Salary structures with many components
Basic, allowances, a variable component paid quarterly or annually, and reimbursements on claim. Revisions are frequent and effective-dated, so a promotion cycle in one month produces arrears in the next run.
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.
Typical roles
- HR Manager
- Recruiter
- Payroll Officer
- Finance Controller
- practice or team leads as Line Managers
- employees in self-service
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 rolloutConsulting, software, agencies and firms of accountants or architects pay salaried people monthly, with the complexity in the variable parts and in where the cost lands. The configuration for this shape.
Bonus and off-cycle runs
Annual and quarterly bonuses run as their own runs with their own approval. They are taxed on the pay date's rules and posted to the cost centre of the practice or team.
Flexible benefits
Health, dental, life and retirement plans with employee-chosen coverage, an open enrolment window once a year and life-event changes outside it.
Remote and hybrid staff
Locations for people working from other regions, each with its holiday calendar and regional rule, and allowances as components on the salary structure.
Cost by practice or client
Assignments put salary cost in the practice cost centre; approved timesheets can split hourly components across cost centres. Allocating salaried pay or all employer cost by client effort requires an agreed allocation extension and reconciliation.
Hiring against bands
Positions carry a salary band, requisitions are approved against headcount, and an offer within band is approved by the HR Manager while one above band goes to the controller as well.
Leave that accrues and carries
Annual leave accruing monthly with a carry-forward cap, sick leave with certificate rules, and a leave liability accrual the controller posts each quarter.
Pay run for this team
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01
Inputs
Flexible benefits
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02
Lock
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03
Calculate
Bonus and off-cycle runs · Remote and hybrid staff · Hiring against bands
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04
Approve
Approval required -
05
Pay
Approval requiredSalary structures with many components · Cost by practice or client · Leave that accrues and carries
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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.
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 |
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.
Typical roles
Roles and permissionsPractice or team leads as Line Managers, Employees in self-service 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.
Runs openings from requisition to accepted offer.
Prepares the pay run: employee pay setup, inputs, calculation, review, payslips, bank file and statutory returns.
Approves the pay run, authorises the bank file, owns the payroll journal and its reconciliation to the ledger, and locks periods and tax years.
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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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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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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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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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 Variance
This run against the previous run per employee, flagging changes in gross or net above the entity's threshold with the input or revision that caused them.
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 questionCan we pay someone outside the cycle?
Yes. Off-cycle runs pay a missed joiner, a correction or a bonus; arrears runs apply a back-dated revision; final settlement runs pay a leaver. All follow the same lock, calculate, approve, pay and post sequence.
Related questionWhat happens when someone leaves?
An exit record runs notice and clearance, then a final settlement run pays to the last working day. It includes the terminal amounts approved by HR and applies configured entitlement, recovery and tax rules. Final settlement needs payroll approval, independent payment authorisation and journal posting. Agree former-employee access and retention during rollout.
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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This page
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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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.