How Payroll Uses HRMS and Expense Data
Payroll does not store a second employee master. It reads people, time, and (optionally) reimbursements from other modules, then turns that into net pay on the run.
What comes from HRMS
| Source | Effect on pay |
|---|---|
| Daily attendance | Present, absent, half-day, and holiday counts; overtime hours (regular vs. holiday) |
| Approved leave | Paid leave (no deduction) vs. unpaid (per-day deduction if enabled in settings) |
| Leave policies | Decide which leave types are paid vs. unpaid |
| Employee bank details | Snapshot on the run employee record for payment reference and bank file |
| Joining / last working date | Who is eligible in the period, and proration when enabled |
Mark attendance and approve leave before you Calculate for that period. Missing attendance can exclude someone or zero out overtime.
For the HR side of employees, attendance, and leave, start with the HRMS overview.
What comes from Expense
When the Expense module is active, approved reimbursable expenses linked to the employee and not yet reimbursed can be added into the pay run. After the run posts successfully, those expenses are marked reimbursed.
Expense advances that settle against claims are a separate Expense workflow — see the Expense overview. Payroll loans are different again (EMI from salary).
What stays in Payroll
- Salary components, structures, and employee salary history
- Payroll settings, periods, and runs
- Payslips and payroll-only reports
- Employee loans with payroll deduction
Practical checklist before Calculate
- Every eligible employee has a current salary.
- Attendance for the period is marked in HRMS.
- Leave for the period is approved.
- Active loans that should deduct have Deduct from payroll on and a repayment start date that has been reached.
- Reimbursable expenses you want in this run are Approved and not already reimbursed.
:::tip Exclusions panel If someone is missing from the run, open the run’s exclusions list first — it usually names the reason (no salary, missing attendance, zero net, join/exit outside the period). :::