Everything you need to know about Benab HRMS.

Benab HRMS is an HR & payroll platform for managing your company's people, time, leave, and pay in one place. This knowledge base walks through every module you can reach from the sidebar — what it does, how to use it day-to-day, and the gotchas worth knowing before you hit Save.

How to read this guide

• The left sidebar groups articles the same way the app sidebar groups modules.
• Each article opens with a short summary, then walks through the key tasks.
• Look for highlighted Tips, Notes and Important callouts — they cover the things people most often miss.

Looking for the in-app tutorial?

Once you're signed in, the graduation-cap icon in the dashboard header has a Restart Tutorial option that replays the in-app walkthrough.

The Dashboard is the first page you see after logging in. It surfaces the metrics most teams check daily so you don't have to hunt through the modules to know where things stand.

What you'll see

• Headcount cards — total employees, active vs. on leave, and recent joiners.
• Attendance summary — who's clocked in today and who's late or absent.
• Upcoming payroll — the next scheduled pay period and its status.
• Pending approvals — leave requests and other items waiting on you.

Branch context

If your company has multiple branches, the branch selector in the header filters everything on the dashboard to that branch. Switch to All Branches at the top of the selector for a company-wide view.

Sidebar

The left sidebar groups modules into Management, Payroll, HR, Analytics, and Self Service. Items only appear if your role grants the matching permission, so two users with different roles will see different sidebars.

Global search

The search bar at the top searches employees, companies, users, and pages at once. Start typing and use the arrow keys to walk the suggestions; press Enter to jump.

Branch selector

Sets the active branch. This is sticky across pages — once you switch, attendance, payroll, employee lists and reports all respect that branch until you change it again.

Theme toggle

Sun/moon icon. Your preference is remembered per device.

Help menu (the graduation-cap icon)

Opens this knowledge base or restarts the in-app tutorial.

The modules in Benab HRMS depend on each other — for example, you can't add an Employee until you have at least one Branch, Department, and Position. Following this order saves you from going back to fill in gaps later.

Foundational (do these first)

1. 1Branches — even if you have one location, create it. Almost everything else filters by branch.
2. 2Departments — the org-chart groupings (Sales, Operations, etc.).
3. 3Leave Settings — define your leave types (Annual, Sick, etc.) and accrual rules.
4. 4Holidays — load the year's public holidays so attendance and payroll calculate correctly.
5. 5Compensation — set up the allowances, benefits and deductions you'll commonly use.
6. 6Overtime Settings — define what counts as overtime and at what rate.
7. 7Payroll Calendar — create your pay schedule(s) so payroll knows when to run.

Then the workforce

1. 1Positions — job titles, with default pay rate, leave entitlements, and which compensation items apply.
2. 2Employees — each one assigned a branch, department and position. Defaults flow in from the position.
3. 3Schedules — set each employee's expected working hours so attendance can judge late/early/absent.
4. 4Timeclock devices — link your physical clocks to branches (or plan to use USB import / manual entry).

Daily and periodic operations

1. 1Attendance — review punches, correct anomalies, import any device gaps via USB.
2. 2Leave — approve / reject pending requests as they come in.
3. 3Payroll — run for each pay period after attendance is closed.
4. 4Tax & NIS Compliance — review the rates / brackets being applied to payroll and confirm the active config is current.
5. 5Reports — pull the views your stakeholders need.

A branch is a location, office, store or any logical grouping you want to slice your workforce by. Most other modules in the app filter by branch, so getting branches right early pays off.

Creating a branch

1. 1Open Branches from the sidebar.
2. 2Click Add Branch and fill in the name, address, and (optionally) a manager.
3. 3Save. The branch is immediately available in the branch selector and on every employee form.
4. 4Repeat for every additional location your company operates from.

The Employees module is the source of truth for every person you employ — their identity details, contact info, role, pay rate, tax/NIS info, and documents.

Adding an employee

1. 1Open Employees and click Add Employee.
2. 2Fill in personal details (name, date of birth, contact info).
3. 3Assign a branch, department, and position — pay rate, leave entitlements and default allowances flow in from the position.
4. 4Set the start date and adjust the inherited base pay if this person's deal is different.
5. 5Add tax / NIS identifiers if you process payroll for them.
6. 6Optionally attach extra allowances, benefits or deductions on top of the position defaults.
7. 7Optionally upload onboarding documents (contract, ID, qualifications) under the Documents tab.
8. 8Save. The employee is immediately available on attendance, leave and payroll.

Editing & deactivating

Click into any employee to view the full profile. Use Deactivate rather than deleting when someone leaves — this preserves their history for past payroll runs and reports.

Documents

Each employee has a Documents tab where you can upload contracts, ID, certifications, and anything else worth keeping on file. Files are stored securely and only people with the matching permission can view them.

Departments are how you slice headcount and payroll by function — Sales, Operations, Engineering, etc. They're independent of branch, so a Sales team can span multiple locations.

Creating a department

1. 1Open Departments.
2. 2Click Add Department, give it a name and (optionally) a head.
3. 3Save. It now appears on every Position and Employee form.
4. 4Repeat for every functional area you want to track separately.

A position is a job title with a default compensation profile — base rate, leave entitlement, allowances. When you assign a position to an employee, those defaults flow through to their record.

Creating a position

1. 1Open Positions and click Add Position.
2. 2Enter title, pick the department it belongs to, and add a description.
3. 3Set the default base pay rate (or hourly rate, depending on how the role is paid).
4. 4Set per-leave-type entitlements (e.g. Annual: 21 days, Sick: 14 days).
5. 5Optionally attach allowances and benefits that everyone in this role qualifies for.
6. 6Save. The position is now available on every Employee form.

Attendance covers everything to do with hours worked: when people clocked in and out, what they were scheduled to work, and how their actual time compares to their schedule.

Setting up attendance for the first time

1. 1Confirm employees exist with their branch assigned.
2. 2Assign each employee a work schedule (their expected hours per day).
3. 3Register your timeclock device(s) under the right branch (if you have physical clocks).
4. 4Run a test punch and verify it lands in Attendance for the right person and branch.
5. 5Once verified, attendance starts populating automatically as people clock in/out.

Recording attendance

There are three ways attendance lands in the system:

• Timeclock device push — your physical timeclock punches automatically push logs to Benab HRMS.
• USB import — for periods where the device couldn't reach the server, export logs to USB and use the Import option in Attendance.
• Manual entry — supervisors can add or correct individual clock entries.

Schedules

Each employee has a work schedule that defines their expected hours. Attendance is judged against that schedule — late, early-out, absent, and overtime are all derived from it.

Overnight shifts

Shifts that cross midnight (e.g. 23:00 → 07:00) are automatically split at midnight by the app, so a single shift shows up correctly across two calendar days for payroll and reporting purposes. You don't need to enter them as two separate shifts.

Exports

The Export button on the Attendance page outputs the timesheet for the selected period and branch in a payroll-ready format. Holidays are accounted for in the calculation.

The Leave module is where employees see their balances and where managers approve or reject time-off requests.

Requesting leave

1. 1Open Leave and click Request Leave (or use My Leave from Self Service).
2. 2Pick a leave type (vacation, sick, etc.) and the date range.
3. 3Add a reason if your company requires one.
4. 4Submit. The request goes to whoever is configured to approve.

Approving leave

Managers see pending requests on the Leave page. Approve or reject each one — approved leave automatically deducts from the balance and is reflected on attendance and payroll.

Balances

Balances are tracked per leave type. Entitlements come from the employee's position (defaults) and any per-employee overrides you've set. Balances roll over according to the rules configured in Leave Settings.

Leave Settings is where you set up the leave policies your company runs on. This is configured once and adjusted occasionally — it's not where you handle individual requests.

Adding a leave type

1. 1Open Leave Settings.
2. 2Click Add Leave Type and give it a name (e.g. Annual Leave).
3. 3Mark whether it's paid (counts toward gross pay) or unpaid.
4. 4Decide if it accrues (e.g. 1.75 days per month) or is granted as a flat annual amount.
5. 5Set the rollover policy — carry unused days into next year, or expire them.
6. 6Decide how it interacts with public holidays (e.g. holidays inside an annual-leave block don't deduct from the balance).
7. 7Save. The leave type is now selectable on every leave request.

Setting position allowances

1. 1Once leave types exist, open the Position Allowances section.
2. 2Pick a position and a leave type.
3. 3Enter the default annual entitlement (e.g. 21 days).
4. 4Save. Every existing and new employee in that position inherits the entitlement.

Each position can have a different default entitlement per leave type — for example, senior managers might get 25 vacation days while junior staff get 15.

The Holiday Calendar lists every public holiday your company observes. Holidays affect attendance calculations (no expected hours that day) and payroll (holiday-rate pay for staff who still worked).

Adding a holiday

1. 1Open Holiday Calendar.
2. 2Click Add Holiday, enter a name and date.
3. 3Choose whether it's paid for staff who didn't work it.
4. 4Save.
5. 5Repeat for every public holiday in the year.

The Payroll module is where you process pay for a period. It pulls attendance, leave, allowances, deductions, tax and NIS into a single calculation per employee, lets you review, and then locks the run.

Running payroll

1. 1Confirm attendance is up to date for the period (close any pending corrections, USB-import any device gaps).
2. 2Open Payroll and click New Run.
3. 3Pick the period (start and end dates) and the schedule it belongs to.
4. 4Review the calculated amounts per employee — gross, deductions, net.
5. 5Adjust any one-off items if needed.
6. 6Approve and finalise. Payslips are generated automatically.

What goes into the calculation

• Worked hours from Attendance (split into regular vs. overtime by your OT rules).
• Approved leave (paid types add hours, unpaid types don't).
• Holiday hours, applied at the holiday rate where worked.
• Position-level base pay or hourly rate.
• Active allowances and benefits.
• Active deductions, taxes, and NIS contributions.

Every finalised payroll run produces a payslip per employee. Payslips list earnings, deductions, year-to-date totals, and net pay. They're available to admins on the Payslips page and to employees on My Payslips.

Distributing payslips

Employees see their own payslips automatically under Self Service. You can also download or email PDFs from the Payslips page if you need to send them externally.

The Payroll Calendar defines when you run payroll. Each schedule has a frequency (weekly, fortnightly, monthly), a cut-off rule, and a pay date.

Setting up a schedule

1. 1Open Payroll Calendar.
2. 2Click Add Schedule.
3. 3Pick the frequency and the day(s) it runs.
4. 4Set the cut-off offset (e.g. cut-off is 3 days before pay date).
5. 5Assign which employee groups follow this schedule.
6. 6Save.

Multiple schedules

Most companies have just one schedule, but if you pay hourly/weekly staff differently from salaried/monthly staff, set up two and assign each employee to the right one.

Tax & Compliance is a read-only view of the PAYE income-tax brackets currently being applied to payroll. It shows the active configuration set at the platform level (Guyana Revenue Authority rates), so you can confirm payroll is calculating tax against the right numbers before you finalise a run.

What you can do here

• See the active tax configuration (name, effective dates, monthly and annual tax-free threshold).
• Browse all tax configurations — past, present and future-dated — from the left-hand list.
• View each config's progressive PAYE brackets: income range, rate, and any fixed amount.
• Read a worked tax-calculation example to sanity-check what an employee on a given salary will pay.
• Refresh the data if rates were just updated by an administrator.

What this page does NOT do

• It does not generate a tax return file or any export for the GRA.
• It does not show per-employee tax withheld — that lives in Payroll and the Reports module.
• It does not produce year-end employee tax certificates.
• It does not track filing status (filed / accepted / queried).
• It does not let you edit brackets or rates — that's handled in Tax Configuration by an administrator.

NIS Compliance is a read-only view of the National Insurance Scheme contribution rates currently being applied to payroll. It shows the employer and employee percentages set at the platform level so you can confirm payroll is using the right numbers. It also includes a short explainer of how the Scheme works, derived from the active rate.

What you can do here

• See the active NIS configuration (name, effective dates).
• View employer rate, employee rate, and the combined total — applied to wages / salary.
• Browse all NIS configurations (past, present, future-dated) from the left-hand list.
• Read the About-NIS explainer, which uses the active rates to describe how contributions are split.

What this page does NOT do

• It does not generate an NIS return file or any export for submission.
• It does not show per-employee contributions — for that, use Employee Contributions or Payroll Reports.
• It does not track filing status or reconcile bank payments.
• It does not let you edit rates — that's handled in NIS Configuration by an administrator.

PAYE (Pay As You Earn) is Guyana's monthly income-tax withholding. The calc moves through three numbers — gross, chargeable, and tax — applying the regime values from Tax Configuration along the way. Every value below is per-pay-period (monthly numbers shown; weekly / fortnightly / daily are derived by dividing the annual figure).

The pipeline

gross               = base + overtime + holiday premium + taxable allowances

NIS_employee        = min(gross, NIS_ceiling_per_period) × NIS_rate
OT_relief           = min(actual_OT, OT_cap_per_period)
child_relief        = Σ (qualifying child × child_deduction_per_period)
insurance_relief    = min(actual_premiums,
                          gross × insurance_pct,
                          insurance_cap_per_period)

# Personal allowance uses the GRA "balance of income" base:
# gross minus the OT statutory allowance (second-job allowance also
# excluded per the GRA wording — see note below).
PA_base             = gross − OT_relief
personal_allow      = max(flat_PA_per_period,
                          PA_base × PA_fraction)

chargeable          = max(0, gross
                          − NIS_employee
                          − OT_relief
                          − child_relief
                          − insurance_relief
                          − personal_allow)

PAYE                = bracket_lookup(chargeable)

Personal Allowance — the "greater of" rule

GRA Section 20(a) lets you deduct the larger of two figures before tax: a flat annual amount, or one-third of balance of income (gross minus the OT statutory allowance). For steady-paycheck employees the flat amount almost always wins; for high earners (gross above ~3× the flat) the 1/3 rule kicks in instead. The flat amount changes year to year — see the year-specific sections below for current values.

Statutory deductions — claimable but capped

Four extra deductions reduce taxable income in this system. Each has a statutory ceiling published by GRA, so an employee can claim up to that ceiling but no more — even if they paid more out of pocket. The ceilings are stored as annual values in Tax Configuration and divided by the run frequency at calc time. The four categories applied automatically — NIS (employee), overtime relief, insurance premiums, and child deduction — apply across every year; only the ceiling amounts change.

Insurance premiums are sourced from company benefits flagged Counts toward Medical / Life Insurance relief in Compensation → Benefits. Both employer-paid benefits-in-kind and out-of-pocket employee contributions qualify per GRA Notice 2026 §4.

Tax brackets — "fixed amount" explained

The brackets in Tax Configuration are progressive. The 25% bracket covers chargeable income from $0 up to a cap; anything above lands in the 35% bracket. The calc finds the single bracket the chargeable income falls in and computes:

tax = fixed_amount + (chargeable − bracket.min) × bracket.rate

fixed_amount on a higher bracket is the cumulative tax already owed on every lower bracket below. Without it, a high earner would only be taxed at the marginal rate on their upper-bracket income and skip the 25% on the first slice entirely.

Brackets are stored as monthly values. For weekly and fortnightly payroll runs the calc engine automatically scales the bracket boundaries and fixed_amount by the period ratio (12/52 for weekly, 12/26 for fortnightly), so the per-period chargeable income is compared against the matching per-period thresholds GRA publishes in their computation table.

Cumulative vs non-cumulative PAYE (the company toggle)

The pipeline above runs once per pay period. By default each period stands alone — GRA's published weekly/monthly schedule. That's fine for fixed-salary workers, but hourly workers with fluctuating hours over-pay PAYE in busy periods because they can't carry unused allowance from slow periods forward. They recover the difference via Form 2 the following April. This applies to every regime year — 2025, 2026, and forward.

Cumulative PAYE (Settings → Company → Cumulative PAYE) replaces per-period math with a year-to-date checkpoint: at each period the engine recomputes the tax that shouldhave been paid through this period given YTD income and YTD allowances, then deducts the delta against YTD PAYE already paid. Negative deltas accumulate as a carry-forward credit — workers never see a negative line on their payslip; subsequent positive periods are offset against the credit until it's exhausted. NIS is unaffected and stays per-period either way.

Worked example — 5 weeks of fluctuating weekly income (cumulative on)

Marcus, hourly: $25,000 / $25,000 / $90,000 / $44,000 / $24,000
(2026 figures; same mechanic applies to 2025 with that year's $130,000 PA)

Week 1: gross $25,000 → NIS $1,400
  YTD gross $25,000, YTD PA flat (1 × $32,308) = $32,308
  YTD chargeable max(0, 25,000 − 1,400 − 32,308) = $0
  PAYE this week = $0
Week 2: gross $25,000 → NIS $1,400
  YTD gross $50,000, YTD PA (2 × $32,308) = $64,616
  YTD chargeable max(0, 50,000 − 2,800 − 64,616) = $0
  PAYE this week = $0
Week 3: gross $90,000 → NIS $3,618 (capped)
  YTD gross $140,000, YTD PA (3 × $32,308) = $96,924
  YTD chargeable max(0, 140,000 − 6,418 − 96,924) = $36,658
  YTD tax owed = $36,658 × 25% = $9,165
  PAYE this week = $9,165 − $0 prior = $9,165
Week 4: gross $44,000 → NIS $2,464
  YTD chargeable $45,886, YTD tax owed $11,472
  PAYE this week = $11,472 − $9,165 prior = $2,307
Week 5: gross $24,000 → NIS $1,344 (slow week)
  YTD chargeable $36,234, YTD tax owed $9,059
  Raw PAYE = $9,059 − $11,472 prior = −$2,414 (refund territory)
  Credit added: $2,414. Actual PAYE this week = $0.
  Carries into Week 6: $2,414 offset against next period's tax.

Cumulative total PAYE = $11,472 vs non-cumulative $15,826 over the same
5 weeks. Marcus keeps the $4,354 in-period instead of waiting until April.

gross               = $300,000

# Personal allowance — flat wins (1/3 of (gross − 0) = $100,000 < $140,000)
personal_allow      = $140,000

# Assume no OT, no insurance, no children on file.
# NIS employee = min($300,000, $280,000) × 5.6% = $15,680
NIS_employee        = $15,680
OT_relief           = $0
child_relief        = $0
insurance_relief    = $0

chargeable          = max(0, $300,000 − $15,680 − $140,000)
                    = $144,320

# $144,320 lands in the 25% bracket (≤ $280,000), fixed_amount = $0
PAYE                = $0 + ($144,320 − $0) × 25% = $36,080

# Net for-the-month tax effect:
take-home           = $300,000 − $15,680 − $36,080 = $248,240

gross               = $600,000

# Personal allowance — 1/3 wins
personal_allow      = max($140,000, $600,000 × 0.3333) = $200,000

# NIS still ceiling-capped (gross > $280K)
NIS_employee        = min($600,000, $280,000) × 5.6% = $15,680

chargeable          = max(0, $600,000 − $15,680 − $200,000) = $384,320

# $384,320 > $280,000 → lands in 35% bracket, fixed_amount = $70,000
PAYE                = $70,000 + ($384,320 − $280,000) × 35%
                    = $70,000 + $36,512
                    = $106,512

# Same scenario as guyana_tax_guide.txt Part 7.
gross               = $335,000 base + $80,000 OT = $415,000

# OT relief — capped at $50,000/mo
OT_relief           = min($80,000, $50,000) = $50,000

# Personal allowance — base excludes the OT statutory allowance.
PA_base             = $415,000 − $50,000 = $365,000
# 1/3 of $365,000 = $121,667 < flat $140,000 → flat wins
personal_allow      = $140,000

# NIS is on the FULL wage base (OT included), capped at $280K
NIS_employee        = min($415,000, $280,000) × 5.6% = $15,680

chargeable          = max(0,
                        $415,000
                        − $15,680   # NIS
                        − $50,000   # OT relief
                        − $140,000  # personal allowance
                      ) = $209,320

# $209,320 ≤ $280,000 → 25% bracket
PAYE                = $0 + $209,320 × 25% = $52,330

take-home           = $415,000 − $15,680 − $52,330 = $346,990

# Monthly $420,000 — the 1/3 break-even point.
gross         = $420,000
PA            = max($140,000, $420,000 × 0.3333) = $140,000 (tied)
NIS           = $15,680 (cap)
chargeable    = $420,000 − $140,000 − $15,680 = $264,320
PAYE          = $264,320 × 25% = $66,080  ✓ (matches GRA notice)

# Yearly $5,600,000 — crosses into 35% bracket.
gross         = $5,600,000
PA            = max($1,680,000, $5,600,000 × 0.3333) = $1,866,667
NIS           = min($5,600,000, $3,360,000) × 5.6% = $188,160
chargeable    = $5,600,000 − $1,866,667 − $188,160 = $3,545,173
# Annual brackets: 25% up to $3,360,000 fixed=0, then 35% fixed=$840,000
PAYE          = $840,000 + ($3,545,173 − $3,360,000) × 35%
              = $840,000 + $64,811 = $904,811  ✓ (matches GRA notice)

gross               = $300,000

personal_allow      = $130,000   # flat wins (1/3 = $100,000 < $130,000)
NIS_employee        = min($300,000, $280,000) × 5.6% = $15,680

chargeable          = max(0, $300,000 − $15,680 − $130,000) = $154,320

# $154,320 lands in the 25% bracket (≤ $260,000), fixed_amount = $0
PAYE                = $0 + $154,320 × 25% = $38,580

# Same gross as the 2026 example pays $38,580 in 2025 vs $36,080 in 2026 —
# the $10K bump in personal allowance saved $2,500 of tax for this earner.

gross               = $600,000

personal_allow      = max($130,000, $600,000 × 0.3333) = $200,000
NIS_employee        = min($600,000, $280,000) × 5.6% = $15,680

chargeable          = max(0, $600,000 − $15,680 − $200,000) = $384,320

# $384,320 > $260,000 → lands in 35% bracket, fixed_amount = $65,000
PAYE                = $65,000 + ($384,320 − $260,000) × 35%
                    = $65,000 + $43,512
                    = $108,512

# Note: PA was the same ($200K via 1/3 rule) in both years, so the only
# difference for this high earner is the $5K shift in the 35% bracket's
# fixed_amount — yielding $108,512 in 2025 vs $106,512 in 2026.

Every wage / salary in Guyana carries two NIS contributions: one taken from the employee's pay and one paid by the employer on top. Both are a percentage of the wage base, both are capped at the same ceiling, and both flip to a different rate when the employee reaches the senior-age threshold.

The standard pipeline

wage_base       = base_pay + overtime + holiday_premium + cash_allowances
                  # Employer-paid benefits in kind don't count

contributable   = min(wage_base, NIS_ceiling_per_period)

NIS_employee    = contributable × employee_rate
NIS_employer    = contributable × employer_rate

# Senior (age ≥ senior_age_threshold at period_start)
NIS_employee    = 0
NIS_employer    = contributable × senior_employer_rate

Why the ceiling exists

NIS benefits (pension, sickness, maternity, etc.) are also capped at the ceiling — payouts are calculated against the insurable earnings. Without a contribution ceiling, high earners would pay disproportionately more than the maximum benefit they could ever receive, which the Scheme isn't designed to do. The ceiling keeps contributions and benefits aligned. The specific amount changes only when the National Insurance Board issues a revised schedule — historically less frequent than the annual income-tax changes.

wage_base       = $200,000
contributable   = min($200,000, $280,000) = $200,000      # under ceiling

NIS_employee    = $200,000 × 5.6% = $11,200    # pre-tax deduction
NIS_employer    = $200,000 × 8.4% = $16,800    # employer cost

wage_base       = $400,000
contributable   = min($400,000, $280,000) = $280,000      # ceiling clamps

NIS_employee    = $280,000 × 5.6% = $15,680    # max possible monthly
NIS_employer    = $280,000 × 8.4% = $23,520

wage_base       = $200,000
contributable   = min($200,000, $280,000) = $200,000

NIS_employee    = 0                              # senior — exempt
NIS_employer    = $200,000 × 1.5% = $3,000

wage_base       = $200,000
contributable   = min($200,000, $280,000) = $200,000

NIS_employee    = $200,000 × 5.6% = $11,200    # identical to 2026
NIS_employer    = $200,000 × 8.4% = $16,800

NIS_employee    = 0
NIS_employer    = $200,000 × 1.5% = $3,000     # identical to 2026

When you trigger a payroll run, the engine pulls every attendance row in the period for every employee in one query, groups them per employee, and converts the raw punches into per-day pay numbers. How those numbers feed into gross pay depends on the employee's pay type — hourly, daily, weekly, or monthly. This article walks the flow end-to-end so you can predict what each employee will earn before you finalize a run.

Step 1 — From punches to a daily breakdown

Each attendance row holds the raw events for one day —check_in, check_out, and a list of individual punches from the time clock. The week earnings calculator turns that into a day-pay breakdown:

{
  totalHours, regularHours, weekdayOtHours, satHours, sunHours, holidayHours,
  hourlyRate, regularPay, otPay, satPay, sunPay, holidayPay, totalPay
}

Daily and weekly OT thresholds get applied here — anything over the daily limit (e.g. 8 hours) or weekly limit (e.g. 40 hours) drops into the OT bucket at that position's OT rate. Saturday and Sunday hours are bucketed separately and paid at their own multipliers. Holidays override the weekday/weekend rate for that date.

Step 2 — Aggregate into payroll-level numbers

Per day breakdowns roll up into the figures you see on the payroll item / payslip:

• total_hours — sum of every day's totalHours.
• overtime_hours — sum of weekday OT + Saturday + Sunday.
• days_worked — counts each present/late attendance row as 1 day, half_day as 0.5.
• paid_leave_days / unpaid_leave_days — pulled from approved leave requests, intersected with business days only (so a Sunday off doesn't count).

Step 3 — Pay type decides how those numbers become base pay

Every employee inherits a pay type from their assigned position (not from the employee record directly — the position is the source of truth). There are four:

pay_type   meaning of current_salary    base_pay formula
─────────  ────────────────────────────  ─────────────────────────────────────
monthly    monthly salary                salary − (unpaid_leave_days × daily_rate)
                                           + (days_worked_during_paid_leave × daily_rate)
weekly     weekly salary                 daily_rate × (workdays_in_period
                                           − unpaid_leave_days
                                           + days_worked_during_paid_leave)
daily      daily rate                    salary × (days_worked + paid_leave_days)
hourly     hourly rate                   salary × (hours_worked + paid_leave_hours)

Where paid_leave_hours = paid_leave_days × standard_hours_per_day. daily_rate for monthly employees is monthly_salary / working_days_in_period (e.g. 22 weekdays in a month); for weekly employees it is the annualised weekly_salary × 52 / (52 × workdays_per_week), so a full week always pays exactly the weekly salary.days_worked_during_paid_leaveis the "pay both" rule: working an approved paid-leave day pays that day againat the daily rate on top of the leave pay — for every pay type. Worked days are read from clock-ins for hourly/daily staff, and from days marked "worked during this leave" on the leave request for salaried staff (who never clock in). A punch and a mark on the same day count once.

What that means for time-tracked vs flat-salary employees

Worked example — monthly salary, no clock-ins

Position     : Senior Accountant, pay_type = monthly
current_salary  : GYD 500,000 (monthly)
working_days    : 22 (business days in this month)
attendance      : 0 rows captured
unpaid_leave    : 0 days

base_pay = 500,000 − (0 × 22,727) = GYD 500,000

# OT: 0 (no attendance → no per-day OT bucket)
# Allowances/benefits/NIS/PAYE proceed normally on base_pay.

Worked example — monthly salary, took 3 unpaid days

current_salary  : GYD 500,000
working_days    : 22
unpaid_leave    : 3 days

daily_rate      = 500,000 / 22 = GYD 22,727
base_pay        = 500,000 − (3 × 22,727) = GYD 431,819

# Paid leave alone wouldn't change anything — only unpaid leave
# deducts for salaried (monthly/weekly) employees. The one addition:
# a paid-leave day the employee actually WORKED pays again ("pay
# both") — marked on the leave request for salaried staff, or read
# from clock-ins for hourly/daily staff.

Worked example — hourly worker

Position     : Cashier, pay_type = hourly
current_salary  : GYD 500/hour
hours_worked    : 160 (regular)
ot_hours        : 10 (weekday OT @ 1.5×)
paid_leave_days : 1 (8 hours)
unpaid_leave    : 0

paid_leave_hours = 1 × 8 = 8
base_pay         = 500 × (160 + 8) = GYD 84,000
overtime_pay     = 500 × 10 × 1.5 = GYD 7,500
gross_pay (pre-allowances/NIS/PAYE) = GYD 91,500

Things that surprise people

• Overtime never applies to a monthly-salary employee. OT lives in the day-breakdown, which only gets populated from clock-in records. If your monthly accountant works 60-hour weeks, the engine does not add OT pay on top of their salary. If you want OT for a salaried role, you'd need to either switch their position to hourly or build a payroll-config template that overrides this.
• Paid leave doesn't change a monthly or weekly salary — unless they work through it. A salaried employee gets the same pay whether they took 0 paid leave days or 5 (the payslip still itemises the leave as its own line). But a paid-leave day they actually worked pays twice — once as leave, once as work ("pay both"). Since salaried staff don't clock in, the admin marks those days on the leave request itself (Leave → Edit → "Worked during this leave"). Daily / hourly types get the same result naturally from their clock-ins.
• Pay type lives on the position, not the employee. Switching one person from hourly to monthly means changing the position they're assigned to (or moving them to a different position with a different pay_type). You can't flip pay_type per-employee inside the same position.
• The position fallback is monthly. If an employee has no position assigned, the engine treats them as monthly with no working_days context. That can produce silently weird base_pay numbers — assign positions to everyone before running payroll.
• working_days is per-period. A pay run for a 10-day period uses 10 (or fewer if not all are business days), not 22. So a monthly-salary employee on a weekly run gets paid based on the days falling in that week, prorated.

How attendance edits affect a finalised run

Overtime rules tell payroll how to classify hours beyond the regular schedule — daily overtime, weekend rate, holiday rate, and so on. Rules are scoped to the company, not the branch — the same rules apply everywhere under that company.

Setting up a rule

1. 1Open Overtime Settings.
2. 2Click Add Rule.
3. 3Pick the trigger (e.g. hours over 8 per day, hours on a public holiday).
4. 4Set the multiplier (e.g. 1.5× the base rate).
5. 5Set an effective-from date — the rule only applies to periods on or after that date.
6. 6Save.

Effective-from dates

Each rule has an effective-fromdate that gates when it applies. If the rate changes (e.g. a regulation update), don't edit the existing rule — create a new rule with the new effective-from date. This way historical payroll runs keep using the rule that was in force at the time.

Compensation is where you define the building blocks of pay beyond base salary — allowances (housing, transport, meal), benefits (insurance, pension), recurring deductions (union dues, custom withholdings), and per-employee loans with optional auto-deduction from payroll.

Adding an allowance, benefit or deduction

1. 1Open Compensation and pick the tab — Allowances, Benefits, or Deductions.
2. 2Click Add — or pick from the preset library if your item is a common one (housing, transport, NIS, etc.).
3. 3Enter the name, code, description and an icon.
4. 4Choose the calculation type — fixed amount or percentage of base pay.
5. 5Set the default amount.
6. 6For benefits: also set the employer-contribution percentage (e.g. 50% if you split insurance 50/50).
7. 7For deductions: mark whether it's pre-tax or post-tax.
8. 8Mark whether it's taxable (allowances) / mandatory (deductions).
9. 9Save. The item is now selectable on Positions and Employees.

Allowances

Extra amounts added to gross pay. Choose between a fixed amount or a percentage of base pay, and mark whether it's taxable. The system ships with common presets (housing, transport, meal) you can pick from to speed up setup.

Benefits

Items where the employer also contributes (e.g. health insurance with a 50/50 split). The benefit captures both the employee portion and the employer cost so reporting is accurate.

Deductions

Recurring amounts subtracted from pay. Mark whether they're pre-tax or post-tax — this matters for the tax calculation order.

Loans

Per-employee loans tracked end-to-end — principal, interest rate, payback period, installment, running balance, and optional automatic deduction from every payroll run. Unlike Allowances / Benefits / Deductions (which live in a company-wide catalogue and get attached to positions), each loan row IS the loan for one specific employee. No template, no double-bookkeeping.

Adding a loan

1. 1Open Compensation and switch to the Loans tab.
2. 2Click Add Loan. Pick the employee from the dropdown.
3. 3Enter a name (e.g. 'Emergency Advance', 'Christmas Loan'), an optional description, and the principal amount.
4. 4Set the annual interest rate (0% for an interest-free advance), the number of payback periods, and the unit — weekly, fortnightly, monthly, quarterly, or yearly.
5. 5The installment auto-calculates using simple interest: (principal × (1 + rate% × years)) ÷ periods. Toggle Override to type in a custom amount.
6. 6Set the start date — the first installment is due on this date.
7. 7Decide whether to auto-deduct from payroll. When on, the installment is added to every payroll run as a post-tax deduction line while the loan is active.
8. 8Save. The loan appears in the list with its remaining balance, next-due date, and status (Active).

Auto-deduction cadence

When auto-deduct is on, the payroll engine includes the loan iff its next-due dateis on or before the run's period end. Each time a run is marked Paid, the system advances the next-due date by one payback period and records the payment in the ledger. So a monthly loan on a weekly payroll fires once a month, not four times. Month-end dates clamp safely (a loan due Jan 31 next fires Feb 28 or 29).

Skip a single run

The Skip Next button on a loan toggles a one-shot exclusion — the very next payroll run skips that loan, then the flag resets automatically when the run is marked Paid. Use it for bonus runs, special cycles, or any week the employee shouldn't see the deduction.

Recording payments manually

The HandCoins icon on a loan opens a Record Payment dialog — useful for cash repayments, lump-sum payoffs, or out-of-band corrections. The amount is capped at the remaining balance, the running totals and status update immediately, and the loan auto-closes (status → Paid Off) when the balance hits zero.

How it appears on a payslip

Auto-deducted loans show up as Loan: <name> under Deductions on the payslip, after NIS and Income Tax. The line is post-tax— loan repayment doesn't reduce chargeable income, so PAYE is unaffected. The audit lives in two places: every payslip carries the deducted amount, and the loan row maintains an idempotent ledger of payments keyed against the originating payroll item.

Credit Union

Per-employee credit union memberships with a running savings balance. Unlike a Deduction (which just subtracts an amount) or a Loan (where the balance shrinks toward zero), each Credit Union row tracks a balance that grows from auto-deducted dues and supports manual deposits, withdrawals, interest, and fees. Use this for any payroll-funded savings plan where employees own the accumulated balance.

Enrolling a member

1. 1Open Compensation and switch to the Credit Union tab.
2. 2Click Enroll Member. Pick the employee — already-enrolled employees are filtered out of the dropdown (one membership per employee).
3. 3Optionally enter the credit union's member number (e.g. CU-0042) and a join date — defaults to today.
4. 4Set the dues amount and frequency (weekly, fortnightly, monthly, quarterly, or yearly).
5. 5Decide whether to auto-deduct. When on, the dues are added to every due payroll run as a post-tax deduction and posted as a deposit to the member's balance once the run is marked Paid.
6. 6Save. The member appears in the list with balance 0, next-due date set to the join date, and status Active.

Dues cadence + skip-next

Dues follow the same cadence rules as loans: the payroll engine includes the member iff next-due date≤ the run's period end. Each time a run is marked Paid, next-due advances by one frequency interval and the one-shot Skip Next flag resets. So a monthly dues schedule on a weekly payroll fires once per month, not four times. Skip a single run via the Skip Next button on the row.

Manual transactions

The Transaction icon on a member opens a Record Transaction dialog with five types: Deposit and Interest add to the balance; Withdrawal and Fee subtract from it; Adjustment is audit-only and does not move the balance. The History icon opens the full transaction ledger for that member, including auto-deposits posted by paid payroll runs (marked source = payroll).

How it appears on a payslip

Auto-deducted dues show up as Credit Union Dues under Deductions on the payslip, after NIS and Income Tax. The line is post-tax— dues don't reduce chargeable income. Once the run is marked Paid, a matching depositappears in the member's transaction history (keyed against the payroll item, so re-paying the same run is a no-op).

Cash Holdings

Employer-held forced savings per employee. The inverse of a Loan: the employee leaves a recurring amount with the company each pay run, and the balance grows. Mid-employment they can withdraw; on separation they get the remaining balance paid out in a single click (the payout creates a transaction and closes the holding so payroll stops pulling).

Adding a holding

1. 1Open Compensation and switch to the Cash Holdings tab.
2. 2Click Add Holding. Pick the employee — already-held employees are filtered out (one holding per employee).
3. 3Enter the hold amount and frequency (weekly, fortnightly, monthly, quarterly, or yearly) and a start date.
4. 4Decide whether to auto-deduct. When on, the hold is added to every due payroll run as a post-tax deduction and posted as a deposit when the run is paid.
5. 5Save. The holding appears with balance 0, next-due date set to the start date, and status Active.

Withdrawals vs payout (termination)

The Transaction icon opens a Record Transaction dialog with three types: Deposit adds to the balance, Withdrawal subtracts (capped at the current balance), and Adjustment is audit-only. Payout is intentionally NOT in this list — use the dedicated Pay Out & Close action (door icon) for termination. It writes a payout transaction for the full current balance, turns auto-deduct off, and flips the status to Closed so the payroll engine stops pulling from this holding. The transaction history is preserved on the same row in case the employee re-enrolls later.

How it appears on a payslip

Auto-deducted holdings show up as Cash Holdings under Deductions on the payslip, after NIS and Income Tax. The line is post-tax. Once the run is marked Paid, a matching depositappears in the holding's transaction history (keyed against the payroll item, so re-paying the same run is a no-op).

Adjustments

One-off corrections that hit a single payroll run rather than recurring every period: Back Pay (wages owed from a prior period), Retro (a rate change applied backwards), Vacation Payout, Overpayment Recovery (claw back an earlier overpayment), and Other. Each adjustment is a standalone amount with a direction — an earning adds to gross pay, a deduction subtracts from net — so the same tool covers both money owed to the employee and money owed back to the company.

Creating an adjustment

1. 1Open Compensation and switch to the Adjustments tab.
2. 2Click Add Adjustment and pick the employee and a kind. The kind preselects sensible defaults — Back Pay / Retro / Vacation Payout default to a taxable earning, Overpayment Recovery to a post-tax deduction — which you can override.
3. 3Enter the amount and a reason (the reason is appended to the payslip label, trimmed to keep the line short).
4. 4Choose a target: a specific Draft or Processing run, OR a period (the engine applies it to whichever run covers that period). Approved and Paid runs are refused — those need a fresh run.
5. 5Optionally record the source period the correction relates to (audit only) and set the tax flags: is-taxable controls whether an earning flows into PAYE; is-pre-tax controls whether a deduction reduces chargeable income.
6. 6Save. The adjustment appears as Pending and is picked up the next time its target run is generated.

How it appears on a payslip

An earning adjustment shows under Earnings alongside Base Pay (labelled e.g. Back Pay or Back Pay: Q1 rate fix) and folds into gross — and into the NIS/PAYE base if flagged taxable. A deduction adjustment shows under Deductions, reducing chargeable income first only when flagged pre-tax. Each adjustment is applied to exactly one run.

Lifecycle

An adjustment moves Pending → Appliedwhen its target run is marked Paid (the run records which payroll item consumed it, so re-paying the same run won't double-apply it). You can edit or cancel a Pending adjustment; once Applied it is locked. Cancel a Pending one to pull it out of an upcoming run without deleting the record.

Insurance

A plan catalog plus per-employee enrollments. A plan defines the provider, policy number, type (health, life, disability, dental, vision), the per-pay-period premium, and how it splits between employer and employee. An enrollment attaches one employee to a plan, with optional overrides for a negotiated premium or split, and optional dependent coverage. Insurance is the single source of truth for premiums and the GRA medical/life insurance relief.

Creating a plan, then enrolling

1. 1Open Compensation → Insurance and use the Plans view to add a plan: name, provider, type, the per-run premium, and the employer/employee split (e.g. 0% / 100% for an employee-paid plan).
2. 2Set whether the plan counts toward GRA relief (on by default for health + life) and whether the employer-paid share is a taxable benefit-in-kind (off for most medical/life).
3. 3Optionally turn on dependent coverage and set a per-dependent premium.
4. 4Switch to the Enrollments view, click Enroll Employee, pick the plan and the employee. Leave the overrides blank to inherit the plan's premium and split; the dialog previews exactly what the employee and employer each pay.
5. 5Use the dependents button on an enrollment row to name covered dependents — including a spouse, added inline without leaving the page.

How it appears on a payslip

The employee's share of the premium shows under Earnings/Benefits as a payroll line and is a post-tax cash deduction (it reduces net pay, not chargeable income). The employer share is an employer cost. If the plan is relief-eligible, the full premium also feeds the Medical / Life Insurance Premium relief line, which reduces chargeable income — capped at the lesser of premiums paid, 10% of gross, and $50,000/month (GRA Section 16(l)). Premiums apply to every run while the enrollment is active.

Dependents & the child deduction

A dependent added for insurance (e.g. a spouse) never affects the PAYE child deduction — only child-type dependents under the age cutoff count toward that, exactly as before. Naming dependents on a plan that covers them adds the per-dependent premium; the covered count is the larger of the named dependents and any manual count you set on the enrollment.

Employer Costs rolls up everything the company actually spends per employee — gross pay, employer NIS contributions, employer benefit contributions, and any other employer-side costs. Useful for budgeting and per-headcount cost analysis.

How it's calculated

The number comes from finalised payroll runs and the employer-portion fields on benefits and contributions. Filter by period, branch or department to see the breakdown that matters.

The mirror of Employer Costs — it shows what each employee has contributed to NIS, pension schemes, and any other deducted contributions, year-to-date and per period.

When this is useful

• Reconciling contributions before submitting your return through the regulator's portal.
• Helping an employee understand their year-to-date contribution.
• Spotting anomalies (e.g. someone whose contributions stopped mid-year).

The Recruitment module covers the path from posting a role to hiring someone. Track open positions, the candidates applying for them, and where each candidate sits in the pipeline.

Job postings

1. 1Open Recruitment and click New Posting.
2. 2Pick the position the role maps to (or create a new one if needed).
3. 3Add the description, requirements and location/branch.
4. 4Publish — candidates can now apply.

Candidates

Each posting has a candidate list. Move candidates through the stages (applied → screened → interviewed → offered → hired) and keep notes on each. When you mark a candidate as hired, you can convert them straight into an Employee record without re-keying their details.

Performance is where reviews and feedback live. Run regular cycles (annual, quarterly), set goals, and capture both formal reviews and ad-hoc feedback.

Setting up a review cycle

1. 1Open Performance and click New Cycle.
2. 2Name the cycle (e.g. '2026 Annual Review') and set its date range.
3. 3Choose who's in scope — all employees, a department, or specific people.
4. 4Assign reviewers (typically each person's manager).
5. 5Pick or build a question template — self-assessment + manager assessment is a common pairing.
6. 6Launch the cycle. Reviewers and reviewees are notified to start filling theirs in.

Reviews

Each review can include a self-assessment, a manager assessment, and a final discussion summary. The cycle stays open until everyone in scope has submitted their part.

Feedback

Lighter-weight than a review — anyone (with permission) can drop feedback or recognition on an employee's record. Useful for keeping a running log between formal cycles.

Reports gives you pre-built views across the data the rest of the modules generate. Filter by date range, branch, department or employee and export the result.

Generating a report

1. 1Open Reports and pick the category (Employee, Payroll, Attendance, or Leave).
2. 2Choose the specific report.
3. 3Set the date range, branch, department or employee filters.
4. 4Hit Run — the report renders on screen.
5. 5Click Export to download as CSV or PDF (filters are baked into the export).

Categories

• Employee Reports — headcount, turnover, demographics, directory.
• Payroll Reports — salary breakdown, tax, deductions, overtime, summary.
• Attendance Reports — late arrivals, absences, timesheets.
• Leave Reports — balances, usage, accruals.

Exporting

Every report has an Export button — output is CSV or PDF depending on the report. Filters are baked into the export so what you see on screen is what you get in the file.

My Profile shows your employee record — the personal info, role, and contact details your employer has on file for you. What you can edit yourself depends on your company's policy.

What you'll typically see

• Personal details (name, contact info).
• Role, department, branch and start date.
• Documents your employer has on file (contracts, ID).
• Emergency contacts.

My Payslips lists every payslip your employer has issued you. Open one to see earnings, deductions, year-to-date totals, and net pay. Download a PDF if you need a copy for a bank or landlord.

My Leave is your personal leave dashboard. See your current balances per leave type, your past requests, and any approvals or rejections.

Requesting leave

1. 1Click Request Leave.
2. 2Pick the leave type and date range.
3. 3Add a reason if it's required.
4. 4Submit. The request is sent to your approver.

My Attendance shows your time records — when you clocked in and out, total hours, late arrivals, and any periods marked absent. Useful for cross-checking against what shows on your payslip.

Spotting issues

If something looks wrong (a missed punch, a wrong clock-out time), flag it to your supervisor. Corrections have to be made before the period's payroll is finalised — after that they're locked.