Payroll Setup

Payroll Setup is where you manage the two lists that every employment contract picks from: Departments and Positions. Add the ones your company uses, correct their names in English and Spanish, and deactivate the ones you no longer need.

Where to find it

Go to Payroll > Setup. The Payroll Setup page opens on the Departments tab. Click Positions to see the other list.

You can also type Departments or Positions in the search box at the top of the menu, and Setup shows up under Payroll. If you do not see Setup under Payroll, ask your administrator to give your user access to it.

What is on the page

Item	What it does
Departments and Positions tabs	Each tab has its own list.
New Department or New Position	Opens a blank form to add a row to the list on the open tab. The button name changes with the tab.
Refresh button (circular arrow)	Reads both lists again from the server.
Pencil icon at the start of a row	Opens that row so you can edit it.
Search box above each list	Type to show only the rows that match.

Active rows are listed first, then inactive rows, each group in alphabetical order (Departments by Spanish name, Positions by English title). Click a column heading to sort by it. The list shows 25 rows per page, with page buttons under it.

When a list is empty, the page says No Departments found or No Positions found.

Departments tab

Column	What it shows
Name (Spanish)	The department name in Spanish.
Name (English)	The department name in English. Empty when you did not enter one.
Code	The code CifraHQ created for the department.
Status	Active or Inactive.

Positions tab

Column	What it shows
Title (English)	The job title in English.
Title (Spanish)	The job title in Spanish. Empty when you did not enter one.
Code	The code CifraHQ created for the position.
Trust Position	Yes for trust Positions, empty for the others.
Status	Active or Inactive.

Adding a department

Go to Payroll > Setup and stay on the Departments tab.
Click New Department. A form opens.
Type the Name (Spanish). It is the only required field.
Optionally type the Name (English).
Leave Active on if you want the department to appear in the contract form.
Click Save.

The form closes and the department appears in the list.

Field	Description
Name (Spanish)	Required, up to 150 characters. Printed on Spanish Payroll documents.
Name (English)	Optional, up to 150 characters. Shown to English-language Users in the contract form's Department list; the Spanish name is used when this is blank.
Active	On by default. Inactive Departments disappear from the contract form but stay on existing contracts.

You do not type a code. When you save a new department, CifraHQ creates the Code for you. It starts with DEP- followed by the Spanish name in capital letters, without spaces, accents or symbols: Finanzas becomes DEP-FINANZAS. See Departments for the details.

Adding a position

Go to Payroll > Setup and open the Positions tab.
Click New Position. A form opens.
Type the Title (English). It is the only required field.
Optionally type the Title (Spanish).
Switch Trust Position on if the position is a trust position.
Leave Active on if you want the position to appear in the contract form.
Click Save.

Field	Description
Title (English)	Required, up to 150 characters.
Title (Spanish)	Optional, up to 150 characters. Printed on the work letter, pay stub and employment contract; the English title is used when this is blank.
Trust Position	Off by default. Picking this position on a contract ticks Trust Position on that contract.
Active	On by default. Inactive Positions disappear from the contract form but stay on existing contracts.

You do not type a code here either. CifraHQ creates the Code when you save a new position. It starts with POS- followed by the English title in capital letters, without spaces, accents or symbols. See Positions for the details.

If the Title (English) you type is already the English or Spanish title of an active position, CifraHQ does not add a second one. The form closes without a message and the existing position stays as it was. Nothing else you entered is saved, so open the existing position if you want to change it.

Editing a department or position

Click the pencil icon at the start of the row. The form opens with the current values, titled Edit Department or Edit Position.
Change what you need.
Click Save.

The code is not shown in the form and never changes. Contracts point to the department or position itself, so a corrected name appears on every contract that uses it.

Click Cancel, the close icon or the Esc key to leave the form without saving. The Save button is disabled until the required name is filled in, and it reads Saving... while CifraHQ saves.

Deactivating a department or position

The page has no Delete button, because contracts keep pointing to the department or position they were created with. Deactivate the row instead:

Click the pencil icon at the start of the row.
Switch Active off.
Click Save.

What happens next:

The row stays in the list with the Inactive badge, after the active rows.
It no longer appears in the contract form's Department list or Position list.
Contracts that already use it keep it. When you open a contract that uses an inactive position, that position is still shown.

To bring a row back, open it, switch Active on and click Save.

Messages you may see

Message	What it means
A department with this name already exists.	Another active department already has that Spanish name. Change the name, or use the existing department. The message shows in red inside the form, and the form stays open.
Any other message in red inside the form	CifraHQ could not save. Fix what the message says and click Save again, or click Cancel.
A window titled Error	The lists could not be loaded. Close the window and click the refresh button to try again.

The name check only runs when you add a new department. It does not run when you edit one.

Where the lists are used

Where	What it uses
Department field of the contract form	Active Departments. English-language Users see the English name, Spanish-language Users see the Spanish name. The field is optional.
Position field of the contract form	Active Positions, shown in your language. The field is required: a contract cannot be saved without a position.
Employment contract (Word document)	The Spanish position title and the Spanish department name.
Work letter	The position: the Spanish title in the main paragraph and the English title in the English paragraph.
Pay stub	The Spanish position title.
Employees list	The position and department on each employee's active contract, in the Position and Department columns. The position appears in your language; the department always appears under its Spanish name.

The contract form is on the Contracts tab of an employee (New Contract, Edit or Amend) and on the Contract step of the New Employee wizard.

Tips

Add your Departments first. A new company starts without Departments, so the Department list on the contract form is empty until you add some.
Fill in both languages. Spanish Payroll documents print the Spanish name or title. Enter the Spanish title for every position, so those documents do not print the English one.
Complete Positions typed on a contract. When someone types a new position in the contract form, CifraHQ creates it with only the text that was typed (for a Spanish-language user, the same text is used for both titles). Open it here to correct either title.
Deactivate, do not delete. Old contracts keep their department and position, and the row can be switched back on at any time.

Related: Departments · Positions · Employees · Payroll Concepts

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