PayrollX guide

A short guide for the people who use PayrollX. For the full detail of each screen, the payroll itself has notes beside its fields.

Signing in

• Open your PayrollX address and sign in with your email and password. A new account starts with an emailed link (or a temporary password from your administrator) to choose your own password.
• Two-step sign-in: the owner and payroll administrators must use it; anyone may turn it on in Account. Install an authenticator app on your phone (Google Authenticator, Microsoft Authenticator, 1Password …), scan the QR code, enter the 6-digit code, and keep the 10 recovery codes safe. Each sign-in then asks for the code after your password.
• Lost phone: sign in with a recovery code, or ask your owner to use Reset two-step on your row in Settings › Users and roles.
• Forgot your password: use the link on the sign-in page; the email link works once, for one hour.

For the owner: getting started

1. Settings › Employer: your company's details, MRA employer registration number, and bank account.
2. On/Off Boarding: add employees one by one (Add employee), or import your staff from Excel or CSV (Import). Template gives the full employee sheet: identity, NIC, dates, position, department, cost centre, reports to, working week, pay, EDF reliefs, tax residence, pension, bank and IBAN, payslip language, recurring allowances and deductions; the "How to fill" sheet explains each column. Importing the same file again updates the employees it finds (by employee number, then NIC).
3. Going live mid-year (the income year runs from 1 July to 30 June): on On/Off Boarding, either enter the opening balances (year-to-date totals) or, better, import the pay history from 1 July: one row per employee and month from your previous payroll (basic, other pay, bonus, allowances, PAYE, CSG, NSF, net). PAYE and the end of year bonus then continue correctly, and the Statement of Emoluments and the Return of Employees show the whole year, each month in its category.
4. Settings › Users and roles (your team): Add people several at once, each with their name, email and role (Payroll admin, Approver, HR officer, Payment officer, or Employee for the employee app). Each gets an email link, or a temporary password shown once. In Your team change a role, link an employee to their record, reset a password, disable an account, or delete it (their roles and employee-app records go; payroll records and the audit trail stay).

A new workspace shows Getting started on the Employees page: company details, your team, your employees, your plan; each is ticked when done.

1. Billing: during the 30-day free trial, choose your plan, the number of employees and add-ons; pay monthly by bank transfer or PayPal.

Each month

1. Payroll Cycle › Check: fix everything listed under "To fix before finalising", look at "To check".
2. Review: totals, PAYE, CSG, NSF, Training Levy and PRGF.
3. Finalise (or submit to your approver, if you use approvals). A finalised month is stored as it is and never recalculated.
4. Outputs: payslips (PDF, English or French per employee), the MCB bank file or your bank's layout, the MRA PAYE/CSG and PRGF returns, the payroll register and journal.
5. Employees linked to the employee app see their payslip as soon as the month is finalised.
6. Email payslips (Outputs): sends each employee without the employee app (or everyone, as Settings › Payslip email says) their payslip as a PDF that opens with their NIC (or date of birth, or no password). Choose there whether it goes from the PayrollX address or from your own mail server.

For HR

• Employees: details, leave and events (joining, promotions, exits).
• Leave requests from the employee app appear in Employees and in the employee's Leave section: approve (it becomes leave and counts for pay) or reject with a reason.
• Expense claims (add-on): claims waiting for an approver, and approved claims to pay, appear in Employees and in the Pay run. Add one to the month's pay (it is a refund, not taxed) or download the payment instruction for treasury and mark each paid. Settings › Expense claims sets how claims are paid, the amount above which an approver also approves, and the categories.

For employees: the employee app

• Sign in on your phone at your company's PayrollX address; you land in the employee app. On a phone, "Add to home screen" makes it an app icon.
• Payslips: every finalised month, in English or French, to print or save as PDF.
• Leave: your balances, and Ask for leave: choose the kind, the dates (or a half day) and a note; follow the request, or cancel it while it is waiting.
• Claims (when your company uses expense claims): the date, category, amount and purpose, with a photo of the receipt; follow it as your manager and the approver decide. Managers approve their team's claims here too.
• Yai, the assistant (the Yai bubble at the bottom right, when your company uses it): how to use the app, step by step, and questions about your company's policies.
• Me: your details as payroll has them; ask HR to correct anything.

AI assistant (add-on)

• Yai, the assistant (the Yai bubble at the bottom right, on every page): how to do anything in PayrollX or the employee app, step by step, from the page you are on; PAYE, CSG, NSF, PRGF, leave and overtime rules, or your policies. It uses your company's rates and the documents you added. Check anything that matters before you rely on it.
• Settings › AI assistant: add your policies (paste the text, or a PDF): leave, expenses, the staff handbook. Employees can then ask about them through the bubble in the employee app.

Accounting software and the API (add-on)

• Xero or QuickBooks: after finalising, Pay run › Outputs › Journal for Xero or Journal for QuickBooks, then import it (Xero: Accounting › Manual journals › Import; QuickBooks: Settings › Import data › Journal entries). Put your chart of accounts' codes and names in Settings › Ledger accounts first.
• API keys (owners): Settings › API and accounting › Make a key, for the software that reads your payroll. Copy the key at once; revoke it when it is no longer used.
• Webhook: an address PayrollX calls when a month is finalised, so another system can fetch it at once.

Billing (owners)

• Billing shows your plan, the employees you pay for, your invoices and how to pay.
• A month with more active employees than you pay for cannot be finalised: raise the number in Billing.
• An invoice unpaid 14 days after its due date makes PayrollX read-only until it is paid; 60 days after, the organisation is suspended.
• If you cancel, PayrollX works to the end of the paid month, then is read-only; your records are deleted 90 days after the end. Download what you need first (Settings › Backup and restore).

Help

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