Payroll

The Payroll module turns an employee's contract, attendance, and leave into an actual payslip — basic pay, allowances, deductions, tax, loans, and reimbursements, all computed and tracked in one place. It's run by HR/payroll administrators, with every employee able to view and download their own payslips.

This guide gives the big picture: what the module is for, how a payslip comes together, who sees what, and what can be customized. Deeper guides for each area are linked below. No technical background needed.

Purpose

Payroll answers the question everyone eventually asks: "How was my pay actually calculated?"

Instead of pay being computed in a spreadsheet, everything lives in one traceable place:

• A contract per employee, defining their wage and how it's paid.
• Allowances and deductions, applied automatically based on rules the company sets once.
• Payslips, generated on demand or automatically, with every component broken out.
• Loans, salary advances, and reimbursements, paid out and repaid through the same payslip mechanism as everything else.
• Tax, calculated per employee's filing status.

What's Included

Payroll has its own sidebar with eight screens, each covered in its own guide:

Area	What it covers
Dashboard	The module's own at-a-glance view of payroll activity — see below.
Contracts	The wage agreement each employee is paid against.
Allowances	Rules for what gets added to pay, and who they apply to.
Deductions	Rules for what gets taken from pay, and who they apply to.
Payslips	How a payslip is calculated, generated, and finalized.
Loan / Advanced Salary	Loans, salary advances, and fines — paid out and recovered over time.
Encashments & Reimbursements	Expense claims, and converting unused leave or bonus points into pay.
Tax (Federal Tax)	Filing statuses and how tax is calculated.

How a Payslip Comes Together

1. Basic pay is computed from the contract — daily, monthly, or hourly, depending on how the employee is paid — pro-rated for the period, with unpaid leave days reducing it.
2. Allowances are added. Whatever applies to this employee for this period — fixed amounts, percentage-based amounts, or attendance-driven amounts like overtime pay — is added to reach gross pay.
3. Deductions are subtracted, in a defined order: pre-tax deductions first (which also shrink the tax-relevant income), then tax, then any remaining post-tax deductions — including loan repayments.
4. What's left is net pay — the final number on the payslip.
5. The payslip moves through a status — draft, under review, confirmed, and paid — before it's finalized and, if needed, emailed or downloaded as a PDF.

What Each User Sees

Payroll area	Employee	Reporting Manager	HR / Payroll Administrator
View their own payslips	✅	✅	✅
View a specific team member's contract	—	✅ (if their direct report)	✅
View payslips company-wide	—	—	✅
Generate or edit payslips	—	—	✅
Manage contracts, allowances, deductions	—	—	✅
Request a reimbursement / encashment	✅	✅	✅
Approve a reimbursement	—	—	✅
View the Payroll Dashboard	—	—	✅

In short, Payroll is more tightly permission-gated than most of the system:

• Employees see and download their own payslips, contract, and request their own reimbursements.
• Reporting Managers are notified when their team submits a reimbursement or allocation-style request, and can view a specific direct report's contract — but don't automatically see their team's payslips or approve payroll actions just by being their manager.
• HR / Payroll Administrators, holding the relevant permission, run the module — generating payslips, managing pay components, and approving requests.

How Visibility Is Decided

1. Ownership. Every employee can always see their own payslips, contract, and requests.
2. A narrower reporting-line exception. Unlike most of the system, Payroll doesn't broadly open team data to every reporting manager — the one exception is a contract's detail page, viewable by that specific employee's direct manager.
3. Permissions. Nearly everything else — generating payslips, viewing company-wide payroll data, managing pay components, and approving reimbursements — requires the specific permission, regardless of reporting line.
4. Company. Payroll data is scoped to the company an employee belongs to.

Customization Options

• Contract terms — wage type, pay frequency, and how unpaid leave affects pay — are set per employee. See Contracts.
• Allowances and deductions can target everyone, specific employees, or anyone matching a condition (department, experience, marital status, and more), and can be one-time or recurring. See Allowances and Deductions.
• Tax can use standard bracket-based rates per filing status, or a fully custom calculation an administrator defines. See Tax.
• Automatic payslip generation can be scheduled per company, so payslips don't have to be created by hand every period. See Payslips.
• A handful of Payroll settings live outside the module itself, on the system-wide General Settings page — the default notice period, the currency symbol and its position, and the bonus/leave encashment rates. See Settings: Company & Organization.

Payroll Dashboard

Alongside the working screens, Payroll has its own at-a-glance view for whoever runs the module — permission-gated the same way Contracts is. It answers: "How is pay looking across the company this period?"

For a chosen month, it shows:

• Payslip counts by status — how many are paid, confirmed, under review, and still draft.
• Total employees paid and total pay amount for the period.
• A per-employee net pay chart, broken down by payslip status.
• A department breakdown chart of net pay for the period.
• Contracts ending this month — a heads-up list of upcoming contract expirations.
• Export of the dashboard's underlying data to Excel.

Good to Know

• Payroll reads from Attendance and Leave, not the other way around. Unpaid leave reduces basic pay, and approved overtime can feed an allowance — but nothing in Attendance or Leave depends on Payroll being set up.
• Loans, advances, and reimbursements are all paid out the same way regular allowances are — approving one creates a one-time payout that shows up on the next matching payslip, and loan repayments show up as deductions across future payslips automatically. See Loan / Advanced Salary and Encashments & Reimbursements.
• A payslip is a snapshot of its calculation at generation time. Editing an ad hoc allowance or deduction on a payslip recalculates it fresh, so double-check other details on that payslip after making a change.
• A contract keeps its own copy of department, job position, shift, and work type, separate from the employee's live work information — so a raise, transfer, or reorganization elsewhere doesn't silently rewrite what an existing contract says.

Every payslip, fully explained.