PayBW Pro — Botswana Payroll System

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PayBW Pro

Payroll, HR and attendance for Botswana

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PayBW Pro

Botswana Payroll v4.0

Overview

Dashboard

People

Employees

Branches

Companies & transfers

Time & attendance

Attendance

Attendance corrections

Leave

Attendance devices

Payroll

Payroll run

Supplementary payroll

Payroll history

Payslips

Loans

Shortage rules

Shortage records

Reports

Payroll controls

Payroll audit trail

Liability reconciliation

Accounting & costing

BURS reports

Tax year-end

Payslip delivery

Bank payments (EFT)

Compliance

Employee documents

Company documents

Labour rules

Terminations

Administration

User accounts

Roles & permissions

Approval workflows

Audit log

My approvals

My portal

My dashboard

My payslips

Apply for leave

My loan requests

My mileage

AD

HR Admin

Administrator

Capture Document

Employee

Document type

Document name

Reference number

Issue date

Expiry date

Remind before expiry

Attachment (optional - PDF, JPG or PNG; max 5 MB)

You can save the document details and expiry reminder without attaching a file.

Notes

Add Company

Company group

Company name

Registration number

Tax/TIN number

Address

Add Company Branch

Company

Branch name

Location

Manager

Branch Working Time Override

Blank fields use company labour rule defaults.

Work starts

Work ends

Late threshold minutes

OT threshold minutes

Lunch mode

Lunch starts

Lunch ends

Lunch minutes

Lunch paid?

Mobile GPS attendance area

Optional. When enabled, mobile clock-in/out must be within the configured radius.

Require GPS geofence

Latitude

Longitude

Allowed radius (metres)

Request Staff Transfer

The transfer will change payroll company and branch only after an administrator approves it.

Employee

Destination company

Destination branch

Effective date

Reason

Manual Attendance

Branch

Employee

Date

Status

Clock in

Clock out

Lunch out

Optional. Leave blank for fixed lunch rule.

Lunch in

Used for punch-based lunch.

Reason / note

Mark branch attendance

Use this when a branch has no attendance device. One manual record will be created for every active employee in the selected branch.

Branch *

Attendance date *

Status

Clock in

Clock out

Lunch out

Lunch in

Choose a branch to see the employee count.

Reason / note

Add Employee

Fields marked * are needed before this employee can be paid. Everything else can be filled in later.

First name *

Last name *

Omang / ID *

Gender

Date of birth *

Nationality

Phone

Email

Residential address

Position *

Branch *

Department

Hire date *

Employment status

Monthly basic salary (BWP) *

Pay, allowances & benefits

Mileage reimbursementEnable this only when the employee is authorised for travel reimbursement.

Employee rate per KM (BWP)Used as the employee default when no dated rate exists in Mileage Rates.

Hourly salary (Monthly ÷ 176)

Enter monthly or hourly salary; the other value calculates automatically.

Housing allowance

Transport allowance

Other allowance

Medical aid

CIPA levyDeducts one twelfth of the company CIPA annual amount each month.

BURS tax identification numberRequired when PAYE is payable.

Employment terms

Employment type

Pay typeHow earnings are calculated.

Pay frequencyHow often this employee is scheduled for payment.

Contract start

Contract end

Stored hourly rate

Commission eligible

Attendance device no

Tax details

Tax residency

Tax eligibilityAuto is recommended and uses salary, residency and tax tables.

Manual BURS tax payableUse No only with an approved tax basis or exemption.

BURS directive rate % (optional)

Approved pension deduction

Previous employment tax year

Previous employer

Previous employment taxable pay

Previous employment PAYE

Overtime multiplier

Payment & bank details

Payment method

Mobile-money provider

Mobile-money number

Bank nameBank detail changes are applied after separate HR approval.

Bank account number

Bank branch

Hikvision device Push employee to device after save

Fingerprint/face still needs enrollment on the Hikvision terminal.

Apply for leave

Employee

Leave type

From

To

Select an employee and leave type to view available balance.

Reason

Supporting documentPDF, JPG or PNG, maximum 3 MB.

Add Loan / Advance

Employee

Loan type

Total amount (BWP)

Monthly deduction

Add Payroll Input

Employee

Payroll month

Type

Component

Label

Amount (BWP)

Taxable earning?

Pensionable earning?

Recurring?

Effective start

Effective end

Notes

New inputs are saved as Pending. They affect payroll only after approval.

Payroll Branch Allocation

Employee in payroll run

Allocation method

Branch	Value

Add Leave Type

Type name

Entitlement days

Maximum consecutive days

Document required after days0 means no document required.

Document label

Paid leave

Add Loan Type

Type name

Maximum amount (BWP)

Maximum months

Interest rate (%)

Add attendance deviceConfigure the terminal and verify connectivity before saving.

1

Device detailsName and assign this device to its operating branch.

Device name *

Branch

Device type

2

Connection setupUse the network details available from the device administrator.

Integration method

Model

Protocol

IP address / hostname *

Port

Username *

Password

3

Sync scheduleChoose when PayBW should collect attendance automatically.

Automatic sync

Daily sync time

Map Hikvision Employee

Device

Hikvision employee number

PayBW employee

Import Hikvision Events

Device

ISAPI event JSON array

USB / CSV Attendance Import

Device / branch source

Import format / device preset

Choose USB export file (.csv / .txt)

If file is Excel, first save/export as CSV from Excel, then import here.

Or paste exported text

Upload or paste CSV/TXT to preview import.

Hikvision Fingerprint / Face Enrollment

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