What's covered in this guide?:
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. This ensures that reimbursement requests (such as mileage, training expenses, or purchases made on behalf of the business) flow automatically from forms into payroll.
Create a Reimbursement-Linked Form
To create a reimbursement-linked form:
Navigate to: HR > Forms > Form Templates > + Create New Form Template
Give the form a name and assign it a category.
Click Create.
Add a new question:
Write your Question (e.g., “Amount to be reimbursed”).
Set Answer Type to Currency.
Tick Link to Payroll.
Set Payroll Item Type to Reimbursement.
Click Save Question.
💡 Tip: For compliance, add a signature field:
Add a new question named Signature.
Set Answer Type to Signature.
Mark as Required.
Save.
Assign a Reimbursement-Linked Form
To assign a reimbursement-linked form:
Go to HR > Forms > Form Templates.
Click Assign next to the relevant form.
Select an employee from the dropdown.
Click Assign.
The employee receives an email notification to complete the form.
Complete a Reimbursement-Linked Form
Employees can:
Go to HR > Forms > My Forms > Fill.
Enter the reimbursement amount and other required details.
Upload receipts or supporting files if requested.
Provide a signature if required.
Submit.
Manage Reimbursement-Linked Forms
To manage deduction-linked forms:
Go to HR > Forms > All Forms.
Track submission status (e.g. Submitted).
Check payroll export status in the Payslip column.
Status updates after you export the pay run.
Verify Payroll Entries
To confirm reimbursements are added:
Go to Staff > Tools > Payroll Setup Checklist > Select Employee > Reimbursements, or
Create a Pay Run and view the reimbursements in the payslip.
Export to Payroll
Forms show as Pending Export if:
Submitted (no approval workflow), or
Approved (if approvals required).
Once exported:
Status updates to Exported.
A link to the relevant payslip appears.
Track via Form Log and Payslip View.
Note: You can also manually add a reimbursement line directly to a draft payslip, without going through a form.
Update or Delete Linked Items
Edit a form to remove its payroll link.
Deleting an individual reimbursement line directly clears its payroll link, so it won't be re-added automatically.
If a whole payslip or pay run is deleted (rather than just the reimbursement line), the payroll link is not cleared, the reimbursement line will be automatically re-added on your next export, as long as the form response is still valid.
Deleting a form submission clears the payroll link.
Troubleshooting
Form not exporting?
Ensure it's completed/approved, and includes a linked Currency question with Payroll Item Type set to Reimbursement.
Payroll not updating?
Confirm the question is marked as Linked, and that Payroll Item Type is set to Reimbursement.
Deleted entry?
If you deleted just the reimbursement line, it will be re-added on your next export as long as the form is still valid.
If you need a reimbursement without going through a form at all, you can manually add a reimbursement line directly to a draft payslip.