Welcome to SIAS! For your security, you must set your own personal password before accessing the system. This replaces the temporary password assigned to you.
Passwords do not match or do not meet requirements.
Logging in as:
Password must be at least 8 characters and include a number and a special character.
🔐 Password Reset Request
ℹ Enter your Staff ID to request a password reset. Your Administrator will set a temporary password and contact you directly.
🕊
Caritas of Hope Foundation
Staff Internal Account System — SIAS
🔐 First Device Setup
Sign in with your Administrator credentials to set up the system. Contact your System Administrator if you have not received your login details.
Invalid Staff ID or Password.
Or contact hr@caritasofhope.org
Dashboard
SIAS › Dashboard
00:00:00
🔔 NotificationsMark all read
Welcome!
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● Active Employee
💵
Net Salary (Latest)
KES —
—
🗓
Days Present (Month)
—
Working days attended
🏦
Pension Balance
KES —
Cumulative contributions
🌴
Annual Leave Left
— days
Available balance
📋 Pending Actions
📢 Announcements
📅 Recent Attendance
Date
In
Out
Status
💰 Recent Payslips
Period
Net Pay
Status
My Profile
Personal and employment information
My System Access Rights
AA
—
—
Active Employee
Employment Details
🔐 Change Password
Payroll & Salary
Payslips, confirmation workflow and history
Gross Salary
KES —
Total Deductions
KES —
Net Pay
KES —
Confirmation Status
—
Caritas of Hope Foundation
—
Staff No.—
Department—
Designation—
Bank—
⏳ Awaiting Your Confirmation
Earnings
Amount (KES)
Deductions
Amount (KES)
NET PAYKES —
Payslip History
Period
Gross
Deductions
Net Pay
Status
Request Salary Advance
Advance History
Date
Amount
Balance
Status
Bank Account for Salary Payment
Salary Payment
ℹ Bank changes require HR verification and Finance Director dual-approval.
P9 Annual Tax Certificate
All Staff Payroll — —
Total Net: KES 0
Name
Staff No.
Dept
Gross
Deductions
Net Pay
Confirmed
Pension Contributions
NSSF and internal pension scheme records
Fund Details
Monthly Breakdown
Monthly Contribution Ledger
Month
Staff
Employer
Total
Reference
Status
Retirement Fund Projector
Projected Fund at Retirement
KES 0
0 years of contributions
🏥 Insurance & Medical Cover
Health cover, life insurance, claims and NHIF/SHA
⚠
Insurance benefits have not been configured yet.
Medical Insurance
HR Configured
Life & GPA Cover
HR Configured
🌐 Other Benefits
📅 Policy Summary
Claims History
Reference
Date
Type
Amount
Provider
Status
NHIF / SHA Details
Registered Dependants
Name
Relationship
DOB
Cover
⚙ Configure Insurance Benefits & Limits
×
ℹ These values apply to ALL staff. Staff will see the configured limits on their Insurance & Medical Cover page. Update whenever the policy renews.
🏥 Medical Insurance
🔒 Life, GPA & WIBA Cover
🆕 Additional Benefits
Deductions
SACCO, loans and all financial obligations
Monthly Deductions Summary
Category
Description
Monthly Amount
Balance / Status
Loan & Repayment Detail
SACCO Account
Attendance
Daily records, clock-in/out and monthly summary
Attendance Log
Date
Day
Clock In
Clock Out
Hours
Status
Notes
Calendar View
Leave Management
Apply, track and view leave applications
Leave Applications
Type
From
To
Days
Reason
Applied
Status
Kenya Public Holidays 2025
Leave Entitlement Policy
Documents & Records
Employment documents, KYC and certificates
Performance & Goals
KPIs, appraisals and self-assessment
Appraisal Records
Period
Reviewer
Score
Rating
Status
Self-Assessment Form
⚠ Annual appraisal on 30 April 2025. Complete self-assessment by 28 April.
💬 Internal Messages
Send and receive messages with colleagues
✉
Select a message to read
Staff Management
HR & Finance Administration
🔒Data is stored on this device only. Export all data to backup or share with another device.
🔒Data is stored on this device only. To use SIAS on another device or browser, use Export All Data to download a backup, then Import Backup on the other device. Staff accounts, payslips and all records travel with the export file.
Staff Directory
Staff No.
Name
Department
Role
Status
Actions
Payroll Processing — Current Month
⚠ Payroll will only be submitted once all confirmations are received or the 48-hour window expires.
Staff Member
Gross
Deductions
Net Pay
Confirmed
Action
Pending Leave Applications
Staff
Type
From
To
Days
Reason
Actions
Post Announcement
Active Announcements
🔐 Password Reset Requests
No password reset requests yet.
Update Contact Information
×
ℹ You can update your phone number and personal email here. For changes to employment details, name, or salary, contact HR.
Start Onboarding Process
×
Onboarding Checklist
🔐 Department & Module Access
Assign the department and modules this staff will work in. This determines what they can see and do in the system. Access can be updated anytime from Staff Management.
👥 HR Management Access
💰 Finance Management Access
📊 Programme Modules
Initiate Offboarding
×
Clearance Checklist
Upload Staff Contract
×
📄
Click to select or drag & drop
PDF, Word documents accepted
File Incident Report
×
⚠ All incident reports are confidential and reviewed only by HR. You may report anonymously.
Add Account
×
Create Budget
×
New Expenditure Request
×
ℹ Your request goes through 3 approval stages: Programme Manager → Finance → Admin Director.
Upload Financial Record
×
📄
Click to select or drag & drop
PDF, Images, Word, Excel accepted
Upload to Document Vault
×
📄
Click to select or drag & drop files
All file types supported — PDF, Word, Excel, Images, etc.
Update My Contact Info
×
ℹ You can update your phone number and email address. For changes to other employment details, contact HR.
Edit Staff Account
×
👤 Personal Information
💼 Employment Details
🔒 Role & System Access
👤 HR Module Access
Tick the specific HR areas this staff member can access
💵 Finance Module Access
Tick the Finance areas this staff member can access
🌐 Programme Access
Select which programmes this staff member can view and work on
🏖 Leave Balances (Days)
🏭 Bank Details
🔐 Reset Password (Optional)
⚠ Leave blank to keep current password. Staff will be required to change on next login.
Create / Edit Payslip
×
Earnings (KES)
Deductions (KES)
GROSS 0 | DEDUCTIONS 0
NET PAY KES 0
Audit Log
Full system access and activity trail
Timestamp
User
Action
Module
Details
IP Address
Onboarding & Offboarding
Staff lifecycle — digital workflows, contracts, clearance
Active Onboarding Cases
0 active
Staff Name
Staff ID
Start Date
Progress
Checklist
Status
Completed Onboarding
Staff Name
Staff ID
Department
Start Date
Completed
Documents
Offboarding Cases
Staff Name
Staff ID
Last Day
Reason
Clearance
Status
Staff Contracts
Staff Name
Staff ID
Contract Type
Start
Expiry
Status
Incident Reports
Workplace incidents, compliance issues and HR concerns
This is where you build your organisation's financial structure. Start by adding accounts for each category: 1001–1999 Assets | 2001–2999 Liabilities | 3001–3999 Equity | 4001–4999 Income/Grants | 5001–5999 Expenses
All data you enter here is saved and will never be replaced with demo data.
Asset Accounts
Code
Account Name
Type
Balance (KES)
Status
Liability Accounts
Code
Account Name
Type
Balance (KES)
Status
Income & Grant Accounts
Code
Account Name
Donor/Source
Restricted?
Balance (KES)
Status
Expense Accounts
Code
Account Name
Programme
Budget (KES)
Spent (KES)
Remaining
Equity & Fund Accounts
Code
Account Name
Fund Type
Balance (KES)
Status
Budgets & Tracking
Programme budgets, grant allocations and variance
📋 Create Your First Budget
Click + Create Budget to add a programme budget. Each budget should correspond to a funding source or programme area. Restricted donor grants should be added with the donor name so they appear in the Grant Performance tracker.
Active Programme Budgets
Programme
Period
Total Budget
Spent
Remaining
% Used
Status
Grant Budget Lines
Grant/Donor
Account Code
Allocated
Utilized
Balance
Restriction
Expiry
Budget Variance Report
Expenditure Approvals
Multi-layer approval workflow
Awaiting Approval
Ref
Requested By
Description
Amount
Account
Stage
Actions
My Expenditure Requests
Ref
Date
Description
Amount
Stage
Status
Approved Expenditures
Ref
Date
Description
Amount
Account
Approved By
Receipt
Rejected Requests
Ref
Date
Description
Amount
Rejected By
Reason
Financial Records
Receipts, invoices, vouchers and donor documents
All Financial Records
Ref
Date
Type
Description
Amount
Donor Tag
Uploaded By
Receipts
Ref
Date
Description
Amount (KES)
Account
Donor Tag
Invoices
Invoice No.
Date
Vendor
Description
Amount (KES)
Status
Payment Vouchers
Voucher No.
Date
Payee
Description
Amount (KES)
Approved By
Donor-Condition Documents
ℹ Documents tagged to restricted donor funding. Expenditures against these grants must comply with donor conditions.
Ref
Donor
Grant Name
Conditions
Amount (KES)
Expiry
Status
Finance Analytics
Cashflow, variance, grant performance & risk flags
Monthly Cashflow
Income vs Expenditure
Budget Variance Analysis
Programme
Budget
Actual
Variance
% Variance
Flag
Grant Performance Tracker
Grant
Donor
Total
Disbursed
Utilized
Balance
% Utilization
Status
Risk & Alert Flags
💵 Payroll Management
Prepare, review, approve and disburse staff payroll
ℹ Finance prepares payslips and approves them before staff can see or confirm. Rejected payslips are returned to HR with reasons.
Payslips Awaiting Finance Approval
Staff
ID
Dept
Period
Basic
Gross
Deductions
Net Pay
Status
Actions
Finance-Approved Payslips
Staff
ID
Period
Net Pay
Staff Confirmed
Approved By
Approved On
All Payslips
Staff
ID
Dept
Period
Gross
Net
Stage
Actions
✅ All confirmed payslips submitted to bank.
🏠 Bank Payment Schedule
Staff
Bank Account
Net Pay (KES)
Status
Disbursement Summary
ℹ Statutory deductions are computed automatically per KRA and NHIF/NSSF regulations. These amounts must be remitted to the respective bodies by the 9th of each month.
PAYE — Kenya Revenue Authority
Staff
Gross
Taxable
PAYE
Status
NSSF & NHIF/SHA Contributions
Staff
NSSF
NHIF/SHA
Total
Status
Other Deductions & Loans
Staff
Loan/Advance
Welfare
Other
Total Other Ded.
Payroll Run History
Period
Staff Count
Total Gross
Total Deductions
Total Net
Status
Processed By
💵 HR Payroll Preparation
Prepare and verify staff payslips before Finance approval
ℹ HR prepares payslips here and submits them to Finance for approval. Staff can only see and confirm a payslip after Finance approves it.
Draft Payslips (Not Yet Sent to Finance)
Staff
ID
Dept
Period
Gross
Deductions
Net Pay
Actions
Submitted to Finance — Awaiting Approval
Staff
ID
Period
Gross
Net Pay
Finance Status
Remarks
Finance-Approved Payslips
Staff
ID
Period
Net Pay
Staff Confirmed
Bank Status
All Payslips — Full Record
Staff
ID
Dept
Period
Gross
Net
Stage
🕐 Attendance Management
View, correct and manage all staff attendance records
ℹ Staff submit duty time correction requests from their Attendance page. HR reviews and approves here — approved corrections automatically update the attendance record.
Pending Duty Time Correction Requests
Ref
Staff
Date
Old In
Old Out
New In
New Out
Reason
Action
Correction History
Ref
Staff
Date
Status
Actioned By
Today's Attendance — All Staff
Staff
ID
Dept
Clock In
Clock Out
Hours
Status
Attendance Records
Date
Staff
ID
Dept
Clock In
Clock Out
Hours
Status
Edit
Monthly Attendance Summary
Staff
ID
Dept
Days Present
Days Absent
Total Hours
Late Days
Leaves Taken
📋 Staff Duties & Shifts
Assign duties, manage shifts, set reporting times across all programmes
All Active Duty Assignments
Staff
ID
Programme
Project
Role/Task
Date
Report In
Report Out
Status
Actions
Duties for Selected Staff
Programme
Task
Date
Report In
Report Out
Status
Update
Staff Assigned to Programme
Staff
ID
Task/Role
Project
Date
In/Out Times
Status
ℹ Shift schedule shows all staff reporting times across all programmes for the current week. Staff can only see their own assigned shifts.
This Week's Shift Schedule
🕐 Manual Attendance Entry
×
⚠ Use manual entry only for corrections or cases where clock-in system was unavailable. All manual entries are audit logged.
📋 Assign Staff Duty
×
✅ HR Approvals Centre
Leave applications, duty corrections, and HR requests requiring approval
ℹ HR officers cannot approve their own leaves. Leaves from HR staff must be escalated to Admin or Executive Director.
Pending Leave Applications
Staff Name
ID
Dept
Type
From
To
Days
Reason
Applied
Action
All Leave Records
Staff
ID
Type
Period
Days
Status
Actioned By
ℹ Staff submit duty correction requests to fix incorrect clock-in/out times. When approved, the attendance record is automatically updated.
Pending Duty Correction Requests
Ref
Staff
Date
Clock-In (Old → New)
Clock-Out (Old → New)
Reason
Action
Duty Correction History
Ref
Staff
Date
Status
Actioned By
✅ Finance Approvals
Payslip approvals, programme budget requests, and expenditure workflow
ℹ Finance reviews each payslip before it is released to the staff member for confirmation. Rejected payslips are returned to HR for correction.
Payslips Awaiting Finance Approval
Staff Name
Staff ID
Dept
Period
Gross
Deductions
Net Pay
Action
Payslip Status Board — All Staff
Staff
ID
Period
Net Pay
Stage
Actioned By
ℹ Budget requests submitted by Programme Admins are reviewed here. Approved amounts are immediately available to the requesting programme.
Schedule, host and join meetings with video and collaboration
🔴 These meetings are live now — join immediately.
⚙ Room Settings
Meeting
Connecting...
00:00:00● REC1
Whiteboard
✋ Your hand is raised
Decisions
Add Action
📅 Schedule New Meeting
×
🔗 Join Meeting
×
📄 Meeting Minutes & Report
×
Apply for Leave
×
Submit Insurance Claim
×
Add Dependant
×
Upload Document
×
📄
Click to select or drag & drop
All file types — PDF, JPG, PNG, Word, Excel
📋 Request Duty Time Correction
×
ℹ Use this to correct an incorrect clock-in or clock-out time. Your request will be sent to HR for approval.
Original (Incorrect)
Corrected (Should Be)
New Message
×
Create New Staff Account
×
🪪 Staff ID Assignment
Staff ID Preview——————
ℹ The 6-digit Staff ID you assign is the staff member's permanent login username. Temporary password Staff@123 is set — staff must set their own password on first login.