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Prerequisites

  • The desired Payroll Period (e.g., “June 2025”) exists and is in Open status under HR > Payroll Entry > Payroll Period List.
  • All changes (attendance, overtime, leave adjustments, deductions) for that period have been recorded.
  • Each employee intended for inclusion has an active Salary Structure assigned under HR > Salary Structure.
  • Any one‐time or recurring deductions, allowances, or bonuses for this period are set up in Deduction Entry or Allowance Entry.
  • Under Setup > Payroll Settings, the default Bank Account for salary disbursement is configured.

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Step 1: Verify Payroll Configuration

  1. Confirm Payroll Settings
    • Navigate to Setup > Payroll Settings.
    • Ensure that:
      • Default Currency is correct (e.g., NGN).
      • Salary Components Defaults (Basic, HRA, etc.) are up to date.
      • Statutory Rates (tax, pension) reflect the current period.
  2. Check Bank Account
    • Under Payroll Settings, verify the Bank Account configured for salary disbursements.
    • This account will be used to generate the consolidated payment file (if integrated with banking).
  3. Review Approval Workflow
    • If your process requires sign‐off (e.g., Finance Controller approval), ensure that the Payroll Entry for the period is in Pending Approval status and the approver is notified.

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Step 2: Generate the Payroll for the Period

  1. Initiate Payroll Run
    • Go to HR > Payroll Entry > New.
    • In the form, select:
      • Company (e.g., “CGIC Nigeria Ltd”).
      • Payroll Period (e.g., “June 2025”).
      • Payroll Type: “Full and Final,” “Monthly Salary,” or “Wage.” Choose “Monthly Salary” unless wages are paid separately.
    • Click Save.
  2. Verify Earnings and Deductions
    • In the Earnings section, confirm that for each employee:
      • Basic Pay, Allowances, Overtime (if any) are listed.
      • Any Bonus entries appear correctly.
    • In the Deductions section, ensure all items—Tax, Pension, Health Insurance, Loan Repayment—are reflected.
  3. Calculate Net Pay
    • Once earnings and deductions are correct, click Calculate Net Pay. The CGIC App computes:
      • Total Earnings = Sum of all pay components.
      • Total Deductions = Sum of all statutory and non‐statutory deductions.
      • Net Pay = Total Earnings − Total Deductions.
  4. Review Individual Payslips
    • Scroll through the generated payslip grid. Look for any discrepancies (e.g., unexpected zero amounts where values should exist).
    • If corrections are needed, either:
      • Update the underlying Salary Structure, Deduction Entry, or Allowance Entry.
      • Then click Recalculate to refresh net pay.
  5. Submit Payroll Entry
    • After validation, click Submit on the Payroll Entry. This moves the payroll into Submitted status, ready for collation.

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Step 3: Collate Salary Totals

  1. Access Salary Summary Report
    • Navigate to HR > Reports > Payroll Summary Report.
    • Set filters:
      • Payroll Period = “June 2025.”
      • Department (optional) to view department‐wise totals.
      • Cost Center (optional) if you track by project or location.
    • Click Refresh.
  2. Review Key Columns
    • Employee Count: Number of employees included.
    • Gross Salary Total: Sum of all employees’ total earnings.
    • Total Deductions: Sum of all employees’ deductions.
    • Net Salary Total: Gross Salary − Total Deductions.
    • Employer Contributions (if captured separately).
  3. Drill Down as Needed
    • Click on any department or cost center row to view individual employee details for that segment.
    • Verify unusual figures (e.g., very high overtime) before proceeding.
  4. Export Collated Data
    • Click Menu > Export > CSV to download a spreadsheet containing:
      • Each employee’s Employee Code, Name, Gross, Deductions, Net Pay, Bank Account Number, and Department/Cost Center.
    • Alternatively, choose Export > PDF for a formatted report summary.

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Step 4: Prepare Disbursement File (If Integrated)

  1. Generate Bank File Format
    • If your CGIC App is integrated with banking:
      • In Payroll Entry, after submission, click Generate Bank File.
      • Choose the Bank Format (e.g., “GTBank NIBSS,” “Standard Chartered CSV”).
    • The system produces a file ready for upload to your bank’s payroll portal.
  2. Verify Bank File Contents
    • Before uploading, download the file and open it in a text editor or spreadsheet to confirm:
      • Beneficiary Name, Bank Account Number, Net Amount for each employee.
      • No blank or incorrect account numbers.
    • Correct any discrepancies by amending the employee’s Bank Account field in their profile and regenerating the file.
  3. Upload to Bank Portal
    • Log in to your bank’s corporate payroll site.
    • Upload the generated file.
    • Complete any additional validations (e.g., OTP confirmations).
    • Upon successful upload, retrieve the bank’s confirmation receipt and save a copy in a secure location.

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Step 5: Consolidate and Archive Salary Data

  1. Generate Final Payroll Register
    • In HR > Reports > Payroll Register Report, set:
      • Payroll Period = “June 2025.”
    • Click Refresh to produce a detailed listing of all salary components and deductions per employee.
    • Export to PDF for official payroll records.
  2. Archive Payroll Entry
    • Once payroll is disbursed and bank confirmation is received, change the Payroll Entry status to Closed or Paid (depending on your workflow).
    • This prevents further edits and signals completion.
  3. Notify Stakeholders
    • Use Email Alert or Mass Email from the Payroll Entry:
      • To send payslips to employees (if enabled).
      • To send summary confirmation to Finance and Management (e.g., total payroll cost, department breakdowns).
  4. Store Documentation
    • Save exported summaries, bank acknowledgments, and any approval screenshots in a shared, secure folder (e.g., “Payroll Records FY2025”).
    • Tag them with the payroll period and date for easy retrieval during audits.