Processing payroll in KaziQuest involves several key steps. Please be aware that the exact workflow may vary slightly depending on your company’s specific configuration and pay schedule.
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Navigate to Payroll: From the main menu, go to the Payroll section.
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Select Pay Period: Choose the specific pay period you wish to process (e.g., weekly, bi-weekly, monthly).
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Review Employee Payroll Data: Carefully review the details for all employees in the selected pay period. This includes ensuring the accuracy of days worked, overtime, deductions, and any extra payments. You may need to review and edit this information if anything is missing or requires adjustments. Crucially, ensure all employees have their correct statutory numbers, such as their Tax Identification Number (KRA PIN), NSSF number, and National Identity Number.
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Run Payroll Calculation: Initiate the payroll calculation process by clicking the button labeled “Start Payroll”.
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Review Payroll Preview: Before finalizing, carefully review the payroll preview for any discrepancies in employee earnings, deductions, and net pay. Pay close attention to the Employee Amount, Total Payroll Cost, and Employer Contributions.
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Approve Payroll: If everything appears correct, you have the option to approve payroll for each individual employee or select all employees and then click the “Approve Payslips” button. This action will lock the payroll for the selected period.
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Distribute Payslips: Once payroll is approved, you can distribute payslips to all employees, allowing them to access them via the Employee Self-Service (ESS) portal. To distribute payslips and make them accessible, click the “Distribute Payslips” button. Please note that this action cannot be undone. You also have the option to email payslips to specific employees or all employees by selecting the relevant individuals or choosing all, and then clicking “Mail Payslips”.
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Export Statutory Reports: KaziQuest allows you to export various statutory reports to simplify the filing of returns. You can export the Payroll Report Table in Excel or CSV format (recommended for your records), the NSSF Report, the SHIP output, and the P10 Report to facilitate easy filing. Additionally, you can download P9 Forms for all employees by clicking the “Download P9 Forms” button.
For more detailed instructions and visual guides for each of these steps, please refer to the specific articles within the Payroll Management section of our Knowledge Base.
