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OpenEduCat Documentation

Payroll Management

Payroll Management

Manage faculty and staff payroll processing in OpenEduCat.

Time Required: 30 minutes per payroll cycle Module: Payroll, HR User Role: HR Manager, Payroll Admin

Table of Contents

  1. Overview
  2. Setup Salary Structure
  3. Generate Payslips
  4. Process Payroll
  5. Payroll Reports
  6. Integration with Attendance

Overview

OpenEduCat payroll module provides:

  • Salary structure definition
  • Automatic payslip generation
  • Tax and deduction calculations
  • Bank transfer integration
  • Statutory compliance

Setup Salary Structure

Create Salary Rules

  1. Go to Payroll > Configuration > Salary Rules
  2. Click Create
  3. Define rule:
FieldDescriptionExample
NameRule name”Basic Salary”
CodeUnique codeBASIC
CategoryRule categoryBasic
ComputationHow to calculatePercentage/Fixed
AmountValue or formula40% of gross

Common Salary Components

ComponentTypeDescription
BasicEarningBase salary
HRAEarningHousing allowance
DAEarningDearness allowance
PFDeductionProvident fund
TaxDeductionIncome tax
InsuranceDeductionHealth insurance

Create Salary Structure

  1. Go to Payroll > Configuration > Salary Structures
  2. Click Create
  3. Add name and type (Employee/Worker)
  4. Add salary rules in order
  5. Save

Assign Structure to Employee

  1. Open employee record
  2. Go to Payroll tab
  3. Select Salary Structure
  4. Enter Wage amount
  5. Save

Generate Payslips

Individual Payslip

  1. Go to Payroll > Payslips > All Payslips
  2. Click Create
  3. Select:
    • Employee
    • Period (From - To)
    • Salary Structure
  4. Click Compute Sheet
  5. Review calculations
  6. Click Confirm

Batch Payslips

  1. Go to Payroll > Payslips > Batches
  2. Click Create
  3. Enter batch details:
FieldDescription
NameBatch name (e.g., “January 2026”)
PeriodStart and end date
DepartmentFilter by department
  1. Click Generate Payslips
  2. Review generated payslips
  3. Click Confirm All

Process Payroll

Review Payslips

Before processing:

  1. Open payslip batch
  2. Check each payslip for:
    • Correct salary components
    • Proper deductions
    • Leave adjustments
    • Overtime calculations

Approve Payslips

  1. Select payslips
  2. Click Action > Approve
  3. Payslips move to “Done” status

Generate Bank File

  1. Go to payslip batch
  2. Click Create Bank File
  3. Select bank format:
    • NEFT/RTGS
    • ACH
    • SEPA
  4. Download file for bank upload

Mark as Paid

  1. After bank transfer
  2. Select payslips
  3. Click Action > Mark as Paid

Payroll Reports

Payslip Report

  1. Go to Payroll > Reports > Payslips
  2. Select filters
  3. View individual payslip details

Payroll Summary

  1. Go to Payroll > Reports > Payroll Summary
  2. Select period
  3. View totals by:
    • Department
    • Salary component
    • Employee category

Tax Report

  1. Go to Payroll > Reports > Tax Report
  2. Select financial year
  3. Generate Form 16 / Tax certificates

Integration with Attendance

Leave Deductions

Payroll automatically considers:

  • Approved leaves (paid/unpaid)
  • Absent days
  • Half-day adjustments

Configure Leave Impact

  1. Go to Payroll > Configuration > Settings
  2. Set Leave Deduction Rules:
    • Deduct for unpaid leave
    • LOP calculation method
  3. Save

Overtime Calculation

  1. Enable overtime in settings
  2. Set overtime rates:
    • Regular overtime: 1.5x
    • Weekend: 2x
    • Holiday: 2.5x