Last updated: 3 August 2026
Good payroll onboarding is not simply importing names and salaries. It establishes who may change payroll data, which employee information is required, how monthly inputs are approved, which reports are retained and how the employer will confirm statutory submissions.
1. Confirm the employer and payroll profile
Employer details
Registered business name, KRA PIN, NSSF employer number, SHA employer account, business contacts and the authorised payroll contact.
Payroll structure
Employee count, payroll frequency, normal payroll date, branches or cost centres, payment method, current system and the reporting period to start from.
2. Build a controlled employee master
Collect only the fields required for payroll, statutory reporting and authorised business records. Review data quality before import or calculation.
- Employee name, payroll number, identity details and employment status.
- KRA PIN, NSSF number and the current SHA identifier required by the employer process.
- Job title, department or cost centre, start date and contract or pay-cycle information.
- Approved bank or payment details, stored and shared through the agreed channel.
- Opening leave, loan, advance or other balances only where they are part of the agreed payroll scope.
3. Confirm earnings, benefits and deductions
Regular earnings
Basic salary, house allowance or consolidated pay, recurring allowances and the effective date of each amount.
Variable items
Overtime, commissions, bonuses, unpaid leave, reimbursements and other monthly changes with documented approval.
Deductions and reliefs
HELB, pension, insurance relief, loan or SACCO deductions, benefits and other items supported by the necessary instructions or evidence.
4. Agree the monthly payroll calendar
Input cut-off
Set the date by which approved employee changes and variable items must be received.
Preparation and review
Allow time to calculate payroll, investigate missing information and review unusual movements.
Employer approval
Name the authorised person who approves the final payroll and payment instructions.
Records and submissions
Store the approved reports, then confirm filing, payment and portal evidence through the responsible employer process.
5. Decide which records will be retained
A dependable monthly payroll folder should make the approved outcome easy to trace. Depending on the agreed scope, retain the approved payroll summary, payslips, employee change instructions, statutory schedules, payment evidence, portal acknowledgements and notes explaining significant corrections or exceptions.
6. Run a first-payroll control check
- Compare the opening payroll to the last approved payroll or employee contracts.
- Check employee count, starters, exits, salary changes and zero or unusual net pay results.
- Reconcile totals for gross pay, PAYE, NSSF, SHA, Affordable Housing Levy and other deductions.
- Confirm payslip information and management reports before release.
- Record the employer’s approval and keep the final file separate from working drafts.
Payroll onboarding
Start with your employee count, payroll date and current method.
Reworked will guide the information required for a payroll review, managed payroll onboarding or Wagemaster setup discussion.
Employer questions
Common questions
What should we send first for payroll onboarding?
Start with the business name, employee count, payroll date, current payroll method, pay frequency and the problem you want solved. Detailed employee records should follow only after the scope and secure information route are agreed.
How long does payroll onboarding take?
Timing depends on employee count, data quality, payroll complexity, opening balances, required outputs and how quickly the employer provides and approves information. Reworked confirms a practical timeline after the initial review.
Do we need every employee document before receiving a quote?
No. A quotation can normally begin with employee count, payroll frequency, current method, required services and known complexity. Avoid sending unnecessary sensitive records at the enquiry stage.
Who should approve payroll after onboarding?
The employer should name an authorised approver who is independent enough to review employee count, significant changes, totals, payment instructions and exceptions before payroll is released.