Reconciling a payroll-deduction batch
Reconciliation is where check-off lending is actually controlled. When an employer remits, Ustawi matches what arrived against what the batch expected — down to the individual employee — so an under-remittance surfaces as an exception the same cycle it happens rather than becoming a collections problem months later.
Expected vs. received, per employee
The batch you generated is the expected side. The employer's remittance is the received side. Reconciliation compares them line by line: for each employee, did the amount deducted match the instalment that was due? A batch that mostly matches still surfaces the handful of lines that did not — reconciliation is per employee, not just a single total-in-total-out check.
What the match produces
| Outcome | What it means | What happens next |
|---|---|---|
| Matched | The amount received for that employee equals the expected instalment. | The deduction is applied to the loan and posts through to the General Ledger. |
| Shortfall / exception | Less arrived than expected, or a line is missing entirely. | It is flagged as a per-employee exception for follow-up — not silently absorbed. |
Why lump-sum remittances still reconcile
Employers often remit a single lump sum rather than a neat per-borrower breakdown. Because every expected line traces back to a specific loan schedule, Ustawi can reconcile that lump sum back to individual employees and expose exactly which lines did not clear — instead of leaving you to guess where a shortfall sits inside one payment.
In Pwani Packaging's September cycle of 312 expected deductions, 298 matched on remittance and 14 fell out as exceptions to follow up. The point is that the 14 are named, per employee, not hidden inside the total.
Closing the loop
Matched deductions and the remittances behind them post through to the General Ledger, so finance sees check-off collections in the books automatically. Exceptions move into the shortfall follow-up workflow.