Review and Release Payslips

Purpose

This guide explains how to check individual payslips for accuracy, approve them, send them to employees, and prepare the payment file. Do this after the Run Wizard has generated payslips for a cutoff.

Before you start

• The pay run should be Ongoing or Completed with payslips already generated.
• Have the cutoff's attendance, commissions, and adjustments confirmed so figures are final.
• You need access to the payroll to review, and approver rights to change a payslip's status.

Procedure

1. Open the payslips list. Go to Compensation > Payrolls, open the run, and view its payslips. Each row shows the employee, net pay, status, and whether the payslip has been emailed.
2. Open a payslip. Select an employee to see their earnings, deductions, contributions, tax, and net pay.
3. Check the earnings. Confirm basic pay, overtime, holiday pay, night differential, paid leave, allowances, and commissions match the period.
4. Check the deductions. Confirm SSS, PhilHealth, and Pag-IBIG contributions, withholding tax, loans, and any adjustments are correct.
5. Investigate anything unclear. Use the Investigate view to trace how any amount was computed from attendance and settings before you change it.
6. Approve the payslip. When the figures are correct, set the payslip from Pending to Approved. Repeat for every employee in the run.
7. Preview before sending. Use the Preview option to see the payslip exactly as the employee will receive it.
8. Email the payslips. Use the mailing option to send approved payslips to employees. The list shows an envelope badge with the number of times each payslip has been sent.
9. Export the payment file. Generate the bank export to produce the payment file for your disbursement bank or payment method.

Expected result

Every employee in the run has an Approved payslip, employees have received their payslip by email, and the bank payment file is ready for release. Contribution and tax figures are captured for BIR reporting.

Troubleshooting

• You cannot approve a payslip. Confirm you have approver rights and that the parent run is not cancelled.
• A deduction is missing. Check the employee's earning and deduction templates and loan records, then recompute the payslip.
• The email did not arrive. Confirm the employee has a valid email on file and resend; the sent badge count will increase on each send.
• A number still looks wrong after approval. Correct the source data, recompute, and re-approve before sending or paying.