The Ultimate Guide to Payroll Onboarding

A step-by-step process to set up and automate your payroll system efficiently.

Step 1: Set Up Your Company Profile

The company profile is the foundation of your payroll system. Setting it up ensures consistency in all payroll operations and official communications.

  • Company Name & Registration Details
  • Logo for Payslips (used in official documents)
  • Official Email for Communications
  • Tax Identification Number (TIN) for tax compliance
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Step 2: Tax Configurations

Proper tax configuration ensures that all deductions and remittances are accurately processed and compliant with local tax regulations.

  • Tax Identification Number (TIN) for tax filings
  • NHF Code Configuration for housing contributions
  • Pension Code Configuration to manage retirement savings
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Step 3: Remittance Settings

This section allows you to enable or disable specific payroll deductions based on company policies and local compliance requirements.

    Enable or Disable Deductions:
    • PAYE - Pay As You Earn tax
    • Pension - Employee and employer pension contributions
    • NHF - National Housing Fund contributions
    • NHIS - National Health Insurance Scheme (Coming Soon)
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Step 4: Salary Breakdown

Set percentages for salary components to ensure accurate payroll processing. The total must equal 100%.

  • Basic - 17.70%
  • Housing - 6.21%
  • Transport - 5.08%

    • Example Allowances

    • Furniture Allowance - 4.78%
    • Utility Allowance - 1.91%
    • Entertainment Allowance - 1.44%
    • Education Allowance - 6.70%
    • Dressing Allowance - 7.66%
    • Lunch Allowance - 4.78%
    • Telephone Allowance - 7.66%
    • House Maintenance - 11.01%
    • Cost of Passage - 10.71%
    • Others - 14.36%
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Step 5: Pay Schedule

Define how often employees receive their salaries and how holidays or weekends impact pay dates.

    Frequency:
    • Biweekly - Adjusted to previous Friday
    • Monthly - Adjusted to previous Friday
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Step 6: User Management & Roles

Assign roles and permissions to ensure proper access control within the payroll system.

  • Super Admin - Full access
  • Admin - Can manage users and HR functions
  • HR Manager - Handles employee records
  • Payroll Specialist - Manages salary and tax details
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Conclusion

By following these steps, your payroll system will be fully automated and compliant with regulations. Proper payroll management ensures employees are paid on time and helps with tax compliance. Need help? Contact our support team.