Quick start Guide v1.

Payroll Mauritius

Welcome and thank you for choosing Payroll Mauritius, your 100% cloud payroll solution!

You will see that implementation and use of Payroll Mauritius are very simple. We have made
every effort to make your user experience as intuitive as possible.
In this guide, you will discover how, in 30 minutes, your software will be at least operational for
your organization.

deepen your knowledge of the more advanced features of your Payroll Mauritius software.

Summary Page

Preliminary data needed for parameterization …................................................................ 2

Creation of your Company …................................................................................................. 3
Creation of your Employees ...…........................................................................................... 4
Modify and adjust your Employees datas ...…...................................................................... 5
The Employee form …........................................................................................................... 7
Timesheet : Absences data entry / How to create a new section ........................................ 8
Payroll calculation / Automatic calculation …...................................................................... 9
Payslip adjustment / "Manual" Calculation …........................................................................ 10
How to do declarations (NPF, PAYE by paper form or by MNS) …......................................... 11
Payments …........................................................................................................................... 12
Annex : Payslip historic importation ..................................................................................... 13
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Preliminaries

In order to quickly implement your software, you must have preliminary at least the following
elements concerning your Company :
– His Name (Corporate Name)
– Logo (as an image file)
– His BRN (Business Register Number)
– His TAN number (Tax Account Number)
– His NPF number (National Pension Fund)
– Payroll closing day of the month (absences stop, overtime ...)
– Pay day of the month
– Company Manager and/or HR supervisor (Name, Surname, email and mobile number)

To create your Employees, you will need at least the following elements :
– Employee code (if exists, otherwise a number will automatically be assigned by the system)
– Gender (Mr / Mrs / Miss), First and Last Name (Maiden Namer if used)
– Birth date
– NIC Number (National Identity Card or Passport number)
– TAN Number (Tax Account Number) – if the employee is subject to PAYE
– Pension fund number (if any)
– Family status (single, married, divorced, widowed)
– Date of entry into the Company
– Currently employed job
– Base salary amount (monthly gross)
– Amount (if any) of the transport participation
– Remaining leaves balance (local)
– Remaining sick leaves balance

And if you make the payment of wages by bank transfer (highly recommended):
– The name of the Employee's bank and his bank account number

If you decide to activate the employee protected area that he can access by his mobile phone, and
also if you want to send him his payslips by email, the Employee email

IMPORTANT
In addition, in order for the 13th month Bonus and PAY Deduction calculations to be accurate, it
may be necessary to re-import previous pay slips. Refer to the Appendix at the end of the
document for this implementation phase of Payroll Mauritius.

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Creation of your Company

Please connect on https://www.payrollmauritius.com/en/login using the identifiers given to you

during your registration.

Then go to the top right in the "Employer" section and click on

the [Company] button. A screen is then presented to you.

- Enter the "Company Details" tab and fill in the fields indicated (some fields are compulsory and
you will have to fill them in order to validate). Upload your Company logo (which will be printed on
the payslips) by clicking below the [change picture] button (the file must be in JPEG or TIF format),

- Then go to the "Contact" tab and enter details of the manager (HR Director or Manager ...),

- In the "Payroll" tab, enter the "Closing day of month" (day when absences and overtime are
stopped) and the Pay Day (date of payment of employees). Also indicate whether you pay monthly
(standard case), fornightly or weekly payroll and finish by indicating whether the End of Year Bonus
(13th month) is included in the December pay statement or is subject to a separate Payslip

- In the "Bank" tab, enter detail of the Bank Account of your company. It will be used for salaries
payments as well as for PAYE and NPF payments (notice that several banks can be added to the
system, the first one created will be the one used for PAYE and NPF payments). The Bank Name
and Bank Account are compulsory. If you don't have yet these informations, you can come by

- In the "Documents" tab you will be able to keep the key documents of the company. If you have
it handy in digital form, click [Add Document] button in order to upload your BRN certificate; it
will be verified to authenticate your Company

- Then click the [Save] button at the top right.

Congratulations! Your company is now created.

You will not normally (or very rarely) return to this section.

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Creation of your Employees

You can of course create your Employees one by one by going to the "Employees" tab and clicking
on the [New Employee] button, however we can also import them at once.
In order to do this, we will use an interesting feature of Payroll Mauritius that allows you to
automatically integrate the elements of an Excel® spreadsheet (if you do not have Microsoft©
Excel®, you can use the free Open Office® software by downloading at the following address
http://www.openoffice.org/download/).

Then we invite you to download our automatic creation sheet of employees by clicking on the
following link https://www.payrollmauritius.com/downloads/employees.xlsx for Excel® or
https://www.payrollmauritius.com/downloads/employees.ods for Open Office® (or copy/past this
URL in your internet browser) and open it.

Each line (starting from line 2), will correspond to one of your employees who will be created
automatically, each column corresponds to a data characterizing your employees (for example,
column E will be the Name of the employee). Do not change the names of these columns!
Notez que :
– column headers in bold are required fields to fill
– by hovering over the line 1 with your mouse, a comment is displayed explaining the desired
and expected content of the zone
– line 2 contains an example of content: replace it with one of your employees

From the preliminary data you have collected, fill in your sheet with 1 line per employee, then save
your sheet using the[Ctrl]+[S] key combination.

Now, let's integrate it into your Payroll Mauritius software. For that, go to the "Employees"
section (top left), then click on the arrow to the right of the [New][v] button and choose the
"Import" option. Then click the [Select File] button, select its location on your computer, and then
click the [Upload] button; you then come to a window "Data Mappings" (validate by clicking on
the button at the top right [Close & Refresh list]), and finally launch the import by clicking on
[Import].

Congratulations! In these few minutes, you've done the largest part of the work of setting up
Payroll Mauritius. Easy isn't it ?!
Now your employees are integrated in Payroll Mauritius and ready to use.
You can now (if you wish) go to the cards of your employees to adjust some parameters by clicking
on the tab "Employees" (left) and double clicking on the line of the employee (we will see this
point a little later in the document).

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Modify and adjust your Employees datas

Adjust premiums or deductions

No doubt this part is one of the most interesting of initialization of Payroll Mauritius software
because you will be able to indicate for all or a part of your employees, the specific's payroll datas
of your employees.
You could indicate the basic salary when importing your Excel sheet.
Perhaps the payroll of your employees is a bit more sophisticated; it is then advisable to indicate
once and for all your particularities to Payroll Mauritius so that month after month, your payslips
and contributions are automatically calculated.

Are there bonuses or deductions awarded to all your employees?

For example, you decide to assign a quarterly premium of one quarter of a monthly base salary to
your employees. In Payroll Mauritius, nothing more simple!
You just have to go to the "Employer" section (top right) and click on the [Common Sect] button
(for common sections) .
Then click [Add section] on the window that opens, select the type of section: in our case « 3500
Special Allowance » then on the window that opens check "Use a custom different display title"
and customize the name of the section title by entering "Quarterly premium".
Indicate in the "Employee Amounts" section Multiplier Fixed/formula: 0.25 (since you give a
quarter of salary) then in Value Fixed/formula indicate p.basic which is the system variable for the
basic salary (the list of all these variables is available in the online help of Payroll Mauritius).
You just have to check the months for which this bonus will be activated: it is quarterly, so lets
checked January, April, July and October and uncheck the other months. Finally, select the
category of emoluments by choosing « Salary, wages, etc... ». Finish by clicking on the top right
[Validate section]. That's it, now all your employees will have this quarterly bonus!
Note that you can then, punctually, do not give all or part of the premium by modifying / removing
it on a given bulletin for a given month and a given employee.

Are there bonuses or deductions awarded to only some of your employees?

For example, "executives" or "salespeople" or if the quarterly bonus above would only be allocated
to a specific category of employees, or for example, you allocate a parking space in exchange for a
contribution of Rs 1,000 "Parking" etc.
In this case, you should be able to create a Group only for the employees concerned will be
attached (note that an employee can be attached to several groups, and leave when you want).

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To create a Group, nothing more simple, go to the "Employer" section (top right) and click on the
arrow to the right of the [Settings][v] button, and in the proposed list, choose the option Payroll
Group. The list of all groups is displayed (normally empty the first time). Click [Add New Group] at
the top right of the list and simply enter the Group name and a description. For example, create
the "Parking" group with the description "All employees benefiting from rented parking".

Then, you just have to create a [Common Sect] (see above) with as type "9000 Deduction" with
the title "Contribution charge parking" with Fixed multiplier: 1 and Fixed Value: 1000 and
Emoluments: Not to be included.

From now on, note that for the payroll section, there is just beside the current tab of name
"Calculation Details", a second tab of name "Payroll groups". It allows you to add a group doing so
that the topic will only apply for the selected group. Click on it and click the [Add Group
Association] button, a window opens showing you all the groups you have created; simply click on
the "Parking" group and finalize your entry by clicking on the [Save] button.
You have finished ! From now on, all the employees who will be associated with the "Parking"
Group, will see a deduction of Rs 1,000 every month on their payslip.

We now have just to indicate which of your employees benefit from a parking space by indicating
this on the Employee Form (see next page).

Are there bonuses or deductions allocated specifically to an employee?

Nothing is easier in Payroll Mauritius, go to the

employee's Form by clicking on the "Employees" tab
and double-clicking on the employee's line, then
choose the "Payroll Sections" sub-tab and then click
on the [Add section].
Again, select the type of section and add the desired
items in the heading and validate your section.

This will now be systematically taken every month

for your employee (depending on the possible start
and end date and / or the the selected months).

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The Employee form

To view the contents of an employee's file, click on the "Employees" tab on the left of the list of
tabs and under the "Employees" section and under the [Action] button at the top left: the list of all
your employees is presented to you. Incidentally, you may have noticed that all the functions you
used in Payroll Mauritius have opened a new tab each time, which allows you to quickly and easily
return to it by clicking on it, until you have it closed by clicking on the small closing cross.

Then double-click on one of the employees concerned: its form opens (in a new tab) displaying the
first sub-tab of the "Personal" data of the employee.
In order to involve the employee in the "Parking" group (see above), click on the "Payroll groups"
tab and then click on the [Add Group Association] button, the window showing all the created
groups is presented to you.
Double click on the "Parking" group and save the form by clicking on the [Save] button. From now
on, this employee will see a deduction of Rs 1,000 to be carried out every month on his payslip
(until you decide to remove him from the group, by deleting his association with this one on this
tab).

Repeat the operation on each sheet of the employees concerned.

By the way, take the opportunity to explore what is an employee form by discovering the different
sub-tabs of the form.
If you have completed in the most complete way the Excel® sheet that was used for the automatic
creation of your employees, large majority of fields are already filled. Complete these if necessary.

In order to have these elements in a secure and accessible 24/7, we also invite you to store in
digital form the documents of your employees: CV, contract of employment, EDF Form etc ... to do
that, go into the sub- tab "Documents" of the Employee record, and click the [Add Document]
button. On the window that opens, select a "Category" (categories of documents that you can
customize according to your wishes by going to the "Employer" section then [Settings] and "File
Categories" and [Add Category] button. ]), select the location of the document and add a
description in the field "Notes" and click on [Save]: the document is now stored in the list for this
employee in your "Cloud" and accessible from anywhere by clicking on the right (from the
document in the list) on the green arrow icon.
Also check the "EDF Details" tab so that the exemptions to which the Employee is entitled are
entered for the calculation of PAYE deductions (use EDF Form filled by Employee).
Also adjust, by going to the "Leaves" tab, the acquired balance of the days of leave (Local Leaves)
and Sick Leaves by double-clicking on the relevant line on "Rollover" and entering the number of
days, then click on[Validate].

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Timesheet: Absences data entry

When you imported the Excel spreadsheet, you were able to specify the days balances about paid
leave (local) and sick leave for each of your employees, or entered manually as seen above.
As the month progresses, absences will be included in your Payroll Mauritius software.
To do this, go to the "Salary Calculation" section and click on the [Timesheets] button.
Choose the employee concerned by clicking on it in the list on the left (you can find it more easily
by entering letters of his name in the search box just above the list); Then the calendar of the
current pay period will appear on the right-hand side, with all the days set to default as "working".

To indicate an absence, simply double-click in the column "work / Leave" of the concerned day,
and choose in the list (click on the arrow downwards), the type of leave.

Do this for all affected employees and complete your entry by clicking the [Save changes] button
(top right). That's it, the days leaves will be automatically deducted!

Timesheet: Create a new field to enter something else

You can use the timesheet and add new columns to enter information other than absences.
Entry/exit hours, bonuses or deductions are some examples...
To do this, create it by going to the "Employer" section and clicking on the [Settings][v] button and
selecting the "Timesheet Fields" option. Click on [Add Timesheet field] and fill in its Identifier
(which will be used in the calculations, e. g. bonus (without accents in lower case)), its Name (e. g.
bonus) which will be displayed in the timesheet, tick visible, its Type by its content (number (in our
example of bonus), text, date, time, checkbox or choice list (then fill in the possible choices in Data,
entering them separated by a comma (e. g. beginner, junior, senior)) and confirm by OK.
From now on, when you enter the "Salary Calculation" section and click on the [Timesheets]
button, the new "Bonus" column will be displayed. For a selected employee, click for the desired
day in this column and simply enter the desired amount. If necessary, repeat the operation on
other dates: the total will be done automatically.
In order to ue it, all you have to do is create a payroll section, either common (or for a Group) or
specific to the Employee by going to his or her form. Let's create in our example a common section
by going to the "Employer" section then [Common sect] and [Add Section], choose type : 3000 -
Special allowance and in Multiplier Fixed/Formula : 1 and Value Fixed/Formula : t.prime then
[Validate Section]. From now on, all employees for whom you enter amounts in the Bonus column
will have it in their Bulletin!
Note that to use this column in a payrolls ection, you only need to take t. followed by the name
created.

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Payroll calculation / Automatic calculation

At any time you can decide

to start the calculation of
the payroll to see the result
or edit the payslips. To do
this, in the "Salary
calculation" section, click
on the arrow on the right of
the [Calculate] [v] button
and choose the Automated
Calculation option.

Then choose whether you

want to start the calculation
for "all" employees
(recommended) or only
those who have not already
been calculated, and validate by the button [Start calculation].
After a few moments all your payslips have been calculated; go to the "Employees" tab (on the
left) to display the list of all employees for whom, to the right of each line, a printer appears. Click
on it to preview the payslip statement. You can also, if you have filled in the employee's email,
send the pay slip by this way by clicking on the icon of the small envelope.

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Payslip adjustment / "Manual" calculation

Before dispatching your automatically calculated payslips, you may want to view them to check
these and in some cases, refine certain items.
To do this, go to the "Calculation Bulletins" section click on the arrow to the right of the
[Calculate] [v] button and choose the option Manual calculation. The screen then offers you the
list of all your employees on the left and the theoretical calculation of the elements of the payslip
for the employee selected in the list on the right.
All the sections participating in the calculation are then presented to you. If you want to change
something, click the [Recalculate] button.
All you need to do is delete a section by clicking on the "minus" icon (red) to the left of the section,
or modify the section by clicking on the "sheet" icon. You can also add a section for this bulletin
(for this pay period only, otherwise for a specific section to the employee that will be repeated
every month, you must add it in the tab "Payroll Sections" of the Employee Form), by clicking at
the top right of the [Add section] button.

IMPORTANT - Remember, to validate any changes you have made to the employee's payslip (after
click on the [Recalculate] button at the top right), and if the result suits you, you can then click on
the button [Validate] making that it will then be considered as the payslip of the employee for the
current pay period and will then feed the summary statements and declarations.

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How to do declarations (PAYE, NPF...)

You have 2 methods to make your NPF (social) and MRA (tax) returns.

- Either you make a declaration in "paper" form

To do this, go to the "Declaration" section and click on the [NPF & NSF] button and then at the top
right of the list click on the [Print] button: the official form is then presented for printing (hover
your mouse over the preview of the document to make the printer appear). Then go to the same
section "Declaration" and click on the [PAYE] button then at the top right of the list click on the
[Print] button. Sign and seal the 2 forms.
Prepare a check payable to the "National Pension Scheme" of the amount of the NPF / NSF / LEVY,
attach the form and deposit / mail to the Ministry of Social Security within the time limit. Prepare
another check payable to the "Mauritius Revenue Authority" in the amount of PAYE, attach the
form and submit / mail it by Post Office to the MRA.

- Either you make a declaration in "digital" (dematerialized) form

To do this, go to the "Declaration" section and click on the [NPF & NSF] button and then at the top
right of the list click on the [Export] button: a CSV file with the standard expected by the NPF is
then generated (onto the default download space of your computer).
Then click on [Online Declaration] button, a new window opens and log in with your IDs on the
MNS website to upload the file via MNS or MRA website.

Then go to the "Declaration" section and click on the [PAYE] button then at the top right of the list
click on the [Export] button: a CSV file with the standard expected by the MRA is then generated
(onto the default download space for your computer).
Then click on the [Online Declaration] button, a new window opens and log in with your IDs on
the MRA website to upload the file via MNS or MRA website.

Note: You can choose to use the centralized deposit system set up by the MRA instead of the MNS.
The file format is different. Choose the filing method you want by going to the "Employer" section,
then click on [Company] and choose from the "Payroll" tab, "Declaration Type: MNS or MRA".

Be careful, statements are one thing, payments are another. It is up to you to do the necessary in
the wake to settle the organizations, sums expected.

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Payments

VYou will be able to manage salary payments via Payroll Mauritius.

To do this, you could determine in their file who are employees paid by bank transfer
("Employees" - double click on the name - tab "Salary Settings") and then enter the Bank and the
account number for employees concerned.

Then go to the "Reports" section and click on the down arrow the [$ Payments] [v] button and
choose the "Bank Transfers" option: the list of all your employees paid by bank transfer is
presented to you, grouped by bank.

Just click on the [Export] button (top right) to generate the file corresponding to the expected file
format of your bank in your default download directory of your machine.

All you have to do is send it via the support agreed with your bank (mail, internet banking ...).

This Guide has given you a brief overview of the basic features of Payroll Mauritius. We strongly

We wish you a pleasant use of Payroll Mauritius!

– O -

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Appendix: Importing the history of pay slips

As a precondition to the integration of the histories, your Employees must already have been
created in Payroll Mauritius in order to be able to integrate the pay slip histories. If you wish to
have the Emoluments to carry out the Return Of Employees by the system, you ALSO need to have
created in Payroll Mauritius, the Employees who also left during the year by taking care to put the
departure date in their Employee file ('Employees' > tab[Employment] > Departure date).

In order to have the exact calculation elements for PAY DEDUCTIONS and/or the calculation of the
13th month (bonus), the introduction of previous bulletins may be necessary.
If your employees are not subject to the payment of Tax (PAYE) and if they have not had any
increases, bonuses or overtime during the current calendar year, you can ignore this schedule.

Otherwise:
- if you start using Payroll Mauritius before 1/07 of year N, you must, at a minimum, enter
in the system the salary slips for the months from 07/N-1 to now (for the correct calculation of
PAYE)
- if you start using Payroll Mauritius after 1/07 of year N, you must, at a minimum, enter in
the system the pay slips for the months from 01/N to now (for the correct calculation of the year-
end bonus)

Although not advisable for reasons of time to spend, you can of course, month by month, enter
the data and recalculate the past payrolls in Payroll Mauritius. Otherwise, we advise you to re-
import the files of these files which will be more efficient, have less risk of errors and will be faster!
This point is the subject of the following.

1) Preparation
The import of pay slips is based on the integration of a spreadsheet in Microsoft Excel® or Open
Office® format formatted as follows:
- 1 history file per month (if the file has several tabs with different months, only the first tab
will be read : save the same file under several different names by placing the tab corresponding to
the month in the first position)
- With the list of all employees in the lines and all payroll sections types that have been
used in the columns (including employer and employee contributions)

Then enter your spreadsheet:

- insert a blank line in position 1 (left click on the number 1 of the current line and right
click - Insert line)

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- Locate in your spreadsheet the column corresponding to the:

- Employee's Personnal Number/Code/Identifier (must be the same as in his employee file in
Payroll Mauritius, tab[Personal] > Employee Code), and on line 1 of this column, enter code
- Now locate the Basic Salary, and similarly on line 1 of the corresponding column, enter 1000
- Overtime, still on line 1 put 1100 (if you have the details in a column of paid overtime x1.5
put 1110, in another column those paid x2 put 1150 and for those paid x3 put 1160)
- If Medical allowance is given, put 1600
- If Housing allowance is given, put 1500
- Concerning Transport, depending on the allowance given to the Employee, a part may be
subject to the Tax. You then need to have 2 columns:
- a column with non-taxable transport, put 2000. If you have more detail and it is a
Travelling Allowance, put 2100 and if it is a Petrol Allowance, put 2200
- a column with the share of taxable transport, put 2500_original
- Concerning the various Allowances paid to Employees:
- it is advisable to create these in Payroll Mauritius beforehand by going to the section
'Employer'>[Common Sect]>[Add section] then choose a type of section 3000 Special Allowance,
tick "[X] Use a custom different display title" and for "Section title:" Enter the name you want of
the allowance, then in the section 'Employee Amounts' "Multiplier" put the value 1 and "Value
Fixed " the value 1. [Validate section]. Repeat this operation for all your different allowances by
using not 3000 but 3100, then 3200 etc
- Then in the columns on the Worksheet corresponding to your allowances above, then put
on line 1 : 3000 or 3100 or...
- Fringe benefit, put 3600 (if it is a car, put 3650)
- NPS Employee part, put 4000
- NPS Employer part, put 4000_employer
- NFS Employee part, put 4100
- NFS Employer part, put 4100_employer
- LEVY Employer part, put 4200_employer
- PAYE, put 5000
- If a Pension scheme is in force:
- For the Employer part, put 7000_employer
- For the Employee part, put 7000
- If a Medical scheme is in force:
- For the Employer part, put 7100_employer
- For the Employee part, put 7100

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- Concerning the various deductions made to Employees:

- it is advisable to create these in Payroll Mauritius beforehand by going to the section
'Employer'>[Common Sect]>[Add section] then choose a type of section 9000 Deduction, tick "[X]
Use a custom different display title" and for "Section title:" Enter the name you want of the
deduction, then in the section 'Employee Amounts' "Multiplier" put the value 1 and "Value Fixed "
the value 1. [Validate section]. Repeat this operation for all your different deductions by using not
9000 but 9100, then 9200 etc
- Then in the columns on the Worksheet corresponding to your deduction above, then put
on line 1 : 9000 or 9100 or...
– Net to be paid to the Employee, put net
–
IMPORTANT NOTE :
In addition, 2 additional MANDATORY columns are to be created by you (in the position of your
choice in the Worksheet):
- taxable (word to be put on line 1 of this new column): by formula, on the first Employee's
line, add all the sections that are subject to PAYE (at least the basic salary 1000, add the taxable
allowances 3000..., overtime 1100... and the possible part of the transport that would be taxable
2500_original) (ex : =B4+C4+F4+J4). Then copy down this formula for all Employees
- wages (word to be put on line 1 of this 2nd new column): by formula, on the first Employee's
line, add all the headings that are subject to Social Charges (at least the basic salary, add the
premiums submitted, excluding transport). Then copy down this formula for all Employees

At the end of these operations, you should have a spreadsheet as follows (of course the columns
and positions will be different):

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Repeat this operation for each of the spreadsheets corresponding to each of the archive months to
be transferred:
• insert the two columns "taxable" and "wages" at the same positions as on your first
configured worksheet and copy the formulas entered for these calculations, for each of the
employees in the new worksheet.
• Then insert a new blank line in position 1 and copy and paste from line 1 of your first
worksheet that you have already set up.

IMPORTANT NOTE: For the special case of the year-end bonus, the single amount (including Base
Salary, any overtime, etc.) must be set with 1800

2) Importation
Once the spreadsheets have been correctly configured, you can import them into Payroll
Mauritius. We recommend that you import them chronologically, starting with the oldest one.

For this purpose:

Position yourself on the Payroll period of the desired month (section "Period" and click Calendar)
• In the'Employer' >[Admin][v] section, choose 'Import Previous Payroll'.
• In the wizard that is presented, click on [Select File] and take the file corresponding to the
first month to import, then validate by clicking on [Upload]
• You are presented with an overview of what will be integrated into the system; confirm by
clicking on [Import]
• Check by going to the [Employees] tab that for each of them, there is indeed a payslip
(materialized by a small printer to the right of each Employee line) now for the current
month (if necessary refresh the list by clicking at the bottom of it on the loop arrow)
• Go to the next month and repeat the operation with the correct spreadsheet

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Payroll Mauritius – The easy internet payroll solution for everyone ! www.payrollmauritius.com