Running Payroll
Purpose: A payroll run turns your stored employee salary records into generated payroll entries for a chosen period. Before generating, you pick the scope (department and/or specific employees), decide which extra data to fold in (expense claims, timelogs, attendance), and choose the salary cycle. The result is a payroll list showing each employee's net salary and status, plus downloadable salary slips.
Who can use it
Users whose role grants access to the Payroll module. Permissions are scoped: a user granted only the Own salary-slip permission sees the Payroll module containing just their own salary slips, not the company-wide run.
Prerequisites
- Each employee to be paid needs a salary record under Employee Salary (
/account/employee-salary), including their salary group and salary cycle. - The employee's Allow Payroll Generate toggle must be on. Turning it off excludes that individual from runs even when the rest of their group is included.
- If you plan to include attendance or timelog data, make sure those records for the period are complete first.
- If you plan to include overtime, approve the relevant requests in Overtime Requests (
/account/overtime-requests) beforehand.
How to Access
Navigation: Sidebar → HR → Payroll (/account/payroll).
Related paths you will use alongside it:
- Employee Salary —
/account/employee-salary - Payroll Expenses —
/account/payroll-expenses - Overtime Requests —
/account/overtime-requests
How to Use
Step 1: Set the generation filters
Choose the scope of the run:
| Filter | What it does |
|---|---|
| Department | Limits the run to employees in the selected department. |
| Employee | Limits the run to specific named employees. |
Leaving the scope broad generates for everyone eligible; narrowing it lets you run a department or a handful of people at a time.
Step 2: Set the inclusion toggles
Three toggles decide what data is folded into the calculation:
| Toggle | Effect when enabled |
|---|---|
| Include Expense Claims | Employee expense claims are included in the payroll amounts. |
| Add Timelogs to Salary | Logged time is added into the salary calculation. |
| Use Attendance | Attendance records for the period are used in the calculation. |
Enable only the ones your pay policy actually uses — each one changes the resulting net salary.
Step 3: Choose the salary cycle
The salary cycle options are Monthly and Bi-Weekly.
Cycle is also set per employee on their Employee Salary record, independent of the company-wide default — so different employees can sit on different cycles.
Step 4: Generate and review
Generate the payroll, then review the resulting list. The payroll list shows:
| Column | Meaning |
|---|---|
| Name | The employee. |
| Net Salary | The net amount for the period. |
| CTC | Cost to company. |
| Duration | The period the entry covers. |
| Paid On | The payment date recorded against the entry. |
| Status | The current state of the entry. |
Spot-check a few rows — especially anyone with a recent salary change or a different cycle — before treating the run as final.
Step 5: Salary slips
Generated slips live in the separate Salary Slips section, where they can be viewed and downloaded.
Overtime in payroll
Overtime is priced through pay codes. The defaults are Regular 1.0x, Holiday 2.0x, and Day Off 1.75x. Custom pay codes can be added in Overtime Settings, so if your policy uses a different multiplier you define it there rather than editing individual payroll rows.
Effect on other features
- Payroll Expenses (
/account/payroll-expenses) is the companion section for payroll-related expense records. - Employee Salary records are the input to every run — changing a salary record, salary group, or cycle changes what future runs produce.
- Salary Slips become available for download once generated, and users with the Own permission can retrieve their own slips themselves rather than requesting them from HR.
Limitations
- Only two salary cycles are offered — Monthly and Bi-Weekly. Workaround: for teams paid on a different rhythm, use the Department and Employee filters to generate separate, narrower runs on the dates you need.
- Attendance, timelog and expense-claim data are pulled at generation time. Workaround: finalize attendance, timelogs, expense claims and overtime approvals before you generate, so you don't have to reconcile afterwards.
- An employee with no salary record, or with Allow Payroll Generate off, is not paid by the run. Workaround: check the Employee Salary list for missing records and toggle states before each cycle.
Troubleshooting
An employee is missing from the run
Likely cause: they have no Employee Salary record, their Allow Payroll Generate toggle is off, or your Department/Employee filter excluded them.
Fix: open /account/employee-salary, confirm the employee has a salary record and the toggle is on, then re-check your filters and generate again.
Overtime is priced at the wrong rate
Likely cause: the overtime is mapped to a different pay code than you expect (Regular 1.0x, Holiday 2.0x, Day Off 1.75x).
Fix: review the pay code on the overtime request, and if your policy needs a rate the defaults don't cover, add a custom pay code in Overtime Settings.
Expense claims or logged time are not reflected
Likely cause: the Include Expense Claims or Add Timelogs to Salary toggle was off when the payroll was generated.
Fix: confirm the underlying records exist for the period, then generate with the relevant toggle enabled.
An employee is on the wrong cycle
Likely cause: salary cycle is set per employee and can differ from the company-wide default.
Fix: open that employee's record in /account/employee-salary and set the cycle there.