Payroll Specialist

Department: HR & Human Resources (collaboration with Finance)
Level: Operational
Primary objective: Calculate and process salaries monthly — correctly, on time, with all components integrated

What this role does

The Payroll Specialist collects all salary components from CRMconnect (approved timesheets, sales commissions, KPI bonuses, expenses, deductions), calculates each employee's net salary, generates payslips, and transmits data to accounting. They are the convergence point for data from HR, Sales, and Finance.

Important: Payroll in CRMconnect does not run automatically. Each payslip is created and approved manually by the Payroll Specialist.

Modules used monthly

What goes into the salary calculation

Gross salary per employee consists of:

Monthly payroll routine (recommended schedule)

Days 1–3 of the new month (for the previous month)

Step 1 — Data collection

1. Timesheets → filter previous month → are all timesheets "Approved"?

   • If unapproved exist → escalate to HR Specialist or direct manager
   • If unjustified absences exist → notify manager → decide: unpaid or other treatment

2. Sales Commission → verify that all the month's commissions have been approved by the Sales Manager

   • Sales → Commission → filter month → amount per agent

3. HR Profile → check active contracts:

   • Do all active employees have a contract with contract_status = 'valid' for the current month?
   • Expired contracts → alert HR Specialist → cannot generate payslip without valid contract

Step 2 — KPI Bonus (if applicable)

4. Manager/HR submits KPI bonuses per employee (from performance evaluation)
5. HR Payroll → Bonus KPI → manually enter the values:
   • Employee, month, bonus amount
   • When generating the payslip, the bonus is pulled in automatically

Step 3 — Generate payslips

6. HR Payroll → Payslips → New Payslip for each employee:

   • Select employee
   • Select month
   • System pre-fills: base salary + days worked from timesheet + commission + KPI bonus
   • Verify amounts are correct
   • Manually add additional allowances if applicable
   • System calculates: gross → contributions → tax → net
   • Save as draft

7. Review all draft payslips → verify the net amount is reasonable

8. Approve payslips → status moves to "Approved"

Step 4 — Distribution and export

9. Distribute payslips to employees (email or self-service access in portal)
10. Export the payroll report → transmit to accounting (SAGA/WinMentor)
11. Archive the month's payslips in the system

Key workflows

Workflow 1 — Generate standard payslip

Approved timesheet + Approved commissions + KPI bonus entered
       ↓
HR Payroll → New payslip
  → Employee selected
  → Month selected
  → System automatically calculates:
     Gross = Base + Days worked + Overtime hours + Commission + KPI Bonus + Allowances
     Deductions = Employee pension (25%) + Health (10%) + Income tax (10%)
     NET = Gross − Deductions
       ↓
Verify amount → Approve payslip
→ Employee receives payslip
→ Accounting receives export for journalisation

Workflow 2 — Employee with overtime hours

Approved timesheet: employee X has 168h worked (vs. 160h monthly standard)
→ 8h overtime identified
→ HR Payroll: add Overtime component:
  - Type: Overtime hours
  - Quantity: 8h
  - Rate: configured per policy (e.g. 175% of hourly rate)
→ Amount calculated automatically
→ Include in the month's payslip

Workflow 3 — New employee — first payslip

New employee hired on the 15th of the month
→ Pro-rated salary: 15 days out of 22 working days in the month
→ Verify HR Profile has:
  - Contract with correct start date
  - Base salary filled in
  - Specific deductions (if they have dependants, etc.)
→ Timesheet for 15 days → approved
→ Generate payslip → system calculates pro-rata automatically

Workflow 4 — Employee leaving mid-month

Employee leaves on the 10th
→ Timesheet for 10 days → approved
→ Calculate unused leave days: cash compensation
→ Generate final payslip:
  - Pro-rated salary (10 days)
  - + Unused leave compensation
  - + Any outstanding amounts (commissions, bonuses)
→ Approve → Distribute → archive employee file (do not delete)

Payroll configuration — one-time setup

Where: /admin/hr_payroll

Metrics to track

Practical tips

Don't generate payslips without approved timesheets. A payslip generated on unconfirmed timesheet data may be incorrect — and correcting it is more complicated than waiting for approval.

Check commissions before payroll, not after. If the Sales Manager hasn't approved commissions by the processing date → escalate → wait. A payslip with incorrect commission generates disputes.

Export the payroll report on the same day as approval. Accounting needs exact data — not after retroactive modifications.

Archive approved payslips — never delete them. Payslips are documents with legal value. They can be requested by the employee, tax authority, or courts years later.