A payroll profile is the rulebook for one hub. Tax, deductions, gratuity and cut-off dates are all jurisdictional, so each entity gets its own. You need admin access.
The Basics
- Currency for this hub's payroll.
- Working days per month - the divisor for any pro-rata calculation. Get this wrong and every part-month figure is wrong.
- Payroll cut-off day - after which changes fall into next month.
- Regularisation days before - how long attendance stays correctable before the cut-off.
Tax
- Tax regime and tax basis - which system applies and what it is calculated on.
- Tax slabs - the bands, where the jurisdiction uses them.
- Default tax label and rate - for the simple case.
Set these against the statute, not against another hub. This is the part to have checked by someone who does tax in that country for a living.
Gratuity
End-of-service benefit, mandatory in several jurisdictions.
- Enabled - whether it applies.
- Days per year - accrual rate.
- Vesting years - service before entitlement begins.
- Basis - which salary figure it is calculated on.
Gratuity accrues silently and appears at exit, in the final settlement. Getting the basis wrong is not noticed until someone leaves, by which point it is a number you are arguing about. See Final Settlement.
Deductions
Each deduction is a rule, not a per-person figure. That is what makes payroll reproducible - and it is why a wrong deduction is usually wrong for everyone on that rule rather than for one person.
Each carries:
| Field | Decides |
|---|---|
| Label and category | What it is called and how it is grouped |
| Calculation type | Percentage of basic, percentage of gross, or a slab on gross |
| Rate or fixed amount | The number |
| Paid by | Employee or employer |
| Employee and employer rate | Where both contribute, at different rates |
| Mandatory | Whether it can be waived |
| Pre-tax | Whether it comes off before tax is calculated |
| Applies to | Which employees it covers |
| Maximum annual cap | Where the jurisdiction caps contributions |
| Minimum salary threshold | Where it only starts above a salary |
Caution
Percentage of basic and percentage of gross are different numbers and both look plausible on a payslip. Statutory schemes usually specify one exactly. Check which, because the error is invisible until an audit.
The cap and threshold are what make net pay change month to month for someone whose salary is near a boundary - worth knowing when an employee asks.
Employee Versus Employer
Marking who pays is not cosmetic. An employer-paid deduction is not taken from the employee - it appears on the payslip as an employer contribution and in the employer cost total. Marking an employer contribution as employee-paid takes money from people who should not be paying it, and it is the kind of error that goes unnoticed for months.
Attendance Rules Live Here Too
The payroll profile also carries the attendance policy for the hub, which surprises people:
- Late login threshold - minutes after start before a clock-in counts as late.
- Late login enforcement - what happens when it does.
- Geo tagging enabled, with a fence latitude and longitude.
It sits here because attendance is a payroll input. If lateness or location affects pay, the rule belongs with the rules that calculate pay. See Clocking In and Out.
Setting Up A Hub's Payroll
- Currency and working days per month.
- Cut-off and regularisation window, then tell everyone both dates.
- Tax, checked by someone who knows that jurisdiction.
- Gratuity, if it applies.
- Statutory deductions, one rule each, with paid-by set correctly.
- Attendance thresholds and geo-fencing, if used.
- Run a test payroll for one employee and check the payslip line by line before running it for everyone.
That last step is the one that catches configuration errors while they are still cheap.
Common Questions
Can two hubs share a profile? Each hub gets its own. If the rules are identical, the profiles are identical - but keeping them separate means a statutory change in one country does not silently alter the other.
A deduction is wrong for one person. Check the applies-to scope and the salary threshold before changing the rule. Rules are shared; changing one to fix a single case breaks everyone else.
We changed a rate mid-year. It applies from the next run. Payslips already generated keep the figures they were produced with, which is correct - a payslip is a record of what was paid.
Where does the salary itself come from? The employee's compensation record, not here. This defines what happens to it.
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