AWRA Help Center

Open Human Resources → Payroll. Payroll is deliberately the last thing you set up, because it touches money and carries statutory obligations. It reads the clean data the rest of HR produces: a locked timesheet for the period and an active contract with a basic salary.

Multi-Country By Design

Statutory rules — income tax, social security, health, and local levies — are stored as versioned, effective-dated data per country, never baked into the code. Adding a country is a configuration change, not a rebuild, and a rate correction is published as a new version so past payslips are never rewritten. Kenya is the launch region (PAYE, NSSF, SHIF, and the Housing Levy).

Running A Payroll Run

1. Create a run for a period and work country (the currency is derived, not typed).
2. Calculate. Each eligible employee gets a payslip; anyone not ready — no locked timesheet or no active contract — is skipped and listed so you can fix them and recalculate, rather than blocking the whole run.
3. Approve the numbers, then post. Posting is a separate permission from approving, because authorizing money movement is a distinct decision.

Net pay is computed in a fixed, documented order: prorate basic pay for unpaid leave, add cash allowances, overtime pay and one-off earnings, apply statutory deductions in their configured order (some reduce the taxable base), apply income tax last against the reduced base, then subtract voluntary deductions.

Overtime Pay

Approved overtime reaches payroll through the locked timesheet. Whether it is paid is your choice, under Human Resources → Overview → HR settings in the Overtime pay section. It is off until you switch it on; while off, the hours are recorded on the payslip and nothing is added to pay.

• Three rates, each a multiple of the hourly rate: a working day, a rest day, and a public holiday (1.5, 2 and 2 to start with). Rest days follow your organization's working week, and a public holiday that falls on a weekend counts as a holiday.
• The hourly rate is the full basic salary divided by the run's standard working days and your hours in a working day (8 to start with). Unpaid leave in the month does not lower it.
• Tax and pension treatment are settings: overtime counts as taxable and not pensionable until you change them. Confirm what applies in your jurisdiction with your payroll adviser.
• Each kind of overtime appears as its own earning line on the payslip.

Expense Claims Repaid Through Payroll

An expense claim approved for repayment through payroll joins the payslip for the month the approver chose, as a non-taxable, non-pensionable one-off earning, because it repays the employee's own money. When that run is posted the claim is marked repaid and an employee with a login is notified. In the ledger the claim clears Staff Reimbursements Payable instead of being counted as payroll cost, since its expense was already booked when it was approved. See Expense Claims.

Payslips & The P9A

Every payslip freezes its own figures at calculation time, so a PDF regenerated later reproduces the same numbers regardless of later rate changes. Employees see their own payslips in self-service; in Kenya they can also download an annual P9A tax certificate that aggregates a full year of PAYE. Only finalised (approved or paid) payslips are ever shown to employees.

Kenya Statutory Filing Files

For a Kenya run that has been calculated, approved or paid, the run page shows a Statutory Filing Files card with the month's figures laid out for each authority's upload:

• PAYE return (P10), Sheet B — a CSV in the column order of KRA's simplified return, to import into Sheet B of the P10 template. A version with headers is there for reviewing. The Affordable Housing Levy is part of the P10, so it has no separate file.
• NSSF return — an Excel workbook in NSSF's published returns layout.
• SHIF schedule — a CSV listing the fields SHA asks for, to transfer into SHA's own upload.

The card first lists anything that would get a file rejected: your employer KRA PIN or NSSF number, and any employee missing a KRA PIN, NSSF number or ID number. Every figure comes from the payslips, and you upload each file to the authority's own portal yourself.

Posting To The Payments Register

When a run is posted, each employee's net pay is recorded as a money-out entry and appears in the cross-module Payments Register alongside vendor payments, giving you one reconciliation surface for everything leaving the business. Bank and mobile-money numbers are masked everywhere except a single, audited reveal for authorized users.

Related

• Attendance & Time — locked timesheets feed payroll.
• Employee Management — contracts, compensation, and payout details.
• Expense Claims — claims approved for repayment through payroll.