Payroll App

Sections

Getting Started

Features


In this section, we'll present an overview of the key features offered by the Payroll app, designed to enhance efficiency and accuracy in your organisation's payroll management processes. From managing comprehensive pay runs to maintaining detailed employee records, this app provides a robust toolkit to streamline your workflow. Below is a curated list of features presented for easy navigation and comprehension. Let's delve into these features to unlock the full potential of the Payroll app.

Features Description
Anomalies Reports This feature allows users to generate reports that identify and highlight unusual or unexpected data in payroll processing, such as discrepancies, errors, or outliers.
Bank SEPA File After completing a payroll, you can generate a SEPA file to easily pay your employees.
Bonus Management This feature allows users to manage and administer employee bonuses, including setting up bonus structures, calculating amounts, and integrating bonuses into the payroll process.
Fully Integrated with Timesheets and Time Off This feature allows seamless interaction between the payroll system, timesheets, and time-off management systems. It ensures that data from timesheets and time-off requests are automatically reflected in payroll calculations, reducing manual data entry and improving accuracy.
Integrated by Ross To seamlessly transfer data or synchronise processes between systems.
Manage Loans and Pensions This feature allows users to track, administer, and process employee loans and pension contributions, including setting up loan agreements, calculating repayments, and managing pension deductions.
Manual Input Facility This feature allows users to manually enter or adjust data, such as employee information, payroll details, or adjustments, directly into the system.
Multiple Salary Structures This feature allows the system to handle and manage different salary structures for various employee groups, departments, or job roles within the organisation. It enables flexibility in payroll management by accommodating various pay scales and compensation plans.
Paperless Payslips This feature allows employees to receive their payslips electronically rather than in paper form, streamlining the payroll process, reducing administrative overhead, and promoting environmental sustainability.
Paygroups and Payroll Batch The ability to define and manage different groups of employees based on criteria like job roles, departments, or locations for the purpose of applying specific payroll rules or processing payroll separately. The ability to process multiple payroll entries or transactions at once, which can include generating payslips, calculating salaries, and applying deductions in bulk.
Payroll Calendar and Pay Periods This feature allows you to plan your payroll for the year in advance, like payroll dates, pay dates, etc. This helps you set up reminders for relevant teams about payroll cut-off and on-time execution.
3rd Parties Payments Management This feature allows the system to manage payments to third parties, such as tax authorities, benefits providers, or other external entities, as part of the payroll process.
Visibility to Contract Amendments This feature allows users to view and manage changes made to employee contracts, such as amendments to terms, conditions, or other contractual details.

Accessing the Payroll Module


To access the Payroll module within Numla HR, begin by logging in with the credentials provided by your organisation. Once logged in, you'll find yourself on the main dashboard, which is the central hub for accessing various features and functionalities. To navigate to the “Payroll” module look for an app with an icon shown below, or you can just type “pay” on the screen to find it.

Accessing the payroll app in Numla HR

User Roles and Permissions


Role Access Level Details
Superusers Full Access Can access everything within the payroll module, including all features and all employee data.
Payroll Team Member Restricted Access Can access all the records, except a few configurations.


Setting Up the Payroll

Setting up the payroll involves configuring essential components to ensure accurate and efficient processing of employee compensation. Begin by defining the company’s pay structure, including salary components, paygroups, and payroll cycles. Next, set up the necessary tax and benefit deductions. Configure pay rates, bonuses, and allowances according to company policies.

Salary Structure and Rules


In the payroll system, salary structures and rules are designed to accommodate the diverse compensation needs of your organisation. Each employee's salary structure includes essential pay elements such as base pay, allowances, and bonuses. Configurable salary rules ensure precise calculations for various scenarios, including overtime, statutory sick pay, unpaid leaves, and unpaid sick leaves. These rules can be tailored to match the specific requirements of your company, ensuring compliance and accuracy in payroll processing. The flexibility in configuring these elements allows for a comprehensive and adaptive payroll system that meets the dynamic needs of your workforce.

Salary Structure Configuration

  • To access this go to Pay > Configuration > Salary Structures.
  • To add a new value click on “Create”, enter the name, reference, company name and “Save” it.
  • To add salary rules click on add a line.

Salary Rules Configuration

  • To create new salary rules, click on "Create" and fill in all the necessary information. Then, click "Save and Close."

Create new salary rules

  • To edit any existing value type just click on “Edit”, make the change, and “Save” it.

Edit salary structure

  • To delete any value, first select it using the available checkbox on the left. Then go to “Actions” and select “Delete”.

Export or delete salary structure

Payroll Calendar and Pay Periods


This includes the payroll calendar name, pay group, calendar period, holiday calendar, and the person or department responsible. It also specifies the notification period (days before), pay date basis, first payday, first pay period, and all pay periods. This ensures a comprehensive and customisable payroll schedule that accommodates various pay groups and periods, including holidays and advance notifications.

Payroll Calenders Configuration

  • Access the “Configuration” menu of the payroll app.
  • Look for an option labelled "Payroll Calendars" in the Configuration menu, and click on it.
  • Here, you can view, edit, or Create new payroll calendars.
  • To create a new calendar fill out the details, and “Save” it.

Saving the new payroll calendar

  • After saving, click on "Auto-fill Pay Calendar."

Auto-fill pay calendar

  • After clicking the auto-fill pay calendar pay period will be filled automatically.

Showing pay period

  • To approve the calendar click on “Approve”.

Approving payroll calendar

PRSI Classes and Rates


PRSI Classes and Rates allows you to set up and manage different classes and rates of PRSI. Within this, you can check details such as valid till date, PRSI class, sub-class, weekly pay band (from and up to), employee rate, and employer rate. This ensures the accurate application of PRSI contributions based on various employment criteria.

PRSI Classes and Rate configuration

  • To access this go to Pay > Configuration > PRSI Classes and Rate.
  • To add a new value click on “Create”, enter the details, and “Save” it.

Creating PRSI Classes and Rates

  • To edit any existing value type just click on that row, make the change, and “Save” it.

How to save PRSI Classes and Rates

  • To delete any value, first select it using the available checkbox on the left. Then go to “Actions” and select “Delete”.

Deleting PRSI Classes and Rates

Pay Groups


The Pay Group configuration organises employees for efficient payroll processing. It includes details such as the pay group, timesheet cutoff days, company, pay frequency, current payroll calendar, pay divisor, last and current paydays, number of employees, maximum days for time-off deductions, and the number of working days in the pay period.

Pay Group configuration

  • To access this go to Pay > Configuration > Pay Groups.
  • To add a new value click on “Create”, enter the name, and “Save” it.
  • To edit any existing value type just click on “Edit”, make the change, and “Save” it.

Saving the pay groups

  • To delete any pay group, first select it using the available checkbox on the left. Then go to “Actions” and select “Delete”.

Deleting pay group

Running Payroll

Let’s dive into the payroll app, to successfully run the payroll app, begin by ensuring all employee data is accurately updated, including personal details, tax information, and pay rates. Confirm that the payroll calendar and pay periods are correctly configured. The process involves collecting and verifying timesheets, ensuring all hours worked and leave taken are accurately recorded. After verifying these details, proceed to calculate the payroll, encompassing gross pay, deductions (such as taxes and benefits), and net pay. The final steps include generating payroll reports for review, processing the payroll, distributing payslips to employees, and making the necessary payments. Regular backups of payroll data and compliance with relevant laws and regulations are also crucial to maintaining accuracy and legal compliance.

Creating a New Pay Run


Go into the pay app, and click on “Create”.

Creating a new Pay Run

These are the minimal set of fields you must know in order to start creating a pay run in the system. All mandatory fields are highlighted with a bold underline. Start with completing them first, as you cannot save your record without filling them.

Mandatory fields

The mandatory fields are as follows:

  • Name
  • Pay-Run type
  • Pay Group

After filling up these fields, you can save your record and can come later to add more info like payslips and can generate payrun.

Generating Pre-Pay Run

To generate a pre-payrun go to the Pay app and open the payrunfor whom you want to generate.

Generating Pre-Pay Run

  • Click on “Pre-Run” and navigate to the Generate.

Generating Pre-Pay Run

After generating a pay-run you can:

  • Download input template
  • Add employees
  • Re-compute
  • Validate
  • Cancel pay-run

After generating pay run options

After generating the pre-pay run, click on "Validate" to forward the payroll for final validation, and then click "OK."

Confirming to forward payroll for the final validation

You can also :

  • Delete
  • Duplicate
  • Visit Reports
  • Set payrun to 1st Validation
  • Redo FPS
  • Regenerate PSR for Correction
  • View Manually Created Contracts
  • Reload Name

Click on “Action” and then choose the below-given options (depending on your case).

Additional payrun options

After the final validation, click on "Validate" to confirm the payroll.

Final validation confirm payroll

After the final validation, click on "Confirm Payroll" to confirm the payroll.

Confirm payroll

After confirming the payroll, you will be directed to the bank file.

Bank file

Now you can:

  • Email payslips
  • Separate SEPA file
  • Generate PSR
  • Close pay-run

Generating Payslips


It refers to the functionality that allows for the generation and distribution of payslips to employees.

Payslip 

After filling in all the information of the employee click on Fetch RPN from the employee record to copy the RPN from the employee’s profile then save it.

Fetch RPN from employee record

You can also check the work days and inputs of the employee.

Check work days

You can also check the salary computation.

Salary computation

You can also see the accounting information.


You can also see the employees' RPN.

View employees RPN

You can also check the employee's leave entries for refunds and deductions.

Check employee leave entries for refunds

Bonuses


They refer to the functionality that allows for the calculation, management, and distribution of bonus payments to employees. This aspect would involve setting up the rules and parameters for how bonuses are calculated and applied.

Creating bonuses

  • First, navigate to the “Pay App” and go under “Bonuses”.
  • To create new bonuses for employees click on create.
  • Here, you can input details such as the “description”, and salary input, and upload a list of employees to whom you want to give a bonus.
  • Once entered, “Save” the changes to create bonuses.

View selected employees

After selecting the employees, click on "Proceed" to go to bonus distribution.

Bonus distribution

After viewing the bonus distribution, click on "Approve" to approve the bonuses. After approving the bonuses, you can inform the employees by clicking on "Send Emails to Employees." Before sending the emails, you can review the email template and bonus details.

Approve bonuses and send emails to employees

You can check the email details by clicking on "Email Template." Here, you can edit the content and see what the annual bonus applies to.

Email template

You can also see and edit the email configuration, where you can add the email addresses for "From," "To," and "CC," as well as the author's signature.

Email configuration

You can also add language, outgoing mail server, and auto-delete options in the advanced settings.

Advanced settings

You can also enter the field, sub-model, sub-field, and default value in the dynamic placeholder generator.

Dynamic Placeholder Generator

You can check bonus details by clicking on bonus details.

Bonus details

After checking all the details you can send the email to the employees by clicking send emails to employees.

Send emails to employees

Reporting

Reports are very important to look through your data in a meaningful way and derive value from it. Here are the reports that are available in our system.

Payslip Analysis


The Payslip Report details individual payslips for employees, including earnings, deductions, and net pay. This report is crucial for verifying the accuracy of employee compensation and for providing employees with their detailed payslip information.

To access this report, navigate to Pay > Reporting > Payslip Analysis.

Payslip analysis

You can measure the following shown in the picture.

Payslip analysis measures

You can also print the following reports from Payrun by clicking on actions and navigating to reports.

Print reports from payrun

Leave Entries Pay Period Reports


In this report, you can generate a leave entries report by selecting the pay group.

To access this report, navigate to Pay > Reporting > Leave Entries Pay Period Reports.

Leave Entries Pay Period Reports

Anomalies Report


TThe Anomalies Report identifies discrepancies and missing data within the payroll system. It includes essential details such as Pay Group, Staff ID, Name, Joining Date, PPSN, IBAN, BIC, End Date, Leaving Date, and any Missing Information. This report helps in quickly pinpointing and addressing issues to ensure all payroll data is accurate and complete, facilitating effective payroll management and compliance.

To access this report, navigate to Pay > Reporting > Anomalies Reports.

Anomalies Report

Configuration

In this section, we can show them how the configurations can be updated to meet the changing needs of an organisation.

Parameter Table Configuration


  • First, navigate to the “Pay App” and go under “Configuration”.
  • From there, select Parameter Table Configuration.
  • Here, you can input details such as the Name, Code, Timecodes, and on-call/callout type.
  • Once entered, “Save” the changes.

Parameter Table Configuration

Parameter Table by Payscales


  • First, navigate to the Configuration, in the “Pay App”.
  • Then, we'll go to the Parameter table by payscales.
  • There, we'll press the create option, enter details such as payscale, name then “Save” the changes.

Parameter Table by payscales

BIKs Configuration


  • First, go to the Pay app, and navigate to Configuration followed by BIKs.
  • To create new BIKs, click on “Create” and enter the relevant information.
  • “Save” once you've made the necessary adjustments.

BIKs Configuration

Pension Schemes


  • First, navigate to the Configuration, in the “Pay App”.
  • Then, we'll go to the Pension Scheme.
  • There, we'll press the create option, enter details such as Name, Tracing Number, Type, Vendor, Employee Salary Rule and then add pension rates.
  • “Save” the changes.

Pension Schemes

Uploaded Allowance / Deductions


  • To Navigate to the Uploaded Allowance / Deductions.
  • Begin by accessing the "Employee App" and proceeding to the "Configurations" section. Within Configurations, select "Contract Category".
  • Click the "Create" option to initiate the creation process.
  • Here, input all required details as prompted, ensuring accuracy and completeness. After entering the necessary information, “Save” it.

Uploaded Allowance / Deductions

Holiday Calendars


  • Commence by accessing the “Pay App”, followed by navigating to the “Configurations” section.
  • From there, proceed to the Holiday Calendars configuration.
  • Next, select the “Create” option, where you'll be prompted to input the necessary details.
  • Once the details are filled in, remember to “Save” it.

Holiday Calendars

Payroll History


  • In the Pay app. First, navigate to “Configuration”, followed by the Payroll History.
  • There, you will create a “Payroll History” by entering details such as a description and uploading a file.
  • “Save” the changes, once entered.

Payroll History

Contribution Registers


  • First, navigate to the Configuration, in the “Pay App”.
  • Then, we'll go to the Contribution Registers.
  • There, we'll press the create option, enter details such as Name, Partner, and Company and then “Save” the changes.

Contribution Registers

NIC EE Classes and Rates


  • First, go to the Pay app, navigate to Configuration followed by NIC EE Classes and Rates.
  • To add a new value, click on “Create” and enter the relevant information.
  • “Save” once you've made the necessary adjustments.

NIC EE Classes and Rates

NIC ER Classes and Rates 


  • First, go to the Pay app, navigate to Configuration followed by NIC ER Classes and Rates.
  • To add a new value, click on “Create” and enter the relevant information.
  • “Save” once you've made the necessary adjustments.

NIC ER Classes and Rates

Contract Advantage Templates


  • First, navigate to the “Pay App” and go under “Configuration”.
  • From there, select Contract Advantage Templates.
  • Here, you can input details such as the Advantage Name, Code, Default Value, Lower bound and Upper Bound.
  • Once entered, “Save” the changes.

Contract Advantage Templates

Payslip Inputs


  • First, navigate to the Configuration, in the “Pay App”.
  • Then, we'll go to the Payslip Inputs.
  • There, we'll press the create option, and enter details such as Description, Code and Salary Rule.
  • Then “Save” the changes.

Payslip Inputs

FAQs

There’s an “Add Employee” option available at the First Validation stage, using it you can add any employee to an open pay-run.

You can access all the new joiners from the pay-run smart button “New Joiners”, it shows you all employees who are starting the first time with your company.

You can go to that payslip and “cancel” it, the cancelled payslips are not counted in reports, PSR or bank files.

Glossary

Term Description
PSR Payroll Submission Report
SEPA Single Euro Payments Area
RPN Real-time Pay Notification
NIC National Insurance Contribution

Version History

1.0

Prepared By

Palwasha Azher

Date Updated

26/07/2024