HR & Payroll — Africa Coffee Park

Staff Registry

Emp ID	Full Name	Dept	Role	Contract	Start Date	Salary (UGX/mo)	Status	Leave Bal.	Actions

Staff by Department

Add New Staff Member

Employee ID

Full Name

Gender

Date of Birth

National ID

Department

Role / Position

Contract Type

Reporting To

Start Date

End Date (if contract)

Monthly Salary (UGX)

Bank Name

Account Number

Phone

Emergency Contact Name

Emergency Contact Phone

Physical Address

Status

Photo / Documents

Staff ID Card Lookup

Run Payroll

Emp ID	Name	Dept	Base Salary	Perf Score	Grade	Bonus	Gross	NSSF 10%	Taxable	PAYE	Net Pay	Bank	Status	Action

Payroll Run History

Run ID	Month	Year	Total Staff	Total Gross	Total Net	Approved By	Status	Date Run

Payroll Settings

NSSF Contributions

Employee NSSF Contribution5%

Employer NSSF Contribution10%

Total NSSF (deducted from gross)10%

Employer portion used for deduction calculation

PAYE Tax Brackets — Uganda Revenue Authority

Taxable Income (UGX/month)	Rate	Tax on Bracket
0 — 235,000	0%	UGX 0
235,001 — 335,000	10%	Up to UGX 10,000
335,001 — 410,000	20%	Up to UGX 15,000
Above 410,000	30%	30% of excess

Leave Encashment Rate

Rate = Monthly Salary / 30 (per day). Calculated per employee at time of payout.

Payroll Calculation Method: Payroll is calculated as: Base Salary + Performance Bonus (for non-senior staff). Senior Management (CEO, Project Manager) receive fixed salaries. Performance bonuses are drawn from the latest appraisal score in the Performance Reviews module.

Performance Bonus Settings

Performance bonuses are calculated from the latest appraisal review score for each staff member. Senior management (CEO, Project Manager) receive fixed salaries with no performance component.

Enable Performance Bonuses ON

Bonus Scale

Score Range	Grade	Bonus (% of Base Salary)
4.5 – 5.0	A+	15%
4.0 – 4.4	A	12%
3.5 – 3.9	B+	8%
3.0 – 3.4	B	5%
2.5 – 2.9	C	2%
Below 2.5	D	0%
No Review	—	0% (shown as "No Review")

Fixed Salary Employees (No Bonus Component)

Daily Attendance Register

Emp ID	Name	Dept	Date	Status	Arrival	Notes	Actions

Monthly Attendance Summary

Emp ID	Name	Dept	Days Present	Days Absent	Leave Days	Half Days	Attendance %

Bulk Mark Attendance

Date

Department

After bulk marking, switch to Daily Register to edit individual exceptions (absences, leave, half-days).

Leave Requests

Ref#	Employee	Dept	Type	From	To	Days	Applied	Status	Actions

Leave Balances

Emp ID	Name	Dept	Annual Entitlement	Days Taken	Days Pending	Balance Remaining

Leave Calendar

Annual

Sick

Maternity/Paternity

Other

Leave Policy

Annual Leave

Accrues monthly for active employees

21 days

Sick Leave

Medical certificate required after 2 consecutive days

30 days

Maternity Leave

Female employees. Paid at 100% of basic salary

60 days

Paternity Leave

Male employees on birth of child. Paid.

4 days

Emergency Leave

Death of immediate family member or critical personal emergency

3 days

Study Leave

Approved study/exam purposes. Management approval required.

5 days

Unpaid Leave

At management discretion when all paid leave exhausted

As approved

Pro-rating for New Joiners: Employees who join mid-year are entitled to 1.75 days of annual leave per completed month of service in their first year. Leave cannot be taken in the first 6 months of employment without management approval.

Performance Reviews

Review ID	Employee	Dept	Reviewer	Period	Score	Status	Date	Payroll Impact	Actions

Department Average Performance Scores

New Appraisal Form

Employee

Reviewer

Review Period

Review Date

Sub-scores (1–5)

Punctuality & Attendance

Quality of Work

Teamwork

Initiative

Communication

Overall Score (auto)

Comments

Recommendation

Supporting Document

Training Records

Training ID	Employee	Dept	Course Name	Provider	Type	Date Completed	Duration (hrs)	Score/Grade	Certificate	Docs

Upcoming Training Sessions

Session ID	Course	Date	Venue	Trainer	Dept	Max	Enrolled	Status	Actions

Employee Certificates

Employee	Cert Name	Issuing Body	Issue Date	Expiry	Status

Incident Register

Incident#	Date	Employee	Dept	Category	Description	Reported By	Status	Actions

Warnings Register

Warning#	Date	Employee	Warning Type	Issued By	Incident Ref	Details	Acknowledged	Next Action Date

Hearings Register

Hearing#	Date	Employee	Type	Panel Members	Outcome	Follow-up Action	Date Closed

Quick Reports

#	Report Name	Description
1	Staff Headcount Report	By department and contract type breakdown
2	Monthly Payroll Summary	March 2026 payroll totals and deductions
3	Attendance Summary (Last 30 days)	Attendance rates by department
4	Leave Summary (Current Month)	All leave requests and balances this month
5	Training Completion Report	Training hours and certificates by employee
6	New Joiners This Month	Staff who joined in March 2026
7	Leavers / Terminated This Month	Staff who left or were terminated in March 2026
8	Annual Leave Balance Report	Remaining leave balances for all active staff

HR Analytics Charts

Custom Report Generator

Report Type

Department Filter

Date From

Date To

Status Filter

Organisation Chart

Grievance Management

Grievance No.	Employee	Dept	Category	Date Filed	Priority	Assigned To	Status	Actions

Exit Interviews & Offboarding

Employee	Dept	Last Day	Reason for Leaving	Interview Date	Interviewer	Checklist %	Status	Actions

How to Use — HR & Payroll

A guide to using this module effectively. Click any section to expand.

Project Manager: Kubariho Venture — kubariho@africacoffeepark.com

👥Staff Registry▼

Go to Staff Registry > All Staff to view the complete staff list.
Click + Add Staff to create a new employee record with all required fields.
Use the search and filter bars to find staff by department, contract type, or status.
Click Edit on any row to update role, salary, or status.
Use By Department sub-tab to see department headcounts and profiles.
Generate a Staff ID Card from the ID Card sub-tab — select a staff member and print.

Tip: Always assign the correct department when adding staff — this controls their portal access level.

💵Payroll▼

Go to the Payroll tab — it auto-calculates NSSF (5%) and PAYE for all active staff.
Review each row for gross salary, deductions, and net pay.
Click Generate Payslip on any row to produce a printable payslip.
Use Process Payroll to mark the current month as processed.
Export to CSV for submission to Finance or bank upload.

Tip: Payroll is auto-computed from salary fields in Staff Registry — keep salaries up to date first.

📅Attendance▼

Go to Attendance and select today's date.
Mark each staff member as Present, Absent, Half-day, or Late.
Use the Monthly Summary view to review attendance percentages.
Download attendance reports for payroll deduction calculations.

Tip: Attendance records automatically feed into leave balance calculations.

🏖Leave Management▼

Go to Leave > Leave Requests to see all pending applications.
Click Approve or Reject — this updates the staff member's leave balance.
To submit a new leave request, click + New Leave Request and fill all fields.
View the Leave Calendar to see who is off and when — avoids scheduling conflicts.
Check Leave Balances to see remaining days per staff per leave type.

Tip: Annual leave entitlement is 21 days; sick leave is 30 days per Uganda Employment Act 2006.

🎯Recruitment & Onboarding▼

Use the Training tab to record onboarding sessions for new hires.
After completing onboarding, update the staff status from Probation to Active in Staff Registry.
Assign the staff member's department and role accurately — this determines their ERP portal access.
Issue a Staff ID card from the ID Card sub-tab once confirmed.

Tip: New staff should register a portal account using their Employee ID before their first day.

Organisation Chart

Grievance Management

Log Grievance

Resolve Grievance

Exit Interviews & Offboarding

Exit Interview

Offboarding Checklist

How to Use — HR & Payroll