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.
- SR-0442 · ITM-2041 1 EA
- ITM-3310 2 EA
- ITM-5107 0.8 KG
- ITM-5140 6 EA
Pay components
PayComponents defines earnings, deductions, employer contributions, reimbursements, statutory amounts and terminal benefits. Calculation methods include fixed, percent of basic or gross, per day, per hour and formula. Daily and hourly components use the compensation rate and a configured multiplier verified for the employment terms and jurisdiction. Taxable, proratable and payslip-visible flags control treatment; expense and liability accounts control posting.
Approval conditions
Payroll Officer approves the inputs (Status: Pending → Approved).
Pending
- PI-33469 PR-50892 30 8 d
- PI-80123 PR-77467 40 in 1 d
- PI-28235 PR-91892 100 2 d
- PI-63581 PR-21679 620 in 5 d
- PI-23409 PR-58989 630 in 6 d
PI-33469
- PayRun
- PR-50892
- Employee
- HN
- Component
- PC-5695
- Amount
- 300
- Quantity
- 30
Approval waits for the payroll officer.
Calendars, periods and cutoff
PayCalendars supports monthly, semi-monthly, bi-weekly and weekly groups under an entity. Each generated period has one Regular run. At cutoff, the run locks its approved inputs and included approved timesheets. Unapproved sheets remain editable and feed an eligible open-period run after approval, retaining original work dates.
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 |
Inputs
| Source | What it generates |
|---|---|
| Timesheet | Approved regular, overtime and holiday hours at configured rates |
| Leave | Loss-of-pay days from unpaid leave and resolved absence |
| Roster | Premiums for shifts worked |
| Benefit | Employee premium and mapped employer contribution |
| Loan | Instalment while a balance remains |
| Garnishment | Deduction under the configured order, cap and protected amount |
Payroll Officer reviews generated inputs and enters permitted bonuses, reimbursements, arrears and corrections. Each input retains its source. Pending or rejected inputs are excluded and reported.
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.
Calculation, gross to net
- Determine paid days and hours from approved attendance and timesheets; reduce only components flagged for proration.
- Apply effective compensation and approved inputs. A back-dated revision produces reviewed arrears in an open period.
- Sum gross and taxable gross from the component flags.
- Calculate withholding from effective StatutoryRules, bands and verified EmployeeTaxDetails. Other obligations use their configured wage bases and ceilings.
- Apply deductions in the priority validated for the entity and jurisdiction, including protected amounts and caps. Unpaid recoveries remain outstanding.
- Write Payslips, PayslipLines and CalculatedRevision, including employer cost and year-to-date figures.
This specification defines the rule records; payroll specialists validate rates, priority, proration and outputs for the rollout.
YouStatusReleasedPaid
Review and approval
Payroll Register and Payroll Summary by Component reconcile the calculation. Payroll Variance highlights changes over the entity threshold; Changes Since Last Run provides the supporting employment, compensation, bank and tax changes. Payroll Officer can hold a payslip with a reason while the rest proceeds.
A correction before submission returns the run to Draft with CorrectionReason, increments InputRevision and requires another lock and calculation. Finance Controller must return a submitted run before it changes. Submission requires CalculatedRevision to equal InputRevision. A controller other than the preparer approves. Approved, paid or posted results are corrected through a separate run in an open period.
Held
| Payslip Number | Pay Run | Employee | Net Pay | Hold Reason |
|---|---|---|---|---|
| PYS-59290 | PR-13106 | UL | 680 | Held pys-214 |
| PYS-31367 | PR-85283 | SG | 930 | Held pys-328 |
| PYS-14280 | PR-87536 | TF | 340 | Held pys-589 |
| PYS-62369 | PR-72258 | CB | 220 | Held pys-889 |
| PYS-42978 | PR-46110 | LM | 220 | Held pys-889 |
| PYS-77537 | PR-98386 | XZ | 510 | Held pys-983 |
Payslips
Each payslip records days, loss of pay, gross, deductions, employer contributions, net and its document. Employee access starts at Released and includes Paid payslips. A held payslip stays out of new payment batches.
Approval conditions
Finance Controller, different from both run preparer and approver, authorises it from Payment Batches to Authorise (Status: Authorised);
Generated
| Batch Number | Pay Run | Legal Entity | File Format | Payment Count |
|---|---|---|---|---|
| PB-87808 | PR-56899 | LE-42651 | SEPA | 21 |
| PB-92319 | PR-23081 | LE-52439 | NACHA | 13 |
| PB-65359 | PR-17125 | LE-40399 | BACS | 3 |
| PB-70657 | PR-82838 | LE-47494 | NEFT | 24 |
| PB-68313 | PR-71004 | LE-14808 | Generic | 2 |
| PB-93001 | PR-19155 | LE-42961 | SEPA | 12 |
Payment and reconciliation
Payroll Officer generates a batch whose total equals its released obligations, excluding amounts already confirmed. BankTransfer payments snapshot the account and VerifiedBankChange from a verified employee account. A Finance Controller who is neither the preparer nor run approver authorises the batch. Confirmation or return is recorded per payment; cheque and cash payments use the same ledger outside the bank file.
A return holds the payslip and clears bank verification. Reissue requires another approved account request and links the returned attempt through ReissuesPayment. PaidNet counts confirmed payments once. NetTotal equals PaidNet plus remaining released and held obligations; HeldNet shows the held portion. PaymentStatus is Unpaid before any confirmation, PartiallyPaid with an outstanding balance, and Paid when settled. It stays separate from the run’s posting Status. Posting records the full obligation; clearing may retain an explained unpaid balance.
Garnishments, loans and advances
Garnishments holds the order, payee, dates, amount or percentage, priority, cap and protected amount. Deductions generate remittance evidence. LoansAndAdvances holds principal, instalment and balance. Recoveries stop when settled; any shortfall at exit remains an identified balance to resolve, rather than forcing negative pay.
Off-cycle and final settlement runs
RunType distinguishes Regular, OffCycle, Bonus, FinalSettlement and Arrears. They share the input, calculation, approval, payment and posting controls. Final settlement reads approved Exits amounts, permitted leave encashment and recoveries. Finance Controller posts the journal and closes the period after reconciliation.
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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Recruiting
Requisitions against approved positions, candidates through stages, interviews with feedback, and offers approved against the band before they are sent.
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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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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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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.
Reports
All reportsChanges Since Last Run
Joiners, leavers, compensation revisions, assignment changes, bank and tax-detail changes and new garnishments in the period, with who approved each.
Payment Reconciliation
Net pay per payslip against confirmed payments counted once, linking returned and reissued attempts and listing the remaining released and held obligations.
Roles and permissions
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.
Approves the pay run, authorises the bank file, owns the payroll journal and its reconciliation to the ledger, and locks periods and tax years.
Sees their own record, payslips and balances; raises leave and timesheets; keeps their documents, tax details and dependants current; records feedback on interviews they conduct.
Related processes
Pay run
Inputs, calculation, payroll approval, payment authorisation and posting, with held amounts reconciled separately.
8 stages · 3 approvals
Hire to pay
From offer approval to the first payslip, with verified bank details, salary approval and separate payment authorisation.
8 stages · 7 approvals
Leave request to payroll
How a leave request becomes a balance movement, an attendance status and, where the leave is unpaid, a loss-of-pay day in the run, with the manager's gate in the middle.
6 stages · 1 approval