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HR and Payroll

HR and Payroll covers the employee lifecycle from job opening to final salary slip: hiring, onboarding, attendance, leave, expense claims, monthly payroll, appraisals and separation. HR staff and payroll officers work in the desk; employees mostly raise applications and claims. Find the People workspace at /app/people and Payroll at /app/payroll. Leave, attendance, expenses and recruitment each have their own workspace too. Depending on configuration, employees can also use a mobile-friendly self-service interface at /hrms to check in, apply for leave and submit expense claims.

Key concepts​

  • Employee — the master record: personal details, department, designation, branch, reporting manager, joining date and the linked User for logging in.
  • Department, Designation, Branch, Employee Grade — organisational structure used for approvals and salary defaults.
  • Holiday List and Shift Type — which days and hours count as working time.
  • Attendance and Employee Checkin — daily presence. Check-ins from a biometric device or the mobile interface can be rolled up into attendance automatically.
  • Leave Type, Leave Policy, Leave Allocation, Leave Application — the leave balance and the requests against it.
  • Expense Claim — out-of-pocket spending, approved and then paid or added to salary.
  • Salary Component, Salary Structure, Salary Structure Assignment — the pay formula and who it applies to.
  • Payroll Entry and Salary Slip — the monthly run and the per-employee result, posted to Accounting with a Journal Entry.
  • Appraisal Cycle and Appraisal — periodic performance reviews with goals and ratings.
  • Job Opening, Job Applicant, Job Offer, Employee Onboarding — recruitment.

Typical flow​

Job Opening ─▶ Job Applicant ─▶ Job Offer ─▶ Employee ─▶ Onboarding
                                                │
                  Attendance, Leave, Expense Claims, Timesheets
                                                │
Salary Structure Assignment ─▶ Payroll Entry ─▶ Salary Slips ─▶ Journal Entry ─▶ bank payment

Common tasks​

Add an employee​

  1. Go to /app/employee and click Add Employee. Enter name, gender, date of birth, date of joining, company and department.
  2. Set the Holiday List and, if you track hours, the default Shift.
  3. Under User Details, link or create a User so the employee can log in. Save.

Apply for and approve leave​

  1. HR first creates a Leave Allocation per employee and leave type for the period, or uses a Leave Policy Assignment to do it in bulk.
  2. The employee goes to /app/leave-application, clicks Add Leave Application, picks the leave type and dates, and saves. The available balance shows on the form.
  3. The Leave Approver (set on the employee or department) opens the application, sets the status to Approved and Submits. Attendance for those days is marked as on leave.

Run monthly payroll​

  1. Make sure each employee has a submitted Salary Structure Assignment.
  2. Go to /app/payroll-entry and click Add Payroll Entry. Set company, the pay period's start and end dates and the payable account, then click Get Employees.
  3. Submit, then click Create Salary Slips. Review the draft slips, then Submit Salary Slips.
  4. Click Make Bank Entry to post the journal entry for net pay. Slips can be emailed to employees.

Submit an expense claim​

  1. Go to /app/expense-claim and click Add Expense Claim. Add rows with expense type, date and amount; attach receipts.
  2. Set the Expense Approver and save. The approver sets the status to Approved and Submits.
  3. Pay it with a Payment Entry, or include it in the next salary slip.

Setup checklist​

  1. Company holiday list and shift types.
  2. Departments, designations and employee grades.
  3. Leave types, a leave policy and the current period's allocations.
  4. Salary components (earnings and deductions), including statutory deductions, and a salary structure per grade.
  5. Payroll payable account and default bank account in Payroll Settings.
  6. Leave and expense approvers on departments or employees.
  • Projects — timesheets that feed salary slips.
  • Accounting — where payroll and expense claims post.
  • LMS — staff training and certification.