Payroll works out each staff member’s monthly pay, including SSNIT and PAYE tax, runs the pay for the whole school as one batch, and keeps track of what you still owe GRA and SSNIT. Every step is written into the school’s books for you.
- Where Finance & Billing → Payroll
- Who can use it Anyone whose role includes Payroll. Choosing the account to pay from also needs Bank Accounts in the role. Only the Admin can re-post older runs.
- Set up first Staff records in Staff or Teachers; your accounts in Bank Accounts
Set each person’s salary
- On the Salary Structure tab, click Record Salary.
- Choose the Staff Member and the Effective Date the pay starts.
- Enter the Basic Salary, for example GHS 3,200.00, any Allowances, and Other Deductions (loans, welfare, etc.).
- Check the Pay Calculation box. It shows SSNIT, taxable income, PAYE and net pay as you type.
- Click Save Salary Record.
The boxes at the top show Staff With Salary Set and Staff Without Salary Set, so you can spot anyone missing. To give someone a raise, record a new salary with the date it starts; the newest one is used.
Run the monthly payroll
A batch moves through three stages: Draft, Approved and Paid.
- On the Payroll Batches tab, click New Batch. Enter a Period Label such as March 2026 and, if you know it, a Pay Date. Click Create Batch. Everyone’s latest salary is pulled in.
- Click the eye icon to open the batch. While it is a draft you can change anyone’s basic, allowances or deductions for this month only; click the tick icon on the row to save.
- When the figures are right, click Approve Batch and confirm. The lines are locked and the full cost goes into the books: salaries, the school’s 13% SSNIT share, and what is now owed to staff, GRA and SSNIT.
- After the net pay has gone out, choose the account under Pay from bank account and click Mark Paid. The net pay is taken off that account.
A draft batch can be deleted with the bin icon. Approved and paid batches can’t be changed.
Locked periods: approving and marking paid are dated today. If today falls in a locked accounting period, you’ll be asked to try again once it is reopened. See Finance.
Pay GRA and SSNIT
Tax and SSNIT taken from salaries are money the school holds for GRA and SSNIT until it pays them over. The Statutory Remittances tab shows how much is still owed under Owed to GRA, SSNIT and others.
- Under Paying, choose PAYE to GRA, SSNIT Tier 1 (to SSNIT), SSNIT Tier 2 (to the trustee) or Other deductions.
- Enter the Amount, the account it was Paid from and the Date paid.
- Optionally add For pay period (March 2026) and a Reference, such as the GRA receipt number.
- Click Record remittance. The amount owed goes down and the bank balance goes down.
You can’t pay more than is owed. A remittance entered by mistake can be voided from Recent remittances; the amount then shows as owed again.
The Admin may also see Older runs accrued at net pay only. These are pay runs from before èLyn recorded tax and SSNIT separately. Re-post at gross rewrites them the new way, on their original date.
Update tax and SSNIT rates
The Statutory Rates tab shows the PAYE bands and the employee SSNIT rate in use. When GRA changes the bands, click Add New Version, enter the Effective Date, the SSNIT Employee Contribution % and each band’s width and rate, then Save New Version. Tick Remainder (no upper limit) on the top band.
Old versions are kept in Version History, so past payslips are never changed.
Good to know
- A new batch includes everyone who has a salary record, even staff who have left. Before creating the batch, delete a leaver’s salary record on the Salary Structure tab. If an older record for them then appears, delete that too.
- The figures on Salary Structure are estimates; the batch works them out again and fixes them when approved.
- Total Monthly Payroll Cost adds up everyone’s estimated net pay. It does not include PAYE, staff SSNIT or the school’s 13% SSNIT.
- Payroll costs are not shown in the Spent figure in Finance; see the Income Statement in Journal & Ledger.