Set salaries and pay items

Pay in ShuleOS is built from a basic salary plus pay items: allowances that add to pay, and deductions that come off it. The rates from Payroll settings then work out NSSF and PAYE. Only people with a basic salary are included in payroll.

Pay items

Payroll → Pay Items is the list of allowances and deductions your school uses.

Each row shows the Name, Type, Usual value, whether PAYE and NSSF are worked out on it, whether it is Active, and how many Employees have it. Examples: Transport allowance, Housing allowance, Responsibility allowance, Teachers' union dues and Staff loan repayment. Filter by Type.

1. Click New pay item.

   

2. Fill in the window:

3. Click Create. Make inactive retires an item. Import pay items loads many from a file.

Creating an item does not give it to anyone. Attach it to people as described below.

Set a basic salary

Payroll → Salaries lists every active employee with what they would be paid.

The columns are Basic, Allowances, Gross, NSSF, PAYE, Other deductions and Net pay. A person without a salary shows "No salary". Filter by Category, or switch on No salary set to see who is missing. At the top choose the month to preview, with four totals for it: Employees paid, Gross pay, Net pay and Cost to school.

1. Click Set salary on the person's row.

   

2. Enter the Basic salary (per month) and From, the first day it applies. Pay for earlier months keeps the earlier salary.

3. Click Submit. You see "Salary saved".

To raise someone's pay, set a new salary with a later From date. The old one is kept in their history.

You can also set a salary from the employee's own page, on the Salary tab.

Import salaries

Click Import salaries on the Salaries page. The file has one row per employee: the employee number, the basic salary per month, the date it starts (blank means the first of this month) and an optional note. You see a preview before anything is saved, and a salary that is the same as the current one is left alone.

Give pay items to a person

1. Open the person (HR → Employees) and open their Pay items tab.

2. Click Add pay item.

   

3. Choose the Pay item. Leave the amount empty to use the usual value, or type an Amount for this person. Optionally set From and Until dates. A loan repayment, for example, can run from March to August.

4. Click Create.

Many people at once? Use Import pay items on the Salaries or Pay Items page.

Check the numbers

The Salaries page is a preview of the payroll: it uses the same calculation as a real payroll, including unpaid leave and, if your school switched them on, absence and lateness reductions. Use it to spot mistakes before you prepare the month's payroll. Print makes a salary sheet, Export downloads it, and Payroll settings opens the rates.

If something goes wrong