Salary & Payroll

Administration

Salary & Payroll

This page helps you keep employee salary profiles, monthly payroll records, staff advances, and yearly totals.

Salary & Payroll illustration

How to find this page

  1. 1

    Sign in to EliteHMS

  2. 2

    Select the correct location from the top bar

  3. 3

    Choose Payroll from the left menu

Payroll option in the left menu
Payroll in the left menu

Tip:If the selected month shows no payroll records, start by adding employee profiles.

Summary cards

  • Total Employees: Employees with active salary profiles.
  • This Month Total: Net payroll recorded for the current month.
  • Paid: Payroll records marked as paid.
  • Pending: Payroll records not yet marked as paid.
  • Advances Outstanding: The remaining balances on staff advances.
Payroll summary cards
Summary cards at the top of the page

1. Add employee salary profiles

  1. 1

    Open Employee Profiles and choose Add Profile

  2. 2

    Select an existing staff member

    This form creates a salary profile for that person, not a new staff account.

  3. 3

    Enter their basic salary

    And, if applicable, designation, department, employee code, joining date, employment type, and bank details.

  4. 4

    Add allowances such as housing, medical, transport, or bonus

    An allowance can be a fixed amount or a percentage of basic salary. The form previews gross monthly salary.

  5. 5

    Choose whether to deduct EOBI and income tax

    You can also enter a leave balance and notes.

  6. 6

    Save the profile

Add Profile form with basic salary, allowances, and deductions
The Add Profile form

Warning:Check every salary, deduction, and bank detail before saving. Profile information can be edited later.

2. Generate monthly payroll

  1. 1

    Go to Monthly Payroll and select the month

  2. 2

    Choose Generate Payroll

  3. 3

    Review each employee’s record before paying

    If needed, select Adjust to enter days absent, overtime hours, bonuses, and notes.

Payroll is created for active staff who have active salary profiles. The system creates draft records using each profile’s basic salary, allowances, selected deductions, and any monthly advance recovery. The generated record starts with the default 26 working days and no absences.

Monthly Payroll table with Generate Payroll and Adjust buttons
The Monthly Payroll tab

When you adjust a record, the system recalculates gross pay and deductions.

Note:Paid records cannot be edited. If a record already exists for that employee and month, generating again skips it. To make a correction after generation, adjust the existing unpaid record.

3. Review and mark payment

The monthly table shows each employee’s basic pay, allowances, gross salary, absences, deductions, net salary, and status.

  • Draft: Payroll record created.
  • Processed: Record adjusted or updated.
  • Paid: Marked as paid in EliteHMS.
  1. 1

    Confirm the payment has happened

  2. 2

    Use the employee’s Mark Paid button

    The app asks for a payment method.

Mark Paid dialog with a payment method
Marking a record as paid

Note:Mark All Paid marks all unpaid records for the selected month as paid and records the payment method as Cash.

Warning:These actions update payroll records; they do not send money or make a bank transfer. Confirm the real payment has happened before marking it paid.

Payslips

Select the payslip icon in an employee’s row to preview a payslip. It includes employee and period details, earnings, deductions, net salary, and signature lines. You can print it or share its details through WhatsApp.

Payslip preview with earnings, deductions, and net salary
A payslip preview

Warning:Confirm the recipient before sharing salary information.

Advances

  1. 1

    Open Advances and choose Record Advance

  2. 2

    Select the employee

  3. 3

    Enter the amount, date, and reason

    You can also add an optional monthly recovery amount, approver, and notes.

Advances tab with original amount, amount repaid, and remaining balance
The Advances tab

Outstanding advances can be included in monthly payroll recovery according to the monthly deduction entered. When the payroll record is marked paid, the recovered amount is applied to the advance balance. The Advances tab shows the original amount, amount repaid, remaining balance, and repayment status.

Warning:An advance record can be deleted from this tab; check it carefully before removal.

Annual Summary

Choose Annual Summary and select a year to review each employee’s monthly payroll records and yearly totals. The summary shows gross pay, deductions, net pay, tax, EOBI, advances deducted, and bonuses. Months marked paid appear differently from unpaid records.

Annual Summary with each employee’s monthly payroll and yearly totals
The Annual Summary tab

Important notes

Warning:Income tax and statutory deductions shown by the system are calculated estimates based on its configured payroll rules. Verify them against current requirements and your organization’s payroll advice before finalizing pay.

Warning:Salary, bank, tax, and payslip details are sensitive. Limit access and sharing to authorized people.

Short definitions

  • Basic salary: The employee’s base pay before allowances and deductions.
  • Allowance: Extra pay added to basic salary, either as a fixed amount or percentage.
  • Gross salary: Basic salary plus allowances, overtime, and bonuses.
  • Deduction: An amount subtracted from gross salary.
  • Net salary: The amount remaining after deductions.
  • EOBI: Employees’ Old-Age Benefits Institution contribution.
  • Advance recovery: A portion of a previous staff advance deducted from salary.
  • Processed: A payroll record that has been prepared or adjusted.
  • Paid: The record has been marked paid in the app.