Payroll process - Step 4

Payroll process - Step 4

Review and Confirmation of Payroll

Once the payroll has been run the output of the payroll run is available as a salary register which has the salary details of all the employees. This information is visible on the page and can also be downloaded as an excel file. The format of salary register available on this page can be configured from setup by Administrator, refer article on Customizing Formats for more details.


This is an important stage of the process. Features available on this page are -

1. Payroll approval - if this process is enabled then the Payroll Manager will not be able to confirm the payroll without getting it approved. You will get a "Request Approval" button on the page. On click of the button you will get the confirmation popup as shown below.

Once this request is submitted Payroll Manager will have to wait for its approval and only after approval he can confirm the payroll. He can withdraw the submitted approval request. If the request is rejected he will be able to see the comments on this page, make the changes and resubmit.

2. Variance analysis - You can review of heads where the salary has changed beyond a certain percentage from last month. Using this feature on the page the Payroll Manager can quickly check if there are some unexpected changes in any salary head across all employees. To do so use the "Variance Report" drop-down. The variance report is available from level 1 to level 4 with increased level of details as you go from level 1 to 4.

3. Alert on negative salary – Sometimes due to excessive Tax deduction or Loan recovery or Leave Without Pay deductions the net salary of an employee can become negative. These are rare cases and any instance of negative salary being generated is highlighted on the page. If any employee is paid negative salary then
a) the negative amount will be recovered in the next payroll automatically
b) employee will not be included in salary payment advices


4. Alert on zero tax deduction - if there is no tax being deducted for any employee in a particular month then there will be no provision to update the salary details in the 24Q which will be filed. This would lead to Form 16 Part A and Form 16 Part B in having a mismatch.

5. Review the bonus letters - if you have paid bonus to any employee through system defined Bonus head then system will automatically generate bonus letters, these letters can be later downloaded from Report - Variable Performance Bonus Letter

6. Notification of Advance recovery - if you have recovered advance given through HR Advances and Expense module then from this page you will be able to download an excel with details of advances being recovered.

7. Notification of Reimbursement vouchers being rejected - if the payroll is for the end of period and there are some expense vouchers in submitted status and if the head has to be paid fully at the end of this period (as per setup) then system will give you a notification when you confirm payroll as shown below.


If you observe some errors and have to cancel the payroll you can do so by clicking on "Reset Payroll" button. If the payroll run is cancelled then you can go back and change the salary structure, change monthly inputs, tax declarations or any other input which is causing the error.

If you do not want to reset the complete payroll you can also use the "Previous" button to go back by one step – this process can be repeated multiple number of times to go back to the first step also.

After you are satisfied with the accuracy of the output and you can confirm the payroll run. Click on the "Confirm" button to do it.


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