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Payroll

Processing Payroll

Process payroll for your team in Officaid with automatic calculations and bulk payslip generation.

Generate payslips for your entire team in minutes

Processing payroll in Officaid is straightforward. Select your employees, click a button, and Officaid calculates everything automatically based on their salary, allowances, deductions, and contribution rates. Payslips are generated and ready to send.

Watch it done: a whole team's payroll for October processed in one batch, then a payslip opened.

Before You Begin

Ensure the following are set up for each employee:

  • Employee Status set to Active.
  • Join Date, Date of Birth and Employment Type on the Employment step of their profile.
  • Base Salary and Salary Update Date on the Payroll step, which record their salary in Salary Progress.
  • Allowances and Deductions configured if applicable.
  • Payment Type: Bank Transfer needs the employee's bank details; choose Cash if you do not pay by bank transfer, and no bank details are needed.
  • Personal Details like nationality, pass type, and ethnicity for contribution calculations.
An employee only appears on the Payroll list once these profile details are in place. If the list says "No employees found", or someone is missing, check their Join Date, Date of Birth, Employment Type, Base Salary and Salary Update Date in Team → Directory.
Officaid uses employee profile data to calculate contributions automatically. If an employee's details are incomplete, their payslip may not calculate correctly.

How to Process Payroll

  1. 1 Navigate to Team from the left sidebar.
  2. 2 Click Payroll from the submenu.
  3. 3 Select the Payslip Period (month and year) from the dropdown.
  4. 4 Click Apply to load employees for that period.
  5. 5 Select the employees you want to process using the checkboxes.
  6. 6 Click Process Selected Payroll in the top right corner.
  7. 7 A confirmation dialog appears. Click OK to confirm.

Officaid processes the payroll calculations for all selected employees. Once complete, their status updates and net pay, contributions, and actions become available.

What Happens During Processing

When you process payroll, Officaid:

  • Pulls the employee's basic salary from their Salary Progress.
  • Adds any active allowances from their profile.
  • Applies any active deductions from their profile.
  • Calculates employee contributions based on applicable rates.
  • Calculates employer contributions based on employee details.
  • Generates a payslip with all calculations documented.
Contribution rates are automatically applied based on employee details. You do not need to look up rates or calculate manually.

After Processing

Once payroll is processed, you can:

  • View the payslip by clicking the eye icon in the Actions column.
  • Email the payslip to the employee by clicking the envelope icon.
  • Download the payslip PDF by clicking the download icon.

The payslip details page shows the full breakdown including earnings, deductions, employer contributions, and a PDF preview.

When you mark net pay as paid under the Payments tab, Officaid records the salary as a Salary/Bonus expense in Finance → Expenses automatically, so you do not need to enter it again.

Processing Multiple Employees

To process payroll for your entire team:

  1. 1 Click the checkbox in the header row to select all visible employees.
  2. 2 Click Process Selected Payroll.
  3. 3 Confirm the action when prompted.

All selected employees will have their payroll processed in one batch.

Frequently Asked Questions

Yes. Select the desired month and year from the Payslip Period dropdown and click Apply. You can process payroll for any period as needed.

Officaid automatically calculates salary based on the effective date in the employee's Salary Progress. If you've updated their salary with a mid-month date, Officaid prorates the amounts accordingly. See Tracking Salary Progress for details on managing salary changes.

Processing an employee who already has a payslip for the period shows a "Payroll already processed" message. To make small changes, edit the payslip from the payslip details page. To recalculate it from their updated profile, open the payslip, click Delete Payslip, then select the employee and process again.

This means payroll has not been processed for that employee in the selected period. Select them and click Process Selected Payroll to generate their payslip.

What's Next?

Continue with the payroll workflow:

payroll processing payslips