Pay salaries

Once a run is locked, you pay each person’s net pay in one of two ways:

Through Cadre, from the legal employer’s payroll wallet. A payroll admin checks and puts the payments up, and a second person releases them.
With a bank file: download the run’s bank payment file and upload it to your bank.

If salary payments through Cadre aren’t available to your organisation yet, Settings → Payroll wallet says so. It also says when the Noddit integration isn’t set up in the Cadre environment you are using: payroll wallets need Noddit’s own services, and there is no test money. In either case, use the bank file.

Who can open the Pay salaries page: Owner, HR admin, Payroll admin, Payroll approver.

The payroll wallet

Salaries are paid from a payroll wallet: a Noddit business wallet with its own account number, in the legal employer’s name. Cadre never holds the money. The balance and statement are the provider’s, and Cadre shows a copy.

Each legal employer that pays salaries through Cadre has one wallet. An agency has its own wallet, which pays its own staff and its seconded workers (service model A), plus one wallet for each client whose payroll it runs as a bureau (service model B). Salaries are always paid from the wallet of the person’s legal employer, never the payroll operator’s. See How agencies work.

Who can see the payroll wallet: Owner, Payroll admin, Payroll approver.

Open a wallet

Who can open a payroll wallet: Owner.

Go to Settings → Payroll wallet. If you’re an agency, choose the Legal employer.
Check the registrations the provider needs: Name, RC number, TIN and Registered address. They come from the legal employer’s statutory registrations. If any are missing, add them under Settings → Statutory registrations (for a client, in the client’s registrations).
Choose Open a payroll wallet, and give a contact the provider can call: first and last name, email and a Nigerian mobile number. If the legal employer has no PAYE state recorded, choose the State of the registered address.
Choose Open the wallet.

Until the provider confirms it, the wallet shows as being opened. Cadre checks on it by itself, and Refresh looks now. If the provider refuses, the page says why, and you can ask again.

Fund the wallet

Who can fund a payroll wallet: Owner, Payroll admin.

The wallet has two accounts. The Wallet account is the wallet itself: salaries are paid from it. To fund it, send money by bank transfer from any Nigerian bank to the account under Fund by bank transfer: its Account number, Bank and Account name. Noddit sets that account up in the minutes after the wallet opens; until it is ready, the page says so and Cadre checks by itself. The credit shows once the bank has made it. Cadre checks regularly, and Refresh checks now.

The page tells you what the next locked, unpaid run needs, in net pay and transfer fees, and warns you if the wallet is short. Owners and payroll admins are also told when a wallet needs funding for a run.

The Payroll wallet page showing the account number to fund, the bank, the account name, the balance and the statement

Pay a run through Cadre

1. Check the payments

Who can check payments and put them up for release: Owner, Payroll admin.

Open the locked run and choose Pay salaries. The page names the legal employer and the account the money is paid from before any figure.

Choose Check payments. For each person, Cadre builds one payment of their net pay to the bank account on their statutory details, and checks that:

the account number is complete and valid;
the name the bank holds for the account is the person’s legal name (see below);
the payment is within the wallet’s single-transfer limit;
the transfer fee is known.

A payment that fails a check is Held back with the reason and what to do. It’s never dropped. Correct the account on the person’s profile, then check again. People with net pay of zero or less have Nothing to pay.

How the bank’s name is matched

Banks often hold names differently, so the match allows for that. Cadre ignores capitals, accents, titles such as MR, MRS, DR or CHIEF, and the order of the names. The surname and the first name must both be there, although the first name may be just an initial. Longer names may differ by one letter, and one extra name, such as a middle name HR hasn’t recorded, is allowed. A business name never matches a person.

2. HR confirms names that don’t match

Who can confirm an account name: Owner, HR admin.

When the bank’s name doesn’t match, the payment is held until HR confirms that the account is the employee’s, or the account is corrected. HR sees these on the same Pay salaries page, with no pay figures.

Choose Confirm (or the confirm icon) on the person’s row.
Check the name the bank holds and the account.
Under How do you know?, say how you know the account is the employee’s.
Choose Confirm the account.

The confirmation is recorded against that account and that exact bank name. In later months, the same account with the same name stays confirmed.

3. Put the payments up for release

When the payments are checked, choose Put up for release. Every payment that is Ready to pay is put up together, and its figures are fixed. Only one release can wait at a time. Cancel release withdraws it, until it is released.

Owners and payroll approvers are told there are salaries to release.

4. Release the payments

Who can release salary payments: Owner, Payroll approver.

Open Pay salaries for the run and choose Release payments….
Check what the dialog shows: the organisation, the legal employer, the payroll run, the number of payments, the salaries, the transfer fees, what leaves the wallet and the account it leaves from.
Tick I have checked the legal employer, the run and the total.
Choose Release payments.

Cadre refuses the release if:

you submitted or approved the run, put the payments up, or confirmed a name in them. This applies to owners too;
anything has changed since the payments were put up, such as a bank account. Check them again;
the wallet’s balance, checked with the provider at that moment, doesn’t cover the salaries and fees. The page shows the shortfall.

Follow the payments

Each payment moves through Queued, With the bank, then Paid, Failed or Returned by the bank. The page updates by itself while payments are with the bank. When everyone is paid, the page says so, and each employee is told their salary has been paid. Notices never state an amount.

A payment is never sent twice. If the bank’s answer isn’t known yet, the payment waits while Cadre asks the bank.

Try a failed payment again

If a payment failed or the bank returned it, correct the account first. Then a payroll admin selects it and chooses Try again. It’s checked again and must be released again by a second person, as before.

Why Cadre works this way

Four steps are split between people: submitting the run, approving it, putting the payments up and releasing them. Nobody can both put money on its way and send it. HR confirms names without seeing anyone’s pay, and the person who vouches for an account can’t also release money to it.

Pay with a bank file instead

Who can produce a bank file: Owner, Payroll admin.

Open the locked run and go to Outputs → Bank file.
Choose the format, Generic CSV, and choose Produce bank file.
Confirm. The dialog names the legal employer, the period and the total net pay.
Choose Download bank file and upload it to your bank.

If anyone’s bank details are missing or fail the account number check, no file is produced at all. Cadre lists everyone who stops the file. Correct their details, then produce the file again. People with net pay of zero or less are left out of the file.

If bank details change after you’ve produced a file, produce it again. Cadre warns you when the new file differs from the previous one. Upload only the latest file.

If you pay by bank file and your organisation uses earned wage access, record the run as paid outside Cadre. See Earned wage access.