Creating and Managing Off-Cycle Payrolls in KaziQuest

Creating and Managing Off-Cycle Payrolls in KaziQuest

Off-cycle payrolls facilitate salary processing outside the standard payroll cycle. They are commonly used for scenarios such as employee exits (resignations or terminations), bonus payments, or underpayment corrections. In KaziQuest, you can initiate these payrolls seamlessly from the Payroll tab.

This guide walks you through how to create, update, and manage off-cycle payrolls, including unpaid leave adjustments, bonus payments, service payments, gratuity, and other custom deductions.

Creating an Off-Cycle Payroll Run

1. Navigate to the Payroll Menu

From the left sidebar, click on the Payroll menu.

2. Access Off-Cycle Payroll

In the top-right corner, click the Off-Cycle Payroll button.

3. Configure Payroll Setup

A setup view will appear for you to configure the off-cycle payroll.

Payroll Setup Fields

Complete the following fields carefully:

• Payroll Name: Enter a descriptive name (e.g., Jane Wamalwa Final Pay or Q3 Marketing Bonus).

   

• Payroll Payment Date: Select the payment date using the calendar picker.

   

• Pay Period: Choose the relevant start and end dates to define the pay period.

  

Employee Selection Options

• Search: Locate employees by name, employee number, or department.

   

• Individual Selection: Check boxes next to employee names.

   

• Select All: Use the “Select All” checkbox (ensure accuracy).

   

4. Initiate Payroll Summary

After selecting employees, click Start Payroll to generate the Payroll Summary.

Reviewing the Payroll Summary

The Payroll Summary provides an overview of the financial breakdown:

Employee Amounts

• Gross Pay

   

• SHIF: Social Health Insurance Fund (employee contribution)

   

• AHL: Affordable Housing Levy

   

• NSSF: National Social Security Fund

   

• PAYE: Pay As You Earn (income tax)

   

Employer Contributions

• Employer AHL

   

• Employer NSSF

   

• NITA: National Industrial Training Authority

   

Editing Payslips: Adding Deductions or Extra Payments

1. Access Employee Payslip

Click an employee’s name from the Payroll Summary table.

2. Open Edit Payslip Modal

Click Edit Payslip in the modal to make changes.

3. Available Actions

• Add Deduction (e.g., loan repayment, lost items)

   

• Add Extra Pay (e.g., bonuses, overtime)

   

• Update Payment Method

   

Filling Out Deduction Details

When adding a deduction, complete:

• Type of Deduction: Pension, Custom, Mortgage, Insurance, etc.

   

• Frequency: One-time or recurring

   

• Deduction Name

   

• Amount

   

• Recurring Toggle: Enable if applicable

   

• Start/End Date (for recurring items)

   

• Description: Context or explanation

   

• Comments: Internal notes

   

• Active Toggle: Must be enabled for the deduction to apply

   

Click Submit to save. The Payroll Summary will refresh automatically.

Approving and Distributing Payslips

Approving Payslips

• Individual Approval: Use the toggle in each row.

   

• Bulk Approval: Select multiple employees and click Approve Payslips.

   

Distribute Payslips

• Email Payslips: Send payslips via registered email addresses.

   

• Distribute Payslips: Share payslips in each employee’s KaziQuest portal.

   

Reports and Exports

Export data from your off-cycle payroll run:

• P10 CSV Export: For statutory PAYE reporting.

   

• SHIF & NSSF Reports: For health and social security compliance.

   

• Full Payroll Export: Download in Excel or CSV for records or analysis.

   

✅ Final Notes

This guide ensures HR and payroll teams can confidently manage off-cycle scenarios in KaziQuest, ensuring compliance, accuracy, and transparency in all payroll operations.