Prompt payment of staff salaries by management of an organization boosts the morale of staffs and enhances productivity. Manual preparation of staff’s salaries is often associated with lots of problems, which often time disrupt the morale of workers. The problems ranges from arithmetic error in computation, delay in payment, underpayment or overpayment and so on. In this project work, automated system shall be developed which shall eliminate all the problems associated with the manual process.

The most common method of keeping the financial records of a company was manually. A bookkeeper kept the journals, the accounts receivable, the accounts payable, payroll and the ledgers in his best possible penmanship. In later years, an accounting machine, which was capable of performing normal bookkeeping functions, such as tabulating in vertical columns, performing arithmetic functions, and typing horizontal rows was used. The billing machine, which was designed to typewrite names, addresses, and descriptions, to multiply, to compute discounts, and to add net total, posting the requisite data to the proper accounts, and so to prepare a customer’s bill automatically once the operator has entered the necessary information, was used. Early accounting machines were marvels of mechanical complexity, often combining a typewriter and various kinds of calculator elements. The refinements in speed and capacity made possible by advances in electronics and operating complexity of these machines. Many of the newer “generations” of accounting machines are operated by a computer to which they are permanently connected. Because of the minute by minute change in finances, accurate record keeping is critical. Computerizing a business’s general ledger, payroll, and other accounting tasks increases office efficiency.


Preparation of payroll manually as earlier said is a cumbersome and boring task encountered by the account personnel in the account department of Kosofe Local Government due to the calculations involved and its repetitive nature. After an extensive interview with the account personnel on the existing payroll system, I discovered the following problems within the system:

·         Calculating salaries through manual operation is burdensome and stressful.

·         Errors such as transposition of figures in the journal

·         Overpayment/Underpayment of salaries

·         Delay in payment of staff salaries because too much time is spent in preparation of the payroll.

·         The use of paper to keep pay details about each employee which results in too much paper work.

·         There is less security in the manual system.



 The aim and objective of the project is to primarily automate the existing system. The   secondary aim is to:

  • offer access control to the payroll system;
  • avoid errors in the preparation of the payroll;
  • ensure prompt payment of accurate salaries;
  • reduce the administration time and overhead of personnel in the account section;
  • reduce the use of paper in record keeping;
  • keep records of employees secure;
  • make necessary information available to employees;
  • offer update and processing control to the payroll system; and
  • improve the working efficiency of the employees.