Netpipo HR + Payroll Solution in Rwanda

Chapter 1: Introduction

NETPIPO is a cloud-based HR and payroll management system that helps businesses of all sizes in Rwanda automate their payroll processes, ensure compliance with tax regulations, and simplify HR management. Our innovative platform is designed to streamline payroll operations, reduce errors, and save time, allowing businesses to focus on growth and success.

Chapter 2: Key Features

NETPIPO offers a range of features to streamline your HR and payroll processes:

Employees Management
Auto-generate Payroll lists
Payroll Tax Calculations
Monthly Payroll Tax Summary report
Automatic RRA PAYE Annexure generation
RSSB: Pension, Maternity, RAMA, CBHI Annexures
Other deductions (Advances and Installments)
Reimbursements Management
Medical insurance Management

Chapter 3: Getting Started

To get started with NETPIPO, you need to sign up for an account. Follow these steps to create an account:

Visit the NETPIPO website at www.netpipo.com
Navigate to the sign-up page
Fill in the required information, including your name, email address, phone number, and password
Click on the "Register" button to create your account
Check your email for a verification link and click on it to activate your account

Chapter 4: Company Registration

Before you can start using NETPIPO to manage your payroll and HR processes, you need to register your company on the platform. Follow these steps to register your company:

After verifying your OTP code, you will be redirected to register your company if you do not have one created
Fill in the required information, including your company name, address, and tax identification number
Click on the "Register" button to complete the registration process

Chapter 5: Dashboard Overview

Once you have logged in to your NETPIPO account and registered your company, you will be taken to the dashboard, where you can access all the features and functionalities of the platform. The dashboard provides an overview of your payroll processes, employee data, and tax compliance status, allowing you to manage your HR and payroll operations efficiently.

The dashboard displays key information such as:

Number of Employees
Payroll Expense
Payroll & Contributions
Net Salaries
Gross salaries
Total staff cost

Chapter 6: Manage Settings

All the information that was saved during sign up, ad registering company are displayed in the settings panel

Navigate to the sidebar
Click on the settings icon
Update your information including company details, upload company's logo, create/manage company users

Create/manage Company Users

You can create and manage users who will have access to the NETPIPO platform (HRs, Accountants). Follow these steps to create a new user:

Navigate to the settings
Click on the "Users"
Click on the "Add User" button
Fill in the required information, including the user's name, email address, and role
Click on the "Add User" button to create the user account

Other users

NETPIPO allows you to create other users who will have access to the platform through their own dashboards. Follow these steps to create other users (Supervisors and Employees):

Navigate to the settings
Under Attendance Management Section
Click on the "Users" button that will redirect you to the page where you can view/edit/delete the existing users or create new users
Click on create new user button
Fill in the required information, including the user's name, email address, and role

Approval Workflows

NETPIPO allows you to set up an approval workflow for payroll processing and leave management. Follow these steps to set up an approval workflow:

Navigate to the settings
Under the Approval Workflow Section
Click on the "Add Approval Workflow" button
Fill in the required information, including the approver's name, and role
Click on the "Add Approval Workflow" button to set up the approval workflow

Chapter 7: Employee registration

To add employees to the NETPIPO platform, follow these steps:

Single employee registration

You can add employees one by one to the NETPIPO. Follow these steps to add a single employee:

Click on the "Employees" from the dashboard sidebar
Click on the "Add Employee" button
Fill in the required information, including the employee's name, email address, phone number, and job title
Click on the "Register Employee" button to add the employee to the system

Chapter 8: Payroll Processing

Once you have registered employees on the platform, you can start processing payroll. Follow these steps to process payroll:

Click on the "Payroll" tab on the dashboard
Click on the "Process Payroll" button
Click on the "Payroll button"
Select the last date of the month that you want to process the payroll for
If your plan supports attendance management you will have to select if time attendance shall affect the payroll
Click on the "Generate" button to generate the payroll list

Chapter 9: Exporting Annexures

NETPIPO allows you to generate and export/download annexures for tax compliance and reporting purposes. Follow these steps to export annexures

Click on the "Export" while you are on the payroll summary panel
Select the type of annexure you want to export, such as RRA PAYE Annexure or RSSB Annexure
make sure that the pay period and the employees you want to include in the annexure are correctly recorded
Click on the "Export Annexure" button to generate and download the annexure

for more activities like add payroll or save completed payroll, downloading Unified permanent Employees annexure, payroll summary and all Employees payslips

Click on the "More" button
Select the activity you want to perform

10. Reimbursements

NETPIPO allows you to manage employee reimbursements for expenses incurred during work. Follow these steps to manage reimbursements:

Click on the "Reimbursements" tab on the dashboard
Click on the record Reimbursement" button
Fill in the required information, including the employee's name, the amount of the reimbursement, and the reason for the reimbursement
Click on the "Add Reimbursement" button to record the reimbursement

11. Deductions

Netpipo was built with the feature to manage the deductions upon net salary (net to pay) and those that can affect the gross salary

Click on the "Deductions" tab on the dashboard
Click on the "+ New Deduction" button
Fill in the required information, including the employee's name, the amount of the deduction, and the reason for the deduction
Click on the "Add Deduction" button to record the deduction

12. Medical Insurance

if your company pays for employees' insurance NETPIPO allows you to manage employee medical insurance details, including coverage and contribution information. Follow these steps to manage medical insurance:

Click on the "Departments" tab on the dashboard
Click on the "Add Department" button
Fill in the department name
Click on the "Add Department" button to create the department

Chapter 13: Departments

NETPIPO allows you to create departments within your company to organize employees and manage payroll processes more efficiently. Follow these steps to create departments:

Click on the "Departments" tab on the dashboard
Click on the "Add Department" button
Fill in the department name
Click on the "Add Department" button to create the department

Chapter 14: Attendance Management

NETPIPO allows you to track employee attendance and manage leave requests. Follow these steps to manage attendance:

1. Create Subject

NETPIPO allows you to manage employee attendance and track working hours. Follow these steps to manage attendance:

Make sure that your plan has the feature of attendance.
First and foremost, you need to have HR or supervisor role.
In the dashboard, click on employees list, in the action column, click on the image icon to create the employee's image subject.
You are redirected to the page where you will select to upload the employee's image file, or take a snapshot right away, and save the Image
Navigate to the sidebar
Click on the "Attendance" tab

2. Clockin & Clockout

NETPIPO allows you to manage employee attendance and track working days and hours. Follow these steps to manage attendance:

Click on the "Clock in" button to Scan the employee face and click on capture
Click on the "Clock out" button to Scan the employee face and click on capture
Click on the "Attendance records" tab to view the attendance history
Click on Timesheet to view the employee's monthly attendance history

Chapter 15: Leave Management

NETPIPO allows you to manage employee leave requests and track leave balances. Follow these steps to manage leave:

1. Human-resources manager role