Preparing payroll data: a monthly closing checklist before approval
Author: HRFirst content team · Published: 2026-09-01
Payroll preparation starts by closing the data sources, not by entering figures. Fix the employee list, match attendance, leave and changes, and separate preparation from approval and the bank transfer so each party knows their responsibility.
1. Fix the employee list
- Continuing employees.
- Those who joined during the month and their start date.
- Those whose service ended and their last working day.
- Any employee with wages on hold or a special case documented.
2. Close off attendance and leave
- Absence and lateness.
- Approved overtime hours.
- Paid and unpaid leave.
- Manual adjustments and the reason for each one.
3. Review financial changes
- Increases and their effective date.
- Fixed or temporary allowances.
- Permitted deductions and their supporting document.
- Advances or recoveries as agreed.
- End-of-service entitlements on a separate schedule for review.
4. Carry out a final reconciliation
- Compare the total against the previous month and explain any large differences.
- Match the net transfer against the bank file.
- Present the exceptions schedule to the authorised person.
- The transfer must not be executed before final approval.
Key takeaway
Close off employees, then attendance, then changes, and review differences before the file moves to the person authorised to approve and transfer.
Sources
أسئلة شائعة
- وش الفرق بين تجهيز الرواتب وتنفيذها؟
- التجهيز يجمع المدخلات ويحسب أثرها ويراجع الفروقات. أما التنفيذ المالي واعتماد التحويل فهما عند صاحب الصلاحية.
- وش أول خطوة في إقفال الرواتب؟
- تثبيت قائمة الموظفين وحالات الانضمام والانتهاء خلال الشهر قبل إدخال الحضور أو التغييرات.
- كيف أكتشف الخطأ قبل التحويل؟
- قارن إجمالي وصافي كل موظف بالشهر السابق، واطلب تفسيرًا ومستندًا لكل فرق غير متوقع.
هذا المقال للتوعية التشغيلية، وما يغني عن قراءة النص النظامي أو طلب رأي مختص إذا فيه نزاع أو حالة غير معتادة. راجع المصدر الرسمي، لأن الخدمات والضوابط قد تتغير.
Author
HRFirst content team Operational HR guides. We write practical guides for Saudi businesses and cite primary sources for articles covering specific regulatory requirements. Check official guidance for your own case.