Employees

Employees are the foundation of your payroll. Each employee record contains personal information, employment type, payment details, statutory IDs, tax reliefs, leave balances, loans, and component assignments needed for accurate payroll calculation.

Creating an Employee

1. Navigate to Employees → Create.
2. Enter personal information: first name, last name, email (optional), and phone (optional).
3. Set employment details: department (select from department library or enter a custom label), role title, and location.
4. Select employment type:
   • Full-Time — standard employment with full benefits
   • Part-Time — reduced hours, may affect leave entitlement
   • Contract — fixed-term engagement
   • Casual — daily/intermittent worker (taxed at flat 5%)
5. Configure pay basis: Salary (fixed monthly), Hourly (rate × hours), or Contract (fixed contract amount).
6. Enter the base salary amount.
7. Select a payment method:
   • Bank — provide bank name, account name, and account number
   • Mobile Money — provide mobile money number and select provider (MTN, Telecel, AirtelTigo, or Other)
   • Cash — no bank or wallet details needed; uses signed pay sheet acknowledgement
8. Enter statutory IDs: Tax Identification Number (TIN), SSNIT number, and Tier 2 pension number.
9. Configure Tier 3 voluntary pension (optional): set employee and employer percentage rates, and the scheme name. The combined employee + employer rate cannot exceed 16.5% of basic salary.
10. Set tax category: Resident, Non-Resident (flat 25% tax), Temporary Worker, or Casual Worker (flat 5% tax).
11. Set the hire date and optionally a termination date.
12. Configure leave entitlement: annual leave days (default 15 per Ghana Labour Act) and any carried-forward days from prior employment.
13. Configure meta fields: pay group (defaults to "Main payroll") and cost center.
14. Add any internal notes about the employee (optional).
15. Assign components — attach reusable pay components with optional amount/percentage overrides.
16. Click Save.

Employees with mobile money as their payment method must have their provider set if the "Require explicit mobile money provider" policy is enabled in Settings.

Employee Status Lifecycle

Status	Description	Payroll Impact
Active	Currently employed and paid	Included in pay runs
Hold	Temporarily suspended from payroll	Visible in runs but marked on-hold (excluded from totals by default)
Inactive	Not currently being paid	Excluded from new pay runs
Terminated	Employment ended	Excluded from new pay runs; triggers leave encashment

Editing an Employee

Navigate to Employees → [Employee Name] → Edit. Update any fields and save. Changes take effect in the next payroll calculation — already-posted runs are unaffected.

Archiving and Restoring

• Archive: Soft-removes an employee from the active list. Archived employees are hidden from the default employee grid but their payroll history is preserved. Navigate to the employee profile and click Archive.
• Restore: Brings an archived employee back to active status. Switch the employees grid to "Archived" view, find the employee, and click Restore.

Employees with payroll run history cannot be permanently deleted — they must be archived instead.

Employee Profile

The employee profile page shows:

• Personal summary — name, department, role, status badge, employment type
• Payment method — bank, mobile money, or cash details with readiness indicator
• Assigned components — list of earnings and deductions with amounts/percentages
• Run history — participation in recent payroll runs with net amounts
• Statutory tracking — TIN, SSNIT, and Tier 2 numbers
• Leave balances — annual, sick, maternity, and compassionate leave accrual and usage
• Active loans — outstanding loan balances and installment amounts
• Tax reliefs — approved relief claims with annual amounts

Bulk Employee Import

For onboarding multiple employees at once:

1. Navigate to Employees → Import & Templates.
2. Download the CSV template — it includes all required columns with headers.
3. Fill in employee data following the template format (first_name, last_name, email, department, base_salary, payment_method, etc.).
4. Upload the completed CSV file.
5. The system validates each row and reports errors (missing required fields, duplicate employee numbers, invalid values).
6. Confirm the import to create all valid employee records.

Imported employees are auto-assigned default components marked as "Is Default" in the component library.

Tax Reliefs

Ghana tax law provides several relief categories that reduce an employee's PAYE liability. Reliefs are configured per employee under the Approved Relief Claims section on the employee create/edit form.

Relief Code	Type	Default Amount
Marriage Responsibility	Fixed annual	GHS 1,200/year
Child Education	Fixed annual	GHS 600/year (per child, max 3)
Old Age	Fixed annual	GHS 1,500/year
Aged Dependent	Fixed annual	GHS 1,000/year (max 2 dependents)
Education	Fixed annual	GHS 2,000/year
Mortgage Interest	Fixed annual	Configurable
Disability	% of income	25% of taxable income

Each relief has:

• Type: Fixed annual amount or percentage of income
• Effective dates: When the relief starts and ends
• Approval status: Approved, Pending, or Expired
• Reference number: GRA approval reference (if applicable)

Reliefs are converted to monthly amounts (annual ÷ 12) and deducted from taxable income before PAYE calculation.

Employee Loans

Loans allow salary advance recovery through automatic payroll deductions:

1. Navigate to the employee profile and click Add Loan.
2. Enter loan details: label, principal amount, installment amount, term (months), and start date.
3. Link to a deduction component (e.g., "Loan Recovery") for GL posting.
4. The loan appears as a deduction line on each payroll run, with the lesser of the installment amount or remaining balance deducted.
5. When the balance reaches zero, the loan is automatically marked as completed.

Loan deductions are applied before PAYE calculation. If a run is voided, loan balance deductions are reversed.

Leave Management

The module tracks four leave types per the Ghana Labour Act:

Leave Type	Statutory Entitlement
Annual Leave	15 working days per year (minimum)
Sick Leave	Per company policy (commonly up to 36 days with medical certificate)
Maternity Leave	12 weeks (84 days) with full pay
Compassionate Leave	Per company policy

Leave accrual happens automatically for annual leave when a payroll run is posted — each employee accrues their annual entitlement ÷ 12 per month. Mid-period joiners receive pro-rata accrual based on their hire date relative to the pay period.

Recording leave usage: Navigate to the employee profile → Leave & Loans → choose the leave type, add a usage or adjustment record, then enter the number of days and the transaction date. The employee profile shows per-type leave balances so HR can track annual, sick, maternity, and compassionate leave separately.

Leave encashment on termination: When an employee is terminated, unused annual leave is automatically calculated for encashment at their daily rate (base salary ÷ 22 working days). The encashment creates a leave transaction and can be included as an earning in the final payroll run.

Departments

Departments organise employees for cost allocation and reporting:

1. Navigate to Departments to view all departments.
2. Click Create to add a new department with a name and optional description.
3. Assign employees to departments from the employee create/edit form.
4. Departments can be archived (soft-removed) and restored.
5. The Department Summary report shows payroll cost breakdown by department.

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