Mid-month payroll
How mid-month payroll works in Factura HRMS: turn it on, post entries, run it, generate the reports and mark a transfer issued.
What mid-month is in this system
Mid-month is not a separate payroll run. There is no second pay period, no second calculation, and no separate ledger.
A mid-month payment is an ordinary Payroll Adjustment with one box ticked: Use For Mid Month. That tick is the whole mechanism. It tells the system:
- pay this now, outside the normal end-of-month payroll, and
- exclude it from the normal payroll's own earnings and deductions.
Everything else - the payslip, the bank transfer, the journal - is the ordinary
report set, filtered to Pay Run = Mid-Month.
Advance or extra? Your formula decides
This is the single most important thing to understand, and the system will not decide it for you.
Ticking Use For Mid Month does not by itself mean "advance to be recovered". Whether a mid-month payment is recovered from the month-end salary depends entirely on how the pay component's formula is written:
| If the formula... | Then mid-month behaves as |
|---|---|
| subtracts the mid-month amount from net pay | an advance, recovered at month end |
| does not subtract it | an extra payment, kept on top of salary |
Both are legitimate. Both are in use across different companies. If you are unsure which your company uses, look at the pay component's formula before posting anything - not at the tick box.
Articles in this guide
- How do I turn on mid-month payroll?There are two separate things people confuse here.
- How do I post mid-month entries?Go to Transactions → Payroll Adjustments .
- How do I run mid-month payroll?Go to Transactions → Mid-Month Payroll Run .
- How do I generate mid-month payroll reports?Go to Reports and open any of these.
- How do I mark a mid-month transfer as issued?After you have sent a batch's file to the bank, click Mark Transfer Issued on the Mid-Month Payroll Run screen.
- Which mid-month payroll warnings can appear?When you open a payment report, you may see a yellow notice above the grid: These rows are deliberately still…
Known limits
Things worth knowing before you rely on the system to tell you something:
- A failed run can look successful. If processing fails part-way, the screen does not currently report it. Check the batch totals and the report reconciliation in §5 rather than assuming success.
- Email notification may not send silently. If employees report not receiving mid-month payslips by email, do not assume they were sent - check before re-sending.
- Recovery of advances is a manual control. If an employee leaves after taking a mid-month advance, the system does not chase the balance. The payroll administrator is responsible for ensuring it is recovered.
- Mid-month and month-end tax. Whether mid-month pay is taxed depends on your pay component formulas, the same as the advance/extra question in §1. If you are unsure whether a mid-month component should attract PAYE or SSNIT, confirm the formula before the first run rather than after.
Quick reference
| I want to… | Go to |
|---|---|
| Let a role use mid-month | Admin → Security Roles → Mid-Month Payroll Run |
| Post a mid-month batch | Transactions → Payroll Adjustments → tick Use For Mid Month |
| Process, payslips, SMS/email | Transactions → Mid-Month Payroll Run |
| Produce a bank file | Reports → Bank Transfer (Pay Run = Mid-Month) |
| Produce a bank-specific file | Reports → Bank Transfer - Custom Template |
| Pay one batch only | Set the Mid-Month Batch filter on the report |
| See every mid-month payee | Reports → Mid Month Details |
| Prevent a double payment | Mark Transfer Issued after sending the file |
Terms
| Term | Means |
|---|---|
| Use For Mid Month | the tick that makes an adjustment a mid-month payment |
| Batch | one posted Payroll Adjustment; a period can hold several |
| Posted | set automatically when a batch is saved; there is no draft state |
| Transfer Issued | this batch's file has been sent to the bank |
| Pay Run = Mid-Month | the report filter that shows mid-month instead of salary |
Ghana references
- PAYE guide: How Ghana PAYE is calculated, band by band.
- SSNIT guide: Contribution rates, ceilings and what each tier covers.
- PAYE calculator: Work out PAYE, SSNIT and take-home pay for a salary.