Apply deductions

Ensure all recorded deductions—statutory, voluntary, and loan repayments—are correctly applied to employee payslips in the CGIC App so net salary reflects accurate withholdings.

Prerequisite

• Employees have active salary structures, and a Payroll Entry exists (Draft or Submitted) for the current period.
• All one-time deduction entries are in Submitted status, and recurring deductions are active.
• Tax and pension percentages are up to date under Setup > Payroll Settings.

Step 1: Open the Payroll Entry

1. Navigate to Payroll Entry List
   • Go to HR > Payroll Entry > Payroll Entry List.
   • Select the payroll period (e.g., “July 2025”) in Draft or Submitted status.
2. Open the Entry
   • Click its name (e.g., “PR-2025-07”) to view details.

Step 2: Review Deductions on Payslips

1. Scroll to Employee Grid
   • In the Payroll Entry, locate each employee’s row with columns for Gross Pay, Deductions, and Net Pay.
2. Expand an Employee Detail
   • Click the “+” icon next to a name to see:
     • Deduction Type (e.g., “Tax,” “Loan Repayment”).
     • Amount (fixed or percentage-based).
     • Status (e.g., Submitted, Pending).
3. Verify Automatic Calculations
   • Confirm fixed deductions match entries and percentage deductions follow (Percentage ÷ 100) × Gross Pay.

Step 3: Manually Adjust Deductions (If Needed)

1. Edit Payslip Line
   • Click the Edit icon on an employee’s row to open their payslip details.
2. Override or Add Deduction
   • To correct a value, update the Amount field directly.
   • To add a missing deduction, click + Add Row, select the Deduction Type, and enter the amount or percentage.
   • Include a brief Comment (e.g., “Adjust loan repayment as negotiated”).
3. Remove an Erroneous Deduction
   • Click the Delete (trash) icon beside the unwanted deduction line.
4. Save Changes
   • Click Save to update that employee’s deductions; the grid will refresh totals.

Step 4: Recalculate Net Pay

1. Click “Recalculate”
   • After any changes, click Recalculate at the top of the Payroll Entry.
   • The system updates Net Pay = Gross Pay − Sum of Deductions for all employees.
2. Review Aggregate Totals
   • Compare Total Deductions with the Payroll Summary Report to ensure consistency.

Step 5: Finalize Payslips

1. Submit or Approve
   • If in Draft, click Submit. If approval is required, it moves to Pending Approval, then click Approve when ready.
2. Generate Payslips
   • Once approved, click Create Payslips (if not auto-generated) to produce individual Salary Slip records including all deductions.
3. Email Payslips
   • Use Email Payslips to send each employee their PDF, clearly showing all deductions.