Staff and payroll

Pay staff is the money. Everything else about the people who work for you — their files, leave, rosters and attendance — is in People. Pay staff carries the same tab strip as People, so Pay is one tab among them and every People page is one click away.

Pay staff

Pay staff opens on what payday needs: this month's payroll, how many people are owed now, what is waiting for approval, and what has not been paid yet.

Who is on the payroll

Everybody you pay a wage or salary, sorted with whoever is owed first. Each row shows what they take home, how often they are paid, their pay day, and when they were last paid.

Add somebody takes their name, what they do, their phone, their pay, how often, and how they are paid. Casual labour you pay once is an ordinary expense, not payroll.

Running it

Run payroll creates a run: name it, choose the month it pays for and the pay day, and take out anybody you are not paying this time — everybody active is in it to start with. With a big payroll, Find somebody narrows the list, and Everyone / Nobody tick or clear it all. The dialog adds up what it will come to before tax as you change who is in.

Open a run to see each person's gross and take home; click a person for their payslip line by line — basic pay, allowances, gross, PAYE, NSSF, Local Service Tax, other deductions, take home, and what you pay on top.

Then, depending on how your business is set up:

• If the owner must approve, the run waits as waiting for approval. Approve releases it; Send back returns it with a note saying what is wrong. Nobody is paid until it is approved.
• Pay it records the money leaving: choose the account it comes out of, and the run is paid. If that account holds less than the run comes to, the page says so before you do it — you can still go ahead.

Payslips downloads the run as a file to send or print. Staff with the employee app see their own payslips there.

Tax, NSSF and Local Service Tax

Settings (at the top) sets how every run works out deductions. Use Uganda's rules switches on:

• PAYE in Uganda's monthly bands — nil up to 235,000; 10% of the part from 235,000 to 335,000; 10,000 plus 20% of the part from 335,000 to 410,000; 25,000 plus 30% above 410,000; and a further 10% on anything above 10,000,000.
• NSSF — 5% from the employee and 10% from you. Your 10% is shown on each payslip as what you pay on top.
• Local Service Tax — the year's amount for the person's pay band, taken in four equal parts in July, August, September and October, and not in other months.

These apply to pay in Uganda shillings. Anybody paid in another currency stays on the flat rates — one percentage of gross for PAYE and pension, and a fixed LST if you set one.

Settings also hold how a day's pay is worked out for unpaid days (the month divided by 30, unless you change it) and whether the owner approves each run. Runs already made keep their figures.

Overtime, bonuses and days not paid

Overtime & extras on a person sets the month's overtime, bonus, unpaid days and any other deduction (a lost radio, say). The next run for that month includes them. Overtime and absences from Attendance are added on their own — enter only what the clock does not know.

Advances and loans

Advance or loan records money given to somebody and how much each run takes back. The form shows how many runs it will take. Every run deducts the instalment until the balance is paid; Advances and loans being paid back lists what is outstanding, with Pause (a hard month), Resume and Close.

What you have paid lists every run that is done.

Payroll is an expense like any other

Paying a run writes the money out of the account you chose and into your books, so it shows in your profit and loss and your balances without you recording anything twice.

Staff, Team and People

Staff is the people you employ. Team is who can get into your SBB books — an accountant, a business partner, a manager — which is a different list and lives in Collaboration.