Link staff attendance, leave, late arrivals and advances to the salary plan, then run the month-end calculation in EDUBase Payroll. Absences, late marks, short leave and advance recoveries are deducted without manual calculation.
How does automatic salary deduction work in school payroll?
Automatic deduction depends on three records agreeing with each other: the employee's salary plan, the month's attendance and any advance taken. When these are held in one system, the month-end calculation can read them directly instead of a finance officer working through registers and spreadsheets.
In EDUBase, the Payroll & Salaries module takes a salary plan per employee, runs the month's calculation with attendance-based deductions, and then lets you pay and print slips. Calculation covers attendance, leave, late and lecture-based adjustments.
A salary plan is basic pay plus your own allowances and deductions, and it keeps an update history. That history helps when a staff member asks why their pay changed from one month to the next.
Where do absence and late-arrival deductions come from?
The source is Employee Attendance. Staff can be marked daily or a whole month can be entered in one grid for schools that do not mark daily. Marks can also arrive automatically from QR cards, biometric machines, face tablets and geo-fenced Teacher App punches.
Late arrival, short leave and absence feed the salary calculation automatically. If your school uses out-time rules, an employee who clocks out earlier than the allowed time is recorded as Short Leave, and that mark is treated like any other.
- Corrections to a past day are possible, and the change is logged.
- Approved leave is part of the calculation, so leave is not treated the same as unexplained absence.
- Per-employee weekly timings and shift templates in Staff Management (HRM) are used by attendance and payroll.
How are advances recovered from the next salary?
Advance salary is recorded in Payroll and recovered from the next salary. This removes the need to remember outstanding advances when the sheet is prepared.
Advances, increments and salary plan changes can wait for a manager's approval, on the web or in the Owner App. This keeps a second person in the loop before money leaves or pay changes.
What should finance do before running the month's calculation?
A clean sequence avoids reversing entries later. Follow the same order every month so the sheet your principal signs is the sheet that was calculated.
- Check that every employee has a salary plan with basic pay and your own allowances and deductions.
- Complete staff attendance for the month and review the employee attendance reports.
- Approve pending advances, increments and leave.
- Lock attendance for the month so nothing changes after salaries are done.
- Run Calculate and generate salary, then review the result before paying.
What happens after salaries are calculated?
You pay and print payslips, the salary report and the signature sheet. If a salary was paid by mistake, it can be reversed.
Salary payments post to the finance module automatically, so the ledger needs no re-entry. The Employee salary report gives one employee's salary history and net pay over time, which is useful when a staff member questions a deduction.
For visiting faculty paid per lecture, the Lecture-Wise Salary module pays exactly what was approved in the lecture register, with the breakdown frozen on the payslip.
Manual calculation versus automatic payroll: what changes?
The table below compares the usual manual routine with a system-driven one. The main gain is that deductions follow recorded attendance and advances, so the figures can be traced back to their source.
Manual salary deductions compared with EDUBase Payroll
| Task | Manual spreadsheet routine | EDUBase Payroll |
|---|---|---|
| Absence deduction | Count absences from registers and key them in | Taken from Employee Attendance during month-end calculation |
| Late arrival and short leave | Judged by hand against timings | Late and Short Leave marks feed the calculation; out-time rules can record Short Leave |
| Advance recovery | Tracked in a separate note or sheet | Advance salary recorded and recovered from the next salary |
| Approval of changes | Informal or verbal | Increments and salary plan changes wait for manager approval |
| Locking the month | Depends on discipline | Lock attendance freezes the month after salaries |
| Payslips and signature sheet | Prepared separately | Printed from Pay and print |
| Ledger entry | Re-entered by accountant | Salary payments post to finance automatically |
| Correcting a mistake | Overwrite figures | A salary paid by mistake can be reversed |
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.
- QR, Biometric & Geo Attendance — Automatic in/out marking from QR cards, biometric machines and phone location.
- 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.
- Owner Dashboard & Reports — Daily P&L, collections, attendance and strength at a glance, on the web and in the Owner App.