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Payroll Management

Payroll Management in VoxHRM lets organizations configure how employees are paid — from building a component library to finalizing monthly pay runs.

Two sub-sections make up the Payroll module:

  • Payroll → Settings — configure Components, Pay Groups, Payslip Templates, and more.
  • Payroll → Pay Runs — run, review, approve, and finalize monthly payrolls.

Before running your first payroll, complete the setup in this order:

  1. Create Components — define all earnings (Basic, HRA, Allowances) and deductions (PF, loans) your company uses.
  2. Create Pay Groups — group employees by pay cycle and rules, then attach components.
  3. Assign Employees & Set Salary Structure — open each employee's Salary Details, select their pay group, and enter their annual CTC.
  4. Run Payroll — navigate to Pay Runs, process the pay run for the period, then finalize.
TIP

Do not add employees to a pay run before configuring their salary structure. Employees without an assigned pay group will be excluded from the pay run.

Key Concepts​

Pay Groups​

Defines payroll cycle, payout timing, payable days calculation, LOP rules, and approval requirements.

Each employee must belong to a Pay Group before payroll can be processed.

Salary Components​

Individual building blocks of any salary — either earnings (positive) or deductions (negative).

Components are defined once and reused across all pay groups and employees. Examples: Basic Pay, HRA, PF Deduction, TDS.

Salary Structure​

The per-employee configuration that distributes their annual CTC across the components defined in their assigned pay group.

Each employee has one salary structure per pay group assignment.

Pay Groups​

A named configuration that defines the pay rules for a group of employees — covering pay frequency, pay cycle dates, payout schedule, LOP rules, and the set of salary components.

Every employee must belong to a Pay Group before payroll can be processed.

Pay Cycle​

Defines the start and end of a salary period. For example, a cycle from the 1st to the 31st means salary is earned for work done within those dates.

Attendance Cutoff​

The deadline by which all attendance records for a pay period must be finalized before payroll can be accurately processed.

Payrun Type​

  • Automatic → Pay runs are scheduled and created by the system on the configured payout day.
  • Manual → You initiate each pay run yourself, giving full control over timing.

Payable Days​

Defines how monthly salary is divided:

  • Actual Days → Based on actual calendar days in the pay period.
  • Fixed Days → Based on a fixed number (e.g., 26 or 30 days every month).

LOP (Loss of Pay)​

A deduction applied when an employee is absent without approved leave. LOP days reduce the employee's payable days, proportionally reducing their salary.

Payroll Approval​

If enabled on a pay group, each pay run must go through an In Review and Approved stage before it can be finalized.

Pay Run​

A single payroll processing cycle for a specific pay group covering a defined date range. Once finalized, it is a permanent, locked record. Payslips become available after finalization.

Structure of This Section​

  • Salary Components → Define the earnings and deductions your company uses
  • Pay Groups → Set up payroll rules and cycles for groups of employees
  • Pay Group Configuration → Attach salary components to a Pay Group
  • Salary Structure → Set each employee's salary and CTC breakdown
  • Payslip Templates → Choose the layout for generated payslips
  • Pay Runs → Process, review, approve, and finalize payroll