Workforce & Payroll

Paid add-on

Salaries & Payroll

Calculate employee pay from approved attendance, review regular and overtime earnings, apply additions and cash-advance deductions, approve payroll safely, and preserve final payslips and payment history.

Approved attendance basis

Payroll uses approved individual attendance
Pending, rejected, open, and batch labor records are excluded

Controlled payroll review

Review hours, earnings, additions, deductions, and net pay
Submit, approve, and record payment through controlled statuses

Historical protection

Approved and paid runs preserve frozen values
Later settings or rate changes do not silently alter payroll history

Overview

Salaries & Payroll turns approved employee attendance into a controlled payroll review.

It brings together pay type and employee rates, approved attendance, regular and overtime pay, additions and allowances, manual deductions, cash-advance deductions, gross pay, total deductions, net pay, payslips, and payment and void history.

Payroll does not replace Project Labor. Project Labor measures the labor cost assigned to projects. Payroll calculates what employees are paid.

Who can use it

Role	View payroll	Create or review runs	Approve or mark paid	View own payslip
Admin	Company payroll	Yes	Yes, subject to current authorization rules	Yes
Manager	No company-wide payroll management	No	No	Own records only when supported
Supervisor	No	No	No	Own records only when supported
Employee	No payroll administration	No	No	Own final payslip when available

Role
Admin
View payroll
Company payroll
Create or review runs
Yes
Approve or mark paid
Yes, subject to current authorization rules
View own payslip
Yes
Role
Manager
View payroll
No company-wide payroll management
Create or review runs
No
Approve or mark paid
No
View own payslip
Own records only when supported
Role
Supervisor
View payroll
No
Create or review runs
No
Approve or mark paid
No
View own payslip
Own records only when supported
Role
Employee
View payroll
No payroll administration
Create or review runs
No
Approve or mark paid
No
View own payslip
Own final payslip when available

Only authorized Admin users can approve payroll, record payment, generate final payslips, or void a payroll run.

Before creating payroll

Confirm before you create a run

Review these prerequisites before opening a payroll period.

Salaries & Payroll is active.
Employee rates are configured under Team & Rates.
Employees are assigned to the correct payroll group.
Company payroll settings are reviewed.
Attendance for the period is completed and approved.
Overtime policy is confirmed.
Existing employee cash advances and balances are reviewed.
The payroll period does not overlap another active payroll run for the same group.

Payroll workflow

Follow these steps from period selection through payment.

1
Select the payroll period
Choose the payroll group and non-overlapping payroll period.
2
Build the run
Prospeno loads eligible employees and approved attendance for the selected period.
3
Review employee pay
Check regular hours, overtime hours, rates, additions, deductions, and net pay.
4
Submit for review
Move the run from Draft to Reviewed after the payroll lines are complete.
5
Approve payroll
An authorized Admin approves the frozen payroll totals and enables final payslips.
6
Record payment
Mark the run Paid after payment is completed. Cash-advance deductions are posted exactly once.

Employee payroll review

Employee payroll line

Each employee line may show:

employee
pay type
payroll group
regular hours
overtime hours
rate basis
regular pay
overtime pay
additions
allowances
manual deductions
cash-advance deductions
gross pay
total deductions
net pay

Calculation summary

Gross Pay = Regular Pay + Overtime Pay + Additions

Net Pay = Gross Pay − Deductions

The exact calculation depends on the employee pay type, approved attendance, company payroll settings, and authorized payroll adjustments.

Pay types and rate basis

Employee rates are maintained under Team & Rates. Payroll settings may affect future calculations, but approved or paid historical runs are not silently recalculated.

Daily

Used for employees compensated by an approved daily rate.

Approved attendance determines eligible worked days or supported partial-day treatment.

Hourly

Uses the configured hourly rate and approved eligible hours.

Monthly

Uses the configured monthly salary and the module’s supported payroll-period calculation.

Regular and overtime pay

Regular Pay

Uses eligible approved attendance and the employee’s configured rate basis.

Overtime Pay

Uses approved overtime hours and the company’s configured overtime rule or multiplier.

Attendance and Timesheet pages may show total hours rather than a complete payroll regular/overtime breakdown. Review the payroll employee line before approval.

Additions and deductions

Additions

allowances
bonuses
authorized adjustments
other supported additions

Deductions

manual deductions
employee cash-advance deductions
other authorized adjustments

Review before approval

Review all additions and deductions before submitting the run. Approved and paid payroll history should not be corrected through casual direct edits.

Employee cash advances

1
Record the employee cash advance
Create the advance and track the outstanding balance.
2
Review the outstanding balance
Confirm how much remains available for deduction.
3
Allocate during payroll review
Apply a full or partial deduction during payroll review.
4
Post on payment
Post the deduction when the payroll run is marked Paid through the supported workflow.

The deduction cannot exceed the outstanding balance.
The deduction cannot exceed the amount allocated in the payroll run.
The outstanding balance decreases only when the deduction is finalized through the supported paid workflow.
A deduction must not be posted twice.
Voiding follows the protected payroll workflow.

Payroll statuses

Status	Meaning	Available behavior
Draft	Payroll is being prepared	Review and adjust employee lines
Reviewed	Totals were submitted for approval	Authorized Admin reviews the frozen proposal
Approved	Payroll totals are approved	Generate final payslips and prepare payment
Paid	Payment was recorded	Preserve immutable payment history
Voided	Run was cancelled through the protected workflow	Retain audit history and create a replacement when needed

Status
Draft
Meaning
Payroll is being prepared
Available behavior
Review and adjust employee lines
Status
Reviewed
Meaning
Totals were submitted for approval
Available behavior
Authorized Admin reviews the frozen proposal
Status
Approved
Meaning
Payroll totals are approved
Available behavior
Generate final payslips and prepare payment
Status
Paid
Meaning
Payment was recorded
Available behavior
Preserve immutable payment history
Status
Voided
Meaning
Run was cancelled through the protected workflow
Available behavior
Retain audit history and create a replacement when needed

Payroll periods for the same payroll group must not overlap.
Attendance already used by another active non-voided payroll run cannot be paid twice.
Paid runs are not edited through ordinary update actions.
Voided runs remain visible in payroll history.

Project Labor vs Timesheet vs Payroll

Project Labor

Purpose: Tracks labor cost assigned to projects.

Includes approved individual labor and supported batch labor.
Project effect: Contributes to project actual cost.

Timesheet

Purpose: Reviews employee attendance by day or period.

Includes individual attendance records.
Project effect: Review surface; does not create payroll or batch labor.

Salaries & Payroll

Purpose: Calculates employee compensation.

Includes approved individual attendance, payroll rates, additions, and deductions.
Project effect: Payroll approval does not add a second project labor cost.

Separate calculations

Project labor allocation and employee take-home pay are separate calculations. Approving payroll must not duplicate or replace project labor cost already recorded from attendance.

Payslips

Final payslips

become available after payroll approval
use frozen payroll values
show the payroll period
show earnings
show deductions
show net pay
remain available as historical payroll references

Draft and Reviewed runs do not produce final payslips.

A Prospeno payslip is not automatically a government tax certificate, statutory remittance report, or banking confirmation.

Secondary details

Payroll settings

standard hours per day
payroll frequency
payroll groups
overtime multiplier
supported partial-day rules
review policies
future calculations versus historical frozen runs

Void and replacement workflow

required void reason
retained audit history
protected release of attendance locks where supported
creation of a corrected replacement run
no deletion of payroll history

Attendance eligibility

approved attendance only
pending attendance excluded
rejected attendance excluded
open attendance excluded
batch labor excluded
already-consumed attendance cannot be reused in another active run

Payroll history

approved snapshot
payment status
payslip references
void reason
replacement history where supported
auditable actor and timestamps

Module cancellation or expiry

new payroll actions may become unavailable
historical payroll runs and payslips remain retained according to current read-only module behavior
cancellation does not delete payroll history
access depends on the active module and subscription state

Important limitations

Salaries & Payroll is a paid add-on.
Only approved individual attendance feeds payroll.
Batch labor does not create employee payroll records.
Payroll periods for the same group cannot overlap.
Attendance cannot be paid twice through active non-voided runs.
Cash-advance deductions cannot exceed the supported outstanding balance or allocation.
Approved and paid runs preserve historical values.
Only authorized Admin users can approve, pay, generate final payslips, or void payroll.
Payroll does not replace Project Labor.
Payroll is not a full HRIS, statutory filing, tax-remittance, or banking system.
Companies must verify payroll against their own policies and applicable legal requirements before payment.

Where to find help

Use the ? button in the web application for the current page guide, Getting Started, Module Guides, and Contact Support.

Salaries & Payroll

Approved attendance basis

Controlled payroll review

Historical protection

Overview

Who can use it

Before creating payroll

Confirm before you create a run

Payroll workflow

Employee payroll review

Employee payroll line

Pay types and rate basis

Regular and overtime pay

Additions and deductions

Employee cash advances

Payroll statuses

Project Labor vs Timesheet vs Payroll

Payslips

Final payslips

Secondary details

Important limitations

Where to find help

Related links