Admins can add Employee Loans after the employee's request has been approved. Click here to learn how Employees can make loan requests.

Admins can add loans in two ways. Admins can add loans through the Employee’s 201 file. Click here for more information.

Another way is by going to Employees>Loans.

Creating an Employee Loan

Click Add Loan on the upper left hand side of the screen.

The “Add Employee Loan” box will pop up. Fill out the necessary details:

  • Employee Name – name of the employee with the loan.
  • Reference Number – unique set of numbers to be provided by the Admin
  • Loan Type – identified by the Admin.  

Note: Loan Types will need to be created by going to Company Setup>Payroll>Loan Types before they can be selected here.

  • Date Approved – Deductions will begin from the Employee's salary to amortize the loan on the pay run of the payroll period that includes this date.
  • Principal Amount – refers to the initial amount of the loan before the Employee joined the company.
  • Remaining Balance – refers to the amount of the loan when the Employee joined the company.
  • Loan Terms (Months) – refers to how long (in months) the Employee has to pay off the loan.
  • Scheme – based on the Employee's payroll group pay frequency.
    • Monthly
      • Monthly - the loan amount will be deducted from the employee once a month.
    • Semi-Monthly
      • Equally Per Pay - the loan amount will be deducted from the employee every time he is paid
      • Equally Per Month - the loan amount will be deducted from the employee once a month, split equally among how many pay periods there are in the month
      • First Pay of the Month - the loan amount will be deducted on the First Pay of the Month
      • Second Pay of the Month - the loan amount will be deducted on the Second Pay of the Month
    • Weekly
      • Equally Per Pay - the loan amount will be deducted from the employee every time he is paid
      • Equally Per Month - the loan amount will be deducted from the employee once a month, split equally among how many pay periods there are in the month
    •  Fortnightly
      • Equally Per Pay - the loan amount will be deducted from the employee every time he is paid
      •  Equally Per Month - the loan amount will be deducted from the employee once a month, split equally among how many pay periods there are in the month

Click Add. You will be led back to the Employees page.  

Note: When you click the Loan, you can check how many times the Loan will be deducted from the Employee based on the scheme.

Note: On the Loan Detail page, the Loan status will only switch to Paid once payroll has been closed.

Note: To get amortization amounts per period, divide the loan amount by the number of amortization dates between the loan approval date and the loan period.  The number of amortization dates will depend on the loan scheme.

Deleting the Employee Loan in the Employees Page

Admins can delete Loans after they have been created in the Employees page. You can delete the Loans you assigned one at a time or simultaneously. To delete the Loans one at a time, tick the box to the left of the Loan you want to delete and click the Trash Button that appears next to the Add Loan button. . Click the Trash button.

A warning prompt will pop up.  

Click Yes to delete. Otherwise, click Cancel. You will be led back to the Employees page and the deleted loan will no longer be visible.

If you want to delete several Loans simultaneously, click the tick box at the first column and a Trash button will appear next to the Add Loan button. All of the boxes will be ticked.  You can untick the boxes for the Loans you do not want to delete. 

Click the Trash button to delete the selected Loans. You are now ready to add a new Loan for the Employee.