Payslips and final settlements in Pitch N Hire HRMS

What payslips and settlements includes

How are payslips generated and released in Pitch N Hire?

Payslips are an output of the approved run, not a separate document anyone assembles. When a cycle closes, Pitch N Hire generates one payslip per employee directly from the register, so the figures on the slip and the figures in the register cannot diverge. Release is a deliberate step: payroll chooses when slips become visible, which is usually after the bank payment is confirmed rather than at the moment of approval. On release, each employee receives their slip in self-service and, where you enable it, a notification. The layout is configurable, so payslip labels, the employer entity block, the components shown and the language of each head match what your organisation uses. Slips for a reversed or reissued period are versioned rather than overwritten, which means an employee who queries an old slip and the payroll team looking at the same period are reading the same document.

What does a Pitch N Hire payslip show?

A payslip carries three blocks and the reconciliation between them. Earnings list every head that computed this period, including arrears tagged with the period they correct and any variable pay released in this cycle. Deductions list statutory contributions, income tax deducted, and other recoveries such as an advance instalment or an unreturned entitlement, each on its own line rather than merged into one total. Employer contributions appear separately where you choose to display them, because they are company cost rather than employee deduction. Alongside these sit the attendance basis for the period, showing payable days, loss-of-pay days and leave taken, which is what lets an employee check a lower net against something concrete. Year-to-date columns run beside the period columns for earnings, deductions and tax, so the annual position is visible without opening twelve documents.

How do employees access payslip history and past documents?

Payslip history lives with the employee rather than in a payroll mailbox. Every released slip stays available by period in self-service, grouped by financial year, alongside the annual tax computation sheet and the tax certificate for each completed year. An employee downloads what they need for a loan application or a visa file without raising a request, which removes one of the most common reasons HR is interrupted. Access rights follow the role: an employee sees only their own documents, a payroll administrator sees the entities they administer, and a manager sees none of it unless salary visibility has been granted deliberately. Downloads and administrative views are logged. For leavers, access is governed by the exit policy configured in offboarding, so a departing employee retains a defined window in which to collect their documents before the account is deactivated.

What is on the annual tax computation sheet?

The computation sheet is the working behind the tax deducted each month, laid out so an employee can follow it. It opens with projected annual income built from the salary structure in force plus the variable pay already paid or known, then shows the regime selected, the exemptions applied, the deductions declared, and which of those declarations have proofs accepted and which are still pending. Against that it shows the tax computed for the year, the tax deducted to date, and the balance spread across the remaining pay periods. Because the projection recomputes each cycle, the sheet moves when a bonus is released, a revision takes effect or a proof is accepted or rejected, and the employee can see which of those caused the change. That transparency is the practical reason declaration disputes fall away, since the figure in question is traceable rather than asserted.

What triggers a full and final settlement?

A settlement begins from the exit record, not from an email. When a resignation or termination is recorded and the last working day is confirmed, Pitch N Hire opens a settlement against that employee and stops them from computing in the ordinary cycle beyond that date. The exit checklist runs in parallel: asset return, handover sign-off, clearance from the departments that hold recoveries, and any pending claim the employee still wishes to submit. Each clearance is an owner and a status rather than an informal chase, so the settlement shows precisely what it is waiting for. Once clearances are complete, the settlement computes. This split matters because a settlement figure is only defensible when the inputs behind it are closed, and the most common cause of a disputed settlement is a recovery that surfaced after the amount was communicated to the leaver.

How is a full and final settlement computed?

The settlement nets payables against recoveries into one figure with every line visible. On the payable side sit salary for days worked in the final period, leave encashment, gratuity where the employee is eligible, any released variable pay, and reimbursement claims approved before the cut-off. On the recovery side sit outstanding advances or loan balances, notice shortfall where notice served falls short of notice required by the contract, unreturned assets valued by the rule on the asset register, and any excess paid earlier. Income tax is computed on the year-to-date position including the settlement, so the deduction reflects the whole year rather than the final month alone. Statutory contributions apply to the settlement components you have marked as eligible. The result is a statement listing every line with its basis, which is what a leaver is given rather than a single net number without explanation.

How is leave encashment calculated at exit?

Encashment starts from the balance the leave module holds, not from a manual count. Pitch N Hire takes the closing balance on the last working day for the leave types your policy marks as encashable, applies any cap or eligibility condition set on that policy, and values the result on the wage base the policy defines, which is often basic pay plus specified allowances rather than gross. Balances in leave types your policy marks as non-encashable simply lapse, and the settlement statement says so explicitly instead of leaving the leaver to work it out. Because the balance is computed from approved transactions in leave management rather than from a spreadsheet, an employee disputing the figure can be shown the ledger that produced it. The leave liability calculator is the finance-side view of the same exposure across everyone still employed.

What is the full and final settlement timeline?

The timeline is a configured sequence rather than a fixed promise, because how quickly a settlement closes depends on how quickly clearances arrive. Pitch N Hire models it as stages with an owner and a target on each: exit recorded and last working day confirmed, clearances raised to asset, finance and department owners, claims cut off, settlement computed, settlement reviewed and approved, statement issued, payment released, then documents made available. The system shows where a settlement is sitting and who it is waiting on, which converts the usual question of when the money will arrive into an answerable one. Your policy sets the target for each stage and Pitch N Hire reports against it, so a settlement stuck at asset clearance for weeks is visible to HR before the leaver escalates. The general discipline behind this cycle is covered in payroll management.

How are recoveries and company property handled at exit?

Recoveries are only reliable if they are recorded before the exit, which is why they live on the employee record throughout employment rather than being gathered at the end. A salary advance or a loan carries its outstanding balance and instalment schedule, and the settlement pulls whatever remains. Issued assets sit on the asset register with the date of issue, the holder and the recovery rule that applies if an item is not returned. Training bonds, relocation payments and joining bonuses with a service condition carry that condition on the record so the settlement can apply it without anyone remembering it existed. Each recovery appears as its own line on the statement with the basis beside it. If an item is returned after the settlement is issued, the correction is made as a supplementary payment recorded against the original settlement rather than by editing a closed document.