Generating a payroll-deduction batch
A payroll-deduction batch is the month's list of who to deduct and how much, compiled per employer. In Ustawi the batch is not typed up by hand — it is generated directly from the live loan schedules of that employer's borrowers, so what you send to payroll always traces back to a real instalment that is actually due.
Where the numbers come from
The batch is built from active loan schedules under each employer's active MOU. Each disbursed check-off loan already has a repayment schedule; the batch pulls the instalment falling due this cycle for every such loan and groups those instalments by employer. Because it is generated from the schedules themselves, the batch reflects the real obligation rather than a manually maintained side-list.
How a batch is compiled
- 1Confirm the MOU is activeOnly loans under an employer with an active MOU are eligible to enter that employer's batch. An expired or inactive MOU excludes those loans.
- 2Generate for the cycleThe system compiles the instalments due this payroll cycle for every eligible loan, per employee, into that employer's batch.
- 3Review before exportThe batch lists each employee and the expected deduction. This is what you will later reconcile the employer's remittance against, so it is worth a quick review before it leaves.
A single employer's cycle can run to a few hundred expected deductions — Pwani Packaging's September cycle has 312 expected lines — each tied back to one borrower's loan schedule.
What the batch feeds
The compiled batch is the input to two later steps: it is exported and handed to the employer's payroll, and it becomes the “expected” side of reconciliation once the employer remits. Everything downstream depends on the batch being generated cleanly from current schedules.