Payroll is one of the most sensitive monthly processes in any institution. A single mistake can damage trust with staff and create endless back-and-forth. AcadexAI Payroll Management uses live attendance and leave data to generate accurate salaries, every time.
Why Traditional Payroll Breaks at Scale
Many schools and colleges still rely on Excel sheets, manual updates, and mental math for payroll. This works—until it doesn’t.
- Manual errors: Incorrect days counted as present/absent.
- Leave confusion: Some leaves deducted, others missed entirely.
- No audit trail: Hard to justify changes when staff raise queries.
- Highly repetitive work: HR teams re-do the same steps every month.
Define Salary Structures Once
In AcadexAI, each staff member is assigned a salary structure instead of ad-hoc numbers. This structure drives all future calculations.
- Components: Basic pay, HRA, allowances, incentives, deductions, and more.
- Groups: Different templates for teaching, non-teaching, and contractual staff.
- Frequency: Monthly, bi-monthly, or custom cycles.
- Compliance-ready: PF/ESI and statutory parts can be modeled as components.
Start with Attendance & Leave, Not Guesswork
Because AcadexAI already manages Smart Attendance and Leave Management, payroll starts with clean data.
- Working days: The system knows working days, holidays, and weekly offs.
- Present/Absent: Attendance sessions drive presence calculation.
- Paid vs unpaid leave: Policy-defined leave types determine loss-of-pay days.
- Late & early: (Optional) Late arrivals or early exits can feed into rules.
Running Payroll in AcadexAI
Once structures and rules are set, monthly payroll becomes a repeatable, predictable flow.
- Review data: Confirm attendance closure and leave approvals for the month.
- Generate draft: AcadexAI calculates salaries for all staff as a draft run.
- Validate: HR reviews exceptions, unusual LOP, or outliers.
- Finalize: Lock and publish the final payroll, generate payslips and reports.
Deductions, Incentives & Adjustments
Not every month is the same. AcadexAI lets you keep flexibility where needed—with full traceability.
- Standard deductions: PF/ESI, professional tax, and other statutory elements.
- Custom deductions: Advances, penalties, or one-time recovery items.
- Incentives: Performance-based additions, linked to Rewards & Recognitions.
- Notes: Every manual adjustment can carry a reason for future reference.
Digital Payslips & Staff Experience
Staff should never have to guess how a number was calculated. Clear, digital payslips solve that.
- Breakdown view: Earnings, deductions, net pay, and LOP days shown clearly.
- Downloadable: PDF and on-screen view from the staff portal or app.
- History: Previous months accessible for proof of income or loan processing.
Reports, Compliance & Insights
With payroll running inside AcadexAI, leadership can see cost trends and HR can respond faster to queries and audits.
- Monthly payroll summaries by department or designation.
- Statutory contribution summaries (where applicable).
- Trend views for total payroll vs. student strength.
- Exports that plug into accounting systems.
What’s Next?
Combine Payroll Management with Leave Management and Smart Attendance to build a complete HR stack inside AcadexAI.
Ready to move payroll off spreadsheets for good?