Create Payslip
What is Payslip Creation?
Payslip creation in Gangmates allows you to generate detailed payment records for employees based on their salary structure, deductions, allowances, and reimbursements. The system ensures accurate calculations for Net Pay, which is then used to process payments when initiated. This feature supports both Single and Bulk workflows.
Key Features
Single Payslip Creation:
Create customized payslips for individual employees with flexibility for adjustments.
Bulk Payslip Creation:
Automate payslip generation for multiple employees based on predefined settings.
Payroll Settings:
Configure contributions, deductions, and eligibility criteria for bulk payslip generation.
Pre-Requisites
User Bank Information:
Ensure all employees have their bank details (account number, bank name) set in their profiles.
Contributions and Deductions:
Configure mandatory contributions (e.g., pension, tax) and optional deductions in Payroll Settings.
Learn how to configure payroll settings.
Bulk Settings (for Bulk Payslips):
Define eligible user types and payment frequency for bulk payroll processing:
Go to Finance -> Payroll -> Payroll Settings -> Bulk Settings.
Select eligible user types and set payment frequency.
Use Cases for Payslip Creation
Single Payslip Creation:
Ideal for creating payslips with adjustments, such as allowances or reimbursements, for individual employees.
Provides flexibility to set payment status (Paid or Unpaid).
Bulk Payslip Creation:
Designed for processing payslips for multiple employees at once.
Efficient for large organizations with consistent payroll structures.
Step-by-Step Guide to Creating Payslips
Single Payslip Creation
Navigate to the Payslip Section:
Go to Finance -> Payroll.
Click on the Create Payslip button.
Select Single Payslip Creation:
In the modal pop-up, choose the Single option.
Fill Out Payslip Details:
Employee Name: Select the employee from the dropdown.
Status:
Leave as Unpaid unless the payment has already been made outside the system (then select Paid).
Pay Period Start: Choose the start date of the pay period.
Pay Period End: Choose the end date of the pay period.
Taxable Income: Pre-populated based on the user's base salary and pay frequency (e.g., for a bi-weekly pay frequency with a base salary of 30,000, taxable income is 15,000).
Reimbursement: Enter the reimbursement amount if applicable.
Other Allowances: Enter additional allowances if applicable.
Gross Pay: Automatically calculated based on taxable income, reimbursements, and allowances.
Net Pay: Automatically calculated based on Gross Pay, deductions, and contributions.
Note: Ensure contribution settings are configured as these impact the final net pay calculation.
Create Payslip:
Click Create to finalize the payslip.
The payslip will now be ready for payment processing through the Gangmates pay system, which uses the Net Pay field for initiating payments.
Bulk Payslip Creation
Pre-Requisites:
Ensure the Bulk Payslip Settings are configured to identify the users for whom payslips should be created.
Verify that contribution settings are correctly configured for all users.
Navigate to the Bulk Payslip Section:
Go to Finance -> Payroll.
Click on the Create Payslip button.
In the modal pop-up, select Bulk.
Set Bulk Parameters:
Enter the Pay Period Start and Pay Period End dates on the bulk creation page.
Run Bulk Job:
Click Run Bulk Job to process payslips for all configured users.
Payslips will be created with the following limitations:
Taxable Income, Allowances, and Reimbursements cannot be adjusted and are based on the values set during user onboarding.
Post-Processing:
Payslips will be ready for payment processing, with the Net Pay field automatically calculated to include all deductions and contributions.
Key Notes
Automated Net Pay Calculation:
Net Pay is derived from the following formula: Net Pay = Gross Pay - Deductions (e.g., taxes, pensions, contributions).
Contribution settings must be configured to ensure accurate net pay calculations.
No Invoice Generation:
The system does not generate invoices for payslips. Instead, the Net Pay field in the payslip is directly used by the pay system for processing payments.
Flexibility in Single Payslip Creation:
Adjust allowances, reimbursements, or payment status for individual payslips as needed.
Consistency in Bulk Payslip Creation:
Bulk payslips rely on predefined user settings to ensure uniform processing.
Example Scenarios
Single Payslip Creation for a Specific Employee:
An employee requires reimbursement for travel expenses during a specific pay period.
The manager adjusts the reimbursement amount while creating the payslip and sets the status to Paid, as the payment was made outside the system.
Bulk Payslip Creation for a Bi-Weekly Payroll:
The payroll manager runs a bulk job to create payslips for all employees for a bi-weekly pay period.
Payslips are generated with status Unpaid and include pre-defined values for taxable income, allowances, and deductions.
Troubleshooting Common Issues
Incorrect Net Pay Calculation:
Ensure contribution settings are properly configured before creating payslips.
Missing Users in Bulk Payslip Creation:
Confirm that users are included in the Bulk Payslip Settings.
Error During Bulk Job:
Check system logs for details and ensure all pre-requisites (e.g., pay period dates, user settings) are met.
Support
For assistance with payslip creation, contact support@gangmates.com. Provide details about the issue, including user data, pay periods, or error messages, for faster resolution.
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