Teacher payslip distribution
The district office sends teacher payslips as one PDF holding a hundred of them. The system splits it, matches each slip to its teacher by bank account, and teachers log in to see their own. It runs on the school's own machine, so salary data never leaves.
The problem
Every month the regional education office sends the school's teacher payslips as a single PDF — 50 to 100 slips in one file. The deputy director of finance had to print it, sign every slip, then cut them apart and hand them out: hundreds of slips a month.
None of it is hard, but it ate into the time of someone with a school to help run, every single month. And payslips are personal data that shouldn't sit in a pile on a desk waiting to be handed out. So the deputy director called us to say they wanted to stop doing it this way.
What we built
Finance uploads the PDF from the district office as a single file. The system does the rest.
What the system does instead of a person
- Splits the file into individual slips — handles both two-slips-per-page and one-per-page layouts, and reads the name, bank account and position number from the actual government form.
- Matches each slip by bank account and position number — it only assigns a slip on its own when both match. If only one matches, or neither does, the slip is held for finance to pick the teacher. It never guesses.
- Review only what needs reviewing — the review screen filters down to the slips the system wasn't sure about, instead of all hundred.
- Teachers see their own slips, and nobody else's — files are stored privately and only their owner can download them. The teacher list imports from Excel, and teachers without an email address can still sign in because the admin can set their password.
- Installed on the school's own machine (On-premise) — one command to install, with HTTPS and automatic backups. Salary data doesn't go up to anyone's cloud.
The result
Tested against a real file from the district office — 44 pages, 88 teachers — the system read the name, bank account and position number for all 88.
The deputy director no longer prints, signs, cuts and hands out slips every month. Most teachers only want to check their pay, and can open their slip on their phone whenever they like, including past months. The few who need a signed copy — for a loan application, say — ask for one individually.