Payroll Statuses Explained

Understand what each payroll status means in Officaid and track progress effectively.

Track every payslip through the payroll lifecycle

As payslips move through the payroll process, their status updates to reflect where they are in the workflow. Understanding these statuses helps you track progress, identify what actions are needed, and ensure nothing falls through the cracks.

Payroll Statuses

Officaid uses the following statuses to track payroll progress:

Payroll Pending means the employee is listed but their payslip has not been processed yet. Select them and click Process Selected Payroll to generate their payslip.
Payroll Generated means the payslip has been created and calculations are complete. The payslip is ready to be reviewed, sent to the employee, and moved to payment processing.
Payment Pending means the payslip is awaiting salary disbursement. The employee appears in the Payments tab where you can generate bank files or mark the payment as complete.
Payment Processed means the salary payment has been marked as paid, indicating the employee has received their salary for this pay period.

The Payroll Workflow

A typical payslip moves through these stages:

Payroll Pending when the pay period begins and employees are loaded.
Payroll Generated after you process payroll and payslips are created.
Payment Pending while waiting for salary disbursement.
Payment Processed once you mark the payment as paid.

Filtering by Status

You can filter the payroll list by status to focus on specific groups:

1 Click the Status dropdown in the filter bar.
2 Select the status you want to view.
3 Click Apply to update the list.

Filter by Payroll Pending at the start of each pay cycle to see who still needs processing.

Status in the Contributions Tab

The Contributions tab also shows status for contribution submissions. After you submit contributions or mark them as paid, the status updates to reflect the submission state.

Frequently Asked Questions

Can a payslip go back to a previous status?

Statuses progress forward through the workflow. If you need to make changes to a payslip, click the view icon in the Actions column to open the payslip details and edit from there.

What if I processed payroll but forgot to mark as paid?

The status remains at Payment Pending until you update it. Once you have disbursed the salary, go to Team → Payroll → Payments and click Mark as Paid to update the status.

How do I see all employees waiting for payment?

Use the Status dropdown filter and select Payment Pending, then click Apply. This shows all employees whose payroll has been processed but not yet marked as paid.

What's Next?

Continue managing your payroll:

Processing Payroll explains how to move employees from Pending to Generated.
Managing Salary Payments covers marking payments as complete.
Navigating the Payroll Module provides an overview of the module.

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