Running Payroll

Schedule payroll runs, submit them for approval, approve with checks, pay staff, adjust lines and cancel a run.

Set the schedule

Go to Settings → Payroll and choose how often you pay (monthly, twice a month, every two weeks or weekly) and your pay day. The page shows the next run and the day it will be created. Runs are created automatically a few days before pay day, in your store's own time zone, so there is time to review and approve them. Turn the switch off to create every payroll by hand instead.

Prepare and submit

A new run lists everyone on the team at their current salary. While it is a draft you can add or remove people, adjust a line (with a reason) or reset it. When it is right, choose Submit for approval and leave a note for the approver if something needs explaining. The run then shows Pending approval and its lines are frozen.

For a bonus or a leaver's final pay, create an off-cycle payroll: give it a name and a pay date, and pick the people and amounts. It sits beside the regular run for the month.

Approve with checks

An approver opens the run and chooses Review & approve. Eleo checks the run first:

• the total against the last approved run, and who joined or left;
• anyone paid a different amount from last time;
• missing or unverified bank accounts;
• lines that pay nothing, or the same person twice;
• whether the wallet holds enough to pay it.

A failed check blocks approval until it is fixed. Each warning needs a tick to confirm you have looked at it. If something is wrong, choose Send back with what needs fixing; the preparer is notified and the run returns to draft.

Pay

Once approved, pay everyone from the wallet, pay one person, or record a payment made elsewhere (cash, a bank app, another payroll system). A run with some people paid shows Partially paid and becomes Paid when the last person is.

Adjust an approved line

After approval, amounts only change through an adjustment: open the line's menu, choose Adjust, enter the change (negative to dock, positive to add) and the reason. Adjustments are listed under the line with who made them, and the totals follow. When a team member leaves mid-period, their unpaid line is pro-rated the same way.

Earnings and deductions

Open a line to see what it is made of: earnings (basic salary, allowances, a bonus), deductions (tax, pension, a loan repayment) and what the store pays on top, such as employer pension. Each shows where it came from. Choose Add earning or deduction for a one-off — a bonus, overtime, unpaid leave (entered as a positive amount; it reduces pay) or another deduction. On an approved run it is recorded as an adjustment and needs a reason. The run shows totals for each. Rename or switch off the defaults, or add your own, in Settings → Payroll, where you also choose whether payroll is booked when you pay (cash) or when a run is approved (accrual).

Statutory deductions and remittances

Where Eleo works out statutory deductions (Nigeria today), switch them on in Settings → Payroll, pick the schemes — PAYE, pension, NHF, health insurance — and check the rates. They apply to regular runs built afterwards; reset a draft to work it out again. Add each person's TIN, PFA and RSA PIN under Team → the person → Compensation → Tax & pension details. Payroll → Remittances shows what each month withheld per scheme and per person, what you have paid over and what is outstanding; record a remittance, void one recorded by mistake, or export the month as CSV for the filing.

Advances and opening balances

Give someone an advance or a loan from Team → the person → Advances → New advance: pay it from the wallet (confirmed with your PIN) or record it as already paid, and choose equal instalments or a fixed amount per run. It is taken from each regular run from the month you pick; record a repayment made outside payroll or settle it early at any time. To bring in salaries owed from before Eleo, use Payroll → Outstanding salaries → Import opening balances: download the template, upload it, check the preview and import.

Cancel a run

A draft, pending or approved run can be cancelled with a reason, as long as nobody on it has been paid. Cancelling a regular run frees its period, so you can create it again.