- Payroll Officers scoped by entity
- group Finance Controller
- Line Managers across entities
Also built for
What changes for this team
configured at rolloutA group with several legal entities runs several payrolls with one team. Each entity has its own registrations, statutory returns, bank account and pay calendar, and the group wants one directory, one approval standard and one cost report. The configuration for this shape.
Moves between entities
An intra-group move settles employment in the old entity and creates an employment record in the new one with an EntityTransfer assignment. HR records the agreed dates and carries continuous service forward where applicable. Old records, payroll and filings stay with their original entity; identity matching and service treatment are reviewed during the transfer.
Shared-services cost attribution
Cost centres belong to the employing entity and can identify the services it provides. Approved timesheets allocate hourly components within that entity. Intercompany charge-back needs separately configured due-to/due-from accounts and postings; a cost report alone does not create it.
Group reporting
Headcount and attrition, payroll cost and statutory liability roll up from entity to group with the entity as the first level.
Statutory rules per jurisdiction
Rules are effective-dated rows per jurisdiction with their own bands, so each entity uses the validated rules for its rollout. Country coverage, calculations and filing formats must be verified before payroll runs.
Tax years per entity
Each entity has its own tax year record with its own dates and lock, so an entity whose year ends in March closes on its own timetable while the others run on.
Ledger export per entity
Journals export by period to each entity's ledger, or to the group ledger with the entity as a dimension.
Pay run for this team
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01
Inputs
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02
Lock
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03
Calculate
Entity as the boundary · Moves between entities · Statutory rules per jurisdiction · Tax years per entity · Ledger export per entity
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04
Approve
Approval required -
05
Pay
Approval requiredShared-services cost attribution · Group reporting
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06
Post
Approval required
Same records, same gates. The configuration changes how the process runs for this team.
Workspace previews
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.
StatusPendingPreparedPendingApprovalApprovedFiledRejectednext 45 days
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.
Finance Controller reviews it in Journals to Post and posts it (Status: Draft → Posted);
Payroll Officer runs the calculation (Status: InputsLocked → Calculated).
Payroll Officer submits the run (Status: Calculated → PendingApproval).
StatusDraftInputsLockedCalculatedPendingApprovalApprovedPosted
| Pay Run Number | Legal Entity | Pay Calendar | Pay Period | Run Type |
|---|---|---|---|---|
| PR-80607 | LE-41929 | PC-8258 | PP-10416 | Regular |
| PR-62914 | LE-56964 | PC-7164 | PP-98417 | OffCycle |
| PR-79369 | LE-53781 | PC-4633 | PP-48246 | Bonus |
| PR-38822 | LE-24818 | PC-5174 | PP-53519 | FinalSettlement |
| PR-37094 | LE-74136 | PC-3625 | PP-86388 | Arrears |
| PR-34638 | LE-49049 | PC-8181 | PP-36724 | Regular |
Typical roles
Roles and permissionsGroup HR Manager, Entity HR Managers, Payroll Officers scoped by entity, Group Finance Controller, Line Managers across entities are configured as roles at rollout; the spec has no matrix column for them yet.
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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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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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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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 dashboardsChanges Since Last Run
Joiners, leavers, compensation revisions, assignment changes, bank and tax-detail changes and new garnishments in the period, with who approved each.
Payroll Cost by Cost Centre
Employer cost by entity, cost centre, component and month, reconciled to the posted payroll journal.
Payroll Register
Every payslip in a run with days paid, gross, each deduction, employer contributions and net; the document the approver signs off.
Common questions
All questionsDoes 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 questionDoes it post to our ledger?
An approved run drafts a payroll journal by account, cost centre and component. Finance Controller reviews and posts it. Ledger export requires the agreed mapping and connection for your company or group ledger. See the payroll accounting module and the integrations page.
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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This page
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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Industry
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.