📍 Where can I find this module?
Main Menu > Human Resources
Introduction #
The Paystubs module allows you to manage employee records in Kafinea. Each paystub is linked to a specific employee and a payroll period. It can be accessed via Human Resources > Pay Stubs.
Pay stubs are linked to timesheets and employment contracts to ensure consistency between hours worked and compensation.
1. Create a pay stub #
A pay stub can be created manually from the module's list or from record . It is linked to:
- A person: the employee in question (required)
- A pay period: the corresponding monthly or weekly period
2. Locking the ballot #
Once a pay stub has been finalized, it can be permanently locked via a workflow. Locking ensures that the contents of the pay stub will not be modified after approval (see Permanent Locking).
Important: Locking a pay stub is an irreversible action. Make sure all the information is correct before confirming.
3. Automatic email notification #
Kafinea allows you to automatically send pay stubs to employees via email using a workflow. Here’s how it works:
- The form must be locked (this is a required prerequisite)
- The pay stub is generated in PDF format
- An email is sent to the person concerned with the PDF attached
- The form is marked as sent to prevent duplicate submissions
Shipping terms:
- The bulletin must be permanently locked
- The newsletter must not have already been sent by email
- The person must have a valid email address
Good to know: Automated distribution allows pay stubs to be sent to all employees without manual intervention, which saves the HR department a significant amount of time.
Important: Make sure your employees' email addresses are up to date before sending out newsletters. A newsletter that wasn't delivered (due to a missing or invalid address) can be resent once the address has been corrected.
4. Frequently Asked Questions #
Can a form be edited after it has been submitted?
No, once a form has been submitted, it is locked. This lock prevents any changes. If a correction is needed, a new form must be created.
How can I tell if a newsletter has been sent?
The field indicating the email delivery status is visible in the record . Newsletters that have already been sent will not be resent automatically by the workflow.
Can employees view their pay stubs on the extranet?
If the employee portal is enabled, employees can view and download their pay stubs from their personal account (see The Employee Portal).