A pay run gathers everybody paid on one rhythm for one period, so approval and payment happen once rather than forty times.

Find it at Dashboard → HR → Payroll.

Who does what

The bursar prepares, the headteacher signs, the bursar pays.

A bursar cannot approve the run they built. That split is the only thing standing between one person and a salary they invented for themselves, so it is not configurable.

Everyone else — teachers, support staff — sees only their own payslips, under My Profile.

Generating a run

Pick a pay frequency and the period it covers. The run picks up every active contract set to that frequency whose dates overlap the period, and works out what each one earns:

• A fixed contract earns its rate, or nothing if it is term-time-only and no term runs in the period.
• A per-unit contract starts at zero until you enter how many days were worked or lessons taught.
• Standing allowances and deductions from each contract are copied in.
• Any approved salary advance takes one instalment off.

A period cannot overlap another run on the same frequency, and only one unfinished run per frequency is allowed. Finish or cancel the open run before preparing the next one; if you need to start over, cancel it and generate it again.

Correcting a draft

Every figure in a draft is editable, and this is the point of drafts: the contract produces a defensible default, and you have the last word. Overwrite the basic pay for a half-month start, enter the units for casual work, reduce an advance recovery when necessary, add a bonus, or remove somebody who left.

Lines marked From the contract repeat every run. Lines marked Added to this run are one-offs — a bonus, exam marking, a gratuity. Removing either only affects this run; standing lines live on the contract.

To put the same one-off on several people — an end-of-term bonus, an exam-marking payment — tick their rows and use Add bonus or allowance.

Approving

Approval fixes the figures. After it, lines can no longer be edited and only payment remains. A bursar preparing a run will see it waiting on the headteacher.

Releasing the money

Choose the account the money leaves, how it left (cash, bank transfer, cheque, mobile money) and the reference. One withdrawal is posted for the whole batch — which is what will actually appear on the bank statement — and the school account is debited by exactly that amount, so salaries show up in the ledger alongside every other outgoing.

You can pay a subset: tick the rows and the dialog pays only those. The run then sits at Partly paid until the rest go out.

Paying the same people twice is refused, so a double-clicked Pay cannot post the salary bill again.

Steps

Payslips

Every paid record offers a payslip PDF: basic pay, each allowance and deduction itemised, advance recovery, gross, net, and how it was paid. It is generated fresh each time from the record, which cannot change once paid, so the same payslip comes back every time you ask for it.

Staff download their own from Dashboard → HR → My Profile — including anybody added without an email address, once they have a login. Before that, print theirs from the run or their staff page and hand it over.

Cancelling

A run with nobody paid from it can be cancelled, which discards its drafts and frees the period to be run again. Once any part of it has been paid it stays, so the ledger never asserts a withdrawal against a run that no longer exists.