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School Admin Guide / Payroll

Payroll

2 min readSchool Admin Guide
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Purpose

Payroll is the full salary management suite for school staff. It covers setting up salary templates (base pay, allowances, deductions), running monthly payroll for the whole staff, handling advances and loans given to employees, adding overtime or bonus amounts where relevant, and generating payslips. As School Admin, this is where you make sure every staff member is paid correctly and on time, and where you keep a clean record for the school's own accounting.

Salary templates are the foundation — most of your ongoing payroll work is checking a monthly run against those templates rather than building each staff member's pay from scratch every month.

When to Use

  • When a new staff member joins and needs a salary template assigned.
  • Every pay cycle, to run payroll for the month and review it before finalizing.
  • When a staff member requests a salary advance or loan, or has an existing one to repay through deductions.
  • When overtime or a one-off bonus needs to be added for a specific staff member in a given month.
  • When generating payslips for staff, or payroll reports for the school's accounts.

How to Use

  1. Open Payroll from the Admin dashboard and go to Salary Templates to set up or review pay structures — base salary, allowances, and standard deductions — usually organized by role or grade.

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    The salary template editor, showing base pay, allowances, and deduction line items.

  2. Assign a template to each staff member under their profile, or when onboarding a new staff member.

  3. At the start of a pay cycle, go to Payroll Run and initiate the month's run. Larnup pulls each staff member's template as the starting point.

  4. Review the run before finalizing — add any overtime hours or bonus amounts for individual staff, and confirm any advance or loan deductions are reflected correctly.

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    The payroll run screen, listing staff with computed gross pay, deductions, and net pay for the month.

  5. To record a new advance or loan, go to Advances & Loans, select the staff member, and set the amount and repayment schedule — repayments are then deducted automatically in future payroll runs.

  6. Finalize the payroll run once everything checks out. This locks the month's figures and generates payslips for each staff member.

  7. Use Reports to pull payroll summaries — total payout, department-wise breakdown, or outstanding advances — for the school's accounts.

TipSet up salary templates by role rather than per individual where possible — it keeps future raises or policy changes to a handful of templates instead of dozens of individual records.
Common MistakeFinalizing a payroll run locks that month's figures — double-check overtime, bonuses, and advance deductions before finalizing, since corrections after the fact are more involved than catching them during review.