Skip to content
Veona Help Centre

Build, Approve And Pay A Pay Run

Payday is the single biggest money movement Veona HR makes, so it is split deliberately across three people: one builds the run, a different person approves it, and a third marks it paid. Nobody can do all three. This page walks the whole lifecycle — compute the period, sign it off, pay it, and hand the bank a transfer file — and covers the side-roads (off-cycle rebuilds, the blocks that protect you, and the payslip PDF).

Who / when: the Payroll Officer builds and computes a run; a Payroll Approver approves and posts it; the HR Manager (or whoever holds the pay permission, but never the approver) marks it paid. A pay run is one month’s payroll for every enrolled employee. Gross is the full earnings before anything is taken off; statutory deductions are the legally-required ones (PAYE income tax, pension/NSSF/SSNIT, NHF and the like, depending on your country); net is what lands in the staff member’s account. The eSign PIN is your personal 6-digit electronic-signature code — typing it is your legal signature. Segregation of duties means the system forces these steps onto separate people so no one person can pay themselves. We’ll follow Chidi, a payroll officer, and Funke, a payroll approver.

The main path

Section titled “The main path”
  1. Payroll Officer (Chidi) — open Human Resources → Payroll & Expenses → Pay Runs and press “Build Pay Run”.
  2. Payroll Officer — type the pay period as YYYY-MM (for example 2026-06) and press “Build & Compute”. Veona gathers every active employee who has a salary assignment, pulls in their attendance, leave and overtime, then computes each payslip: gross, plus structure allowances and any active benefits, then statutory and voluntary deductions, then any advance/loan recovery amortised for the month — arriving at net. The new run opens in the “Calculated” state.
  3. Payroll Officer — review the run. Each row shows an employee with their gross, tax and net; the header shows the run’s gross, net and employer cost. Press “Payslip” on any row to open that person’s branded PDF and spot-check it. When it looks right, hand the run to your approver (it is deliberately not Chidi’s to approve).
  4. Payroll Approver (Funke) — open the same Human Resources → Payroll & Expenses → Pay Runs, press “Open” on the calculated run, read the totals, then under “Approve & Post” enter your eSign PIN and press “Approve & Post”. The run flips to “Approved” and your signature is bound to it.
  5. Payroll Approver — with the run approved, press “Export Bank File”. Veona produces a per-country bank-transfer schedule (a CSV in NIBSS-style columns — staff number, name, bank, account number, net amount) and downloads it; this is the file your bank actually runs to move the money. Veona does not itself push money to accounts.
  6. HR Manager — open the approved run and, under “Mark Paid”, enter your eSign PIN and press “Mark Paid”. This must be a different person than Funke who approved it. The run flips to “Paid” and records who paid it and when.

Other ways this goes

Section titled “Other ways this goes”

Off-cycle: rebuilding a period you already started

Section titled “Off-cycle: rebuilding a period you already started”

Got the figures wrong, or a late timesheet landed? While a run is still Draft or Calculated, you can simply build the same period again.

  1. Payroll Officer — open Human Resources → Payroll & Expenses → Pay Runs, press “Build Pay Run”, enter the same YYYY-MM, and press “Build & Compute”.
  2. Veona clears the prior payslips for that period and recomputes from scratch with the current data. The run stays in “Calculated” and is ready to approve again.

Blocked: trying to rebuild a finalised period

Section titled “Blocked: trying to rebuild a finalised period”
  1. Payroll Officer — if you try to rebuild a period whose run is already Approved or Paid, Veona refuses with “A pay run for this period has already been approved and cannot be rebuilt.”
  2. An approved or paid run is immutable on purpose — it has been signed. If something is genuinely wrong, the correction belongs in the next period’s run, not by rewriting a signed one.

Blocked: the builder tries to approve their own run

Section titled “Blocked: the builder tries to approve their own run”
  1. Payroll Officer — if Chidi opens the run he built and tries “Approve & Post”, the server stops him: “Segregation of duties: the pay-run builder cannot approve their own run.”
  2. The run has to go to a holder of the approver permission — someone other than the person who built it. This is the core control that keeps payroll honest.

Blocked: the approver tries to pay their own run

Section titled “Blocked: the approver tries to pay their own run”
  1. Payroll Approver — if Funke, having approved the run, then tries “Mark Paid”, Veona refuses: “Segregation of duties: the pay-run approver cannot mark their own run paid.”
  2. A third, different person marks it paid — so the people who computed, approved and disbursed the money are never the same individual.

Downloading a payslip PDF

Section titled “Downloading a payslip PDF”
  1. Payroll Officer or Approver — open any run and press “Payslip” on an employee’s row.
  2. Veona renders a branded, encrypted PDF on first access (earnings, deductions and net, headed with the staff member and pay period) and opens it. Employees download their own copies themselves — see View And Download My Payslips.

What happens next

Section titled “What happens next”

The run now sits as “Paid” with its approver and payer recorded and its eSign signatures bound — a complete, tamper-evident trail from computation to disbursement. The bank file you exported is what actually moves the money through your bank. Each employee can open their own payslip the moment the run exists, and expense reimbursements queued “via payroll” were folded in automatically as non-taxable add-ons during the build.

Follow the trail

Section titled “Follow the trail”