Staff & Payroll

Staff Directory

All staff with role, department, designation.

1. Press + Add Staff for the full joining form (personal, role & designation, payroll, bank, documents).
2. Open a staff profile to edit, upload documents, set timeline events, or disable on exit.

Staff Attendance & Biometric

Mark staff attendance by date, or let the biometric integration fill it automatically; Special Attendance handles half-day/OD categories; Attendance Exceptions lists mismatches to fix.

Leave Workflow

Apply Leave (self or on behalf), recommender step, and final approval — driven by Leave Types and per-staff balances.

1. Staff apply from Apply Leave (or the app) choosing a leave type and dates.
2. Recommenders see requests under Recommender Leave Requests; approvers finalise under Approve Leave Request.
3. Balances start from Initial Leave Balance and can be adjusted under Update Leave Balance.

Monthly Leave Credit (CL)

Every month Minerva adds each staff member's monthly leave — usually 1 day of Casual Leave (CL) — to their balance automatically. Nobody has to press anything. The leave type and the number of days are shown under Staff & Payroll → Monthly Leave Increment.

Who gets the credit

• Every active staff member who joined on or before the 1st of the month gets that month's credit.
• Someone who joins on the 2nd or later gets their first credit the next month.
• A staff member with no Date of Joining on their profile is treated as existing staff and gets the credit every month.
• Staff marked inactive (disabled) do not get the credit.

When it happens

• The credit is added at 2:00 AM (India time) on the 1st of every month.
• Every morning after that, Minerva checks again for qualifying staff who were added to Minerva later in the month (for example, a staff record created on the 10th for someone who joined on the 1st) and credits them too.
• Each staff member gets the credit only once a month — it is never added twice.

Changing balances in Update Leave Balance

• You can open Update Leave Balance, pick a month and press Save All before or after the 1st — the staff member still gets that month's credit.
• Once the month's credit has been added, Minerva never changes a balance you set. If you set someone's CL to 0 (for example, staff who are not entitled to CL), it stays at 0.
• The Credit column shows the month's credit; Adj is your own adjustment; = Available is what the staff member can use (it also offsets loss of pay in payroll).
• To bring someone's balance to 0, do it after the 1st, once the Credit column shows the month's credit, and set Adj to minus (Opening + Credit). For example, Opening 2 and Credit 1 → Adj −3 → Available 0.

Running it by hand

• Run Increment Now on the Monthly Leave Increment page is only needed if the automatic run did not happen (for example, the feature was switched on mid-month).
• For a month that has already been credited, Run Increment Now — even with Force re-run ticked — only adds the credit for staff who have no balance for that month yet. It never gives anyone a second credit and never overwrites a balance you set.
• In the annual reset month shown on that page, the yearly leave count starts again from zero instead of a credit being added.

Tip: Fill in every staff member's Date of Joining on their profile. It decides whether a new joiner gets CL for the month they joined.

Payroll

Monthly salary processing: earnings/deductions, EPF/ESI/TDS, loss-of-pay from attendance, increments, and payslip generation.

1. Generate the month, review each staff's calculated payslip, adjust one-time entries, then approve and pay.
2. Payslips become downloadable by staff; registers feed the HR reports.

Department & Designation

Organisation masters — add/edit/delete.

Teacher Ratings & Complaints

Student-submitted teacher ratings for review, and the staff complaint register.