Payroll Summary#

Stale Salary Indicator (legacy data only)#

Attendance can no longer change after payroll processing starts for a cut-off — see Timekeeping Freeze. This means a newly processed cutoff's salary can never go stale. The indicator below can still appear on older cut-offs that were computed before the freeze took effect.

If an employee's attendance was edited (in timekeeping) after their salary had already been computed for this cutoff, a warning icon appears next to their name in the Employee Name column. Hover over the icon to see why the salary went stale, for example "Leave approved (Jul 3)", "Attendance edited", "Holiday change", or "Overtime filing approved".

Above the table, a summary line reads "N employee(s) changed since their salary was computed". Click Show only affected to filter the table down to just the drifted employees (click Show all to remove the filter). Whether or not the filter is on, employees with a stale salary always sort to the top of the table.

Click Re-Compute to refresh the figures for every employee in the cutoff; once the recompute finishes, the indicator and summary clear. See Submitting or publishing with unresolved employees for what happens if you advance the cutoff while employees are still affected.

Submitting or publishing with unresolved employees#

Clicking Submit for Approval, Approve, or Publish no longer fails outright when some employees have unresolved salary. Instead, a "Proceed with submission?" dialog opens, listing the employees involved in two groups:

• Not yet computed — employees whose salary hasn't been computed for this cutoff (or whose computation failed)
• Attendance changed since computed — employees whose attendance was edited after their salary was already computed (the same employees the Stale Salary Indicator flags; only possible on older, pre-freeze cut-offs)

To fix the data first, close the dialog and click Re-Compute. To proceed anyway, tick "I understand the salary figures may be out of date — proceed anyway", then click Submit (or Publish, when publishing). Proceeding is recorded as an override — the cutoff still advances to the next stage with the listed employees' salary left as-is.

Re-Compute#

Available at the For Review stage. Recomputes the salary for every employee in the cutoff. A confirmation dialog warns that this may take a while depending on the number of employees. While it runs, the table is replaced with a Computing Salaries message; the figures refresh automatically when it finishes.

When the recompute completes, a "Salary recomputation complete" result dialog appears showing:

• How many employees were computed successfully.
• How many employees failed (could not be computed).

If any employees failed, the dialog lists each affected employee by name with the specific error reason — for example, a stray attendance punch or an invalid schedule. A hint reminds you to fix the flagged data and recompute again. Failed employees are left uncomputed and are not included in the payroll figures until the underlying issue is resolved. Click Done to close the dialog.

Submit for Approval#

Available at the For Review stage. Moves the cutoff forward to For Approval.

Before submitting, the system checks for unapproved filings (Overtime, Certificate of Attendance, Official Business, Leave, Schedule Adjustment, and Rest Day Work) that overlap the cutoff's dates:

• If there are none, a simple confirmation message appears — click Submit to proceed.
• If there are unapproved filings, a warning lists how many employees and filings are affected and shows them by type and by employee. Those filings will not be included in this payroll. You must tick the "I understand these filings will not be included in this payroll. Proceed anyway." checkbox before the Submit button becomes available.

Once you submit, the cutoff's attendance is frozen (see Timekeeping Freeze). If one of those unapproved filings (Overtime, Leave, Certificate of Attendance, Official Business, or Rest Day Work) is approved afterward, the approval still succeeds — it just doesn't change this cutoff. Instead its pay is carried into the employee's next open cutoff as a Carry-over line (see Salary Detail).

If any employees are uncomputed or have stale attendance, a confirmation dialog opens instead of an outright block, letting you recompute first or proceed anyway.

Approve#

Available at the For Approval stage. Moves the cutoff forward to Approved.

If any employees are uncomputed or have stale attendance, a confirmation dialog opens instead of an outright block, letting you recompute first or proceed anyway.

Publish#

Available at the Approved stage. Publishes (posts) the payroll. A confirmation dialog warns that once published, it cannot be modified. After publishing, the cutoff moves to Posted.

If any employees are uncomputed or have stale attendance, a confirmation dialog opens instead of an outright block, letting you recompute first or proceed anyway.

Returning a cutoff#

You can send a cutoff back to an earlier stage when something needs fixing:

• Return to Timekeeping (from For Review) — sends the cutoff back to timekeeping so employees' time records can be edited. After confirming, you are taken to the Time Keeping page for that cutoff.
• Return to Review (from For Approval or Approved) — sends the cutoff back to the For Review stage; it will need to be resubmitted for approval.
• Return / Resubmit (from Rejected) — a rejected cutoff can be sent back further with Return, or pushed forward again with Resubmit.

Returning to Timekeeping and carry-overs: if this cutoff had produced any Carry-over pay on a later cutoff (from a filing that was approved after this cutoff locked), returning it to Timekeeping cancels exactly those carry-overs — the filings then apply normally once this cutoff is reprocessed. This is blocked if a carry-over has already been paid out on a posted cutoff; that later cutoff must be un-posted (Cancel Posted) first.

Posted Payroll — Frozen Roster and Totals#

Once a cutoff is posted, its list of employees, their assignment to the active or on-hold section, and all salary figures are locked at the moment of posting. Any changes made to employee records after posting — separations (even with a back-dated effectivity), deactivations, or rehires — do not affect what a posted payroll displays, what it exports, or what bank files it generates.

This applies to:

• Who appears in the active employees table
• Who appears in the Separated Employees (On Hold) table
• All column totals and the totals row
• Exported files (CSV, Excel, Excel Detailed)
• Bank files generated from this cutoff

To correct a posted payroll you must first return it to pending using Cancel Posted (see below), which unfreezes the roster. Re-posting after the correction re-freezes the roster at the new moment of posting.

Cancel Posted#

Available only at the Posted stage. Reverses a published payroll and returns it to For Review. Because this permanently deletes the payroll's government contributions, tax records, allowance and deduction history, and loan payments, it requires a one-time passcode (OTP) for verification before it will proceed. This cannot be undone.

After cancellation the cutoff is editable again (salary recomputation, employee record corrections), and re-posting will capture the then-current roster.

Bank File Writers#

Opens the Bank File Writers dialog for generating bank payment files for the cutoff. The dialog uses the same branch, contract type, department, and search filters currently applied to the table.

If any employee in the cutoff has a stale salary (attendance changed after their salary was computed — see Stale Salary Indicator), a warning banner appears at the top of the dialog: "Payroll figures may be outdated — N employee(s) have attendance changes since their salary was last computed." This is informational only — it does not block the export. The bank file is generated using the computed amounts as-is; recompute payroll first if you want the latest attendance reflected in the disbursement file.

If an export fails, the error message describes the specific reason (for example, a validation problem with the export) rather than a generic failure notice.

Searching and filtering#

Above the table you can narrow down the list:

• Branch — filter to one or more branches (defaults to All Branches)
• Contract Type — filter by contract type (defaults to All Contract Types)
• Department — filter by department (defaults to All Departments)
• Search — type to find an employee by name

When any filter is active a Clear All option appears. The totals row recalculates to match whatever is currently filtered.

Fullscreen view and load errors#

The table's toolbar (top right, next to Search) has a Fullscreen button that expands the table to fill the whole screen — useful when you want to see every column at once. Click it again (or press Esc) to return to normal view; F11 toggles it too. Fullscreen remembers your choice for this table for as long as you stay on the same browser tab, so if you click into an employee's Salary Detail and then click Back, the table reopens exactly how you left it. It resets to normal view once you exit fullscreen, and a new browser tab always starts in normal view.

If the table fails to load — for example a network or server problem — it shows a Couldn't load data message with a Retry button instead of looking empty. Click Retry to try loading it again. This applies to both the main employee table and the Separated Employees (On Hold) table below.

Separated Employees (On Hold)#

If any employees were separated during the cutoff period, a second table titled Separated Employees (On Hold) appears below the main table. Their salaries are computed, but their release is held. This section is hidden when there are no separated employees.

For a posted cutoff, this split is frozen at the time of posting. Separations filed after the cutoff was posted — even ones back-dated into the cutoff period — do not move anyone between the active and on-hold tables. See Posted Payroll — Frozen Roster and Totals for details.

Review and submit a cutoff for approval#

1. Open the cutoff from the Payroll Center (it opens at the For Review stage)
2. Review the employees' computed salaries and the totals row
3. If anything looks wrong, click Re-Compute and confirm, then re-check the figures
4. If the "N employee(s) changed since their salary was computed" summary is showing, click Re-Compute first to bring every employee's salary in line with their current attendance — click Show only affected to review just those employees first, if you like
5. Click Submit for Approval
6. If the warning lists unapproved filings, decide whether to fix them first; otherwise tick Proceed anyway
7. Click Submit
8. If a "Proceed with submission?" dialog appears (some employees are uncomputed or stale), either close it and Re-Compute to fix the data, or tick the acknowledgement checkbox and click Submit again to proceed anyway

Approve a payroll#

1. Open a cutoff sitting at the For Approval stage
2. Review the figures
3. Click Approve
4. If a "Proceed with submission?" dialog appears (some employees are uncomputed or stale), either close it and Re-Compute to fix the data, or tick the acknowledgement checkbox and click Submit again to proceed anyway

Publish (post) a payroll#

1. Open a cutoff sitting at the Approved stage
2. Do a final review of the figures
3. Click Publish and confirm
4. If a "Proceed with submission?" dialog appears (some employees are uncomputed or stale), either close it and Re-Compute to fix the data, or tick the acknowledgement checkbox and click Publish again to proceed anyway

Once published, the payroll cannot be modified.

Send a cutoff back to fix something#

• From For Review: click Return to Timekeeping to let time records be edited again
• From For Approval or Approved: click Return to Review to put it back for review (it will need to be resubmitted)

Reverse a published payroll#

1. Open the posted cutoff
2. Click Cancel Posted
3. Complete the OTP verification

This permanently deletes the payroll's contributions, tax, allowance/deduction history, and loan payments, and cannot be undone.

Export the payroll figures#

1. Apply any filters you want (branch, contract type, department, search)
2. Click Export
3. Choose CSV, Excel, or Excel (Detailed)