Overview:

The payroll module in the HRMS Portal provides HR administrators and finance teams with the tools to manage, view, and process employee payroll across two compensation structures: monthly-based and hourly-based. It also provides employees and administrators with access to a centralised payslip history for reviewing previously processed pay records.

The payroll module contains three sub-modules:

• Payslip History — A read-only record of all previously generated and paid payslips. Allows administrators to view and download individual payslips.
• Monthly Payroll — Manages and processes payroll for employees on a fixed monthly salary structure. Displays payroll status (Paid or Unpaid) and allows individual payslip generation and download.
• Hourly Payroll — Manages and processes payroll for employees compensated on an hourly rate basis. Displays the payslip period range, hourly rate, net payable, and payment status for each employee.

📜 Note: Payroll records are system-generated based on salary information configured in each employee's profile. Ensure that salary details, payslip type, currency, and deduction fields are correctly set in the Salary Info tab of the employee profile before processing payroll.

Prerequisites:

Before using the Payroll module, ensure the following are in place:

•The user must be logged in as a Super Admin or have access to the Payroll module.

•Employee salary information must be configured in the Salary Info tab of the employee profile, including Payslip Type (Monthly or Hourly), Currency, and Salary / Hourly Rate.

•Payment Method details must be configured in the employee's Salary Info tab for payslips to be processed correctly.

•Deduction fields (Income Tax, Benefits Deduction, Meal Deduction, Other Tax, Expense) and income fields (Bonus, Salary Dispute) should be set in the employee's salary profile prior to payroll processing.

Part 1: Payslip History

The Payslip History sub-module provides a centralised, read-only log of all payslips that have been generated and processed for employees. It allows HR administrators to locate, view, and download any previously issued payslip.

Section 1: Accessing Payslip History

Follow the steps below to navigate to the Payslip History sub-module.

•From the left sidebar, click on Payroll to expand the sub-menu.

•Three sub-items are displayed: Payslip History, Monthly Payroll, and Hourly Payroll.

•Click on Payslip History (highlighted in teal when active).

•The Payslip History listing page opens, displaying all previously processed payslips.

Section 2: Payslip History Listing Page

The Payslip History listing page displays all payslips that have been generated and issued across the organisation. Each row represents one processed payslip entry.

2.1. Listing Table Columns

2.2. Page Controls

•Items per page selector — Controls the number of payslip records displayed per page (default: 10).

•Search icon — Filter payslip records by employee name or other criteria.

•Refresh icon — Reload the listing to reflect the latest data.

💡 Tip: Use the Search icon to quickly locate a specific employee's payslip history by typing the employee's name. This is particularly useful when the payslip history contains a large number of entries across multiple pages.

Part 2: Monthly Payroll

The Monthly Payroll sub-module manages and displays payroll records for all employees who are on a fixed monthly salary payslip type. It provides a summary of total payroll counts and payment statuses and allows administrators to generate and download individual monthly payslips.

Section 3: Accessing Monthly Payroll

Follow the steps below to navigate to the Monthly Payroll sub-module.

•From the left sidebar, click on Payroll to expand the sub-menu.

•Click on Monthly Payroll (highlighted in purple when active).

•The Monthly Payroll listing page opens, displaying summary cards and the full payroll listing for the current period.

Section 4: Monthly Payroll Listing Page

The Monthly Payroll listing page displays three summary cards at the top, followed by a detailed listing table of all employees with monthly payslip records for the current payroll period.

4.1. Summary Cards

Three summary cards are displayed at the top of the Monthly Payroll page, providing an instant overview of the current payroll period's processing status:

4.2. Listing Table Columns

4.3. Filtering by Month

The Monthly Payroll listing defaults to displaying records for the current payroll period. To view payroll records for a different month, use the month filter:

•Click the Filter icon at the top right of the listing page.

•A Select Month input field appears. Enter the required month in YYYY-MM format (e.g., 2026-04 for April 2026).

•Click Search to apply the filter and reload the listing for the selected month.

•Click Reset to clear the month filter and return to the default period view.

📜 Note: The same month filter is available on the Hourly Payroll listing page and functions identically. Use the YYYY-MM format when entering the month value to ensure the filter is applied correctly.​

4.4. Processing a Monthly Payslip

For employees with an Unpaid payroll status, the payslip has not yet been generated for the current period. Follow the steps below to process an individual monthly payslip:

•Locate the employee with an Unpaid status in the Monthly Payroll listing.

•Click the Payroll Run icon in the Actions column for that employee.

•The system processes the payroll record using the salary, earnings, and deduction data configured in the employee's Salary Info profile.

•Once processed, the employee's status changes from Unpaid to Paid, and the Eye and Download action icons become available.

⚠️Important: Processing a payroll run for an individual employee is not reversible from within the Payroll module. Verify that the employee's Salary Info — including Basic Salary, currency, deductions, and payment method — is correctly configured before clicking the Payroll Run icon.

4.5. Viewing and Downloading a Monthly Payslip

For employees with a Paid status, the payslip can be viewed on-screen or downloaded as a PDF.

To view a payslip, click the Eye icon in the Actions column for a Paid employee. The Monthly Payslip detail view opens, displaying the following information:

Two action buttons are available at the top of the payslip detail view:

Part 3: Hourly Payroll

The Hourly Payroll sub-module manages and displays payroll records for employees who are compensated on an hourly rate basis. It follows the same structure as Monthly Payroll but is tailored to hourly payslip data, including payslip period ranges and hourly rate columns.

Section 5: Accessing Hourly Payroll

Follow the steps below to navigate to the Hourly Payroll sub-module.

•From the left sidebar, click on Payroll to expand the sub-menu.

•Click on Hourly Payroll (highlighted in purple when active).

•The Hourly Payroll listing page opens, displaying summary cards and the full payroll listing for the current period.

Section 6: Hourly Payroll Listing Page

The Hourly Payroll listing page mirrors the structure of the Monthly Payroll page, with three summary cards followed by a payroll listing table. The key difference is that Hourly Payroll records display a payslip date range (Payslip From and Payslip To) and an Hourly Rate column rather than a fixed Basic Salary.

6.1. Summary Cards

Three summary cards are displayed at the top of the Hourly Payroll page:

6.2. Listing Table Columns

6.3. Filtering and Processing Hourly Payroll

The Hourly Payroll listing supports the same month filter as Monthly Payroll. Click the Filter icon at the top right of the listing, enter the desired month in YYYY-MM format, and click Search to filter records by period.

Processing an Unpaid hourly payroll record follows the same workflow as Monthly Payroll: click the Payroll Run icon in the Actions column for the relevant employee. Once processed, the status updates to Paid and the Eye and Download icons become available.

⚠️ Important: For Hourly Payroll records, ensure that the employee's Hourly Rate is correctly configured in the Salary Info tab of their profile before processing. An incorrect hourly rate will directly affect the Net Payable calculation and cannot be corrected retroactively from the payroll module.

Summary:

The following table provides a complete step-by-step summary of all key workflows across the Payslip History, Monthly Payroll, and Hourly Payroll sub-modules: