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Payroll

The Payroll module is a Ghana-specific payroll toolkit: a PAYE + SSNIT take-home calculator, a persistent employee register, and monthly pay runs that produce printable payslips.

Who sees it

Payroll is management-only and switched on per facility by your CautaReside operator. If you don't see the 🧮 Payroll tab, ask them to enable it for your facility. Salary data is visible to facility managers / billing-mgmt users, never to residents.

Estimates, not statutory filing

Figures use the GRA PAYE schedule + SSNIT rates and are an estimate. Verify against the current GRA / SSNIT publications before using the output for statutory returns.

The module has three tabs: 🧮 Calculator, 👥 Employees, and 💵 Pay runs.

The calculator

Enter a staff member's pay and see the full take-home breakdown instantly.

  • Gross → Net (default) — enter the monthly basic salary; get SSNIT, PAYE (income tax), net pay, and total employer cost.
  • Net → Gross — enter a desired take-home and the calculator works backwards to the basic salary required to land it.

Inputs

  • Basic salary — drives SSNIT (employee 5.5% / employer 13%, on basic only, up to the insurable ceiling).
  • Allowances — T&T, monthly data/credit, an annual health benefit (÷12 applied), and any other taxable allowance. Allowances are taxed (full PAYE) but are not SSNIT-able.
  • Benefit-in-kind — taxed via PAYE but not paid as cash, so it's excluded from take-home.
  • Bonus (one-off) — concessional: the slice up to 15% of annual basic is taxed at 5%; anything above is added to graduated PAYE.
  • Overtime — concessional for qualifying junior staff: up to 50% of monthly basic at 5%, the excess at 10%.
  • 13th-month provision — an annual figure accrued monthly (÷12) as an employer cost; it is not part of monthly net. When it's actually paid, treat it as a bonus that month (the panel shows the projected bonus tax + net).
  • Voluntary Tier 3 — tax-deductible, capped defensively.
  • Personal reliefs — marriage / responsibility, child education (max 3), old-age (60+), aged dependants (max 2), and disability (a percentage of employment income).

Outputs

Net take-home, total tax (PAYE by band + bonus + overtime), the SSNIT remittance (employee + employer, Tier 1 / Tier 2 split), total employer cost, effective tax rate, and an annual-net projection.

Employees

The 👥 Employees tab is a saved register of your staff, so you stop re-keying figures into the calculator every month.

  • + Add employee — store identity (name, optional job title, email, phone, SSNIT number, TIN) plus the person's standing pay setup (the same fields as the calculator).
  • Staff number — generated automatically on save as FACILITYCODE-XXXXXX, unique within your facility. You don't type it, and it doesn't change afterwards.
  • Link to a staff member (optional) — attach the payroll record to a user account from Settings; their name, email, phone and job title are filled in for you (still editable). Leave it unlinked for people without an account (e.g. casual workers). A user maps to at most one payroll employee.
  • Hire date / employment end date — record when employment started and (optionally) ended. The end date is informational; untick Active to drop someone from future pay runs while keeping their history.
  • 🧮 Open in calculator — pushes a saved employee into the Calculator tab and recalculates, so you can review their take-home without typing.

Pay runs & payslips

The 💵 Pay runs tab turns the register into a monthly record.

  • + New pay run — pick a pay month; the system generates a draft payslip for every active employee from their saved setup, computing PAYE + SSNIT on the server using the current tax rates, which it freezes onto that run. (So a finalized run never changes if rates are edited later.)
  • Open a run — see roll-up totals (net, PAYE, SSNIT, employer cost) and a table of every payslip.
  • ✏ Edit (draft only) — adjust a payslip's bonus, overtime or any pay item; it recalculates and the run totals update.
  • 🔒 Finalize — locks the run and its payslips as a permanent record (no further edits).
  • 🖨 Payslip — opens a clean, printable payslip (earnings, deductions, net pay, employer contributions) in a new window; use your browser's print dialog to print or save as PDF.
  • 🗑 Delete run — removes the run and its payslips.

Tax rates

The PAYE bands, SSNIT rates and relief amounts are national, so they're set platform-wide by your CautaReside operator in Settings → 🧮 Payroll tax rates — a labelled form (no JSON), with rates entered as plain percentages and PAYE bands as an editable table.

If no override has been saved, the calculator uses its built-in GRA / SSNIT defaults, so it always works. A bad or empty config can never break the calculation — it falls back to those defaults.

Tips

  • Save employees once, run monthly. The register + pay runs mean you only re-enter what actually changed (this month's bonus or overtime).
  • Link people who have logins. Linking auto-fills their details and keeps one source of truth; leave casual staff unlinked.
  • Finalize when you've paid. A finalized run is your immutable record for the month — print each payslip for your files before or after.
  • 13th month: keep it as the annual provision for accrual, and use the Bonus field in the month you actually disburse it.

Process flows

Add an employee

  1. Payroll → 👥 Employees → + Add employee.
  2. (Optional) pick a staff member under Link to staff member to auto-fill their details.
  3. Fill in the pay setup (basic, allowances, reliefs, etc.) and the hire date.
  4. Save — a staff number is generated automatically.

Run payroll for a month

  1. Payroll → 💵 Pay runs → + New pay run.
  2. Pick the pay month and an optional label; Generate.
  3. A draft payslip is created for every active employee.

Adjust and finalize

  1. Open the draft run.
  2. For any payslip, click ✏ to set this month's bonus / overtime, then Save & recalculate — totals update.
  3. When everything looks right, 🔒 Finalize to lock the run.
  1. Open the run and the employee's row.
  2. Click 🖨 — a formatted payslip opens in a new window.
  3. Use your browser's Print (or Save as PDF) to produce the document.