Chapter 13
Run payroll
Stafrix works out every salary from attendance, leave, holidays, your pay rules and deductions. You check it, pay, and close the month.
How pay is worked out
Each day earns a share of the day’s pay: a full day, a partial day, paid leave, a holiday, a weekly off, or nothing for an absence. Business rules can then adjust specific days, and each adjusted day carries a plain reason. Overtime, fixed leave pay, allowances, incentives and bonuses are added; PF, ESI, Professional Tax, advances, loans and fines are taken off. The payroll page, every payslip and the Excel export come from this one calculation, so they always agree.
The Payroll page
Admins open Payroll and pick a month. Active employees appear automatically, each with:
Pay for the days worked and paid days off.
What absences and unpaid days took off.
Advances, loans, premiums, fines and statutory deductions.
Sales incentives, festival bonuses and awards, on top of salary; automatic ones for full attendance, coming in on time or extra days.
What to pay into their account.
Open any person for their payslip with Why this amount: the day rate, paid days, each group of unpaid days with dates and amounts, rule days, deductions, and how it compares with last month.
Incentives and bonuses
On Business and Intelligence, admins open Incentives & bonuses. Add a sales incentive, a festival bonus or an award to one person, a department or everyone, for one month or every month. It can be a fixed amount or a percent of their pay, and it shows on the payslip as its own line.
- Automatic incentives pay by attendance when a month ends: for full attendance, for coming in on time, or an amount for each day worked above a number you choose. Before saving one, you see who would have earned it last month.
- Paid separately: a bonus already handed over in cash can be recorded on the payslip without being paid twice.
- ESI: a bonus is kept out of ESI wages, as it’s paid less often than every two months; an incentive counts.
The monthly routine
- Clear the approvalsDecide leave, missed punches, forgotten punch-outs and overtime for the month. Anything still waiting is flagged.
- Read the payroll checksBefore you pay, Stafrix checks for people with no salary, no paid days, unusually heavy deductions, a net pay more than 25% different from last month, missing check-outs, and missing bank, UAN or ESI numbers.
- Preview your rulesOn Business Rules, Preview impact shows exactly which days the active rules change before you pay anyone.
- Export and payExport Excel downloads the month (values only; opens in Excel, Google Sheets and on phones). Pay salaries from your bank as usual.
- Send payslipsEmail one payslip or all of them. If you share payslips in the employee app, employees can also open them there and download a PDF.
- Close the monthChoose Close month on the Payroll page. Its payslips are then kept exactly as they were paid, and its attendance, leave, fines and holidays can’t be changed, so a later raise or correction never alters what people were paid. An admin can Reopen it if something really must change.
Pay settings
| Setting | What it does | Plan |
|---|---|---|
| Overtime | Rate, minimum, steps and approval (see Overtime). | All plans |
| PF, ESI & tax | Provident Fund, ESI and Professional Tax deducted from salaries. Changes apply to every payslip, including this month’s. | Business and above |
| Advances and loans | Deduction plans that recover an amount over months, on their own Deductions page and on each person’s Deductions tab: add, edit, stop or delete. Once a month a plan took money from is closed, its amount and months stay as paid; only its label can change. | Business and above |
| Fines | Added from a person’s attendance calendar. The Fines cap limits how much fines can take from one salary. | Business and above |
| Business rules | Your own pay policies, applied on top of attendance (below). | Business and above |
- Overtime
- What it does
- Rate, minimum, steps and approval (see Overtime).
- Plan
- All plans
- PF, ESI & tax
- What it does
- Provident Fund, ESI and Professional Tax deducted from salaries. Changes apply to every payslip, including this month’s.
- Plan
- Business and above
- Advances and loans
- What it does
- Deduction plans that recover an amount over months, on their own Deductions page and on each person’s Deductions tab: add, edit, stop or delete. Once a month a plan took money from is closed, its amount and months stay as paid; only its label can change.
- Plan
- Business and above
- Fines
- What it does
- Added from a person’s attendance calendar. The Fines cap limits how much fines can take from one salary.
- Plan
- Business and above
- Business rules
- What it does
- Your own pay policies, applied on top of attendance (below).
- Plan
- Business and above
Business rules
- Weekly-off Pay
- Working at least the threshold on the weekly off earns a full day. Not coming still earns a set share of a day, unless the person was also absent on the working day before or after (a stretched weekend), in which case that pay is cancelled.
- Paid Leave Sandwich
- Paid leave earns a full day, but if the person doesn’t punch in on the working day before and/or after the leave, the paid leave is cancelled too, so all those days are unpaid.
Write to us and a person from the Stafrix team will answer.