Collate Salaries

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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.