Payroll Attendance

Payroll Attendance is the monthly view that bridges daily attendance records with payroll. It lets you:

• Define which days in a month are working days (and which are holidays).
• Review and correct the monthly attendance grid per staff member.
• Compute the Loss-of-Pay (LOP) total for each staff member.
• Lock the month to freeze LOP figures before starting a payroll run.

---

Who can manage payroll attendance

Action	Required permission
View monthly attendance grid and LOP summary	payroll-attendance:view
Edit working-day config and attendance records	payroll-attendance:manage
Compute LOP summary	payroll-attendance:manage
Adjust leave balances	payroll-attendance:manage
Lock or unlock a month	payroll-attendance:lock

---

Step 1 — Configure working days

Before using the monthly grid, tell the system which days of the week are working days and which dates are holidays.

1. Go to Payroll Attendance in the school sidebar.
2. Switch to the Working Day Config tab.
3. Under Working Days, toggle each day of the week on or off. Toggled-on days count as working days for LOP calculations.
4. Under Holidays, add specific dates that should be treated as non-working days regardless of the day of the week (e.g. a national holiday that falls on a weekday).
5. Click Save Config.

Note

Working day configuration is organisation-wide. Changes affect LOP calculations for all future months. You do not need to update it every month unless your working-day schedule changes.

---

Step 2 — Review the monthly grid

The Monthly Attendance tab shows a grid:

• Rows — one per active staff member.
• Columns — one per calendar day.
• Cells — colour-coded attendance status pulled from the daily Staff Attendance register.

Colour / Code	Status
Green / P	Present
Red / A	Absent
Amber / ½	Half Day
Blue / L	On Leave
Grey	Non-working day (weekend or holiday)
Empty	Unmarked — will be flagged as a warning

Use the Month and Year selectors to navigate between months.

You can edit individual cells directly in the grid if you have payroll-attendance:manage — useful for correcting a single entry without reopening the daily register.

---

Step 3 — Compute the LOP summary

After the month ends and all days have been marked, compute the Loss-of-Pay summary. LOP days are the working days on which a staff member was absent or took unapproved leave beyond their balance.

1. Switch to the LOP Summary tab.
2. Select the month and year.
3. Click Compute LOP.
4. The table updates to show each staff member’s LOP days for the period.

Tip

If the grid shows Unmarked warnings, some working days were not recorded in daily attendance. Return to Staff Attendance, fill in those days, then re-compute.

---

Step 4 — Lock the month

Locking freezes the LOP figures and prevents any further changes to the monthly attendance or LOP summary. The payroll run for this month will use the locked figures.

1. Verify the LOP summary is complete and correct.
2. Click Lock Month on the LOP Summary tab.
3. Confirm the action. The month status changes to Locked.

Caution

You cannot start a payroll run for a month until every active staff member’s LOP row is locked. If any row is missing, run Compute LOP first.

Unlock a month

If corrections are needed after locking:

1. Click Unlock Month on the LOP Summary tab (requires payroll-attendance:lock).
2. Edit the attendance records or leave balances as needed.
3. Re-compute and re-lock the month.

Caution

Unlocking a month that has an associated payroll run will invalidate that run’s LOP data. Delete the payroll run before unlocking, or be prepared to restart it after re-locking.

---

Troubleshooting

The Compute LOP button has no effect

Ensure at least one active staff member has attendance records for the selected month. Also check that the working-day config is saved — without it the system cannot determine which days count toward LOP.

Lock Month is disabled

Either the month is already locked, or at least one staff member has no LOP row. Run Compute LOP first, then lock.

A staff member is missing from the grid

Only active staff appear. Confirm the staff member’s employment status in their profile.

I locked the wrong month by accident

Click Unlock Month, verify the data, and re-lock. If a payroll run was already started for that month, you will need to delete the draft run first.