Payroll
Set pay terms, run payroll for a month, generate payslips, and handle salary advances.
Payroll turns staff employment and pay components into monthly payslips. You manage salaries, create a run for a month, preview and generate slips, then lock, pay, and close the run.
Who this is for
Administrators who prepare and pay staff salaries.
Open payroll
Go to HR → Payroll. The workspace has four tabs, plus Setup in the header:
| Tab / place | Use it to… |
|---|---|
| Staff Salaries | Open Manage Salary for each staff member — employment periods and recurring components. |
| Payroll Runs | Create a run for a month, then open it to preview, generate, lock, pay, and close. |
| Payslips | Review individual payslips and move them Draft → Approved → Paid. |
| Advances | Grant salary advances and cancel ones that should stop. |
| Setup (header) | School payroll settings and the salary component catalog. |
Before you run payroll
- Staff exist under HR → Staff.
- Each person to be paid has an employment period covering the month, with pay terms set. See Employment periods.
- Optionally, recurring components are attached to the active period.
- Payroll Setup is configured (pay cycle / settings and salary components).
If nobody is employed for that month, the run preview shows that no staff can be paid.
Create and complete a run
Create the run
On Payroll Runs, create a run for the period (month). You can add an optional label. The run starts as Open.
Preview and generate
Open the run and use Preview & generate. Select the staff who are ready (flags such as Ready or Needs hours appear when something must be completed first), then Generate selected.
Approve, lock, and pay
While the run is Open you can approve payslips, Lock the run, and Pay all. Paying asks for a payment date, method, and optional reference, and pays every approved payslip in the run.
Close
After the run is Paid, use Close run to finalise it. A run can also be Cancelled before payment is finalised.
Run statuses
| Status | Meaning |
|---|---|
| Open | Working run — preview, generate, approve, lock, or pay. |
| Locked | Frozen for edits; you can still pay. |
| Paid | Payslips in the run have been marked paid. |
| Closed | Finalised. |
| Cancelled | Abandoned before payment was finalised. |
Individual payslips
The Payslips tab lists slips across runs. A slip moves Draft → Approved → Paid (or Cancelled). You can work a single slip outside the batch buttons when you need to.
Advances
On Advances, grant an advance with a total amount, installment, granted-on date, payment method, and optional notes. Active advances can be cancelled so future installments stop.
Setup
Open Setup from the payroll header:
- Payroll Settings — how the pay period is anchored and related school rules.
- Salary Components — the catalog of earning and deduction components you can attach to employment periods.