Run monthly payroll

This is the end-to-end monthly routine. A payroll run holds one payslip per employee for one month and moves through four stages: Draft → Review → Approved · locked → Paid.

Before you start

• You need the Run payroll, edit salary, FnF, deduction rules & adjustments permission. With view-only access you can open runs but not change them.
• Every employee to be paid needs a salary — see Assign or revise an employee's salary.
• Finish the month's attendance and leave approvals — see Edit an employee's attendance calendar and How leave and attendance affect payroll.
• Add one-time bonuses or deductions first in Bonus & Deductions.

Steps

1. Go to Payroll → Run Payroll ( open Run Payroll).
2. Click New payroll run.
3. Choose the Month and Year. You can run any month up to next month, and only one run per month.
4. Check the Pay date (it defaults to the last day of the month).
5. Click Generate draft. Attendex creates a draft payslip for everyone employed in that month and opens the run.
6. On the Payslips tab, check paid days, LOP, gross, PF, ESI, PT, TDS, other deductions and net pay for each person. Click a name to see the full payslip.
7. Open the Review tab and work through the checks — see Review a payroll run before approval.
8. If you changed attendance, leave, salaries or adjustments, click Recalculate all (or the recalculate icon on one row).
9. Click Submit for approval. The draft is frozen while it is in review.
10. The approver clicks Approve & lock. Payslips become final and visible to employees.
11. Download the bank file and statutory files from Reports & files, and pay salaries through your bank.
12. Click Mark paid and record the payment date, mode and reference.

Who is included

• Everyone whose employment overlaps the month and whose status is active, probation or on notice (and leavers in their exit month).
• Joiners and leavers are pro-rated; days outside employment are not LOP.
• Employees whose final salary is being settled through a full and final settlement are left out — see Full and final settlement.

If someone could not be generated (for example no salary in force), the message after Generate draft lists them with the reason.

Delete a draft run

On Run Payroll, click the bin icon next to a draft run and confirm. Loan EMIs, expense claims and adjustments it picked up are handed back so the next run picks them up again. Approved and paid runs can't be deleted.

Next steps

• Approve, mark paid and hold salaries
• Payroll reports, bank files and statutory exports