Deductions

A deduction takes pay off an employee's salary for hours or days not worked or as a penalty, for example 2 hours of lateness or 1 day of unauthorised absence. You enter the time; SolaHR turns it into an amount from the employee's salary and subtracts it in that month's payroll run.

Use this screen to add, correct and remove deductions before the month is closed. HR officers and payroll staff use it.

Where to find it

• Sidebar: Payroll & Compensation → Deductions. URL: /deductions.
• From an employee's page: the Deductions shortcut opens this screen.
• Deductions also arrive from approved attendance actions for lateness, early leave or absence (see Attendance).

The menu item appears when your plan includes deductions and your role has View deductions (or the older View advances, deductions, tips, overtime). Opening the list needs View deductions.

Permissions

Screen tour

Header: Deductions — Hours and days deducted from employee payroll. Add record at the top-right.

The list shows the 20 most recent deductions by date. There is no search, filter or paging here. Empty state: No records found.

How the amount is calculated

The divisors are always 30 days and 8 hours, whatever your Payroll Settings say. Estimated amount uses the salary on the employee record today. The payroll run uses the salary captured in that run, so the two can differ if the salary changed.

Add a deduction

1. Click Add record.

2. Fill in:

   Field	Required	Rules / defaults	Notes
   Employee	Yes	Any employee.	Cannot be changed later.
   Date	Yes	Today or earlier. Future dates are refused.	Default today.
   Unit	Yes	Hours (default) or Days.
   Value	Yes	0.01 to 999.99, steps of 0.25.
   Reason	No	Up to 255 characters.	Shown on the payslip print.
   Notes	No	Up to 1,000 characters.	Internal.

3. Click Save. You see Updated successfully.

If the month's run is still Draft, Under Review or Rejected, the deduction is included the next time the run is opened.

Edit a deduction

1. Click ⋯ → Edit.
2. Change date, unit, value, reason or notes. (The employee shown in the dialog cannot actually be changed; to move a deduction to another employee, delete it and add a new one.)
3. Click Save.

Locked deductions can't be edited: "A deduction linked to closed payroll cannot be edited."

Delete a deduction

1. Click ⋯ → Delete.
2. Confirm Delete this record? — Delete.

Locked deductions can't be deleted.

Statuses

A deduction in a Locked (approved, not yet paid) run has no badge and can still be edited, but the locked run will not pick up the change. Correct such mistakes in the next month instead.

Worked example 1: lateness

Omar Haddad (salary AED 12,000) arrived 2 hours late on 8 October 2026. Sara Khan clicks Add record: Omar Haddad, 08/10/2026, Hours, 2, reason Late arrival. Estimated amount: 12,000 ÷ 30 ÷ 8 × 2 = 100.00.

Worked example 2: absence and a correction

1. Sara Khan (salary AED 9,000) is absent without leave on 15 and 16 October. HR adds one deduction: Days, 2, reason Unauthorised absence. Estimated amount 9,000 ÷ 30 × 2 = 600.00.
2. On 20 October Sara brings a medical certificate for the 16th. HR edits the record to 1 day: 300.00.
3. On 25 October the October run (still Draft) shows Sara's Hours/days deduction 300.00.
4. The run is approved (Locked) and paid on 29 October. The deduction now shows Locked by payroll and has no ⋯ menu.
5. Her payslip lists Manual: Unauthorised absence 300.00 under deductions.

How it connects

• Payroll Runs: subtracted in Hours/days deduction.
• Payslips: part of Deductions, itemised on the print.
• Attendance: approved lateness, early-leave and absence actions create deductions here.

Confirmations and outcome notices

Saving and deleting show Updated successfully. Validation problems are listed at the top of the dialog. A refused edit or delete shows Action could not be completed. If the connection drops, you see Status not confirmed; click Check current status before saving again to avoid a double deduction.

Tips and common problems

Related

• Payroll Runs · Payslips · Attendance
• Advances · Additional Earnings · Payroll Settings