Payroll Workflow (Monthly Run)

Overview

The end-to-end monthly payroll: attendance approval → gross calculation → deductions → net pay → bank file → payslip distribution. The standard 5-day close that the accounts office runs every cycle.

Step-by-Step Guide

Lock Attendance for the Period

HRM → Attendance → Period Close. Once locked, no more clock-in/out edits for the period. Triggers any "late deduction" rules you have configured.

Run Payroll

HRM → Payroll → New Run. Pick period. System computes gross pay (base salary + variable allowances + overtime − absent-day deductions).

Apply Statutory Deductions

PAYE (income tax), NHIF (TZ) / NHIF (KE), NSSF (TZ) / NSSF (KE), SDL where applicable. Rates source from the country tax tables and auto-update.

Owner Review + Approve

Run shows summary: total gross, total deductions, total net. Drill per employee to spot anomalies before approving. Approve locks the run.

Generate Bank File

For batch transfers: Export → Bank File. Standard CSV format compatible with NMB, CRDB, NCBA, Equity, Co-op Bank. Upload to your bank portal.

Distribute Payslips

Email or WhatsApp payslips to every employee. Payslip PDF includes gross / deductions / net / YTD totals.

Tips & Best Practices

Tip: Run the close 2 days before payday so any reconciliation issues have time to surface. Last-minute payroll is how mistakes ship.

Tip: Configure salary advances + loan deductions as recurring lines on the employee record — no need to re-key each month.

Note: Approved payroll runs can't be edited (audit-trail integrity). To fix a mistake, post a one-off adjustment in the NEXT period rather than reversing.