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Payroll runs
Prepare, review, approve, release and record payment for one monthly pay cycle.
Who can use this page
Viewing runs requires view_payrollrun. Creating and generating runs requires payroll-run write permissions. Approval, release and returning to review require approve_payrollrun. Recording payment requires disburse_payrollrun. The creator cannot approve, and the approver cannot disburse.
Find a run
Use Search to search the displayed pay month and Status to narrow the list. Both update results immediately. The count shows matching runs out of all loaded runs. Clear filters resets both search and status; it is also available when no runs match.
The compact list shows pay month, centered status and people, total gross and net pay. Total gross is the amount before adjustments; net pay is after deductions. Secondary columns move into the run detail view on narrow screens. Select a row or its open arrow to open the run, including its creation date and gross total.
Pay month and pay period
A Pay month names a run. Its Pay period contains the inclusive earning dates shown beside the month. The initial schedule ends on the 20th: October earns salary for 21 September–20 October. Organization settings control the calendar and timezone. Payroll settings control the cycle, release window and payment dates.
A new run saves its dates, payroll configuration and organization calendar. Later settings changes do not rewrite that run.
Prepare and review
- Choose New payroll run, select the pay month and open it.
- Generate payslips. Employees are selected by employment dates within the earning period, including people who are inactive today. Approved salary changes split the calculation at their effective dates.
- Open each person's payslip to check their salary, additions, deductions and arrears. The viewer shows run-specific adjustments beside the slip on wide screens and below it on smaller screens. Save and regenerate saves the adjustments, regenerates the payroll run and opens the updated payslip. Unsaved edits do not change the slip. Day adjustments accept dates separated by commas; dated adjustments use the salary in force on each date and reject dates outside employment or duplicate dates. Pay settings edits individual rates and standing items.
- Re-generate after input changes. Generation errors must be resolved, and the run must cover every eligible person before approval. New approvals and salary changes after generation require regeneration.
- A different authorized person selects Approve.
The payslip shows the eligible period, calculation method, divisor, day counts and salary segments. Payroll settings explains the methods.
Release before payment
Approval posts provident-fund contributions once; generation only previews them. Returning a run to review reverses its posted contributions and is blocked if a later withdrawal would become overdrawn.
After approval, select Release payslips within the saved preparation/release window. Employees can see and receive emailed payslips only after release. Internal previews remain available to authorized payroll staff during preparation.
Release deadlines that fall on non-working days move to the preceding working day. Month-end dates are clamped to the month's final day.
The payment window starts on the following month's 1st. The initial deadline is its seventh working day, excluding configured weekends and public holidays. Target payday is separately configured. Exporting the Bank transfer file does not transfer funds. Complete payment through your bank, then select Disburse to record completion. Only approved request items actually included on the payslips are settled.
Existing payroll after an upgrade
Previously approved and paid payslips remain accessible to employees after upgrading to explicit releases. An audit entry records this restoration; saved amounts and financial history remain unchanged. Previously approved runs can finish payment without regenerating their payslips. New payroll still follows the configured release window.
Existing requests retain their original recurring month, or their submission calendar month for on-demand requests. Legacy additions keep their non-taxable reimbursement treatment. New requests use the configured earning cycle and classification.
Revisions and corrections
Before disbursement, an approver may use Return to review with a mandatory reason. Previously released slips become superseded, their calculation evidence remains in audit history, and employee access is withdrawn until a revised release. Regenerate and approve again. Employees are notified when the new revision is released.
Former employees receiving only outstanding requests or salary arrears receive no new standing monthly allowances, deductions or company components when they were not employed during the earning period.
Disbursed runs remain immutable. Late request approvals retain their original Entitlement cycle and enter the next open Payment run as labelled Arrears. Approved backdated salary changes produce salary-difference previews without rewriting paid payslips. Negative salary corrections require explicit approval review before deduction.
Day-based adjustments require explicit dates. The system counts them and rejects duplicates, dates outside the earning period or employment, and unpaid working-day adjustments on unscheduled days. A failed adjustment load blocks saving until you close and reopen the panel. Payslip label (optional) is preserved when editing. Multiple advance deductions are combined into one Advance Pay line. Payslip detail shows reimbursements separately so the displayed subtotals reconcile to net pay.
Payslips within a run
The payslip table uses the same search width, result count, column headers and row-opening behavior as other payroll lists. It shows person, gross, deductions and net pay; narrow screens show person and net pay. Department is beneath the person’s name. Additions and reimbursements remain in the individual payslip detail view.
Each row has an open arrow. The payslip viewer groups Preview PDF, Download PDF, Email payslip and Pay settings above the document when permitted. Email is available after payslips are released. Adjustments are available only for draft or under-review, unlocked payslips to staff allowed to generate payroll. Pay settings affect future generation; save adjustments to regenerate the run after changing them. Selecting a row or its arrow opens the payslip. Checkboxes select payslips without opening them; bulk email/download controls stay above the search bar. Changing search clears the selection. Totals apply to the shown rows, and Clear filters recovers from an empty search.
Money column headings are centered; amounts and totals remain right-aligned.
Updates from payroll configuration
A confirmed save in Payroll settings automatically applies the edited fields to affected Draft and Under review runs from the selected month onward. Pay-rule changes recalculate existing payslips; note and format changes refresh the slip and PDF without changing amounts. If any recalculation fails, the configuration save and all run updates roll back together. Approved and disbursed runs keep their saved financial configuration and amounts. Their payslips and PDFs use the latest shared design, notes and display order. The run audit records the configuration change and payroll revision.
List and table controls
Search is kept in the page URL. Matching runs are paged, and loading failures offer Try again. Open a run for payslips and permitted payroll actions.