In EDUBase, give each employee a salary plan, keep staff attendance up to date, then run the month-end calculation, which applies attendance, leave, late and lecture-based adjustments. Pay, print payslips and the signature sheet; salaries post to the finance ledger automatically.
What needs to be in place before you run payroll?
Monthly payroll is only as accurate as the records behind it. In EDUBase, payroll reads from the employee record, the employee's shift and the staff attendance for the month, so these should be set up before the first salary run.
Each employee needs a salary plan: basic pay plus the school's own allowances and deductions. Every change to a plan is kept in an update history, so the finance office can see what an employee was entitled to in any month.
- Employee profile with department, designation, employment type and bank details
- Shift and weekly time in/out, used by both attendance and payroll
- A salary plan with basic pay, allowances and deductions
- Staff attendance for the month, marked daily or entered in one monthly grid
How is the monthly salary calculated?
At month end, the Calculate and generate salary step works out each employee's pay from their salary plan and adjusts it for attendance, leave, late arrival and, where relevant, lectures delivered. Late arrival, short leave and absence from staff attendance feed the calculation automatically, so nobody has to re-enter them from a register.
Staff attendance can come from the register, the Teachers App, QR cards, biometric terminals, face attendance tablets or geo-fenced phone punches. Whichever method the school uses, the marks land in the same attendance records that payroll reads. Where a school sets an out-time rule, an early clock-out is recorded as Short Leave without anyone marking it by hand.
Advances recorded during the month are recovered from the next salary, so the deduction does not depend on someone remembering it.
How do increments, salary changes and advances get approved?
Changes to what an employee is paid are treated as money decisions. Increments and salary plan changes wait for a manager's approval before they take effect, and the manager can approve them on the web portal or in the EDUBase Owners App.
Advance salary requests can also be approved from the Owners App. Because privileges are set per user, per screen and per action, the person who prepares payroll and the person who approves changes can be different people, and User Logging records who changed what.
How do you pay salaries and print payslips?
Once the calculation is checked, salaries are marked as paid and the office prints what it needs for the month.
- Payslips for each employee
- The salary report for the month
- The signature sheet for staff to sign on receipt
- Reversal of a salary paid by mistake, instead of editing it away
How are visiting faculty paid per lecture?
Colleges and academies that pay visiting teachers per lecture use Lecture-Wise Salary. The school sets a rate card by class, section and subject, where the most specific rate wins, then records lectures per teacher per day in a lecture register.
The register is approved before payment, and recording and approving can be separate rights. The salary calculation pays exactly what was approved, and the payslip shows the lectures and rates that made up the pay. The Lecture-Wise Salary Report lists every teacher's lecture earnings, labelled Paid or Not calculated yet.
How does payroll reach the accounts?
Salary payments post to the Finance & Accounting module automatically, so the general ledger, trial balance, P&L and balance sheet already include payroll without a separate journal entry. In the new ledger a posted entry is never edited or deleted; a correction is made by reversal, with both entries kept.
After salaries are done, the month's staff attendance can be locked so nothing changes behind the figures that were paid. The Employee salary report then gives one employee's salary history and net pay over time for queries or audits.
Monthly payroll steps: manual register and spreadsheet versus EDUBase Payroll & Salaries
| Payroll step | Manual register or spreadsheet | In EDUBase |
|---|---|---|
| Salary structure | Kept in a sheet; changes overwrite old figures | Salary plan per employee with allowances, deductions and update history |
| Attendance input | Counted from the register and typed in | Late, short leave and absence feed the calculation from staff attendance |
| Increments and plan changes | Agreed verbally or on paper | Wait for a manager's approval on the web or the Owners App |
| Advances | Tracked separately and deducted from memory | Recorded and recovered from the next salary |
| Visiting faculty | Lectures counted by hand | Rate card, approved lecture register and payslip breakdown |
| Payslips and signature sheet | Prepared individually | Printed from the paid salary run |
| Mistaken payment | Figure edited or deleted | Salary reversed, with the record kept |
| Accounts | Separate journal entry for salaries | Salary payments post to the finance ledger automatically |
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.
- QR, Biometric & Geo Attendance — Automatic in/out marking from QR cards, biometric machines and phone location.
- Face Attendance Gates — A tablet at the gate recognises the face and marks the child or staff member in.
- Owner Dashboard & Reports — Daily P&L, collections, attendance and strength at a glance, on the web and in the Owner App.
- Users, Privileges & Activity Log — Give each staff member exactly the screens and actions they need, and see who changed what.