Misconduct management software where approved fines go through payroll
Disciplinary action usually lives in a folder, and the fine lives in a payroll spreadsheet that nobody reconciles. MACH-HRM puts both in one process: a documented case, a fair hearing for the employee, a separate HR approval, and a payroll deduction that is capped, recorded against the case and refunded automatically if the employee wins an appeal.
Misconduct management is part of the Performance & Goals add-on, alongside reviews, goals and training.
Offences and penalties you define
You decide what counts as misconduct and what it costs, then the system applies it consistently.
- Misconduct types by severity (minor, major, gross) with their own default penalty
- Penalty options including fines with fixed amounts or ranges, and repeat-offence escalation within a time window
- Optional installment plans so a large fine is spread over several pay runs
- Loss-recovery penalties for damage or stock loss, which require supporting evidence such as an invoice or quote
- Evidence uploads and witness statements attached to each case
Fair by design, with separation of duties
The process is built so no one person can file, approve and decide the same case.
- The employee is notified and asked to acknowledge, with a configurable deadline after which it is acknowledged automatically
- An appeal window opens after acknowledgement, and appeals are decided by someone other than whoever filed the case or lodged the appeal
- A penalty must be approved by an HR-level user who did not file it (a sole-HR exception exists but is opt-in, verified against live user counts and recorded on the case)
- Finance-side roles can see that a case exists and what it is worth, but not the incident narrative or evidence
- Fast-track types can skip investigation, restricted to roles you choose
Payroll collects it and keeps the books straight
Once a penalty is approved, payroll takes it automatically within the limits you set.
- Monthly deduction cap as a percentage of pay, and a minimum take-home after deductions
- Fines that cannot be collected yet are shown with the reason, such as awaiting HR approval or the monthly cap
- Each deduction is written back to the case so the remaining balance is always accurate
- If an appeal is upheld, the money already deducted is credited back on the next payroll as a visible refund line, and further instalments stop
Opened automatically from attendance
Lateness and unauthorised absence can open cases without a manager filing each one by hand, when you enable that for your organisation. The same approval, acknowledgement and appeal steps still apply.
How misconduct management connects to the rest of MACH-HRM
- Payroll
Approved fines are deducted after tax, and upheld appeals are refunded as a credit line on the next run.
- Attendance
Late clock-ins and absences can open cases automatically.
- Performance management
Misconduct sits in the same bundle as reviews and goals, so conduct and performance are managed in one place.
Frequently asked questions
Can misconduct fines be deducted from salary?
MACH-HRM can collect approved fines through payroll within limits you configure, such as a monthly cap and a minimum take-home. Deductions from wages are regulated in Nigeria, so confirm your policy and employment contracts with your legal adviser before enabling fines.
What happens if an employee appeals and wins?
Remaining instalments stop, the case is marked waived, and anything already deducted is returned as a refund line on the next payroll.
Who can approve a penalty?
An HR-level user who did not file the case. Acknowledging a case or filing it never counts as approval.
Can lateness create cases automatically?
Yes, when enabled. Late clock-ins and absences can open cases that follow the same acknowledgement, approval and appeal process as any other.