What's covered in this gude?:
This feature is available for users who have enabled Workforce HR.
Overview
The "Link to Payroll" functionality within HR Form Templates allows organisations using Tanda Payroll to connect numeric responses from employee-submitted forms directly to payroll.
Create a Deduction-Linked Forms
To create a deduction-linked HR form:
Go to HR > Forms > Form Templates > + Create New Form Template
Enter a name and assign a category
Click 'Create'
Click + New Question
Then, to link this question to a deduction:
Write your Question in the free-text box.
Set the Answer Type to Currency. Deduction and Reimbursement links require a Currency-type question - an Allowance link, tied to an Earnings Rate, requires a Number-type question instead; the two aren't interchangeable.)
Tick the Link to Payroll box.
Set the Payroll Item Type to Deduction.
Select your Deduction Type from the dropdown menu (to manage your deduction types, navigate to Payroll > Payroll Settings > Deduction Types).
[OPTIONAL] Expand the Reference files & Description menu, and add a description or upload any associated files (up to 15MB).
Click Save Question to confirm your changes.
For Example:
For compliance and record-keeping purposes, we recommend making an employee provide a signature to acknowledge this deduction.
To add a signature requirement:
Click + New Question
Enter a name (e.g., "Signature")
Set the Answer Type to Signature
Tick Required
(Optional) Add files or a description
Click Save Question
Save Form
Assign a Deduction-Linked Form
To assign a deduction linked form:
Go to HR > Forms > Form Templates
Click Assign next to your form
Choose an employee from the dropdown
Click Assign
The employee receives an email notification to complete the form.
Complete a Deduction-Linked Form
To complete a deduction-linked form:
Go to HR > Forms > My Forms > Fill
Enter the deduction amount and any other required responses
Provide a signature if prompted
Click Submit
Manage Deduction-Linked Forms
To manage deduction-linked forms:
Go to HR > Forms > All Forms
View the submission status (e.g., Submitted)
Confirm the payroll export status under the Payroll Payslip column
This will update once you have exported your Pay Run for that cycle.
Verify Payroll Entries
To confirm this deduction was successfully added:
Go to Staff > select the employee > Payroll > Payroll Details > Deductions
Or, create a new Pay Run and view the deductions section on the payslip
Export to Payroll
After submission, forms show as Pending Export when:
Submitted (no approval workflow), or
Approved (if approval workflow is enabled)
Once exported:
The form status updates to Exported
A link to the related payslip appears
Track form statuses through the Form Log and Payslip View pages.
Update or Delete Linked Items
Edit a form to remove the Link to Payroll connection.
Deleting an individual deduction line directly clears its payroll link, so it won't be re-added automatically.
If you delete the whole payslip or pay run (rather than just the deduction line), the payroll link is not cleared, the deduction line will be automatically re-added the next time you export, as long as the form response is still valid.
Deleting the form submission itself clears the payroll link.
Troubleshoot
Form not exporting? Ensure it is completed or approved and includes a linked Currency question with Payroll Item Type set to Deduction.
Payroll not updating? Check that the correct Deduction Type is selected on the question, and that Link to Payroll is ticked.
Deleted a deduction line by mistake? If you deleted just the line, re-link the question and re-export. If you deleted the whole payslip/pay run, the line will be re-added automatically on your next export.