Run payroll

A payroll is one month’s pay sheet: every active member of staff with their base salary, the deductions and allowances that apply to them, and their net pay. This page shows how to set up the rules, build the sheet and take it through approval.

Creating a payroll needs Add Payroll, which Finance & Accounts officers have. HR, the executive offices and Audit can view payrolls. Open Payroll from the Finance part of the menu.

The Payroll module is a basic monthly sheet. It is not yet connected to IPPIS or to the hospital’s salary structure (grade levels and steps). Base salaries come from each person’s record and can be changed on the sheet. Check the figures before you rely on them.

The Payroll page. On a new installation there are no payrolls yet.
  1. Create button. Changes with the tab: Create payroll, Create deduction or Create allowance.
  2. Tabs. Payrolls (monthly sheets), Deductions and Allowances (the rules), and Tracking (the history of which deductions and allowances were applied to whom).

1. Set up deductions and allowances

Do this once, and again whenever a rule changes. Each rule is either a fixed amount or a percentage of base salary.

  1. Open the Deductions (or Allowances) tab and select Create deduction (or Create allowance).
  2. Enter a Title and, if useful, a Description.
  3. Enter either a Fixed Amount (₦) or a Percentage (%) of base salary.
  4. Choose who it applies to. Tick Apply to all users (Global), or leave it unticked and pick Assigned Users and/or Assigned User Groups.
  5. Choose how long it lasts. Tick Always active (no expiration), or leave it unticked and give a Start Date and End Date.
  6. Select Create Deduction (or Create Allowance).
Creating a deduction rule.
  1. Title. What appears on the pay sheet, e.g. Cooperative contribution.
  2. Fixed Amount (₦). The same amount for everyone it applies to.
  3. Percentage (%). A share of each person’s base salary.
  4. Global. Applies to all staff.
  5. Always active. Untick to limit the rule to a date range.

2. Create the month’s payroll

  1. On the Payrolls tab, select Create payroll.
  2. Choose the Month and Year under Payroll Period.
  3. Check the Payroll Sheet. It lists every active member of staff. For each person the active deductions and allowances are applied automatically and their Net Pay is worked out. The totals at the top show Total Base Salary, Total Allowances, Total Deductions and Total Net Pay.
  4. Correct any base salary by typing in the Base Salary column. Deductions, allowances and net pay are recalculated.
  5. Select Save Payroll.
Creating a payroll: the period, the totals and the sheet. On the test system nobody has a salary on their record yet, so every amount is ₦0.00.
  1. Payroll Period. Month and year.
  2. Totals. For the whole sheet.
  3. Base Salary. Editable for each person.
  4. Save Payroll. Saves the sheet and starts its approvals.

3. Take it through approval

When you save, the suite asks for approval from:

  1. the head of each unit that has staff on the sheet (User Group Head);
  2. one administrative head (Admin Head);
  3. one accountant (Accountant).

Each approver opens the payroll, reads it, adds Comments (optional) and selects Approve or Reject in the Approvals card. A rejection at any level sets the whole payroll to Rejected. When everyone has approved it becomes Approved.

These payroll approvers are picked by the suite from people’s roles, not from the hospital’s approval routes. Before relying on it, check on the payroll’s page that the right people are listed. An approver whose role includes Add approvers (heads of department have it) can bring in another person with Add approver on their own line.

4. Pay it

To record the salary payment, raise a voucher with Source Type Payroll and choose the payroll; see A payment that does not come from a request.

Correct or delete a payroll

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