PAY RUN PROCESSING
Run payroll in five steps, approved before release.
When attendance is corrected late, changes go unreviewed and approval happens over email, payroll slips past the 1st. BizzField Payroll runs the cycle in a fixed order, so each problem is caught before it becomes a reversal.
CYCLE ACTIVITY
THE PROBLEM
Why payroll slips past the 1st
Each of these adds a recomputation, a re-check or an unreconciled reversal to a cycle that is already against the clock.
Attendance is still being corrected after the register has been generated, so the whole run is recomputed.
Nobody can say which employees changed since last month, so every line is checked instead of the exceptions.
Approval happens over email, leaving no record of who released the cycle or when.
A correction after payout becomes a reversal entry that is hard to reconcile at year end.
Loss-of-pay and overtime arrive as a separate spreadsheet, keyed in by hand.
HOW A CYCLE RUNS
Lock, draft, review, approve, release
The same sequence every month. The register is drafted from locked attendance, and nothing is released until it is approved.
Step 01
Lock attendance and leave
Inputs frozen
Attendance, leave and overtime are frozen for the cycle, and loss-of-pay is derived from them rather than typed in.- Read from BizzField HRMS or imported attendance, with no re-keying
- A late correction needs an explicit, logged unlock and a recalculation
Step 02
Generate the draft register
Draft, not final
Every component is recalculated for every employee, including mid-month joiners, exits and revisions, into a draft.- Arrears and retro pay computed from effective dates
- PF, ESI, professional tax and TDS applied at current rates and ceilings
Step 03
Review variance, not every line
Exceptions reviewed
The draft is compared with the previous cycle, so reviewers spend their time on the employees whose pay moved.- Employees above a configurable variance threshold are flagged
- New joiners, exits and revisions are listed separately
Step 04
Maker-checker approval
Approval recorded
The person who prepared the cycle cannot be the person who releases it, so no cycle goes out on one person's authority.- Each approval is recorded against a named user and timestamp
- A rejection returns the cycle to draft with a reason
Step 05
Release payslips and bank file
Cycle locked
The payslips and the bank-format file are produced from the same approved register, so both come from one source.- Payslips are published to self-service on release
- The cycle is locked, and later changes become an explicit adjustment
CONTROL & AUDIT
What Finance can verify afterwards
Three questions asked after a cycle closes, answered from the cycle's own records.
Who changed what
Edits, overrides, approvals and reversals are recorded against a named user with a timestamp.
Why a figure moved
Variance against the previous cycle is retained with the reason captured at review time.
What was actually paid
Closed cycles are kept as released, so an old payslip can be reproduced instead of recalculated.
QUESTIONS
Payroll processing, answered
No. BizzField Payroll is a standalone product. It can read attendance from BizzField HRMS or from imported attendance data, and it does not require HRMS to run.
Yes. The draft register goes through variance review against the previous cycle and then maker-checker approval. Payslips and the bank file are produced from the approved register, not from the draft.
The cycle has to be explicitly unlocked, which is recorded. The register is then recalculated rather than patched, so the payslips and the bank file stay consistent.
No. Preparation and approval are separate roles. The person who generated the register cannot be the person who releases it.
Both are prorated from their effective dates, and exits pull through to full and final settlement including recoveries, leave encashment and gratuity where applicable.
A released cycle is locked, so the correction is recorded as an explicit adjustment. The closed cycle stays as it was released, which keeps an old payslip reproducible.
Yes. Each entity keeps its own PF and ESI registration, its own approval chain and its own bank file, while you work from a single console.
FILES FROM THE APPROVED PAY RUN
Bank Files And Statutory Returns, Built From The Approved Register
What is paid, what is deducted and what is reported come from the same approved register, so the files are not rebuilt in Excel after the run.
BANK TRANSFER
Bank Salary Files
Key Capabilities
- Output formatted to the bank's own upload specification
- Formats for HDFC, ICICI and SBI
- A separate file per bank when employees bank with different banks
- Released amounts kept against the cycle for matching to the bank statement
The bank-format salary file is generated from the approved register, so the amount credited and the amount on the payslip come from the same source.
See Bank Transfer SupportSTATUTORY & ACCOUNTING
Statutory Return Files And Accounting Export
Key Capabilities
- PF ECR file produced from the pay run
- ESI contribution return
- Form 24Q assembled from the quarter's cycles, not re-keyed
- General Ledger export for Tally Prime and Zoho Books
The PF electronic challan-cum-return, the ESI return and quarterly Form 24Q are produced from the same figures payroll deducted. Submission stays with your finance or compliance team. Payroll can also export General Ledger data for Tally Prime and Zoho Books.
See Government ReportsCONTROL & AUDIT TRAIL
Approval Controls And A Named Audit Trail
A pay cycle is released through maker-checker approval, and every edit, override, approval, rejection and reversal is recorded against a named user and timestamp.
SEGREGATION OF DUTIES
Maker-Checker Release
Key Capabilities
- Preparer and approver are distinct roles
- Sending a cycle back to draft requires a reason that stays with the cycle
- Entities that need finance and leadership sign-off can add approval levels
The person who prepared the cycle is not the person who releases it, and both actions are recorded against named users.
See Approval WorkflowAUDIT TRAIL
Named Audit Log
Key Capabilities
- Every action attributed to a user, not a shared account
- Logs kept against the cycle they belong to
- A closed period can be reconstructed from its own log
Edits, overrides, approvals and reversals are written to the audit log against a named user and timestamp, so a closed cycle can be explained from its own record.
See Payroll Audit LogsKEEP EXPLORING
Related Pages
Other payroll capabilities teams usually evaluate alongside this one.
Salary Management
One record of what each employee is paid, which components make it up and since when, with its revisions kept.
ExploreSalary Structure
Define salary components as rules by grade, location and entity, so a new grade does not mean rebuilding the payroll formula.
ExploreEarnings & Deductions
Recurring and one-off earnings and deductions, each with its own rule and tax treatment, so a payslip total reconciles to its lines.
ExploreSalary Revision
Record increments and promotions with an effective date. Arrears are computed when it falls in a paid period, and tax is re-projected.
ExploreSee your next pay cycle run in five steps
Book a walkthrough with our Kanpur-based payroll team and process a sample cycle on your own salary structure.