Running payroll

Schoolwati's payroll runs monthly. It calculates working days, leaves, prorated salary, deductions, and net pay — then needs admin approval before payslips publish.

One-time setup: salary structure

Each staff member has a salary structure — earnings (basic, HRA, allowances) and deductions (PF, professional tax, TDS).

1. Open the staff member's detail page.
2. Go to Salary Structure → Add.
3. Add earning components (basic, HRA, conveyance, special allowance).
4. Add deduction components (PF, PT, TDS).
5. Mark each as fixed or per-day so the system knows how to handle partial months.
6. Save.

The structure is versioned — every change creates a new version. Payroll uses whichever version was active on the run date.

Running the monthly payroll

1. From the menu: Finance → Payroll.
2. Click New Run and pick the month.
3. The system calculates:

- Working days that month (minus holidays). - Each staff member's actual days (minus their approved leaves). - Earnings prorated against the day ratio. - Deductions applied. - Net payable per employee.

1. Review the preview. Anomalies are highlighted (employees on leave the whole month, zero pay).
2. Click Submit for Approval.
3. An admin reviews and Approves — payslips are generated and emailed.

Marking payslips as paid

Once you've actually transferred salaries (NEFT batch, cheque, cash), click Mark Paid on each payslip. This closes the month for that payslip.

Bonuses, overtime, one-off adjustments

During the run review, you can add a row-level adjustment (bonus, overtime, reimbursement) without changing the underlying salary structure. The adjustment shows on the payslip with its own line.

Reports + statutory exports

• Reports → Payroll Summary — monthly payouts by department.
• Reports → PF / TDS — statutory breakdowns for monthly filing.

Related articles

• The staff detail page
• Leave policies for staff
• Report: Payroll monthly summary