Employees & leave
Open in the demoThe people on your payroll, their pay settings, and leave requests with live balances.
Employees
Find them under HR Employees.
Adding and setting up
Add employee asks for their name, company and personal details: phone, NIC, date of birth and home address (a personal email and an emergency contact are optional). The employee starts with the status Setup.
On their page, open each tile and set up its section in a small window: Set up job (job title and start date; the work email, which links them to their Entirova sign-in, goes here too), Set up salary (monthly salary, tax and pension) and Set up bank & statutory (bank, account number, account name and, for a Sri Lankan company, the EPF number). When every section is done the status turns Active and they join the next pay run. Until then they aren’t paid and can’t request leave.
Later changes use the same windows: Edit personal details, Edit job, Edit bank & statutory, Edit leave allowance, Edit pay settings, and Change pay for the pay itself.
| Field | Allowed |
|---|---|
| Name, job title, work email | The work email links the employee to their Entirova sign-in. |
| Staff number, department, employment type | Staff numbers are unique. Types: permanent, probation, contract, part-time, intern, with an optional probation end date. |
| Entity | The company that employs them. |
| Monthly salary and start date | The basic salary paid each month (the yearly figure is shown for reference). Joiners and leavers are paid pro rata for the month. |
| EPF number | The member number used on EPF and ETF returns. |
| Bank account for salary | Bank, branch, account number and account name. Payslips show the bank and the last four digits. |
| NIC, date of birth, phone, address, emergency contact | NIC for Sri Lankan companies: 9 digits and V or X, or 12 digits. Only people who run payroll can see these and the account number. |
| Income tax rate | 0 to 60%. |
| Employee pension | 0 to 30%. |
| Leave entitlement | 0 to 60 days a year, 25 by default. |
| Carried over | 0 to 30 days from last year. |
Pay types
Pay runs are monthly. Set up salary chooses how the month’s pay is worked out:
| Pay type | Each month |
|---|---|
| Monthly salary | The salary, pro-rated for joiners and leavers, less any unpaid leave. |
| Annual salary | A twelfth of the yearly amount, the same way. |
| Daily rate | Rate × days worked, entered on the payslip (it starts at the standard working days). |
| Hourly rate | Rate × hours worked, entered on the payslip (it starts at working days × hours a day). |
| Commission only | The commission entered on the payslip. |
A salaried employee can also earn commission; it is entered on each payslip. Commission counts as pay for tax and EPF / ETF.
Bonus applies and Overtime applies in Edit pay settings are on by default; switch overtime off for managers and directors, for example. When one is off, the payslip doesn’t ask for it. The salary structure lists commission, overtime and bonus as Applicable or Not applicable.
Unpaid leave that has been approved comes off a salary automatically: salary ÷ working days a month, for each day. Overtime is entered as hours on the payslip and paid at monthly salary ÷ 240 (the hourly rate for hourly staff, or the daily rate ÷ hours a day) × 1.5. The working days, hours a day, overtime divisor and multiplier are set in Company policies Gratuity & end of service; an employee can have their own working days and hours.
Print salary structure on the Salary page prints it as a one-page document with your logo and company details: the employee, their pay, allowances, deductions, tax, EPF / ETF and the cost to the company. Only people who run payroll can print it.
Changing pay
Change pay sets a new pay type or amount (and commission) with the date it takes effect and a reason. Each change is kept in the employee’s Pay history. Draft pay runs pick it up; approved runs don’t change.
Allowances and deductions repeat every month and show in the salary structure. On the Salary page, Add allowance (or Edit allowances once there are some) opens one window with every allowance: change names, amounts or ticks, remove a row, or add another, then save. Deductions work the same way. An allowance (transport, meals) is added to gross pay and pro-rated for part months. Two ticks say how it is treated: Taxable (income tax is worked on it) and Counts for EPF / ETF (contributions are worked on it) — untick the second for something like a travel reimbursement. A deduction comes off net pay after tax and pension, and never takes net pay below zero. Its type decides where it is booked:
| Type | Example | Posted to |
|---|---|---|
| Paid to someone else | Welfare society, union fee | 2220 Other payroll deductions — you pay it on later |
| Recovery of a company cost | Bank transfer charges, a uniform | The cost’s own expense account (e.g. 6700 Bank charges), reducing it |
| Loan repayment | Staff loan, salary advance | 1250 Employee loans & advances, reducing what they owe |
Record staff loan on the Salary page adds a loan: the amount lent, the monthly repayment and where it was paid from (Dr 1250 / Cr the bank, with a reconciled bank line), or Already in the books for a loan given before Entirova. Each pay run takes the repayment until the loan is repaid, the last one only what is left; the salary structure shows how much is left. A loan can’t be removed while money is still owed. If the company pays bank transfer charges itself, don’t add a deduction — enter them as Bank charges when you record the wages paid.
Edit pay settings sets the income tax rate, the employee’s EPF rate, the employer EPF and ETF rates and the working time. The employer rates start at the company’s (Company policies › Payroll); enter a higher one for this employee if agreed, for example 15% EPF in a manager’s contract. They can’t be lower than the company rate. Untick Covered by EPF / ETF for someone who isn’t, such as a company director or some foreign staff: no employee or employer contributions are worked out for them, and their EPF number isn’t needed.
A pay run waiting for approval isn’t changed under the approver. It picks up salary, allowance and leaver changes when it is recalled or rejected.
Pay items
HR Pay items sets up allowances, deductions, bonuses and perks once, so everyone gets the same thing. Each item has its amount (or % of salary), when a bonus is paid, how it is taxed or booked, and who gets it: everyone, departments, employment types or chosen employees, in all companies or one. New joiners who match get it automatically. On an item’s page (or the employee’s Salary and Bonuses & perks pages) anyone can be given their own amount or left out: select the amount on their row. Items set up on several employees with the same name can be turned into pay items with Group matching items, keeping any different amounts.
Bonuses and perks
The Bonuses & perks tile keeps an employee’s planned bonuses and benefits in kind. A planned bonus is a fixed amount or a percentage of the monthly salary, paid every month, every quarter, in one month each year (a New Year bonus in April, an annual or 13th-month bonus in December) or once. It is added to the pay run in the month it falls due, and says whether it is taxable and counts for EPF / ETF. One-off bonuses are still entered on the payslip.
A perk — a company vehicle, a phone, medical cover — has a value each month. It isn’t paid in cash or posted by payroll (the company pays the supplier), but a taxable perk’s value is added to taxable pay. The page shows the total rewards for the year: pay, planned bonuses, perks, employer contributions and the gratuity provision.
Loans and advances
The Loans & advances tile lists every staff loan and salary advance with what was lent, repaid and is left. Record loan or advance pays it out (Dr 1250 Employee loans & advances / Cr the bank); an advance is repaid in one go unless you set a monthly amount. Open a loan for its statement and to record a repayment made outside payroll, pause or resume repayments, change the monthly amount, or write off what can’t be recovered (Dr 6030 Staff loan write-offs).
Career history
The Job page keeps a dated job history. Record job change records a promotion, transfer (including to another company), new title, department, employment type or manager from the date it takes effect. Corrections made with Edit job are kept too. Reports to sets the employee’s manager (nobody can end up reporting to themselves); the manager’s page lists their direct reports. For someone on probation, Confirm employment or Extend probation; when probation has ended without either, the employee’s page says so.
Gratuity
Switch on Gratuity in Company policies Gratuity & end of service (Sri Lanka’s Payment of Gratuity Act applies with 15 or more employees). Each pay run then sets aside half a month’s basic pay a year (Dr 6020 Gratuity / Cr 2600 Gratuity provision). Someone qualifies after 5 years; the Job page shows the gratuity due and the provision set aside.
When someone leaves
Deactivate them with their last working day (up to 90 days ahead) and a reason. That month is paid up to the last day, and they drop off later pay runs; their history stays. Reactivate brings them back.
Final settlement pays what a leaver is owed on top of their last pay run: unused annual leave (at salary ÷ working days a day), gratuity if they qualify, any other agreed amount such as notice pay, less loans still owed. It uses the gratuity provision (anything above it goes to 6020, anything left over is released) and pays the rest from the bank. A settlement recorded by mistake can be cancelled; it must be cancelled before the employee is reactivated.
The employee’s page
Opening an employee shows a summary, their actions (request leave, deactivate) and a tile for each part of their record: Personal, Job, Salary, Bank & statutory, Payslips and Leave. Each tile opens its own page. A tile says when details are missing, such as the bank account. Payslips lists each month’s payslip; cancelled pay runs are left out.
Leave
Find it under HR Leave, or select Request leave on an employee.
- Leave types: Annual, Sick, Unpaid and Parental.
- Requests can be in half days. Weekends are not counted.
- Every request needs approval. It moves from Pending to Approved or Declined, or ((|Recalled)) if withdrawn.
How the balance works
Annual leave balance = entitlement + carried over − approved days this year.
A new annual leave request is checked against what is left after other pending requests, so two requests can't use the same days.