Running Payroll & Compliance
Run a pay run
Create a pay run for one period of a pay group, review totals and payslips, fix employees who couldn’t be calculated, and recalculate.
- Payroll Admin
On this page (6 sections)
The pay run lifecycle
Pending Approval
Calculated and ready for review. Can be recalculated.
Approved
Figures are final. Employees can see their payslips.
Posted
Payroll is complete. Bank files and filings can be generated.
A run that’s rejected moves to Rejected; a run where no employee could be calculated is Failed. Both can be fixed and recalculated.
Create and calculate a pay run
- Payroll
- Pay Runs
- Create Pay Run
Choose the Pay Group. (Use New Pay Group if you haven’t created one.)
Choose the Period. If none are listed, enter how many periods to create and click Generate periods.
Click Run Calculation.
When it finishes, the pay run opens with the status Pending Approval.
Review the pay run
- Check the Employees, Gross Pay and Net Pay totals.
- Click any payslip row to see Days Paid, Days Present and each employee’s earnings, deductions and employer contributions. A capped tag means a statutory wage ceiling was applied, for example for EPF.
Employees who couldn’t be calculated
If some employees have data problems, they’re left out rather than blocking everyone else, and listed in a red panel with the reason. Fix each one, then click Recalculate.
| Reason shown | Fix |
|---|---|
| …is on India's OLD tax regime… | Only the new tax regime is supported. Contact support to switch the employee to the new regime. |
| …has no earning component with the 'epf_wage_base' wage_base_roles entry… | Tag Basic with epf_wage_base in the salary template, then recalculate. |
| …is a code this country's compliance module computes on its own… | Tick Computed live by compliance engine on that template component. |
| …has overlapping employee_compensation records… | Correct the employee’s salary history in Salary Structure Assignment. |
Recalculate
Click Recalculate after correcting attendance, leave, salary assignments or statutory rules. Every payslip in the run is rebuilt from current data and the run returns to Pending Approval. You can recalculate while the run is Pending Approval, Rejected or Failed.
Troubleshooting
| Problem | What to do |
|---|---|
| “A payroll run already exists for this pay group's period…” | There’s already a run for that period. Open it and use Recalculate. |
| Status Failed with no list of errors | Nobody had an active salary structure for the period. Assign salaries, then recalculate. |
| An employee is paid much less than expected (India) | Days with no attendance and no approved leave count as unpaid. Fix attendance and leave, then recalculate. |
| No TDS on payslips (India) | Check the TDS slabs rule is active in Statutory Rule Sets and the financial year is set in your organisation settings. |
| “This organization has no country configured yet…” | Set your country in Mocha’s organisation settings. |
Frequently asked questions
No. Every employee with an active salary structure for the period is included, and per-employee holds aren’t available.
Not inside a pay run. Pay is calculated from the employee’s salary structure, so changes need to be made there.
Related articles
- Running Payroll & ComplianceApprove, reject and post a pay runApprove a reviewed pay run (which releases payslips to employees), reject it with a reason, or post it to complete payroll.
- Running Payroll & ComplianceBefore you run payroll: a checklistEverything to confirm before calculating a pay run, so every employee is included and paid the right amount the first time.
- Running Payroll & CompliancePayslips: generate, download and understand themWhat’s on a Mocha HRMS payslip, when employees can see it, and how admins generate and download payslip PDFs.