Payroll Processing Software for Kenya

AppTec Payroll System is a flexible and feature rich Payroll Processing Software targeting Kenyan companies and Organizations. This payroll software automates the payroll generation and analysis process making the calculations and reporting easy to do and to understand.

Through AppTec Payroll Software, your payroll and HR teams can do detailed analysis on the costs related to your human resouce and also generate comprehensive payroll reports for both internal and external consumption. Among the many reports generated are the compulsory statutory returns: PAYE returns, NHIF returns and NSSF returns.

Being an Online Payroll System, AppTec Payroll allows you to access your data and run your Payroll from anywhere and at anytime including using your mobile devices. The management team can also conveniently access Payroll summary data and reports to advice decision making.

AppTec Payroll generates well formated payroll reports including cash paymest lists, bank transfer summary, mobile transfer summary and statutory return schedules. Payslips are also sent automatically to employees via email.

Why AppTec Payroll Software?

• Web-based Payroll
• Unlimited no. of companies
• Empower Employees to manage their HR data
• Retain and access historical Payroll data
• Easily share payroll summaries with management
• Distribute payslips via email
• Eliminate paperwork
• Access Employee payroll info from anywhere
• Save time by allowing employees check their records e.g. leave balance & payslips
• Manage overtime effectively
• Get rid of payroll calculation errors

Timesheets - AppTec online Payroll allows employees to submit timesheets from wherever they are, including staff working in the field. Normal and overtime hours are incorporated into the payroll. Employee Self Service - Employees can access the payroll system via this online portal to view some of their payroll & HR data, make updates, submit timecards, submit leve requests, and download payslips. Payroll Earnings & Benefits - Track cash and non-cash Benefits and classify them as taxable or non-taxable. The payroll system aggregates all earnings from basic salary, bonus, refunds and others and allows different types of overtime during payroll calculations. Payroll Deductions - AppTec Payroll System allows efficient and well organised management of both statutory and voluntary deductions. PAYE, NSSF and NHIF returns are calculated and reports generated in the standard format ready for submission.

Online Leave Tracker - This module of AppTec Payroll automates the whole process of leave request, approval, analysis and reporting. It has automated Email notifications. Employees can access it via the ESS to submit leave requests from the field or the office, and to also query their leave balances. Payroll Analysis - Any bulk data needs to be summarized, analyzed and categorized for it to be useful in making business decisions. AppTec Payroll enables you to do this from a flexible interface where you can associate your payroll expenses with various cost centres and cost items and generate reports. Salary Advance - Your employees can now apply for salary advance from an online portal which is accessible from any location. Escalation for approval is automated and all requests paid by the end of the payroll period are deducted from that period's payroll. Employee HR Data - With AppTec Payroll Software, you can manage all important data like personal details, contact details, professional qualifications and job contract information. Employees can be allowed to update part of this info thus saving the HR department lots of time.

AppTec Payroll Reports

• Employee Nominal Roll
• Pay Slips
• Payroll Muster roll
• P.A.Y.E Returns
• N.S.S.F. Returns
• N.H.I.F Returns
• Payroll Summaries
• P.9 KRA Tax Return
• P.10.A Tax List
• P.10D Quarterly summary

Payroll Process Step by Step

Configuration Payroll Settings - PAYE,NHIF and NSSF deduction tables,Email settings, Employer Pension contribution, Income Tax Settings

Enter Employee Payroll Settings - PAYE No, NHIF No, NSSF No,Payroll No., Name,ID No. - Set whether to allow overtime or not,personal relief, insurance relief, Home ownership savings plan, employee housing option, owner occupier interest, car benefit. The payroll system is able to show running balances for loans and pension contribution. To achieve this, the opening balances should be entered.

Enter/Import Payroll Data - Existing data can be imported and used for payroll calculation. Previous data is also important for some reports e.g P9 Returns card especially if the payroll software is not deployed at the beginning of the year. Some of this data include: Overtime hours, Salary advance, Earnings, Benefits, Deductions. Historical data of calculated Basic salary, Gross income, allowable deductions, statutory deductions, deductions and Net Pay can also be imported.

Select Payroll Month and Year - To calculate, select the Company name, Payroll Month and Year. The calculated data is stored and it is possible to revisit previous payroll periods. Payslips for previous periods can also be generated.

Run the Payroll - Once the settings above have been done, click the Process Payroll button and the Software automatically does all the payroll calculations based on the supplied settings and data.

Generate Reports and Payslips - Generate reports for statutory returns to KRA, NSSF and NHIF. Payslips can be viewed, printed and sent by email to employees. Other reports include: Monthly Payroll summary, Pension contribution, Employer NSSF contribution and P9 among others

Do Payroll Analysis - Do detailed analysis on current and previous payroll periods. The data can be categorized and summarised based on cost items and cost centres.

User Customizable Settings

Personalize your payroll system by configurings settings specific to your organization. All settings are updatable at any time.

• Set Company Name, Contacts, Logo, PIN No, NHIF No, NSSF No. Several companies can be setup.
• Settings for organizational structure - Departments, Units, Stations
• Employee Specific Settings - hourly rate, personal relief, allow overtime, PIN no, etc
• Unlimited number of benefits, deductions, earnings
• Settings for banks and branches
• Editable lookup table and settings for PAYE, NSSF and NHIF calculation

Integration with Kenyan HR Management Softwares

Apptec Payroll seamlessly integrates with AppTec HR Management System.

• Centralised management of employee records - contacts, contract details, beneficiaries
• Relate payroll to leave management
• Relate payroll to timesheets and overtime management module
• Reporting structure in the HR software is used for approval of requests e.g salary advance approval
• Employee Self Service in the HR system is used by employees to access and download payslips

Online Payroll Software

This software can run on your intranet or over the internet allowing employees to access limited features e.g. apply for salary advance, submit overtime and view / download payslips from wherever they are.

• Save time by allowing employees submit their overtime which is approved by their line managers before getting to HR
• Employees in the field don't have to call HR to confirm their approvals or get payslips.
• Employees can view historical payslips and download them
• Management can access payroll summary data remotely
• System can be accessed via multiple devices including tablets and phones

Workflow for Payroll Requests

The system allows employees to submit requests which are automatically escallated to their line manager. After approval by line managers, the requests are forwarded to HR.

• Salary Advance workflow
• overtime hours workflow
• Leave request workflow

Detailed Payroll Reports

AppTec Payroll generates standard reports for statutory returns & also custom reports for internal use.

• Standard returns for KRA NHIF and NSSF
• Payslips - View, Print and send by Email
• Export reports to Excel
• Payroll summary reports
• Cost comparison between months, years and cost centres

Scalable Payroll Software fit for Kenya

This is a flexible software that can fit the needs of any organization. We have a well qualified team to make all the necessary adjustments.

• There is no limit to the number of employees that can be managed
• Supports multiple companies
• Allows access by multiple users concurrently
• Installarion at the server only thus making updating easy and fast
• Historical data stored and can be retrieved
• Allows import and export of data
• The software provider is based in Nairobi, Kenya and is available to make all necessary adjustments

What to look for in a Payroll Software in Kenya

Below are some of the key considerations to make when choosing payroll software in kenya. The system should be easy to use, easily customizable and flexible to accomodate the growth in your work force.

1. Friedly user interface - the software should be easy to use and have an intuitive interface. The user should be able to add, edit and view data in a convenient and comfortable manner.
2. Perform all the functions indicated / required by the client - The system should be able to perform all the payroll functions that the customer requires plus those required by the regulatory authorities.
3. Customizable Payroll Software - The vendor should be in a position to make necessary adjustments as required by the needs of the customer.
4. Networkable - The Software should be able to work in a networked mode. A web-based payroll is preferred as it allows users to connect using a web browser and updtating it is also easy.
5. Connectivity over the internet - It should be possible to host the payroll system in a web server if one needs to have the employees access it remotely eg. Employees working in the field can apply for overtime and view their payslips.
6. Payslips and ePayslips - Payslip printouts are necessary when applying for bank loans for example. There should also be a capability to send payslips to employees via email.
7. Employee Self Service - The employees whould be able to access limited areas of the Payroll software to submit requests for salary advance, leave of absence and overtime hours. They should also be able to view / download their payslips and P9A card for KRA returns.
8. Integration with Time and Attendance systems - The Payroll system you choose should be able to integrate with your Clocking system in terms of taking the time data from the cloking system and using it for payroll calculations. There should be flexibility to allow interwoking with the basic salary e.g deductin of the hours an employee came late from the basic salary.
9. Workflows - The software should allow for approval process for leave, overtime and salary advance Email functionality - The emploees need to be kept up to date on the flow of their requests e.g when overtime application has been approved, an automated mail should be sent to the employee.
10. Reports - It should provide ready to use standard reports as per business requirements. Standard PAYE, NSSF and NHIF reports should be provided.

Outsourced Payroll Processing Services in Kenya

• Using a state-of-the-art Payroll and HR Software, we create and maintain employee profiles capturing their HR data, statutory registration numbers, pay group, department, station, e.t.c. Your existing employee data can be imported and be used as the basis for the payroll.
• For new employees, we follow up on their registration with KRA, NSSF and NHIF.
• Configuration of payroll parameters per employee e.g whether to allow overtime, personal relief, etc
• Data entry to capture vaiours earnings, deductions and benefits per employee
• Processing of attendance and overtime records and incorporation into the payroll
• Payroll calculation processing at the frequency of your choice - weekly, biweekly or monthly
• Generation of Payroll Summary Reports and submission to management for approval and payment authorization
• Generation of Payslips
• Distribution of Payslips to employees via Email
• Calculation and reporting on statutory deductions
• Filing of tax returns for PAYE, NSSF and NHIF
• Filing of quaterly and annual returns with KRA
• Payroll Analysis with comparisons and trends between different time periods.
• Providing professional advice on kenyan laws affecting payroll and taxation
• Generation of output data to be imported into your accounting system

Why Kenyan SMEs use our Payroll Processing Services

1. Our service is provided by well experienced, qualified and professional accountants
2. We are well versed with the kenyan labour and tax laws and will give you the right advice
3. We give a personalised service dedicating all the time you need
4. A highly flexible software that is constantly being updated to take care of changes in the market. If you prefer we use your existing software we will be happy to do so.
5. Save on operational costs as you benefit from our competitive rates in the market
6. We offer timely payroll processing ensuring your employees are satisfied and that you also avoid tax penalties
7. Since we understand the importance of your finantial data, we respect and treat your information with privacy and confidentiality