Glossary
People and access
Section titled “People and access”Workspace (company) : The company you are currently working in. Every record belongs to exactly one workspace, and you only see the workspace selected in the header.
Membership : The link between your user account and a workspace. It carries your role in that workspace.
Role : What you are allowed to do in a workspace: Payroll Operator, Approver, Payment/Reconciliation Reviewer, Read-only Reporter, or Administrator.
Pay and payroll
Section titled “Pay and payroll”Gross pay : An employee’s total pay for a period before employee deductions and tax are taken out.
Net pay : The amount an employee takes home after employee deductions, SSNIT, and PAYE. This is the amount a payment instruction is prepared for.
PAYE : Pay As You Earn — Ghana income tax withheld from an employee’s pay and calculated progressively from reviewed tax bands.
SSNIT : The Social Security and National Insurance Trust — Ghana’s pension scheme. payIQ calculates the employee and employer contributions from reviewed rules.
Payroll period : A calendar window, such as a month, with a start date, an end date, and usually a pay date. Payroll is run for a period.
Payroll run : One calculation of payroll for a period. It holds the employee results and, once finalized, the payslips.
Calculation / recalculate : The server-side step that turns configuration and reviewed rules into payroll results. A not-yet-finalized run can be recalculated; recalculation replaces the result atomically.
Finalized : The locked state of a payroll run. Finalizing creates the payslips and freezes the figures. It cannot be undone, and it does not mean the payroll was paid.
Payslip : The immutable employee document created when a run is finalized. It snapshots the amounts and references as they were at the time.
Configuration
Section titled “Configuration”Compensation : An employee’s effective-dated pay term — monthly salary, daily rate, or hourly rate.
Effective-dated : A record with a start (and optional end) date, so the value in force on a given date is unambiguous. Compensation, component assignments, and statutory rules are effective-dated.
Payroll component : A typed, reusable definition — an earning, employee deduction, or employer cost — that can be assigned to employees. Components hold no formulas.
Statutory rule : Reviewed reference data for PAYE and SSNIT. It is effective-dated and never edited from inside the application.
Attendance and leave
Section titled “Attendance and leave”Working calendar : The definition of the working week, used to count leave days.
Holiday : A dated non-working day. Active holidays are excluded when counting leave days.
Entitlement : The number of leave days an employee has for a year, held as a balance derived from a ledger of grant, consumption, restoration, and adjustment events.
Payroll consequence : An explicit, approved deduction — such as an unpaid leave deduction — that is the only way attendance or leave reaches payroll. It moves through Proposed, Approved, and Consumed.
Advances and payments
Section titled “Advances and payments”Advance : Money paid to an employee ahead of payroll, later recovered. Its lifecycle is Draft, Requested, Approved, Issued, Settled, with cancellation before issuance.
Repayment : Money recovered against an advance — either recorded manually or committed by payroll finalization.
Payment instruction : A prepared obligation to pay either a finalized payroll run or an approved advance. Preparing one does not move money.
Payment batch : A group of payment instructions in one currency, submitted and processed together. Its membership and totals lock when it is submitted.
Reconciliation : Recording what actually happened to a prepared payment: marking it processing, confirming it paid with a reference, or recording a failure. Every change is an immutable event.
Masked destination : A payment destination reference stored with only its last few characters (for example, ending in four digits). The full number is never stored or shown.
Settled : The advance state reached when the outstanding balance is exactly zero.
Accounting
Section titled “Accounting”Handoff : The fixed-format message in which payIQ states what a finalized payroll run or an advance event means in accounting terms, and offers it to LedgerIQ. payIQ tracks the handoff; LedgerIQ owns accounts, journals, and posting.
Delivery state : A handoff’s progress through Pending, Emitted, Acknowledged, or Failed.
Idempotency key : A value derived from an event so that replaying the same event reproduces the same record instead of creating a duplicate.
Reporting
Section titled “Reporting”Report export : A CSV or XLSX file generated from a report with your chosen filters and columns. Each generated file has an entry in the export history recording who generated it and what it contained.
Preview : A bounded view of a report’s first rows plus the true total matching count, shown before you export.
Summary card : A server-computed headline figure on the Reports landing page, grouped by currency where money is involved.