Staff and salary

Staff and salary is the register of everyone the masjid employs, and the record of what it pays them each month: the imam, the khatib, the muezzin, the madrasa teachers, the cleaner. A month's pay for everyone is recorded here in one run.

The register

Staff ID

A short number for the post, suggested for you as EMP001, EMP002 and so on. It prints on the payslip and the salary statement. Leave it as suggested, type your own, or leave it empty.

Name and post

What the person is called and what they are called on the payslip: Imam, Khatib, Muezzin, Madrasa teacher, Cleaner, or anything else you type.

Monthly salary

What the post is paid each month. A salary run starts from this figure, and you can still record a different amount for a particular month.

Paid from

The fund this post is paid out of. Set it where a post is paid from its own fund, for example a madrasa teacher out of the Madrasa fund. Leave it empty to use the fund chosen in the salary run.

Joined

The date they took the post. It appears on the register and helps when the committee changes.

A person who leaves is marked as left, not deleted. They stop appearing in salary runs, and every month you already paid them stays in the accounts and on their page.

Recording a month

1. Open Staff and choose Salaries for the month. Everyone still employed is listed and already ticked, at the pay their post carries.
2. Adjust anyone who is different this month with Adjust beside their name. The total at the bottom follows as you type.
3. Check the date, the method and the fund. Paying now means the money is going out today; switch it off to record only what is owed, and pay it later.
4. Press the button. It shows the number of people and the total, for example Pay 5 · ₹45,500.00. Confirm, and the month is recorded.

What a month can be made of

Salary

What the post is paid, filled in from the register. Change it here for one month without changing their terms.

Allowance

Anything added this month, for example a festival allowance.

Deduction

Anything held back, for example days absent.

Recover advance

How much of an advance already given comes back out of this month. It can never be more than is outstanding, or more than the month is worth.

Advances

An advance is pay handed over before it is earned, which most masjids do before Eid. Record it on the person's own page: the money leaves the fund that day as an expense, and their page shows what is still to come back. Recover it a month at a time in the salary run, in whatever amounts suit, and the balance falls as each of those salaries is paid.

Paying in parts, and what is still owed

A month recorded as owed can be paid in parts. On the person's own page, press Pay beside the month and enter what is handed over; leave the amount as it is to pay all of it. Each part is its own expense. The month shows as part paid, with what is left, until the parts reach the full amount. Once any money has been paid toward a month, its figures are fixed; remove those payments first to change them.

The register and each person's page show two balances side by side: Salary owed, what the masjid still has to pay them, and Advance with staff, what they hold that is still to come back out of their pay. The two are kept apart; only the Recover advance line of a month sets one against the other. A person's page also lists any month since they started on the register with no salary recorded, so a month is never missed.

Moving from a paper or Excel register

Staff who were paid before you started using the register need no history typed in. Give each person the month to count salary from, usually this month, with the salary still owed to them and any advance not yet recovered at that month. Months before it are not recorded as salary; they are in the salary owed from before. Salary owed from before is paid from their page like any month, in full or in parts. Use Starting balances on the Staff page to do everyone on one sheet (it also prints a blank sheet to fill in by hand first), or import your staff list from a spreadsheet under Import and export.

Payslips and the salary sheet

Every recorded month can be printed as a payslip: a full A4 page on your letterhead, with the earnings and the deductions in two columns, each side totalled, the net amount in words, and lines for the staff member and the committee to sign. Give it to a staff member who needs proof of income for a bank or a school. The whole month prints as a salary sheet from the Salaries page, for the committee file. One person's whole history prints as a salary statement from their own page.

Tap Payslip beside a month to share, download or print it, or to send it to the staff member on WhatsApp. When money is paid toward a month, the payslip goes to their phone on its own if the masjid has Payslips on WhatsApp switched on (the WhatsApp page) and a phone number is on their record. The message names the month, never the amount.

Who can see what

The administrator and the treasurer see everything here. A cashier or a cluster leader sees nothing at all: not the register, not a salary, not an advance. The expenses that salaries create are as visible as any other expense, so the committee can still see what the masjid spent in total without seeing what each person earns.