Payroll · Payroll teams and approvers · about 8 min
Run payroll each month
One run per month. It's worked out again on every change, so what you see is always current until it's approved - then it's locked for good.
1. Start the run
Go to Payroll → Pay runs and select Start a pay run for the month. Everyone working that month is on it, with their pay pro-rated by calendar days if they joined or left, less any approved unpaid leave.
Add a one-off for a bonus, overtime, leave allowance or a one-time deduction. One-offs are taxed at the rates they actually reach - never as if paid every month. Recalculate after changes in HR.
2. Check it
Worth a look lists what to confirm before submitting: someone with no pay set, new or gone since last month, net pay up or down more than 10%. Open any line for the payslip as it will be, with how the PAYE was worked out. Register (CSV) downloads the whole run.
3. Approval
Submit for approval. It goes to your approvers (the Owner unless you set a workflow in Approval workflows) - never to whoever prepared it. Sent back, it opens again with the reason. Approved, it's locked: corrections go into next month's run.
4. Payslips, the bank file and remittances
From a locked run, download payslips or email them: each PDF is protected with the employee's date of birth, and the email itself shows no amounts.
Paying and remitting has the bank file of net pay for your bank's bulk upload, then each deduction with its due date: PAYE by state, pension by administrator, NHF, NSITF and ITF - each a CSV, and anyone missing a detail HR holds is listed.
5. In the books
With Finance, the run is posted on the pay date: salaries by component and department (or as charged), employer costs, and what's owed to staff, the tax authorities and pension administrators. Finance records the payments in Finance → Payroll as they're made.
If it can't post yet - for example the payroll accounts aren't in your chart - the run says why; Finance selects Add the payroll accounts in Finance → Settings, then Post now.