Human Resources — User Guide

Recommended roles:

• HR Admin
• Owns HR setup (departments, roles, leave types, payroll components, templates).
• HR Officer
• Maintains employee profiles, contracts/documents, onboarding/offboarding tasks.
• Manager / Approver
• Approves leave requests and reviews attendance exceptions.
• Payroll Officer
• Generates payroll cycles, reviews adjustments, publishes payslips.
• Finance Reviewer (optional)
• Reviews payroll totals and supports monthly closing governance.
• Employee (self-service, if enabled)
• Submits leave requests and may view payslips depending on your setup.

Best practice:

• Separate “who edits salary components” from “who approves payroll release”.

### 1) Organization structure

• Define departments and teams.
• Define job roles/titles and reporting relationships (if used).
• Decide naming conventions for employees and IDs.

### 2) Employee record fields and document rules

• Decide which fields are required at onboarding (ID, address, employment dates).
• Decide document storage policy (contracts, IDs, certificates).
• Define who can upload and who can view sensitive documents.

### 3) Leave management configuration

• Create leave types (Annual, Sick, Unpaid, Emergency, etc.).
• Define:
• accrual rules or manual balances (depending on your flow)
• carry-over policy (if used)
• required approvals
• Add a holiday calendar / non-working days policy (if used).

### 4) Attendance policy

• Decide how attendance is recorded:
• manual entries by HR/officer
• system-based entry (if your deployment supports it)
• Define:
• late/absence rules
• approval process for corrections
• who can edit attendance after the fact

### 5) Payroll configuration

• Define salary structure components:
• earnings (basic, allowance, bonus)
• deductions (absence, advances, penalties)
• Decide:
• payroll period (monthly)
• cutoff date for attendance/leave
• who approves payroll finalization
• Configure payslip format (if applicable).

### 6) Governance and cadence

• Weekly: review leave queue and attendance exceptions.
• Monthly: run payroll checklist and archive evidence (exports, payslips where needed).

### Workflow 1: Add employee profile (onboarding)

1. Create employee profile
2. Fill core details:

• personal info
• employment start date
• department and role

1. Attach documents (contract, ID copies, certificates) if required
2. Confirm status is active and employee appears in employee list

Tip:

• Use a standard onboarding checklist to avoid missing mandatory fields.

### Workflow 2: Configure salary structure for an employee

1. Open employee payroll settings (or payroll component area)
2. Define:

• base salary and recurring allowances
• standard deductions (if applicable)

1. Save and verify the employee is included in the payroll cycle

Best practice:

• Restrict salary edits to HR Admin / Payroll Officer.

### Workflow 3: Leave request → approval → balance update

1. Employee submits leave request (or HR creates it)
2. Manager reviews and approves/declines
3. Leave balance updates and the request is visible in history
4. HR reviews trends (high absence, repeated sick leave, etc.)

Common controls:

• Require reason + attachment for sick leave when policy demands it.
• Use “Waiting” status for missing documentation rather than rejecting.

### Workflow 4: Attendance recording and correction

1. Record attendance for the period (daily or monthly summary depending on your method)
2. Review exceptions (late, absent, missing days)
3. Apply corrections with reason and approval (recommended)
4. Lock attendance window before payroll generation

Tip:

• Always use a cutoff date so payroll is stable and auditable.

### Workflow 5: Monthly payroll cycle (end-to-end)

1. Confirm attendance and leave are finalized for the period
2. Generate payroll for the month
3. Review:

• salary components
• deductions and adjustments
• outliers compared to last month

1. Finalize payroll
2. Publish payslips and store payroll history

Best practice:

• Keep a payroll checklist and require finance review for large variances.

### Workflow 6: Offboarding

1. Mark employee status appropriately (inactive/terminated)
2. Ensure asset returns and access removal follow policy
3. Run final payroll adjustments if required
4. Archive documents and ensure permissions remain correct

Common HR reports:

• Employee overview (headcount by department/role)
• Leave balance report
• Leave history by employee/team
• Attendance report
• Payroll summary
• Payslip/payout history (where enabled)

Recommended cadence:

• Weekly: leave approvals + attendance exceptions
• Monthly: payroll summary + department distribution review
• Quarterly: audit sample (salary changes, attendance corrections)

### HR menus are missing

• Confirm module is enabled.
• Confirm role has HR permissions (view/create/edit).

### Leave balance isn’t updating

• Confirm leave type configuration and whether balances are manual or accrued.
• Confirm the request reached “approved” status.
• Check if approvals are required and still pending.

### Payroll totals look wrong

• Confirm attendance cutoff window is finalized.
• Check deductions and one-time adjustments.
• Compare employee salary components vs last period.

### Attendance edits are overwriting history

• Restrict attendance editing permissions.
• Require a reason field and approvals for corrections.
• Export an audit pack monthly (Exports module) if needed.

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