For payroll and accounting

Payroll and finance work in Rifena needs a controlled hand-off: receive closed inputs → review results → independent approval → payment → reconciliation. Use this page as the operating checklist; the figures and states on screen remain the evidence for a particular period.

Each day: handle the finance queue

Open Payroll for runs, payments, and exceptions requiring action.
Open Employee Spend for advances, expense claims, limits, and pending payments.
Open Approvals when you own a decision step; read the source record before deciding.
For an approved item not yet paid, inspect its payment step instead of asking the requester to submit again.

Advances, reimbursements, and budgets separates the request state from the state of the real payment.

Each period: run payroll through six controls

1. Receive the HR hand-off

Confirm the period, organisation, employee scope, and closed-attendance state. Read the exception list, especially contract or salary changes, unpaid leave, overtime, and corrections effective in the period.

2. Create or open the intended payroll run

Check start date, end date, payment date, and employee scope before calculating. If the run exists, reopen that record; do not create a duplicate to try a different result.

3. Review before approval

Check aggregate payroll and exceptions, then sample representative employees:

workdays, hours, and overtime;
effective salary and earnings components;
allowances, bonuses, deductions, and net pay; and
unusual changes from the previous period.

When the source is wrong, return to its owner. When the calculation setup is wrong, inspect payroll foundation or the template before recalculating.

4. Submit to an authorised approver

Separate preparer and approver when company policy requires it. After submission, check the current owner and proceed to payment only when the run shows an eligible state.

5. Create and execute payments

Check recipients, accounts, amounts, order total, and payment date. For a bank file, compare its total with the payment orders before uploading it to the bank. Confirm completion only after a real result from the bank or payment channel.

6. Publish payslips and reconcile

Verify the recipient scope before publishing. After payment, reconcile successful, failed, and returned orders. Resolve an exception on the specific order instead of changing an approved payroll run.

The monthly payroll cycle gives the complete journey and hand-off points.

Tax exemptions, insurance, and statutory reports

For tax exemptions, select the intended employee, decide only Pending requests, and review the type, dependant count, amount, and evidence before entering an Approved amount or Rejection reason. Keep three insurance actions separate: record the obligation, retain payment history, and reconcile the difference. For statutory reporting, select a report type currently offered by the screen, check its period and sources, and inspect every output file before submitting it through an external system.

Do not assume an approved exemption automatically applies correctly to every payroll run, every legal form is automated, or a downloaded file was successfully submitted. Read Tax-exemption requests and Insurance and statutory reports for the current journeys and limitations.

Use Payroll foundation or Payroll Builder for calculation setup; check the preview and effective date before applying it.
For employee spend, distinguish budgets, limits, advance types, expense claims, and their approval routes.
Restrict access to bank files and account details; do not share them through an unapproved channel.
Do not change configuration mid-period without assessing the effect on results already calculated.

See Payroll foundation and KPI and performance bonus.

Before closing the period

Attendance is closed and exceptions are explained.
Payroll results were reviewed through totals and representative detail.
The intended approver decided on the correct run.
Payment-order totals match the approved result.
Payslips were published only to their recipients.
Failed orders, insurance, and open reports have a next owner.

If figures, states, or recipient scope are unclear, stop the next action and use Support.