Payroll is handled by payroll groups in Fedena. The payroll groups define the payroll structure of an employee based on the payroll categories added to the group. Sometimes a single payroll schedule may not fit the requirements of an institution. You can create different payroll groups, to group employees who have a common payroll structure, payment frequency, and LOP calculation method. Each payroll group created must be processed separately.
1. Click on module access icon > Administration > Human Resource > Payroll and Payslip Management as depicted in Fig 1.
2. Click on Payroll Groups option (as shown in Fig 2) to open the payroll groups page.
3. On the top right corner, click the Create payroll group button as shown in Fig 3.
4. Enter the following details in order to create the Payroll group:
- Enter payroll group name.
Select the payment frequency from the following options:
1. Daily – Pay every day.
2. Weekly – Pay every week on a specific day of the week. For example, every Friday.
3. Bi-weekly – Pay every two weeks on a specific day of the week. For example, every alternative Friday.
4. Semi-monthly – Pay every month, on two specific dates of the month. For example, the 15th and the last date of the month.
5. Monthly – Pay every month on a specific date of the month. For example, on the last date of the month.
- Enter the Payslip generation Date in order to generate payslip.
From the Add Payroll Categories table, click Add to assign the required payroll categories to the payroll group. The Added categories can then be moved to the Selected Payroll Categories table.
Note: When a payroll category is added, dependent categories are also added automatically. Similarly, when a category is removed, dependent categories are also removed.
Specify if loss of pay criteria (LOP) must be enabled or disabled for the payroll group. If Enable LOP deduction from an employee’s salary is selected, you must also select the LOP calculation method from the following options:
1. Numeric – Enter the amount that will be deducted when processing payroll.
2. Formula – Enter a formula to calculate the amount to be deducted. Use the category codes that are listed on the right to create a calculation rule.
3. Conditions with formula – Use the IF function along with specific operators to ask Fedena to test a condition and to return a value if the condition is met, and another value if the condition is not met (‘Default condition’). You can add as many IF conditions as you want.
- Click the Create payroll group button.