A payroll run takes everyone on a pay cycle, works out what each person is owed, and, once approved, pays them from your KalHR wallet.
Before you start
- Everyone who should be paid has a salary configured on the pay cycle you're running.
- Salary changes for this period are in.
- Your wallet has enough money: check the Wallet Balance on Payroll → Overview. To add money, select Fund Wallet and transfer to the virtual account number shown; the wallet is credited within minutes. See Fund your wallet.
Payroll overview
Create the run
Run payroll
- Open Payroll → Payroll Runs and select Run Payroll.
- Select Employees: choose the Company and Pay Cycle. The employees on that cycle appear.
- Select Remove to leave someone out of this run.
- Set a Custom Pay Date only if you're paying on a different day from usual.
- Select Next. On Review & Submit, check the totals, then select Submit Payroll.
Get it approved
If your organisation has a payroll approval workflow, the run now waits for the approvers and shows Pending Approval. Open the run with View Details to follow its Approval Progress. Approvers can Approve or Decline it there, or from More → Approvals → Requests.
Pay your employees
Once the run is approved:
- Open the run and select Disburse Payroll.
- Select Send OTP. KalHR emails you a 6-digit code.
- Enter the code and select Confirm Disbursal.
When the payments have gone through, the run shows Paid. Follow each payment batch under Reports & payslips.
Stop if a figure looks wrong
You can edit a run while it's Pending, and abandon it before it's approved. Once disbursed, money has left your account.
Payroll run statuses
| Status | Meaning |
|---|---|
| Pending Approval | Waiting for the approvers |
| Active | Approved and ready to disburse |
| Processing | Payments are being sent |
| Paid | All payments have gone through |
| Rejected | Declined by an approver |
| Abandoned | Cancelled before payment |
