From company setup to FRCS-ready returns, here's exactly how every module fits together. Eight zones, one continuous flow — the same pipeline that runs payroll for hundreds of Fijian workers every fortnight.
Set hourly, salary or Wages Council grade rates. All rate changes require dual approval before activation.
ESS Access Setup
Invite employees to the Self-Service portal by email. Employees set their own secure password via OTP.
Dual-approval for pay rate changes — Manager and Owner must both authorise before rates activate
Employee Setup
Add employees: personal details, employment type (hourly / salary / casual), start date, department, job code.
Allowances & Deductions
Configure recurring allowances (transport, meals, housing) and deductions (union fees, custom). Auto-applied each run.
Leave Entitlements
Generate opening balances. Annual, sick, special and bereavement leave accrues per ERA 2007 (amended 2025).
People Alerts
Automatic alerts for service anniversaries, birthdays, probation end dates and visa expiry dates.
HR Broadcasts
Create and send company-wide or department announcements. Attach documents. Track read receipts.
Onboarding & Inductions
Issue digital induction documents to new hires. Employees acknowledge online via ESS. Timestamped and filed.
ERA 2007 (amended 2025) — agreements, inductions and records with 6-year retention (ERA s.45)
Timesheet Import
Import biometric Excel file from clock systems. Employee codes auto-matched. Hours mapped to pay groups and job codes.
Manual Time Entry
Enter hours manually for employees not on a biometric system. Supports multiple pay rates per employee.
Leave Management
Employees apply via ESS. Manager approves or declines. Balance updates automatically. Calendar view.
Sick Leave Cash-out
Where company policy allows, submit unused sick leave for cash settlement approval. Excel export with balance columns.
Loan Management
Employee applies via ESS. Approval workflow. Auto-deduction from each pay run until fully repaid.
Compatible with ZKTeco, Hikvision, Anviz & Suprema biometric devices — export to Excel then import
Audit Log
Every change logged with user, timestamp and before/after values. Immutable. Available for disputes & audit.
Create Pay Run
Select pay period and pay group. System loads approved timesheets, leave records, active loans and allowances automatically.
Auto Calculation — Gross to Net
PAYE tax, FNPF (8% employee + 10% employer), FNU levy (1%), ACC contributions. Overtime: Sat 1.5×, Sun/PH 2×. Loans and allowances applied. Zero manual maths.
Hourly employees with no approved timesheet receive $0 — preventing overpayments. Salaried employees always paid in full.
Pay Run Review
Review gross pay, deductions and net by employee. Compare to prior period. Check exceptions. Individual payslip preview.
Approve Pay Run
Manager or owner approves the finalised run. Once approved the run is locked — no further changes permitted. Full audit trail.
Bank File Export
Generate direct-credit file for BSP, ANZ, Westpac or HFC. Ready to upload — no re-keying of amounts required.
Payslip Distribution
Email payslips to all employees in one click, or employees access payslips via ESS portal at any time.
FNPF Contribution Schedule
Period contribution schedule per employee — 8% employee and 10% employer. EMS-ready format for FNPF online submission.
PAYE Return (P18)
Annual employer P18 return per employee. Income, tax withheld and allowances formatted to FRCS specification — ready to lodge.
FNU Training Levy (1%)
1% levy on gross wages per employee per period. Included in employer cost report and compliance returns.
ACC — Accident Compensation
Accident Compensation Act 2017 contributions calculated per pay period and included in statutory reporting.
Wages Council Compliance
Pre-loaded Wages Regulation Orders by industry. Automatic minimum wage compliance check for every employee each run.
Pay Journal / GL Export
GL journal export to Moneyworks, Xero, MYOB, QuickBooks, Sage or SAP via CSV or Excel. Split by department and job code.
Year-to-Date (YTD) Report
Cumulative earnings, tax and deductions per employee for the financial year. For audit and year-end reconciliation.
Bank Reconciliation File
Match bank payment total to payroll summary. Simple month-end reconciliation — no manual calculations needed.
All compliance returns generated from locked, auditable pay run data — clean for FRCS lodgement and annual audit
OHS & Safety Module
Incident register, PPE, toolbox talks, competent persons. Health & Safety at Work Act 1996 compliant.
Incident Register
Log incidents with date, location, type, severity, persons involved and notes. Status tracked to close-out.
Competent Persons
Track safety certificates: First Aid, scaffolding, electrical, confined space, forklift and more. Linked to profiles.
Toolbox Talks Log
Record safety talk sessions: date, topic, facilitator and attendees. Evidence for WorkSafe Fiji and insurers.
PPE Assignment
Record PPE issued per employee — type, issue date and condition. Linked to employee profile OHS tab.
OHS Officer Role
Dedicated user role with full OHS module access — no visibility into payroll, HR records or financial data.
OHS data links to employee profiles — incidents, PPE and competencies visible on each employee's safety tab
Employee Self-Service (ESS)
Employees view payslips, apply for leave, check loans, read HR broadcasts, acknowledge inductions — from any device.
Payroll Summary Report
Period-by-period summary: gross, deductions, net pay, employer costs and totals by department or job code.
Leave Report
Leave taken, accrued and outstanding by employee and type. Liability exposure for balance sheet reporting.
Loans Register
Active and settled loans by employee — balances, repayments and outstanding amounts at any date.
Employee Listing Export
Exportable register: contact details, employment type, department, start date, pay rate and current status.
Ask Zavy AI
Built-in AI assistant in every module. Answers compliance, calculation and system questions — 24/7 in plain language.
People Report
Headcount, leave liabilities, loan balances and employer cost summary for management and board reporting.
Backup & Data Export
Full company data backup to JSON or CSV on demand. Meets FRCS 6-year retention requirement (ERA s.45).
Other Documents
Employment Agreements
Position Descriptions
Warning Letters
Appraisal Forms
Medical Certificates
Compliance Checklists
Safety Incident Reports
Induction Registers
General Filing
Access ESS from any browser on phone or desktop — no app install. Secure OTP login flow.
Zavy AI is contextual — knows which module you're in, answers compliance & system questions instantly
TaviPay · Payroll & HR Administration Work Flow · FRCS-Accredited · Built in Fiji, for Fiji · tavipay.com
v2026.1
Zone by zone
What each zone does
Read down the columns above — or below in plain English.
1. Setup & Config
One-time work to bring your business onto TaviPay: company details, departments, jobs, tax tables, leave types, user roles, and pay rates with dual-approval controls.
2. Employee & HR
Adding people: employee setup, allowances, leave entitlements, alerts (birthdays, probation), HR broadcasts, digital onboarding and inductions.
3. Pre-Payroll
Per-period inputs: timesheets (biometric or manual), leave applications, sick leave settlements, loan deductions. Everything an audit log captures.
4. Pay Run Processing
The main spine: create the pay run, auto-calculate gross-to-net (PAYE / FNPF / FNU / ACC, OT rules), review, two-eye approve and lock, generate bank file, distribute payslips.
5. Compliance & Returns
FNPF schedules, P18 PAYE returns, FNU 1% levy, ACC contributions, Wages Council compliance checks, GL exports — every output formatted to FRCS specification.
6. OHS & Safety
Incident register, PPE assignment, toolbox talks, competent persons. Health & Safety at Work Act 1996 compliance with a dedicated OHS Officer role.
7. Reports & ESS
Self-service portal for every employee + a full report suite for management: payroll summary, leave, loans, YTD, people report. Plus Ask Zavy AI.
8. Other Documents
Templates and registers that round out the system: contracts, position descriptions, warning letters, appraisal forms, medical certificates, safety reports.
See it run on your real data.
This whole flow is live and running today on hundreds of Fijian workers' fortnightly payroll. Bring a sample of your employee register and we'll show you a complete pay cycle end-to-end.
