HR & Payroll Officer: daily workflow

Daily: Mark today's attendance

Each morning (or end of day), you record who attended work.

1. Navigate to HR → Attendance Open in Usystems
2. Find today's date or click New Attendance.
3. For each employee, select Present, Absent, or Half Day.
4. Enter any notes (e.g., "meeting in Kabul").
5. Click Save.

The attendance record flows into the next payroll run; absent days may reduce salary if your leave policy permits it.

When someone requests leave

1. Ask the employee for the leave dates and type (vacation, sick, unpaid, etc.).
2. Navigate to HR → Leave Requests or ask them to submit a request themselves (if they have access). Open in Usystems
3. Create a new leave request: enter employee, start date, end date, and type.
4. Approve or Reject based on remaining annual balance and policy.
5. Approved leave is recorded; payroll will adjust the salary automatically.

Tip: Check the employee's remaining رخصتی (leave) balance before approving. The system shows annual limits per type.

Monthly: Run payroll

On the last day of the month (or your organization's payroll date), calculate salaries for all employees.

1. Navigate to HR → Payroll Runs Open in Usystems
2. Click Create Payroll Run (or New Payroll Run).
3. Select the month and year.
4. Review the preview: salaries, deductions, leave adjustments, and totals.
   • Absences should reduce salary if your policy says so.
   • Approved leave should adjust accordingly.
5. If everything looks correct, click Finalize or Run.
6. The system posts the total payroll liability to your Payroll Payable account in the chart.

Accounting impact: When you finalize payroll, two accounts are affected:

• Salary Expense is debited (the cost of labor).
• Payroll Payable is credited (the liability until you pay employees).

End of month: Generate a payroll report

1. Navigate to HR → Reports Open in Usystems
2. Select Payroll Summary or Employee Salary Register.
3. Choose the month and export as PDF or Excel for your records or for employee slips.

Tips & common mistakes

• Don't forget to mark absences: Even if no one is absent, record the data. It's a compliance trail.
• Approve leave before payroll: Process leave requests days in advance so they're reflected in the payroll run.
• Check balances: Some leave types have annual limits. The system warns you, but verify manually if policies are strict.
• Keep payroll runs monthly: Running payroll multiple times a month can create confusion. Stick to one run per month unless there's a catch-up need.