Employee profiles

Every employee paid through TillPoint needs a payroll profile. The profile holds the basic salary, payment details, statutory numbers and any recurring earnings and deductions.

Go to Payroll → Employees.

Profiles are saved in dated versions. You never edit a profile in place: a pay rise, a new allowance or a new bank account is a new version that starts on the 1st of a month. Payroll already calculated keeps the figures it used.

Add an employee

Select Add employee.
Complete the four steps, selecting Continue after each one.
On Review, check the summary and select Save employee.

The employee appears with an Unconfirmed badge. Payroll cannot use the profile until a second person confirms it. See Confirm a profile.

Employment

Field	Notes
Existing employee (optional)	Pick a staff member who already has a TillPoint login, or leave New employee without a login for someone who never signs in.
Full name and Job title	Only for an employee without a login.
Payroll number	Assigned automatically when you save.
Effective from	Always the 1st of a month. Any date you pick moves to the 1st.
Effective to (optional, month end)	Leave blank for an open-ended profile. Any date you pick moves to the last day of that month.
Basic salary (KES)	Monthly basic pay in Ksh.
Employment type	Permanent, Contract, Casual or Intern.

Payment & tax

Field	Notes
Payment method	Bank transfer, Mobile money, Cheque or Cash.
Account number / Mobile money number	Required for bank transfer and mobile money. Not needed for cash or cheque.
KRA PIN, NSSF number, SHA / SHIF number	Each number can belong to only one employee in the business. The employment number is unique too.
Kenyan tax resident	Ticked by default. Residents receive personal relief automatically; non-residents receive none.
NSSF Tier II destination	Always NSSF. Contracted-out Tier II is not supported in this release.
PWD exemption certificate (optional), PWD exemption valid from, PWD exemption valid to	Enter all three or none. The exemption applies only in months the certificate covers completely.
Profile notes	Optional.

TillPoint stores the full account or mobile money number securely. Profile cards and routine screens show only the last four digits. The full number appears only on the protected bank schedule. See Payments.

Components

Add the employee’s recurring allowances, benefits and deductions with Add extra income and Add deduction. Statutory deductions — PAYE, NSSF, SHIF and the Housing Levy — are calculated automatically and are not added here.

See Earnings and deductions for what each field and tickbox does.

Confirm a profile

A profile version must be confirmed before payroll can use it. The confirmation records that someone independent checked the statutory treatment of each pay line.

You need Payroll rules manage, and you cannot confirm a profile you created.

Find the profile marked Unconfirmed and select Record confirmation.
Check every detail shown, including each component’s statutory flags.
Enter a Confirmation reference, for example a review memo and date.
Select Confirm profile version.

The badge changes to Confirmed. Every new version needs its own confirmation.

Change an employee’s pay or details

Select Create new version on the employee’s card.
Effective from defaults to the 1st of next month. Change it if needed.
Make your changes. To keep a saved account number, leave the number field blank.
Select Save employee.
Ask a second person to confirm the new version.

The new version takes over from its start date. Payroll already calculated with the old version keeps its figures.

Stop paying an employee

Select Close profile on the employee’s card.
Set Effective to (month end) — the last full month the employee should be paid.
Enter the Reason.
Select Close payroll profile.

Closing a profile does not change past payroll. If a calculated run still uses the profile after the date you chose, TillPoint refuses to close it. A closed profile cannot be changed afterwards.

Each card shows Basic salary, Job, Payment, Effective from, Effective to, Resident, Personal relief, NSSF Tier II and the masked Account number or Phone number. Recurring components lists the extra income and deductions.

Effective now marks the version in force today. Other period marks a past or future version.