1. Executive Summary

This document presents a comprehensive payroll management system specifically designed for MyFuel Petroleum Ltd, a petrol station with diverse employee cadres including CSAs (Customer Service Attendants), ServiceBay technicians, CarWash staff, and Office personnel.

The system handles complex commission structures, multi-tier labour calculations, statutory compliance (KRA, SHA, NSSF, Housing Levy, NITA), and provides complete financial control and reporting.

Key System Capabilities

✓ Cadre-specific earnings calculations
✓ 4-Class labour system for ServiceBay
✓ Top-2 ranking bonuses for CSAs
✓ Normal & Special overtime management
✓ Leave allowances for zero-pay staff

✓ Complete statutory compliance
✓ Bank payment schedules with letters
✓ Payroll reconciliation & control accounts
✓ Professional payslips generation
✓ Advanced reporting & analytics

2. System Modules Overview

#	Module	Description	Key Features
1	Staff Registry	Complete employee database with bank details, statutory registrations, and cadre assignments	KRA PIN, NSSF, Bank Info
2	Earnings Engine	Cadre-specific calculations for commissions, labour, bonuses, and allowances	Auto-calculation by Cadre
3	Deductions Engine	Statutory (SHA, NSSF, PAYE, Housing Levy, NITA) and other deductions (penalties, advances, shorts)	Progressive PAYE, Capped NSSF
4	Overtime Manager	Normal (1.5x) and Special (2.0x) overtime tracking and calculation	Hour-based calculation
5	Leave Manager	Leave requests with approval workflow and allowance calculation for zero-pay staff	Days Approved tracking
6	Advances & Allowances	Advance payment requests with separate approval amounts and other allowances management	Requested vs Approved
7	Payroll Processing	Complete payroll cycle: Draft → Process → Approve → Lock	Multi-stage workflow
8	Bank Schedules	Bank-specific payment letters with account details and professional formatting	PDF generation, Print
9	Statutory Schedules	SHA, NSSF, PAYE, NITA, and Housing Levy payment schedules for authorities	Excel & PDF exports
10	Reports & Analytics	Earnings dashboards, deductions analysis, reconciliation, control accounts, complete master roll	7 comprehensive reports
11	Payslip Generation	Professional A4 payslips with detailed earnings/deductions breakdown and YTD summary	Individual & bulk print
12	User Management	Role-based access control with Admin, Manager, and Viewer roles	Audit logging

3. Earnings Calculations by Cadre

3.1 CSA (Customer Service Attendant) Earnings

Sample Staff: John Kamau - CSA, Basic Pay: KES 25,000

A. Lubes Commission

Formula:

Lubes Earnings = Capacity × Quantity × CSALubes Rate

Example Data:
• Total Lubes Sold: 85 liters (Capacity × Qty)
• Rate: KES 10 per liter
Calculation: 85 × 10 = KES 850

B. Other Categories Commission

Formula:

Others Earnings = Total Sales × PercentageForOthers

Example Data:
• Sales (Accessories, Filters, etc.): KES 45,000
• Commission Rate: 5%
Calculation: 45,000 × 0.05 = KES 2,250

C. Fuel Commission (Top 2 Only)

Ranking System: All CSAs are ranked by total fuel sales. Only top 2 receive commission.

Fuel Sales Rankings:
1. Mary Wanjiku: KES 850,000 → Gets KES 5,000 (Rank 1)
2. John Kamau: KES 720,000 → Gets KES 3,000 (Rank 2)
3. Peter Otieno: KES 680,000 → Gets KES 0

D. Supervisor Appraisal (Top 2 by Points)

Appraisal System: CSAs earn points from supervisor evaluations. Top 2 get bonuses.

Appraisal Rankings:
1. John Kamau: 95 points → Gets KES 5,000 (Rank 1)
2. Jane Mwangi: 88 points → Gets KES 3,000 (Rank 2)
3. David Kipchoge: 82 points → Gets KES 0

Summary: John Kamau (CSA) Total Earnings

Basic Pay	KES 25,000.00
Lubes Commission	KES 850.00
Other Categories Commission	KES 2,250.00
Fuel Commission (Rank 2)	KES 3,000.00
Supervisor Appraisal (Rank 1)	KES 5,000.00
GROSS PAY (Before Deductions)	KES 36,100.00

3.2 ServiceBay Earnings (Complex Labour System)

Sample Staff: James Omondi - ServiceBay Technician

IMPORTANT: ServiceBay staff have ZERO basic pay. All earnings are commission-based.

A. Direct Product Commissions

1. Lubes

Capacity × Qty × Rate

60L × KES 10 = KES 600

2. Filters

Capacity × Qty × Rate

25 units × KES 8 = KES 200

3. CC Change

Jobs × Qty × Rate

8 jobs × KES 15 = KES 120

B. Labour Classes (4 Tiers)

Labour Class A: Small Lubes Jobs (< 5.1 Liters per Invoice)

How it works: Count invoices where total lubes capacity is between 0 and 5.1 liters

Step 1: GROUP invoices by InvoiceID
Step 2: Calculate SUM(Capacity × Qty) per invoice
Step 3: Count invoices where total < 5.1L
Step 4: Labour = Invoice Count × ClassAAmount × ClassAPercentage

Example:
• Invoice #1001: 2.5L total → Qualifies ✓
• Invoice #1002: 4.8L total → Qualifies ✓
• Invoice #1003: 3.2L total → Qualifies ✓
• Invoice #1004: 6.5L total → Too large ✗
Count: 3 invoices
Calculation: 3 × KES 100 × 0.5 = KES 150

Labour Class B: Large Lubes Jobs (> 5 Liters per Invoice)

Count invoices where SUM(Capacity × Qty) > 5L

Example: 4 large invoices
Calculation: 4 × KES 150 × 0.6 = KES 360

Labour Class C: CC Change Sales Percentage

Total CC Change Sales × CCChangePercentage

Example: KES 8,500 in CC Change sales
Calculation: 8,500 × 0.10 = KES 850

Labour Class D: Greasing Sales Percentage

Total Greasing Sales × GreasingPercentage

Example: KES 4,200 in Greasing sales
Calculation: 4,200 × 0.15 = KES 630

C. Extra Hours

(Total Hours ÷ 8) × ServiceBayExtraHours Rate

Example: 32 hours worked
Calculation: (32 ÷ 8) × KES 500 = KES 2,000

Summary: James Omondi (ServiceBay) Total Earnings

Basic Pay (ServiceBay = Zero)	KES 0.00
Lubes Commission	KES 600.00
Filters Commission	KES 200.00
CC Change Commission	KES 120.00
Labour Class A (3 invoices)	KES 150.00
Labour Class B (4 invoices)	KES 360.00
Labour Class C (CC Change %)	KES 850.00
Labour Class D (Greasing %)	KES 630.00
Extra Hours (32 hrs)	KES 2,000.00
GROSS PAY	KES 4,910.00

3.3 CarWash Earnings

Sample Staff: Sarah Achieng - CarWash, Basic Pay: KES 18,000

Component	Formula	Example
Labour	Jobs × Labour Rate	45 jobs × KES 30 = KES 1,350
Collection	Sales × Collection %	KES 12,000 × 5% = KES 600
Additional Hours	Hours × Hour Rate	8 hrs × KES 100 = KES 800
GROSS PAY	KES 20,750.00

3.4 Office Staff Earnings

Sample Staff: Grace Njeri - Office A, Basic Pay: KES 35,000

Office staff (Directors, Office A, Office B) receive fixed Basic Pay with optional allowances.

Total Earnings: Basic Pay + Other Allowances (if any) = KES 35,000.00

4. Overtime Calculations

Two Types of Overtime

Base Formula:

Hourly Rate = Basic Pay ÷ Days in Month ÷ 11 hours

Example: Grace Njeri (Office A) - January 2026

Basic Pay: KES 35,000
Days in January: 31
Working hours per day: 11

Hourly Rate = 35,000 ÷ 31 ÷ 11 = KES 102.64

Normal Overtime (1.5x)

Hourly Rate × 1.5 × Hours

Example: 12 hours normal OT
102.64 × 1.5 × 12 = KES 1,847.52

Special Overtime (2.0x)

Hourly Rate × 2.0 × Hours

Example: 8 hours special OT
102.64 × 2.0 × 8 = KES 1,642.24

Total Overtime: 1,847.52 + 1,642.24 = KES 3,489.76

5. Leave Allowances

Leave Management System

RULE: Leave allowances are ONLY paid to staff with ZERO basic pay (e.g., ServiceBay staff)

Leave Allowance = Days Approved × Leave Rate (KES 200/day)

Workflow Example

Step	Staff	Days Requested	Days Approved	Calculation	Amount
1	James Omondi (ServiceBay)	10 days	7 days	7 × KES 200	KES 1,400
2	John Kamau (CSA)	5 days	5 days	Has basic pay	KES 0

Note: Days Requested and Days Approved are tracked separately. Admin can approve fewer days than requested.

6. Advances & Other Allowances

Advance Payments

Two-Amount System:

Amount Requested: What employee asks for (READ-ONLY)
Amount Approved: What admin approves (EDITABLE)

Example:
Staff: Mary Wanjiku
Amount Requested: KES 8,000
Amount Approved: KES 5,000
Deduction: KES 5,000 (not 8,000)

Both amounts remain in database for audit trail.

Other Allowances

Additional allowances can be added for staff:

Transport allowance
Housing allowance
Special duty allowance
Performance bonuses

Example:
Staff: Grace Njeri
Description: Transport Allowance
Amount: KES 3,000
Status: Approved
Added to Gross Pay

7. Statutory Deductions (Kenya Tax System)

Complete Statutory Compliance

Example Staff: John Kamau (CSA) - Gross Pay: KES 36,100

A. SHA (Social Health Authority) - 2.75%

SHA = Gross Pay × 2.75%

36,100 × 0.0275 = KES 992.75

B. NSSF (Social Security) - 6% (Max KES 2,160)

NSSF = MIN(Gross Pay × 6%, 2,160)

36,100 × 0.06 = KES 2,166
Capped at: KES 2,160

C. PAYE (Progressive Income Tax)

Taxable Income = Gross Pay - NSSF

36,100 - 2,160 = KES 33,940 (Taxable Income)

Tax Band	Rate	Calculation	Tax
0 - 24,000	10%	24,000 × 0.10	KES 2,400
24,001 - 32,333	25%	8,333 × 0.25	KES 2,083
32,334 - 33,940	30%	1,607 × 0.30	KES 482
Total Tax Before Relief			KES 4,965
Less: Personal Relief			(KES 2,400)
PAYE			KES 2,565

D. Housing Levy - 1.5%

Housing Levy = Gross Pay × 1.5%

36,100 × 0.015 = KES 541.50

E. NITA (Skills Development Levy) - Fixed KES 50

NITA = KES 50 per employee

Fixed amount = KES 50.00

Summary: Total Statutory Deductions

SHA	KES 992.75
NSSF	KES 2,160.00
PAYE	KES 2,565.00
Housing Levy	KES 541.50
NITA	KES 50.00
TOTAL STATUTORY	KES 6,309.25

8. Other Deductions

Penalties

Deductions for:

Late arrivals
Customer complaints
Policy violations

Example: KES 500

Advances

Recovery of approved advances

Example:
Requested: KES 8,000
Approved: KES 5,000
Deducted: KES 5,000

Shorts

Cash register shortages

Calculated from clearedshorts, receiveclient, and journal tables

Example: KES 350

9. Complete Payslip Example

John Kamau - CSA - January 2026

EARNINGS

Basic Pay	25,000.00
Other Earnings:
Lubes Commission	850.00
Other Categories	2,250.00
Fuel Commission (Rank 2)	3,000.00
Appraisal (Rank 1)	5,000.00
GROSS PAY	36,100.00

DEDUCTIONS

Statutory:
SHA (2.75%)	992.75
NSSF (6%)	2,160.00
PAYE	2,565.00
Housing Levy (1.5%)	541.50
NITA	50.00
Other:
Penalties	500.00
Advance Recovery	5,000.00
Shorts	350.00
TOTAL DEDUCTIONS	12,159.25

NET PAY: KES 23,940.75

Amount payable to employee

10. Payroll Reconciliation

Monthly Reconciliation Report

Purpose: Ensure mathematical accuracy of payroll calculations

Formula Verification

Gross Pay - (Statutory Deductions + Other Deductions) = Net Pay

Sample Monthly Reconciliation (January 2026)

Component	Amount (KES)	%
A. EARNINGS
Basic Pay (30 staff)	650,000.00	70.5%
Other Earnings (Commissions)	185,400.00	20.1%
Overtime	45,200.00	4.9%
Leave Allowances	2,800.00	0.3%
Other Allowances	38,600.00	4.2%
GROSS PAYROLL	922,000.00	100%
B. STATUTORY DEDUCTIONS
SHA (2.75%)	25,355.00	2.75%
NSSF (6% max 2,160)	52,140.00	5.65%
PAYE (Progressive)	68,420.00	7.42%
Housing Levy (1.5%)	13,830.00	1.50%
NITA (KES 50 × 30)	1,500.00	0.16%
Total Statutory	161,245.00	17.48%
C. OTHER DEDUCTIONS
Penalties	3,450.00	0.37%
Advance Payments	28,500.00	3.09%
Shorts	4,820.00	0.52%
Total Other Deductions	36,770.00	3.99%
TOTAL DEDUCTIONS	198,015.00	21.47%
NET PAYROLL	723,985.00	78.53%

Verification

Check: Gross - Total Deductions = Net Pay

922,000.00 - 198,015.00 = 723,985.00 ✓ BALANCED

Bank Breakdown

Bank	Staff Count	Net Pay (KES)
Equity Bank Kenya Ltd	15	385,400.00
KCB Bank Kenya Ltd	10	258,250.00
Co-operative Bank	5	80,335.00
TOTAL	30	723,985.00

11. Payroll Control Account

Double-Entry Accounting View

T-Account Format

DEBIT (Expenses)

Basic Pay	650,000.00
Other Earnings	185,400.00
Overtime	45,200.00
Leave Allowances	2,800.00
Other Allowances	38,600.00
Total Payroll Expense	922,000.00

CREDIT (Liabilities)

SHA Payable	25,355.00
NSSF Payable	52,140.00
PAYE Payable	68,420.00
Housing Levy Payable	13,830.00
NITA Payable	1,500.00
Penalties Recovered	3,450.00
Advances Recovered	28,500.00
Shorts Recovered	4,820.00
Staff Salaries Payable	723,985.00
Total Liabilities	922,000.00

Suggested Journal Entries

Entry	Account	Debit	Credit
1	Payroll Expense	922,000.00	-
	SHA Payable	-	25,355.00
	NSSF Payable	-	52,140.00
	PAYE Payable	-	68,420.00
	Housing Levy Payable	-	13,830.00
	NITA Payable	-	1,500.00
	Penalties Recovered	-	3,450.00
	Advances Recovered	-	28,500.00
	Shorts Recovered	-	4,820.00
	Staff Salaries Payable	-	723,985.00
2	Staff Salaries Payable	723,985.00	-
	Cash/Bank	-	723,985.00
3	Statutory Liabilities (SHA)	25,355.00	-
	Cash/Bank	-	25,355.00
Repeat for NSSF, PAYE, Housing Levy, NITA

Payment Schedule to Authorities

Authority	Amount	Due Date	Payment Method
SHA (NHIF)	KES 25,355.00	9th of following month	Bank Transfer
NSSF	KES 52,140.00	15th of following month	Bank Transfer
KRA (PAYE)	KES 68,420.00	9th of following month	iTax Portal
Housing Levy (Treasury)	KES 13,830.00	9th of following month	Bank Transfer
NITA	KES 1,500.00	Monthly	Bank Transfer

12. Bank Payment Schedules

Professional Bank Payment Letters

Purpose: Generate bank-specific payment instructions with account details

Sample Bank Letter - Equity Bank

MyFuel PETROLEUM LTD
P.O. Box 123-60100, Embu
Tel: +254 700 000000

To:
Equity Bank Kenya Ltd
Branch Manager
Embu Branch

Date: 10 February 2026
Ref: PAYROLL/JANUARY/2026

RE: SALARY PAYMENT FOR JANUARY 2026

Dear Sir/Madam,

Please credit the following accounts with salaries for the month of January 2026 as detailed below:

No.	Employee Name	Account Number	Amount (KES)
1	John Kamau	0123456789	23,940.75
2	Mary Wanjiku	0123456790	32,150.00
3	Grace Njeri	0123456791	38,510.25
TOTAL (15 employees):			KES 385,400.00

Amount in Words: Three Hundred Eighty-Five Thousand Four Hundred Shillings Only

Kindly debit our account number ___________________________ and credit the above accounts accordingly.

Yours faithfully,

_______________________
Finance Manager

_______________________
Managing Director

Features:

Bank-specific filtering
Professional letter format
Account number listing
Amount in words conversion
Signature sections
PDF generation for submission
Print-ready format

13. Statutory Payment Schedules

5 Statutory Reports for Compliance

1. SHA Schedule (NHIF)

Employee	ID Number	Amount
John Kamau	12345678	992.75
Mary Wanjiku	87654321	1,125.00
TOTAL		25,355.00

2. NSSF Schedule

Employee	NSSF No	Amount
John Kamau	123456789	2,160.00
Mary Wanjiku	987654321	2,160.00
TOTAL		52,140.00

3. PAYE Schedule (KRA)

Total: KES 68,420.00

4. Housing Levy

Total: KES 13,830.00

5. NITA Schedule

Total: KES 1,500.00 (30 staff × 50)

Export Options:

✓ Excel format (professional formatting)
✓ PDF format (official submission)
✓ Print-ready layout
✓ Employee details included
✓ Totals and verification

14. Comprehensive Reporting Suite

#	Report Name	Purpose	Key Features
1	Earnings Dashboard	Analyze earnings by cadre, identify top performers, track commission trends	Drill-down modals, Sorting, Filtering
2	Deductions Dashboard	Monitor statutory compliance, track penalties and advances, analyze deduction patterns	Statutory breakdown, Top deductions
3	Summary Report	Quick overview of payroll totals and key metrics	Cards view, Percentages
4	Complete Master Roll	Full payroll details with all columns (18 columns)	Excel export, Print, Search
5	Reconciliation Report	Month-end verification, mathematical accuracy check, cadre breakdown	Variance detection, Bank breakdown
6	Control Account	Accounting integration, journal entries, liability tracking	T-account format, Payment schedule
7	Bank Schedules	Generate bank payment letters with employee account details	PDF generation, Professional format
8	Statutory Schedules	SHA, NSSF, PAYE, Housing Levy, NITA schedules for authorities	Excel & PDF exports
9	Professional Payslips	Individual or bulk payslip generation with YTD summary	A4 format, Detailed breakdown

15. Payroll Processing Workflow

4-Stage Payroll Cycle

Stage	Actions	Who	Restrictions
1. Draft	• Create new payroll period • Add staff to payroll • Edit data freely	Admin	Fully editable
2. Process	• Run calculations • Generate all figures • Review accuracy	Admin	Can revert to Draft
3. Approve	• Final review • Generate reports • Create payslips	Admin/Manager	Can revert to Process
4. Lock	• Permanent record • Generate all outputs • Audit trail complete	Admin only	Cannot edit

Safety Features

✓ Multi-stage approval prevents accidental changes
✓ Audit logging tracks all modifications
✓ Locked payrolls cannot be altered
✓ Historical data preserved
✓ User roles control access

16. Technical Specifications

Technology Stack

Backend: PHP 8.1 (Procedural)
Database: MySQL 8.0 with prepared statements
Frontend: Bootstrap 5, AJAX
PDF Generation: dompdf library
Excel Export: PhpSpreadsheet
Security: Password hashing, SQL injection protection

Database Tables

staff (employee registry)
payroll_master (monthly payroll)
payroll_details (individual records)
leave_requests
advance_payments
other_allowances
overtime_registry
penalties_registry
appraisal_scores
settings (configuration)
users & audit_logs

17. Key System Benefits

For Management

✓ Complete financial visibility
✓ Accurate commission tracking
✓ Statutory compliance assurance
✓ Cost control and budgeting
✓ Performance-based compensation
✓ Bank payment automation
✓ Professional documentation

For Finance Team

✓ Automated calculations
✓ Control account integration
✓ Reconciliation tools
✓ Statutory schedule generation
✓ Excel & PDF exports
✓ Audit trail maintenance
✓ Time savings (90% reduction)

For HR Department

✓ Leave management
✓ Advance approval workflow
✓ Staff database management
✓ Payslip generation
✓ Performance tracking
✓ Document archiving

For Employees

✓ Transparent earnings breakdown
✓ Clear deduction explanations
✓ Professional payslips
✓ YTD summary for tax filing
✓ Leave request tracking
✓ Advance status visibility

18. Implementation Plan

Phase	Activities	Duration	Deliverables	Responsible
1	• Requirements gathering • Data migration planning • Settings configuration	2 days	Requirements document, Migration plan	Comptracks & Client
2	• System installation • Database setup • Historical data import	1 day	Working system with data	Comptracks
3	• User training (Admin) • User training (HR/Finance) • Documentation handover	2 days	Trained users, User manuals	Comptracks
4	• Test payroll run • Verification & corrections • Go-live approval	1 day	Verified test payroll	Client & Comptracks
5	• First live payroll • Support & monitoring • Fine-tuning	1 month	Successful live payroll	Comptracks (Support)

Total Implementation Time: 6 working days + 1 month support

19. Investment & Pricing

Complete System Package

Component	Value (KES)
Core Payroll System Development	250,000
Cadre-Specific Calculation Engines (4 types)	120,000
Statutory Compliance Module (5 authorities)	80,000
Reporting Suite (9 reports)	150,000
Bank & Statutory Schedules with PDF	60,000
Leave, Advances & Allowances Management	50,000
Professional Payslip Generator	40,000
User Management & Audit System	30,000
Installation, Configuration & Data Migration	50,000
Comprehensive Training (2 sessions)	40,000
1 Month Post-Implementation Support	30,000
Documentation & User Manuals	20,000
SUBTOTAL	920,000
Special Package Discount (15%)	(138,000)
TOTAL INVESTMENT	KES 782,000
VAT EXCLUSIVE

Payment Terms

60% (KES 469,200) - Upon acceptance of proposal
30% (KES 234,600) - Upon system installation and configuration
10% (KES 78,200) - Upon successful first live payroll run

Included Benefits:
✓ Lifetime license (no recurring fees)
✓ Unlimited users
✓ Unlimited payroll runs
✓ Free minor updates for 1 year
✓ Priority email support for 3 months

20. Ongoing Support & Maintenance

Support Options

Plan	Monthly Fee	Coverage
Basic	KES 5,000	Email support, Bug fixes
Standard	KES 10,000	Phone + Email, Updates, 2hrs remote support
Premium	KES 20,000	Priority support, Customizations, On-site visits

What's Covered

✓ Bug fixes and error resolution
✓ Performance optimization
✓ Database backups assistance
✓ Kenya tax law updates
✓ Minor feature enhancements
✓ User training refreshers
✓ Report customization
✓ System health checks

21. Quality Guarantee

Our Commitment to You

Performance Guarantees

✓ 99.9% calculation accuracy
✓ All statutory rates up-to-date
✓ Zero data loss guarantee
✓ Fast processing (payroll < 5 minutes)
✓ Mobile-responsive design
✓ Secure password encryption

Service Guarantees

✓ On-time delivery (6 working days)
✓ Comprehensive training included
✓ Complete documentation provided
✓ 30-day money-back guarantee
✓ Free bug fixes for 1 year
✓ Lifetime system ownership

22. System Comparison

Feature	Manual Process	Generic Software	MyFuel Payroll System
Processing Time	3-5 days/month	1-2 days/month	2-3 hours/month
Error Rate	15-20%	5-10%	< 0.1%
Cadre-Specific Calculations	Manual formulas	Generic only	4 specialized engines
Labour Class System	Not possible	Not available	4-tier automation
Bank Schedules	Manual typing	Basic lists	Professional letters + PDF
Statutory Schedules	Manual compilation	Simple reports	5 authority-ready schedules
Control Account	Manual journal entries	Not included	Automatic generation
Audit Trail	Paper-based	Basic logging	Complete digital trail
Cost (Annual)	Staff time = KES 200k+	Subscription = KES 150k+	One-time = KES 782k
ROI Period	-	Ongoing cost	4-5 months

23. Why Choose Comptracks

8+

Years Experience

In business management systems

50+

Clients Served

Across multiple industries

100%

Client Satisfaction

On completed projects

Our Expertise

Petrol Station Management: Deep understanding of fuel retail operations
Complex Payroll: Experience with multi-tier commission structures
Kenya Tax Law: Up-to-date with KRA, NSSF, NHIF, Housing Levy regulations
Custom Development: Tailored solutions for unique business needs
Long-term Support: Committed to client success beyond deployment

24. Next Steps

How to Proceed

Step	Action	Required From Client	Timeline
1	Proposal Review Review this document and ask questions	Management review, Questions/clarifications	1-3 days
2	Proposal Acceptance Sign acceptance section below	Signed proposal, 60% deposit payment	1 day
3	Requirements Meeting Detailed discussion of your needs	HR/Finance team availability, Current payroll data	1 day
4	System Installation Setup and configuration	Server/hosting access, Test data	1-2 days
5	Training Sessions Admin and user training	Staff availability (4-6 people, 2 sessions)	2 days
6	Test Run Process test payroll for verification	Sample month data, Verification	1 day
7	Go Live First live payroll processing	Final approval, Full payment	1 day

Total Timeline: System can be fully operational within 2 weeks from proposal acceptance.

25. Terms & Conditions

Payment Terms

All payments are to be made via M-Pesa or Bank Transfer to Comptracks Systems
60% deposit required before commencement of work
30% upon installation and configuration completion
Final 10% upon successful first live payroll run
All prices are exclusive of VAT (16% will be added to final invoice)

Scope of Work

System includes all features described in this proposal
Installation on client's server or hosting environment
Migration of historical payroll data (up to 12 months)
Two comprehensive training sessions (4 hours each)
One month of free support after go-live

Client Responsibilities

Provide accurate historical data for migration
Make staff available for training sessions
Provide server/hosting access for installation
Verify calculations during test run phase
Maintain regular database backups

Warranties & Limitations

System calculations are accurate based on Kenya tax laws as of February 2026
Client responsible for verifying all calculations before making payments
Comptracks not liable for incorrect payments resulting from incorrect data entry
Free bug fixes provided for 1 year from go-live date
Major customizations beyond scope require separate quotation

Confidentiality

All employee data handled with strict confidentiality
No data shared with third parties without client consent
Comptracks staff bound by confidentiality agreements

Dispute Resolution

Any disputes to be resolved through negotiation first
If unresolved, matter to be referred to arbitration in Nairobi, Kenya
Kenyan law applies to this agreement

26. Proposal Acceptance

Acceptance & Authorization

This proposal confirms the agreement between Comptracks Systems and MyFuel Petroleum Ltd for the development, installation, and implementation of the Comprehensive Payroll Management System as described in this document.

Scope of Work:

Complete payroll system with 12 core modules
Cadre-specific calculation engines (CSA, ServiceBay, CarWash, Office)
9 comprehensive reports plus bank and statutory schedules
Installation, configuration, and data migration
Training and 1-month post-implementation support

Total Investment: KES 782,000 (VAT Exclusive)

FOR MyFuel PETROLEUM LTD:

Name: _______________________________________

Title: _______________________________________

Signature: ___________________________________

Date: ________________________________________

FOR COMPTRACKS SYSTEMS:

Name: _______________________________________

Title: Technical Director

Signature: ___________________________________

Date: ________________________________________

Upon acceptance of this proposal:

60% deposit (KES 469,200) becomes due
Implementation begins within 2 business days of deposit receipt
All terms and conditions outlined in this document become binding

27. Contact Information

Comptracks Systems

Address:
Nairobi, Kenya

Phone:
+254 700 000000

Email:
info@comptracks.co.ke
sales@comptracks.co.ke

Working Hours:
Monday - Friday: 8:00 AM - 6:00 PM
Saturday: 9:00 AM - 1:00 PM

Payment Details

M-Pesa (Paybill):
Business Number: 123456
Account: MyFuel

Bank Transfer:
Bank: Equity Bank Kenya Ltd
Account Name: Comptracks Systems
Account Number: 0123456789
Branch: Nairobi

Please email payment confirmation to:
accounts@comptracks.co.ke