Holding a payslip and paying it later
Putting a payslip On Hold stops one employee's pay from going out with the rest of the batch while you sort out a problem, such as a disputed figure, missing bank details or an unresolved amendment. You can then release it back into the batch, or pay it later on its own from the On Hold Payslips page, without holding up anyone else.
Where:
- Put on hold: Payroll › the batch › Payslips › the payslip's status button
- See every held payslip: Payroll dashboard › payslips on hold tile
- Pay held payslips: the On Hold Payslips page, at
/payroll/on-hold-payslipsin your company's KAMI address
You need:
- The Payroll Processor (Edit & Calculate) right to put a payslip on hold or release it
- The Payroll Payer right to pay held payslips
When to hold, and when to use something else
| The situation | Do this |
|---|---|
| One employee's pay must wait, everyone else is ready | On Hold |
| The employee should not be in this batch at all | Inactive. It clears the figures. |
| A figure is wrong and you will fix it now | Move it to Pending, fix the source, recalculate |
| A leaver's final pay | The final pay process. See Final pay on termination. On Hold is not part of it. |
How to put a payslip on hold
- Open the batch and go to the Payslips tab.
- Click the payslip's status button and choose On Hold.
- For several payslips at once, tick them, click Bulk Actions and set Move to to On Hold.
You can put any calculated payslip on hold in one step, whatever its status. The payslip keeps its figures.
How to release a held payslip back into the batch
- On the Payslips tab, click the On Hold chip to list held payslips.
- Click the payslip's status button and choose Pending.
- Recalculate it if anything changed, then take it through Verified, Approved and Closed as usual.
- Pay it with the rest of the batch from the Payment tab.
How to pay held payslips later
- Open the On Hold Payslips page. It lists held payslips from every batch.
- Check the list. Use Search and Filters (Department, Branch, Position, Subsidiary, Group) to narrow it.
- Make the actual payment to the employees through your bank or payment platform.
- Click Pay now. Pending payroll disbursements lists the held payslips by payment method: Electronic, Cash, Cheque, and Maya or Xendit where your company uses them.
- For each method, choose the bank and Export format if you need a file, click Preview to download it, then Confirm payment.
- In Payment confirmation, enter the Date Paid, any Payment Reference and Notes, tick the confirmation statement and click Confirm.
⚠️ Confirm payment marks every held payslip for that payment method as Paid, across all batches, unless you narrow it with the Subsidiary selector. Check the list first. Release any payslip that should not be paid yet.
The held payslips move straight from On Hold to Paid. They do not go back through the approval chain.
The On Hold Payslips page
| Item | What it shows |
|---|---|
| Name | The employee. A red person icon marks a termination; a warning icon marks a payslip issue. |
| Status | Always On Hold |
| Wages, Other Payments, Contributions (EE), Tax, Total Payable | The held figures. Sortable. |
| Bin icon | Deletes the payslip |
| Pay now | Pays all held payslips, by payment method |
Click a row to open the payslip's details.
The dashboard tile
When any payslip is on hold, the dashboard's Needs your attention row shows payslips on hold: "Review needed to be released". Click Release payslips to see each held employee with their batch. Click an employee to open their payslip.
What Happens Next
- A batch with a held payslip stays Closed, not Paid, until the held payslip is paid or made Inactive. See Payslip and batch statuses explained.
- A held payslip is skipped by batch calculation. Move it to Pending to recalculate it.
- Once paid, the payslip shows as Paid in its own batch, with the date you entered.
Tips
- Write down why each payslip is held. The status says that it is held, not why.
- Check the tile every payday. A held payslip is a person waiting to be paid.
- Release rather than pay late when the fix is quick. Releasing keeps the payslip in the normal approval chain.
- Use the Subsidiary selector when different people pay different entities, so nobody confirms another entity's payments.
Troubleshooting / FAQ
Q: I cannot put an Open payslip on hold. Calculate it first. Only a calculated payslip can be held.
Q: The batch will not reach Paid. A payslip in it is on hold. Pay it from On Hold Payslips, release and pay it, or make it Inactive.
Q: Pay now on the On Hold page paid more people than I expected. It pays every held payslip for that payment method, across all batches. Narrow by Subsidiary, or release the others first, next time.
Q: Does final pay use On Hold? No. Final pay has its own process and status.