Before the payroll cut-off
Confirm employee master changes, new joiners, exits, salary revisions, bank updates, attendance exceptions, approved leave, loans and advances. Assign responsibility for each input.
Close monthly inputs
Set a cut-off for attendance and payroll changes. Record late changes separately instead of continuously reopening the payroll dataset.
Process a draft payroll
Generate draft salary calculations and review exception employees first. Check zero or unusually low/high net pay, new joiners, exits and employees with significant deductions.
Perform variance checks
Compare current payroll with the previous month by headcount, gross pay, deductions and net pay. For multi-branch organisations, review both branch totals and consolidated totals.
Obtain approval
Keep evidence that an authorised person reviewed payroll before payment files or instructions were released. Preparation and approval should ideally not depend on the same person alone.
After payment
Archive the approved payroll summary, distribute salary slips securely, record corrections and complete applicable statutory/accounting activities. Back up payroll data according to the organisation’s security and retention practices.
Improve the next cycle
Maintain a short error log. If the same issue appears repeatedly, change the process rather than correcting it manually every month.
How PAYROVA can help
PAYROVA is designed to organise employee information, attendance-related payroll inputs, salary structures, advances and payroll reports in one workflow. The platform is intended to simplify administration while keeping important payroll decisions under the organisation’s control.