Civora
Guide contents

Department guide

Human Resources

Employee files, contracts, leave, timesheets, payroll, recruitment, performance, cases and policies.

Who uses it: HR officers; supervisors for leave, timesheets and reviews; finance for payroll approvalOpen in Civora

What it is for

Human Resources is built so one HR officer can run the organisation's people work. Everyone has an employee file (statutory numbers, pay details, next of kin, grade) and a contract; each salary has a funding split across grant budget lines, with a warning when a grant ends before the contract.

Leave follows the Employment Act, timesheets record hours per grant (certified by the supervisor) and payroll applies PAYE, SHIF, NSSF and the housing levy. HR prepares payroll, finance approves it, and the cost posts to the ledger on each grant by certified time. Recruitment, reviews, disciplinary and grievance cases and policies complete the cycle.

Its menu

Each entry in the workspace menu and what you do there. You only see the entries your role allows.

  • Overview

    Headcount, payroll cost, who is away, turnover, and what HR needs to act on (missing file details, contracts and probations ending, funding cliffs).

  • EmployeesPeople

    Everyone's employee file, with a check of what is missing.

  • ContractsPeople

    Contracts and their end dates.

  • Onboarding & exitPeople

    Onboarding and exit checklists that tick themselves from live data.

  • LeaveTime

    Leave requests, balances and the team calendar.

  • TimesheetsTime

    Monthly timesheets of hours per grant, certified by supervisors.

  • PayrollPay

    Monthly payroll: prepare, send for finance approval, pay, remit deductions, release payslips.

  • RecruitmentTalent

    Vacancies from an approved requisition, applicants and safer-recruitment checks, hiring.

  • PerformanceTalent

    Probation and annual reviews.

  • CasesTalent

    Confidential disciplinary and grievance cases.

  • PoliciesTalent

    Policies by version, with acknowledgements.

  • HR settingsSettings

    Working pattern, leave rules, public holidays and statutory payroll rates.

Setting it up

1Set the HR rules

  1. In HR settings, check the working week, leave types and balances, public holidays and statutory rates.

2Add your people

  1. Choose New → Employee. One step creates the person's account, role, HR file, contract and onboarding checklist.
  2. Complete the file (KRA PIN, NSSF, SHA numbers, bank or M-Pesa details) and the salary's funding split across grant budget lines.
  3. Or import many people at once from a spreadsheet in Administration → Import data.

How to

Run monthly payroll

  1. In Payroll, prepare the month: pay is calculated from files, unpaid leave and certified timesheets.
  2. Send it for approval; someone in finance (never the preparer) approves and it posts to the ledger.
  3. Record the salary transfer and the KRA, NSSF and SHA remittances; download the bank or M-Pesa file and schedules.
  4. Release payslips: staff see them in My HR.

Recruit someone

  1. Choose New → Vacancy: the post, salary range and funding are approved by the executive director first.
  2. Move applicants through the pipeline; safer-recruitment checks must be done before any offer.
  3. Hire in one step: the applicant becomes an employee with a file, contract and onboarding.

Handle leave and timesheets

Supervisors

  1. Leave requests and timesheets wait in your Approvals inbox.
  2. Approve leave (the person names their cover); certify timesheets so salaries are charged to the right grants.

Rules Civora enforces

Controls built into the system, so good practice does not depend on memory.

  • Leave balances follow the Employment Act (21 days' annual leave earned monthly, sick leave, maternity and paternity, carry-over).
  • Payroll is approved by finance, never by the person who prepared it.
  • No offer can be made before the safer-recruitment checks are complete.
  • A dismissal is refused unless the Employment Act s.41 steps were followed in the case.
  • Cases are visible only to HR case handlers.

How it connects

Finance & AccountingPayroll posts to the ledger by grant; staff advances must be accounted for at exit.Grants & FundingFunding splits charge salaries to grant budget lines; HR is warned when a grant ends before a contract.Everyday work for everyoneEveryone uses My HR for leave, payslips, timesheets, reviews and policies.Monitoring, Evaluation & LearningSafeguarding complaints in community feedback can open an HR case.

Last checked against Civora on 30 Oct 2026.