How it works · People
How a payroll period runs, through to a leaver's last payslip.
The payroll period from cut-off to sign-off and the file for Deel Local Payroll, powered by PaySpace, then what happens when someone leaves, through the last day, the UI-19, the certificate of service and their access afterwards.
The stages, and who acts at each
andteam is where pay and people changes are made, and Deel Local Payroll, powered by PaySpace, is where pay is calculated. Each payroll period, andteam lists every change payroll needs to know about, HR checks and signs it off, and the period's file goes to the payroll. When someone leaves, the same record drives everything after the termination is recorded: their access, their leave, the work they hold, their final changes for payroll, and the documents they are owed.
The payroll period
- Step 1 of 12.andteamBuilds the period's changes from the record at cut-offStarters, leavers, pay, job and personal details, and leave
- Step 2 of 12.HRReviews the changes and clears anything that blocks sign-offA late change can move to the next period
- Step 3 of 12.HRSigns off the period, which locks itOnly someone who can see the whole payroll can sign
- Step 4 of 12.andteamProduces the payroll file, keeps it and tells the payroll team
- Step 5 of 12.HRLoads the file into the payroll
- Step 6 of 12.EmployeeSees their payslip on pay day, as the payroll issued it
Leaving
- Step 7 of 12.HRRecords the termination, with the last day and a reasonIt can be changed or undone until the last day
- Step 8 of 12.andteamReminds HR as the last day approaches
- Step 9 of 12.andteamOn the last day, ends access, settles leave and hands the leaver's work on
- Step 10 of 12.andteamIssues the UI-19 and the certificate of service for signatureSigned by the company's authorised person
- Step 11 of 12.andteamPuts the leaver's final changes in the next payroll period
- Step 12 of 12.EmployeeKeeps documents-only access to payslips and tax certificatesFor 18 months, with a personal email
Roles and permissions
- HR reviews each period and fixes what blocks it. Signing off is its own permission, and the signer must be able to see everything in the file, including any protected groups on that payroll.
- The payroll team is told when a file is ready, downloads it and loads it into the payroll. Every download is recorded.
- Terminating is its own permission, for the companies HR covers. Nobody can terminate themselves, and a person in a protected group can be terminated only by someone who holds that group. Where a connected HRIS owns leavers, the termination is recorded there instead.
- Employees see only their own payslips and tax certificates.
Rules and settings
- Each company has its payroll. HR sets its schedule (how often, the cut-off, pay day and when sign-off is due) and its file layout. A company can run more than one payroll.
- A change lands in the first open period it belongs to. One made after the cut-off but before sign-off is marked late. One dated before an earlier period is marked back-dated, and a correction says what it corrects.
- Sign-off is refused while anything blocks it, such as a leave type or reason with no payroll code.
- A signed period stays signed. It is never reopened. Anything later goes into the next period, or into a supplementary file under the signed one.
- Signed files are kept for five years, the period the Tax Administration Act asks for.
- Leaving reasons are your own list, each mapped to its UIF reason code. Each reason can start its own leaver journey, for example tasks for IT and Facilities.
- The certificate of service carries the reason for leaving only if the employee asks for it.
What andteam does, and what people decide
andteam builds each period’s changes from the record and rebuilds a person’s lines whenever their details change before sign-off. When someone leaves, andteam runs the last day for HR: it records the final leave balance per leave type for final pay, withdraws or shortens leave booked after the last day, ends the person’s job, access and delegations, passes their open approvals and other work to the right people, and expires their open journeys.
People decide everything that matters. HR decides what moves to the next period and when to sign off. The payroll team loads the file. HR decides the last day and the reason. andteam calculates no pay and no notice period: final pay, including leave pay, is calculated in the payroll.
Where AI helps. In the concierge, an employee asks for a payslip or tax certificate and gets a card filled in by andteam from their own record. Pay figures never go to the AI. An employee who says they want to resign is put in touch with HR through a help case.
Notifications and reminders
- The signer is reminded until the period is signed off. The payroll team is told when the file is ready, by period only, with no figures.
- HR is reminded a few days before a leaver’s last day, and told when the last day has been processed.
- The leaver is told their work sign-in has ended and how to reach their documents.
South African specifics
The UI-19 is produced on the official UIF form from the record and the company’s UIF details, and signed by the company’s authorised person. The certificate of service follows BCEA section 42. Both land in the leaver’s documents. Payslips, PAYE, UIF and SDL, SARS submissions and IRP5 certificates are produced in the payroll, not redrawn by andteam. Leavers keep documents-only access for 18 months, long enough for the IRP5 that follows the tax year in which they left.
For developers
The payroll file is a file, in the payroll’s own layout or a generic CSV. The leaving events are in the API: employee.leaving when a termination is recorded, employee.left when access ends, and employee.termination_cancelled. See Syncing payroll or IT.
Step-by-step help for every screen is in the andteam help centre, inside the product.