Create a salary plan for each employee in Payroll & Salaries: enter basic pay, then add your own allowances and deductions. Changes can wait for manager approval, and the month's calculation applies them.
Where do allowances and deductions live in payroll?
In EDUBase, allowances and deductions are part of the salary plan. Each employee has a salary plan made of basic pay plus your own allowances and deductions, and the plan keeps an update history.
Because the allowances and deductions are your own, you name them to match your school's pay structure rather than fit a fixed template.
How do I build a salary plan for an employee?
Work through the same steps for each employee. The employee record should already exist in Staff Management (HRM), with department, designation, employment type and shift filled in.
- Open the employee's salary plan in Payroll & Salaries.
- Enter the basic pay.
- Add each allowance you pay, such as a house or transport allowance, using your own names.
- Add each deduction you apply, using your own names.
- Save the plan and, if your school requires it, send it for approval.
Who approves changes to a salary plan?
Salary plan changes and increments wait for a manager's approval. The manager can approve on the web portal or in the Owner App, so a change does not reach the payroll run until a second person has seen it.
The plan's update history lets finance see what changed over time. Where a school wants a full audit trail, the User Logging page records who created, changed or deleted a record.
How do attendance and leave affect deductions?
Besides the deductions you define in the plan, the month-end calculation applies attendance-based adjustments. It takes account of attendance, leave, late arrival and lecture-based adjustments.
Employee Attendance feeds this calculation. Late arrival, short leave and absence flow into the salary automatically, and you can lock the month once salaries are done so nothing changes afterwards.
- Mark attendance daily, or enter a whole month in one grid.
- Review corrections, which are logged.
- Lock the month before or after you pay, according to your routine.
How do advances and visiting faculty fit in?
Advance salary is recorded separately and recovered from the next salary, so it does not need a manual deduction line each month. Advances also go through approval.
Colleges and academies that pay visiting faculty per lecture can use Lecture-Wise Salary. A rate card, a lecture register and an approval step decide the amount, and the payslip shows the lectures and rate behind the pay.
What happens after I calculate and pay salaries?
Run Calculate and generate salary at month end, then pay and print payslips, the salary report and the signature sheet. A salary paid by mistake can be reversed.
Salary payments post to the Finance & Accounting module automatically, so the accountant does not re-enter them. An employee salary report shows one person's salary history and net pay over time.
Where each pay element is handled in EDUBase payroll
| Pay element | Where it is set up | Approval | How it reaches the salary |
|---|---|---|---|
| Basic pay | Salary plan | Plan changes can wait for manager approval | Part of the monthly calculation |
| Allowances | Salary plan, using your own names | Plan changes can wait for manager approval | Added in the monthly calculation |
| Fixed deductions | Salary plan, using your own names | Plan changes can wait for manager approval | Subtracted in the monthly calculation |
| Increments | Increment approval | Manager approves on web or Owner App | Updates the salary plan |
| Advance salary | Advance salary record | Approval available | Recovered from the next salary |
| Late, leave and absence | Employee Attendance | Corrections are logged | Applied automatically at calculation |
| Visiting faculty pay | Lecture-Wise Salary rate card and register | Register is approved before payment | Pays exactly what was approved |
Related modules
- Payroll & Salaries — Salary plans, allowances, deductions, approvals, payslips and salary sheets, posted to the ledger.
- Employee Attendance — Daily or monthly staff attendance from the register, the app, QR or a device, locked once payroll runs.
- Staff Management (HRM) — Employee records, shifts, documents, letters, leave and the Teacher App login, in one place.
- Lecture-Wise Salary — Pay visiting faculty per lecture with a rate card, a lecture register and approval.
- Finance & Accounting — Chart of accounts, journals, ledgers, trial balance, P&L and balance sheet, fed by fees and payroll.
- Users, Privileges & Activity Log — Give each staff member exactly the screens and actions they need, and see who changed what.