Approve, mark paid and hold salaries

After the draft is reviewed, the run is submitted, approved (which locks it and releases payslips to employees) and finally marked paid. You can also hold one person's salary without holding up everyone else.

Before you start

• You need the Run payroll, edit salary, FnF, deduction rules & adjustments permission.
• Fix everything red on the Review tab — a run with negative net pay can't be submitted or approved.

Submit and approve

1. Open the run from Payroll → Run Payroll ( open Run Payroll).
2. Click Submit for approval and confirm. The run moves to In review and can't be recalculated.
3. The approver checks the Review tab, then either:
   • clicks Send back to draft to make changes, or
   • clicks Approve & lock and confirms.
4. On approval, every payslip becomes final and each employee gets an in-app notification that their payslip is ready in My Finances.

Mark the run paid

1. Pay salaries through your bank using the Bank transfer file (see Payroll reports, bank files and statutory exports).
2. On the approved run, click Mark paid.
3. Enter the Payment date, choose the Mode (Bank transfer (bulk), NEFT, IMPS, Cheque or Cash) and the Bank / batch reference (for example the UTR or bulk batch number).
4. Click Mark paid. Every payslip not on hold is marked paid.

Hold one employee's salary

Use a hold when someone's pay must wait (for example absconding or pending documents).

1. On the Payslips tab, click the pause icon on the employee's row.
2. Enter a Reason and click Hold.

A held payslip still counts in the run totals, but it is left out of the bank file and is not marked paid with the run.

Release a held salary

1. Click the play icon on the held row to release the hold before payment, so the salary is paid with everyone else.
2. If the run is already paid, click the green tick icon on the held row instead, enter the Payment date and Reference, and click Mark paid.

The Reports & files tab shows who created, submitted, approved and paid the run, and when.

Next steps

• View and download employee payslips