Employee Salary Setup
Employee Salary is where each person's pay record lives. It sets the employee's salary cycle, the Salary Group whose components apply to them, and whether they are included in payroll runs. Payroll runs read these records, so salary setup is the step that comes before generating payroll.
Who can use it
Users whose role grants access to the Payroll module and the Employee Salary section. Access is controlled per role in Settings → Roles & Permissions.
Prerequisites
- The Payroll module must be enabled for your company in Settings → Module Settings.
- The employee must already exist as an employee record (
/account/employees). - Salary Components and Salary Groups should be defined first in Settings → Payroll Settings — components carry a Name, a Type (Earnings or Deductions) and a Value Type (Fixed or Percentage), and their values can be defined separately for Monthly, Weekly, Bi-Weekly and Semi-Monthly cycles.
How to Access
Sidebar → HR → Payroll → Employee Salary — /account/employee-salary
The list shows every employee with their Employee Salary Cycle, Salary Group, Allow Payroll Generate status, Net Salary (Monthly) and an Action column. The payroll run itself lives at /account/payroll, and payroll-related expenses at /account/payroll-expenses.
Setting up an employee's salary
Step 1 — Open the employee's salary record
From the Employee Salary list, use the row's action to open or edit that employee's salary, or use Add Salary to record a new salary entry for them. The Add Salary action is how salary changes are recorded.
Step 2 — Set the salary cycle
Choose the employee's salary cycle: Monthly or Bi-Weekly. This is set per employee and is independent of the company-wide default, so different employees can sit on different cycles at the same time.
Step 3 — Assign a Salary Group
Assign the employee to a Salary Group. The group is the bundle of salary components (earnings and deductions) that applies to that employee. Groups are maintained on the Salary Groups tab of Settings → Payroll Settings.
Step 4 — Set "Allow Payroll Generate"
The Allow Payroll Generate toggle controls whether this employee is picked up when payroll is generated. Turn it off to exclude one individual from a payroll run while everyone else — including others in the same Salary Group — is still processed.
Step 5 — Save and check Net Salary
After saving, the employee's Net Salary (Monthly) is shown in the list and on their profile, which is the quickest way to confirm the setup produced the figure you expected.
Effect on other features
- Payroll runs (
/account/payroll) draw on these records. A run can be filtered by Department or Employee, can optionally include Expense Claims, add Timelogs to Salary and use Attendance data, and is run for a Monthly or Bi-Weekly salary cycle. - Salary Slips are generated from payroll runs and appear in the Salary Slips section of the Payroll module.
- Salary Groups and Components in Payroll Settings define what can be assigned here; changing a component's value affects every employee whose group uses it.
- Overtime is priced by the pay codes in Settings → Overtime Settings (Regular 1.0x, Holiday 2.0x, Day Off 1.75x), separately from the salary record.
Limitations
- Components are defined centrally, not per employee. You cannot create an ad-hoc component while editing one person's salary. Workaround: add the component in Settings → Payroll Settings → Salary Components (with its Type and Value Type), then assign the group that uses it.
- Salary cycle choices on the employee record are Monthly and Bi-Weekly. Other cadences are not selectable there. Workaround: Payroll Settings lets component values be defined for Monthly, Weekly, Bi-Weekly and Semi-Monthly, so set component values against the cycle you intend to pay and generate runs on that schedule.
- Excluding people is per employee, not per group. There is no group-level "skip this run" switch. Workaround: turn off Allow Payroll Generate for each affected employee before the run, then turn it back on afterwards.
Troubleshooting
An employee is missing from a payroll run. Check their Allow Payroll Generate toggle on the Employee Salary record, and confirm the run's salary cycle matches the cycle set on that employee — a Monthly run does not pick up an employee set to Bi-Weekly.
No Salary Group is available to assign. Groups have not been created yet. Create them on the Salary Groups tab in Settings → Payroll Settings.
Net Salary (Monthly) is not what you expected. Review the components in the assigned Salary Group: each has a Value Type of Fixed or Percentage, and values can differ per cycle, so a value entered against the wrong cycle will not apply to the run you are generating.
The Employee Salary page is not in the sidebar. Either the Payroll module is disabled in Settings → Module Settings, or your role does not include the payroll permission — check Settings → Roles & Permissions.