Payroll runs, loss of pay and reimbursement claims

Payroll needs the Starter plan or above ("Payroll requires the Starter plan or above.").

Run payroll

HR & Payroll → Payroll. A run goes Draft → Processed → Paid.

• "Employee has no salary structure. Set salary first.": open the employee and add a salary.
• "No active employees with salary structures or honorarium amounts found (unpaid interns are never included)".
• Joiners and leavers during the month are paid for part of the month, with PF/ESI calculated on that part.
• "Only a processed (not yet paid) run can be reopened as a draft": once marked Paid, a run cannot be reopened.
• Payslips can be sent only for Paid runs.
• "FY X is closed...": the payroll month is in a closed financial year.
• PF ECR and ESI return files can be downloaded from the run.

Loss of pay (LOP)

LOP is calculated from attendance and leave, and can be adjusted on the run in whole or half days.

• "Loss of pay does not apply to an honorarium...": honorary staff are paid a fixed honorarium.

Reimbursement claims

HR & Payroll → Reimbursements. Claims are approved in two steps: team approval, then finance approval.

• "Claim must be team-approved before finance approval".
• "You cannot approve your own claim — ask another approver to review it".
• Category rules can set a maximum per claim, a monthly limit, and a receipt required above an amount.
• Foreign-funded claims: "...no active FCRA bank account is set up to pay it from... add or activate one in Settings → Bank accounts first."

Staff can submit, edit and withdraw their own claims from the staff portal. Editing a claim resets its approvals.