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Insurance — User Guide

Insurance — User Guide

Module: HR Payroll
Audience: Payroll administrators, HR managers
Version: 1.0.0
Last updated: 2026-07-22

Overview

Insurance is the monthly spreadsheet where you enter per-employee insurance contribution amounts before creating a pay slip run. The columns on this screen come from the insurance types you configure under Payroll → Settings → Insurance list.

Complete this screen after Manage employees and before creating a pay slip run for the month.

Prerequisites

  • Permission: Insurance → View (open the screen). Create or Edit to save.
  • Insurance types configured: Payroll → Settings → Insurance list (at least one row with code/description, rate, and basis).
  • Employees must exist on Manage employees.

Step-by-step: Open and review the insurance spreadsheet

  1. Go to Payroll → Insurance.
  2. The page opens on the current month with one row per eligible employee.
  3. Scroll horizontally to see insurance columns (one per configured insurance type).
  4. Read-only identity columns: employee number, name, department.

Expected result: Handsontable grid with employee rows. The save button reads Submit (first save) or Update (data already exists).

Step-by-step: Filter employees

  1. Set Month to the payroll period you are working on.
  2. Optionally filter by Department, Role, or Staff (multi-select).
  3. Wait for the grid to reload.

Tip: Confirm the month picker before saving — the save action uses the selected month.

Step-by-step: Enter insurance amounts

  1. Click insurance cells and enter amounts (numeric).
  2. New rows may show default values from the insurance type rate in settings — adjust as needed.
  3. Click Submit or Update.

Expected result: Success message; insurance data is stored for that month and used when you create a pay slip run.

Key fields

Area Examples
Identity Employee number, name, department (read-only)
Insurance columns One column per insurance type from settings (e.g. health, social security)
Column header suffix (gross) or (fixed_amount) — basis type from settings
Month Controlled by the month filter (stored as first day of month)

Common issues

Symptom Likely cause What to do
No insurance columns No types in settings Add rows under Payroll → Settings → Insurance list
Cannot see all employees View own permission only Request Insurance View (global)
Pay slip shows wrong insurance Wrong month or missing data Re-check month filter; save before creating run
New insurance type missing from grid Settings changed after save Refresh page; re-enter values for the month
Column header shows (gross) Basis is percentage of gross pay Enter rate percent or explicit amount; payslip may auto-calculate from gross at run time

Related features

  • Payroll → Settings → Insurance list — defines insurance types and default rates
  • Payroll → Settings → Payroll columns — Total Insurance and per-type columns on payslips
  • Payroll → Pay slips — consumes insurance values when creating a run
  • Payroll → Reports → Insurance cost summary report — historical insurance totals from closed runs
  • Payroll → Manage employees — prerequisite employee master data

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