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Running Payroll

Payroll lives under Payments > Payouts in the left sidebar, which opens the Payroll dashboard (/employer/payroll). You can also reach it from the Run Payroll quick action on your Home dashboard.

To start a run, click the Create Payroll button on the Payroll dashboard. The menu offers three types:

Payroll TypeWhen to UseHow to Start
Regular PayrollStandard monthly salary run for the current periodCreate Payroll > Regular Payroll
Off-CycleBonuses, reimbursements, supplemental payCreate Payroll > Off-Cycle
Final PayTermination or last paycheckCreate Payroll > Final Pay

There is a fourth type, Correction, used to fix amounts on a previously completed run. It is not in the Create Payroll menu and is reached by a direct link. See Correction Payroll.

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The Payroll dashboard also shows summary stats (next payroll, last payroll, year-to-date paid, success rate), a pre-payroll checklist, and your recent payroll runs. Use the View History and Settings buttons for quick access to those pages.

Regular Payroll​

Use Regular Payroll for your standard monthly salary run covering the current pay period for all employees.

Step 1: Setup​

  1. On the Payroll dashboard, click Create Payroll > Regular Payroll.
  2. The period dates auto-fill to the current month: Period Start to the 1st, Period End to the last day, and Pay Date to the last day. Adjust them if needed.
  3. Set the Pay Date.
  4. Add optional Notes for internal reference.
  5. Click Preview Payroll.

All three dates are required. Period End must be on or after Period Start, and Pay Date must be on or after Period Start. If you move Period Start forward, any Period End or Pay Date that now falls before it is cleared so you can re-pick it.

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If you have not configured payroll yet, this page does not show the form. Instead it shows a centered Payroll Setup Required card (with a gear icon and a note about pay frequency, currency, and approval) and a Configure Payroll Settings button. See Payroll Settings.

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If Require approval before processing is turned off in your settings, an amber Approval not required banner appears here noting that the run "will be created as a draft and can be processed immediately."

Step 2: Preview​

The preview shows every employee in the payroll with their calculated amounts:

  • Gross -- Standard monthly amount based on CTC.
  • Deductions -- Employee PF, ESI, TDS, Professional Tax.
  • Net -- Amount to be credited to the employee's bank account.

A summary row at the bottom shows total gross, total additions, total deductions, total net, EOR fees, and employer cost.

Adding adjustments during preview:

  1. Click the Adjust button next to an employee's row.
  2. Choose a category:
    • Addition: Performance Bonus, Signing Bonus, Festival Bonus, Equipment Reimbursement, Travel Reimbursement, Internet Reimbursement, Overtime / Extra Hours, Arrears (Back Pay).
    • Deduction: Advance Repayment, Overpayment Correction, Loss of Pay (LOP), Equipment Recovery.
  3. Select the type, enter the amount, and click Add Addition or Add Deduction.
  4. Click Done. The preview recalculates with the new adjustment included.

For bulk adjustments and recurring items, see Payroll Adjustments.

Click Continue to move to the confirmation step. If no employees are payable for the selected period, Continue stays disabled.

Step 3: Confirm & Pay​

The confirm step shows a Cost Breakdown, your Payment Source, and a summary. The cost breakdown lists:

  • Employee Salaries (Net) -- the total net paid to employees.
  • Employer PF/ESI Contributions -- the statutory employer contributions (total gross minus total net).
  • EOR Service Fees -- Omnivoo's fee (total employer cost minus total gross). When a fee waiver is active it is labelled (Promo) and shown as 0.
  • FX credit / FX shortfall (from previous payroll) -- an optional line that carries a wallet balance from a prior run. A credit is green and subtracted, while a shortfall is red and added.
  • Total Amount Due -- the amount you will pay, after any wallet credit or shortfall.

Payment Source depends on your billing country:

  • US: your default bank account is shown as "Account ending in ..." with a Default tag. If no bank account is set up, an amber No bank account set up warning appears with a Set Up Bank Account button, and Approve & Pay stays disabled until a bank account exists.
  • Other countries: a Bank Transfer source that reads "An invoice will be generated. Pay via bank transfer from the Billing page."

You have two options:

  • Save as Draft -- Creates the run without paying. You can review and approve it later from Payroll History or the run detail page.
  • Approve & Pay (US) or Approve & Generate Invoice (other countries) -- Starts the payment. A confirmation dialog appears before anything is charged or invoiced.
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Both Save as Draft and the Approve & Pay / Approve & Generate Invoice button are disabled for read-only users (the tooltip reads "You have read-only access").

How payment works depends on your company's billing country:

US companies:

  1. Click Approve & Pay, then confirm in the dialog.
  2. The amount is debited from your connected bank account via ACH (typically 1-3 business days to clear).
  3. Once the payment clears, Omnivoo converts the funds and disburses salaries.

Companies in other countries:

  1. Click Approve & Generate Invoice, then confirm in the dialog.
  2. An invoice is generated and appears on your Billing page. The run also shows bank transfer details.
  3. Pay the invoice by bank transfer (from the run, click Mark Payment as Initiated after sending, or pay from the Billing page).
  4. Once Omnivoo confirms receipt, salary disbursement begins.
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AI analysis is available on payroll runs before approval. Review anomalies and cost insights from the run detail page. See AI Payroll Analysis.

After you approve and pay, you are taken to the run detail page, where you can track the run through each status. See Payroll Statuses Explained.

Off-Cycle Payroll​

Use Off-Cycle Payroll for bonus, reimbursement, or supplemental payments to specific employees outside the regular monthly cycle. Start it from Create Payroll > Off-Cycle.

For the full walkthrough, see Off-Cycle Payroll.

Final Pay​

Use Final Pay to process a termination or resignation settlement for an employee. It calculates pro-rata salary, leave encashment, gratuity, notice period, and recovery amounts. Start it from Create Payroll > Final Pay.

For the full walkthrough and how the settlement is calculated, see Full & Final Settlement.

Salary Disbursement​

Omnivoo disburses salaries through its banking partner after payment is received from the employer. For US companies, this happens once the ACH debit clears. For companies in other countries, disbursement begins after the bank transfer is verified.

Once disbursement starts, each employee receives their salary credit in their registered bank account. A payslip is automatically generated and made available in the employee's dashboard. Employees and employers receive email updates at each step. See Email Notifications.

What Gets Deducted​

Each month, these amounts are deducted from the employee's gross salary:

DeductionCalculation
Employee PF12% of Basic (capped at ₹15,000 Basic = ₹1,800/month)
Employee ESI0.75% of gross (if gross ≤ ₹21,000/month)
TDS (Income Tax)Based on projected annual income and declared investments
Professional TaxState-specific, typically ₹200/month (max ₹2,500/year)

For a full breakdown of how these components are derived, see Understanding Salary Structure.

Handling Exceptions​

  • Mid-month joining: Salary is prorated based on the number of days worked.
  • Mid-month exit: Pro-rata salary is part of the Final Pay run.
  • Unpaid leave: Deducted as Loss of Pay (LOP) for the leave days.
  • Salary advances: Contact Omnivoo support; these are handled on a case-by-case basis.