Run payroll and release payslips

Payroll works month by month. Draft payslips are built from each person's salary structure and attendance. Employees see nothing until you finalize, so you can check everything first.

Steps

1. 1

   Open Payroll ops

   On: /hrms

   Open HRMS and, under For HR, choose Payroll ops.

   You should see: The month's payslip status, or "Set up payroll for your team" with a Set up structures button.

2. 2

   Set up structures

   On: /hr/payroll/structures

   Press Set up structures and define each person's pay: the earnings, such as Basic and HRA, and the deductions.

   You should see: Every employee has a structure.

3. 3

   Choose the month

   On: /hr/payroll

   Use the previous and next month arrows to choose the period.

   You should see: Counts of Total, Draft, Finalized, Amended and Missing payslips for that month.

4. 4

   Review the drafts

   On: /hr/payroll

   Open each draft and check working days, present days, paid and unpaid leave, overtime hours, Gross, Deductions and Net pay.

   You should see: Every draft is correct.

5. 5

   Create a manual payslip if needed

   On: /hr/payroll

   For someone outside the normal run, such as a mid-month joiner, open Create manual payslip. Pick the Employee, Year and Month, add each Earning and Deduction line, and save.

   You should see: A draft payslip for that person.

6. 6

   Finalize

   On: /hr/payroll

   Press Finalize all drafts, or finalize one payslip at a time.

   You should see: The payslips become visible to employees under My payslips, and each employee is notified.

7. 7

   Export

   On: /hr/payroll

   Press CSV to download the month for your bank or accountant.

   You should see: A CSV file of the month's payslips.

Tips

• Employees · bank details on the HRMS page shows who has not yet given bank details and can send them a reminder.
• A payslip changed after finalizing is marked Amended, and the employee is asked to review the change.

Troubleshooting

"No employees on the HR roster yet."

Add your team first (see Organise your team into departments), then set a salary structure for each person.

A salary structure will not save.

Basic pay cannot be more than gross monthly pay. Check both numbers.

An employee cannot see their payslip.

Employees see only finalized and amended payslips. Finalize the draft.