PayBW Pro — Botswana Payroll System

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PayBW Pro

Payroll, HR and attendance for Botswana

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PayBW Pro

Botswana Payroll v4.0

Home

People

Payroll

Tax and finance

Compliance

Setup

My portal

Add document

Employee *

Document type

Document name *

Reference number

Remind before expiry

Issue date

Expiry date

AttachmentOptional. PDF, JPG or PNG, at most 5 MB. The details and the expiry reminder can be saved without a file.

Notes

Add company

needed to save

Details

Registered company name *

Trading name

Company group

Email address

Phone number

Tax and registration

Registration number

Tax (TIN) number

VAT number

Addresses

Registered (physical) address

Postal address

Country

Add branch

needed to save

Details

Company *

Branch name *

Branch codeUsed on costing reports and exports.

Cost centreUsed when an employee’s department has none.

Branch manager account

Manager nameOnly if the manager has no account in PayBW.

Working week and hours

Leave a field blank to use the company’s Labour rules.

Work starts

Work ends

Working days per weekDecides how leave days are counted for this branch’s staff.

Late after (minutes)

Overtime after (minutes)

Location and geofence Where the branch is, and GPS clock-in

Location

Require GPS geofenceWhen on, mobile clock-in and clock-out must happen within the radius.

Allowed radius (metres)

Latitude

Longitude

Lunch Leave blank to use the company’s Labour rules

Lunch mode

Lunch paid

Lunch starts

Lunch ends

Lunch minutes

Move an employee

Who and when
Where to
What carries over
Check and send

Find the employee

Employee *

Effective date *Cannot fall in a month whose payroll is final approved. A month already calculated must be re-run after the move.

Another branchSame company. Pay, leave and loans stay as they are; the branch cost follows the date.Another companyA new employer from the date. You choose the salary there and what happens to leave and loans.

Company *

Branch *

Department after the move

Department after the moveSet in the new company after the move; the old company’s department does not carry over.

Position after the move

How the move is made *

Transfer, service continuesOnly where an agreement recognises the service as continuous. The same employment record moves and keeps its service date.End here, hire thereThis employment ends the day before, with a final settlement here. A new employment record, number and hire date start in the new company.

Agreement that recognises continuous service *

Why this employment ends *

Notice served (days)Blank when the full notice was worked.

Covered by a pension or gratuity scheme instead of severance

The final settlement (pay in lieu of notice, leave left, severance and any loan recovery) is worked out by this company’s Labour rules, prepared in your name and approved by the final approver. It goes on this company’s payroll for the month of the last day.

Basic salary in the new company (P) *A move to another company records a new contract there. The approver sees this salary.

Annual leave

Outstanding loansPaid-out leave and a recovered loan go on the old company’s last payslip: for the month of the move (its part of that month), or the month before when the move is on the 1st.

Employee’s written authority

Signed on

Needed only when the employee owes a loan to the company they are leaving: the new company may deduct it only with their written authority. Without it, choose one of the other two options.

Before the move

What is still open in the company being left. Nothing is copied to the new company.

Reason

Nothing changes until it is approved: by one administrator for a branch move, and by HR then a different administrator, accountant or director for a company move.

New company group

A group holds several legal companies for consolidated reporting. Only the master administrator can create one.

Group name *

Group code *2 to 12 letters, numbers, hyphens or underscores.

New document template

Template name *

Type

Wording *Write the document once. Where a detail changes per person, put a field in double braces, for example {{employee.full_name}} or {{employee.basic_salary}}; it is filled from the employee record when the document is produced.

Fields you can use

Add manual attendance

Worked at branch

Employee *

Date *

Status

Clock in

Clock out

Lunch outOptional. Leave blank for a fixed lunch.

Lunch inUsed for a punch-based lunch.

Reason or note

Mark branch attendance

Use this when a branch has no attendance device. One manual record is made for every active employee in the branch chosen.

Branch

Attendance date *

Status

Clock in

Clock out

Lunch out

Lunch in

Choose a branch to see the employee count.

Reason or note

Add employee

needed to save. Fields marked Needed before pay can wait, but this employee cannot be paid until they are filled in.

First name *

Last name *

Omang / IDFor citizens and residents with an Omang.

Passport numberFor employees who are not citizens.

Enter one of the two — an Omang, or a passport. An employee with neither cannot be paid. Somebody who holds both may have both recorded.

Gender

Date of birth Needed before pay

Nationality

Phone

Email

Residential address

Emergency contact

Emergency contact phone

Position Needed before pay

Branch Needed before payTo move this employee use a transfer request, so the date and the approval are recorded.

Department

Hire date Needed before pay

Employment status

Monthly basic salary (BWP) *

Salary gradeFills the pay fields below that are still empty.

Pay, allowances and benefits

Allowances and benefits

Housing allowance

Transport allowance

Other allowance

Medical aid

Overtime

Paid for overtimeChanging this needs a second person to approve it.

More options Hourly rate guide, overtime multiplier, rest days

Equivalent hourly rateWorked out from the monthly salary. Type in either one and the other follows. A guide, not the rate hourly staff are paid.

Overtime multiplier

Rest days

SunMonTueWedThuFriSat

Leave all unticked to follow the branch working week. Changing this needs a second person to approve it.

CIPA levy and mileage Optional

CIPA levyDeducts one twelfth of the company CIPA annual amount each month.

Mileage reimbursementAllow this only when the employee is authorised for travel reimbursement.

Employee rate per KM (BWP)Used as the employee default when no dated rate exists in Mileage Rates.

Employment terms

Contract

Employee categoryYour company's group for this person. Employment type follows it.

Employment type

Pay typeHow earnings are calculated.

Pay frequencyHow often this employee is scheduled for payment.

Contract start

Contract end

Commission eligible

More options Hourly rate paid, attendance device, own working hours

Hourly rate actually paidFor hourly, casual and part-time staff. Others are paid from the monthly salary.

Attendance device number

Hikvision device Push this employee to the device after savingFingerprint or face still needs enrollment on the Hikvision terminal.

Work permit For employees who are not citizens

Work permit number

Work permit expiryReminders go out 60 and 30 days before it expires.

Work permit status

Tax details

BURS tax identification numberNeeded when PAYE is payable.

Tax residency

Approved pension deduction

More options Tax eligibility, BURS directive, PAYE not deducted

Tax eligibilityAuto is recommended and uses salary, residency and tax tables.

Manual BURS tax payableUse No only with an approved tax basis or exemption.

BURS directive rate % (optional)

PAYE deducted from payUse No only by an authorised decision, for example while a work permit is pending. The PAYE is still worked out and shown as not deducted.

Why PAYE is not deducted

Previous employer this tax year Only for someone who joined part-way through the tax year

Previous employment tax year

Previous employer

Previous employment taxable pay

Previous employment PAYE

Payment and bank details

Payment method

Mobile-money provider

Mobile-money number

Bank nameBank detail changes are applied after separate HR approval.

Bank account number

Bank branch

Apply for leave

Employee *

Leave type *

From *

To *

Select an employee and leave type to view available balance.

Reason

Supporting documentPDF, JPG or PNG, maximum 3 MB.

Add loan

Employee *

Loan type *

Total amount (BWP) *

Monthly deduction (BWP) *

The loan waits for approval before anything is deducted from pay.

Add payroll input

needed to save

Employee and month

Employee *

Payroll month *

Earning or deduction

Component *

Type

Label *

Amount (BWP) *

Days or hours

Notes

More options Tax and pension treatment, recurring dates, back pay

Taxable earning

Pensionable earning

One time or recurringA recurring input repeats every month from its effective start.

Effective start

Effective end

Back pay for tax yearLeave blank unless this earning is back pay for an earlier tax year.

New inputs are saved as Pending. They affect payroll only after approval.

Late coming, early going, late going

Enter the times for one day. PayBW measures them against the employee's own shift, or else their branch hours, and works out the unpaid time and the overtime.

needed to save

Employee *

Date *

Payroll monthThe month this is paid or deducted in.

Arrived atBlank if they came on time.

Left atBlank if they left on time.

Reason

Enter the arrival time, the leaving time, or both.

Saved as Pending inputs: unpaid hours and overtime hours. They affect payroll only after approval.

Add absent days

Days not worked and not paid. PayBW counts the working days in the dates: the employee's rest days and public holidays are left out.

needed to save

Employee *

First day absent *

Last day absentSame as the first day for one day.

Half day onlyFor a single day.

Payroll monthThe month it is deducted in.

Reason

Choose the employee and the days.

Saved as a Pending entry of unpaid days. It affects payroll only after approval.

Payroll branch allocation

Employee in this payroll run

Allocation method

Branch	Value	Remove

Add attendance device

Set up the terminal, then test the connection before saving.

needed to save

Device details

Device name *

Branch

Device type

Connection

Use the network details from the device administrator.

Integration method

Model

Protocol

IP address or hostname *

Port

Username *

Password

Sync schedule

When PayBW collects attendance from the device by itself.

Automatic sync

Daily sync time

Map Hikvision employee

Device

Hikvision employee number *

PayBW employee *

Import Hikvision events

Device

ISAPI event JSON array

Import attendance from a USB or CSV file

Device or branch source

Import format

USB export file (.csv or .txt)An Excel file must first be saved as CSV from Excel.

Or paste the exported text

Upload or paste CSV/TXT to preview import.

Hikvision fingerprint and face enrollment

Loading enrollment status…