HR Module

The HR module covers all aspects of staff management, including staff records, payroll processing, and tax and regulatory compliance. Access it from the main navigation menu under HR.

Departments

Departments allow you to group staff by their organisational unit (e.g. Administration, Teaching, Accounts).

Add Department

  1. From the “Add Department” pane, enter the department name

  2. Click Add Department

Modifying & Deleting Departments

Use the edit (edit_icon) and delete (delete_icon) icons in the departments list to modify or remove a department. A department cannot be deleted if staff members are currently assigned to it.

Add Staff

To register a new staff member in sERP:

  1. Navigate to HR > Add Staff

  2. Fill in the staff details form:

    Note

    • First Name / Surname: staff’s full legal name

    • Staff ID: auto-generated based on the configured staff ID prefix, or entered manually

    • Department: select the staff member’s department

    • Staff Type / Designation: select the staff member’s role (e.g. Teacher, Administrator)

    • Employment Date: the date the staff member was employed

    • Mobile Number: used for SMS notifications and MFA

    • Email: staff email address

    • Bank Name / Account Number: required for payroll bank advice generation

    • Basic Salary: monthly gross salary before deductions

    • TIN: Tax Identification Number (required for PAYE compliance)

    • SSNIT Number: Social Security number (required for SSNIT contributions)

    • SSNIT Contributor: toggle whether SSNIT deductions apply to this staff member

  3. Click Add Staff to save

Tip

A user account must also be created for any staff member who needs to log in to sERP. See User Management for instructions.

Staff List

Navigate to HR > Staff List to view all registered staff members. The list shows each staff member’s ID, name, department, designation, and action buttons.

Click a staff member’s name or the info icon (info_icon) to view their full profile, including personal details, employment details, payroll history, and uploaded documents.

Modifying Staff Details

  1. From the Staff List, click the edit icon (edit_icon) for the staff member

  2. Update the relevant fields

  3. Click Save Changes

Staff Documents

Staff documents (appointment letters, certificates, etc.) can be uploaded from the staff details page under the Documents tab. Accepted formats: jpg, jpeg, png, pdf, doc, docx, xls, xlsx.

Staff Payroll

Navigate to HR > Staff Payroll to generate the monthly payroll.

  1. Select the Month and Year for the payroll run

  2. Click Generate Payroll — sERP computes gross salary, all deductions, and net pay for each active staff member

  3. Review the payroll summary table

  4. Click Print or Download to export the payroll report

Payroll is calculated as follows:

Net Pay = Basic Salary + Allowances − PAYE − SSNIT (Employee Share) − Trustee − Custom Deductions

Note

Payroll data is archived monthly. To view a previously generated payroll, navigate to HR > Staff Payroll and select the relevant month and year from the archive dropdown.

Salary Deductions

Custom salary deductions (e.g. loans, advances, union dues) can be configured per staff member.

  1. Navigate to HR > Salary Deductions

  2. Select the staff member from the dropdown

  3. Enter the deduction description and amount

  4. Click Add Deduction

Deductions are applied automatically in the next payroll run. Remove a deduction using the delete icon (delete_icon) once it is no longer applicable.

Bank Advice

Navigate to HR > Bank Advice to generate a bank transfer instruction list for salary disbursement.

  1. Select the payroll month and year

  2. Click Generate Bank Advice

  3. The report lists each staff member’s name, account number, bank, and net pay amount — formatted for submission to your bank

Click Print to produce a printable bank advice document with school letterhead.

PAYE Returns

Navigate to HR > PAYE Returns to generate the monthly Pay As You Earn tax return report in compliance with GRA requirements.

  1. Select the month and year

  2. Click Generate PAYE Report

  3. The report lists each staff member’s gross income, chargeable income, applicable tax reliefs, and PAYE deducted

  4. Click Download Excel to export in a format suitable for submission to GRA

Note

Tax rates are configured in Settings > HR Settings > Income Tax Rates and should be updated whenever GRA publishes revised rates.

Trustee Contributions

Navigate to HR > Trustee Contributions to generate the monthly employer trustee (Tier 2 / Tier 3 pension) contribution report.

  1. Select the month and year

  2. Click Generate Report

  3. The report shows each staff member’s employer and employee trustee contribution amounts

The trustee remittance rate is configured in Settings > HR Settings > Trustee Remittance Rate.

SSNIT Contributions

Navigate to HR > SSNIT Contributions to generate the monthly Social Security contribution report for submission to SSNIT.

  1. Select the month and year

  2. Click Generate Report

  3. The report lists each SSNIT-contributing staff member’s employee contribution (5.5%) and employer contribution (13%)

  4. Click Download Excel to export in the format required by SSNIT

Note

Only staff members with SSNIT Contributor toggled on are included in this report.

PAYE Calculator

Navigate to HR > PAYE Calculator to calculate the PAYE liability for a given gross income amount, based on the currently configured GRA tax bands. This is a reference tool only and does not affect any payroll records.

Enter a gross salary amount and click Calculate to see the computed taxable income, applicable reliefs, and PAYE due.