See who can run payroll, how salary advances are recovered, and how payment reconciliation, payslips, reports, and staff ledgers fit together.
Who runs school payroll?
The effective Employment Policy's Payroll responsibility scope determines who can process salary runs:
- Campus level: Finance assigned to a campus processes that campus's salary batch. Institution Admin may review closed runs but should not process the campus batch while campus responsibility is active.
- Institution level: Institution Payroll Finance can process batches across campus scopes, including separate campus runs and eligible institution-wide employees and teachers.
Salary batches do not run automatically. Finance selects a permitted scope, supported pay frequency, and completed pay period; previews the calculation; resolves issues; and closes the reviewed batch. A scope/frequency/period combination that has already been closed cannot be run again. Closing the batch stores the payroll snapshot used by reports, payslips, reconciliation, and employee ledgers.
Eligible runs use active contract salary, applicable tax, approved overtime and extra-duty/visiting-teacher compensation, eligible unpaid-leave deductions after leave ends, and salary-advance installments due. If unpaid leave exceeds the amount deducted in one run, the balance carries forward. A run allocation stops the same leave days from being deducted twice.
Authorized Finance users have dedicated areas for Salary Processing, Payroll Reports and Audit, Payroll Reconciliation, Staff Salary Ledgers, salary advances, and compensation processing. Available records and actions follow the Finance user's role and campus or institution scope.
How do salary payment, reconciliation, and payslips work?
After the run is closed, Finance records payment and reconciles the confirmed paid amount against the saved payroll batch. Payroll Reports and Audit provides run reports and audit information. Staff Salary Ledgers show an employee's salary and other earnings, tax and other deductions, paid amounts, salary-advance recovery, and outstanding balance. Employees and teachers can view published payslips under Profile icon > My Account > My Payslips.
Closing a batch records what was calculated; reconciliation records what was actually paid. If those amounts differ, Finance reviews and records the difference in reconciliation rather than changing the historical closed calculation.
How do I request a salary advance?
- Open Profile icon > My Account > My Salary Advances and submit the requested amount and reason.
- Institution Admin reviews the request and approves or rejects it.
- Finance carries out its approval and processing, sets the repayment installments, and posts the advance to the staff ledger.
- Future eligible salary runs recover due installments and show the recoveries in the payslip and ledger.
An Institution Admin approval is not proof that the advance has been paid. Follow the Finance processing status and ledger entries for disbursement and repayment.
Can Institution Admin run campus payroll under Campus-level responsibility?
No. Finance assigned to each campus processes its own salary batch. Institution Admin may review closed runs. Institution Payroll Finance is intended for processing when Payroll responsibility scope is Institution level.
Will monthly salaries run automatically?
No. Finance manually previews and closes salary batches for completed periods. Scheduled jobs send contract reminders and process queued mail; they do not calculate and close salary batches.