Salary payment batches

How it works

1. Open the finalized run and press Create payment batch. Batches can only be built from finalized runs.
2. ZeniaHR adds every line with net pay above zero. Employees with no bank account or IFSC on record are marked held and left out of the total.
3. Finance reviews the batch: total amount, number of employees and each item's amount and status.
4. Approve the batch when the transfer is ready, then mark it paid once the money has gone out through your bank.
5. Marking paid moves every pending item to paid; held items stay on hold.
6. If someone is held, cancel the batch while it is draft or approved, add the bank details and create it again.

What you can set

• Method: bank transfer.
• Status flow: draft, approved and paid, or cancelled from draft or approved.
• Held items: employees with no bank account or IFSC, excluded from the paid total.
• One live batch per run; cancel a wrong batch before creating another.
• A paid batch cannot be cancelled or sent back to approved.
• Batches listed on the run detail with number, status, amount and employee count.

Why track payment separately from payroll

Calculating salary and paying it are different controls, often done by different people. The batch records who approved the payment and when it was marked paid, and it keeps people with missing bank details out of the total instead of letting a transfer fail. It also gives you a clear line against the legal deadline: monthly wages must be paid by the 7th of the following month, and when an employee leaves, within two working days. See the wage payment timelines.

Worked example: two new joiners without bank details

The October 2026 run for a Vadodara engineering firm is finalized on 4 November with 40 employees and net payable of ₹10,26,800. Finance creates a batch. Two September joiners have no bank details yet, so they are held with net pay of ₹21,500 and ₹18,900. The batch lists 40 employees but totals ₹9,86,400, the net payable less the ₹40,400 on hold.

HR collects both account numbers and IFSC codes on 5 November and updates the records. Finance cancels the draft batch and creates a fresh one, which now totals the full ₹10,26,800 with nobody held. It is approved on 6 November, the bank transfer goes out the same day, and Finance marks the batch paid, a day before the deadline.

Practical controls

Collect bank details during onboarding so nobody reaches payroll without them. Have one person approve and another mark paid if your team is large enough. Mark a batch paid only after the bank confirms the transfer, because a paid batch cannot be reversed. If a batch is wrong, cancel it while it is still draft or approved; the cancelled batch stays on record with the time and the person who cancelled it.

Frequently asked questions