HRMS & Payroll Manual

1. Overview

Nano Pay is Nanosoft's enterprise HRMS and payroll platform. It handles employee records, attendance integration, leave workflows, payroll calculation, payslip generation, and Kenya statutory returns (NSSF, SHIF, Housing Levy, P10, and more).

2. Logging In

1. Open your organisation's Nano Pay URL in a supported browser (Chrome, Edge, or Firefox).
2. Enter your username and password provided by your system administrator.
3. Select your company or branch if prompted on a multi-company installation.
4. Your home screen and available menus depend on your assigned security profile.

If you forget your password, contact your HR or IT administrator — password resets are managed centrally and are not available on the public login screen.

3. Employee Management

3.1 Adding a new employee

1. Navigate to HR → Employee Registration (or equivalent menu in your deployment).
2. Complete personal details, employment terms, department, job grade, and bank information.
3. Assign pay elements (basic salary, allowances, deductions) before the first payroll run.
4. Save and verify the employee appears on the active employee listing report.

3.2 Updating records

Changes to salary, department, or status should be recorded with an effective date. Historical payroll runs are not recalculated automatically — consult your payroll officer before back-dated changes.

4. Payroll Processing

4.1 Monthly payroll cycle

1. Import attendance — sync biometric or manual timesheets if applicable.
2. Review variances — overtime, absences, and unpaid leave.
3. Run payroll calculation — process the period and review control totals.
4. Generate payslips — distribute via email, print, or employee self-service.
5. Post to accounts — export the wages journal to your finance system.
6. Bank file — generate the net-pay transfer file for your bank.

5. Leave Management

Employees can apply for leave through the self-service portal or via HR on their behalf.

1. Employee submits a leave application with dates and leave type.
2. Line manager receives notification and approves or rejects.
3. Approved leave updates the leave balance and may feed into payroll if unpaid.

Configure leave types (annual, sick, compassionate, etc.) and entitlements under HR → Leave Setup before go-live.

6. Reports & Statutory Filings

Common report categories include:

Access reports from the Reports menu; your profile determines which reports are visible.

7. Support & Further Reading

For product information, licensing, and professional services, visit Nano Pay on ntlafrica.com or contact Nanosoft support:

• Email: [email protected]
• Phone: 0734 818 350
• Website: www.ntlafrica.com