AISA | Payroll & Purchase Requisitions

Section 1

Two Things Every New Staff Member Needs to Know

Welcome to AISA. This short module covers the two Accounts Office processes that affect you from your very first month: how your payroll works, and how to use a Purchase Requisition Form when the school buys something for you or reimburses what you've paid.

💵 Payroll Activities

• Submitting your bank account details
• How and when salaries are processed and paid
• Reading your monthly pay slip

🧾 Purchase Requisition Form

• What a PRF is and who signs it
• What to attach for a direct supplier payment
• What to attach to be reimbursed through payroll

🏛️

Where this comes from

Both processes are run by the AISA Accounts Office. Everything in this module reflects the orientation given to new staff — including the official forms (Annexes A, B and C) you'll see on the next screens.

Section 2

Payroll Basics — Definition & the Three Activities

📖 What "payroll" means

Payroll is the net amount of money paid on a monthly basis to an employee for their earned salaries, allowances, stipends, reimbursements and deductions. As a function, it is the process by which employees receive their salary.

For you, payroll breaks down into three operating activities:

🏦

One-time

1. Submit bank account details

Done once, as soon as possible after you join.

⚙️

Monthly

2. Processing & payment

Your salary is calculated and transferred each month.

📨

Monthly

3. Pay slip distribution

Your pay slip is emailed to you after each pay month.

We'll walk through each of these in turn. The only one that needs action from you up front is the first.

Section 3 · Your First Action

Step 1: Submit Your Bank Account Details

A one-time task — do this as soon as possible so your salary can be paid.

Who

Completed by you, the employee.

When

As soon as possible after joining.

Where

To the HR / Accounts Office, using the AISA Bank Account Form (Annex A).

How

Submit the completed Bank Account Form to the HR Office.

⚖️ Why it's required

UAE law requires it. Under the Ministry of Human Resources & Emiratisation (MoHRE) Wages Protection System (WPS), salaries must be paid in dirhams and transferred to your UAE bank account. No valid local account on file means your salary can't be processed.

🏦 What the bank needs to open your account

1. Bank form(s) for opening the account

2. Emirates ID

3. Mobile phone number

Annex A — AISA Bank Account Form, addressed to the School Director, with fields for account number, account name, bank name, IBAN, routing number and bank address. — **Annex A — Bank Account Form.** Fill in your account number, account name, bank name, IBAN, routing number and bank address, then sign and return it to HR.

?

Knowledge Check 1

Getting Paid

A new teacher hasn't submitted their AISA Bank Account Form yet but expects their first salary at the end of the month. What's the correct understanding?

A Salary can be paid in cash until the form is submitted.

B Salaries are paid through the WPS to a UAE bank account in dirhams, so the Bank Account Form must be submitted to HR as soon as possible.

C An overseas bank account is fine as long as it's in dirhams.

D The form only needs to be submitted at the end of the first year.

Section 4

How & When Payroll Is Processed and Paid

Payroll is managed by the Accounts Office. The actual transfer of money to your bank account is made through the WPS by the Central Bank, based on approved documents and in line with your contract and statutory requirements.

📅 Monthly payment timing

1st year: August to May — paid at the end of each month.
2nd year onward: August to July — paid at the end of each month.
June: 50% paid; the rest of July's balance follows.
July: paid on the last working day of the year; the July balance is settled by the end of August.

🗂️ Document processing windows

Aug–Nov: 15th to 22nd of the month.
December: 5th to 7th of the month.
Jan–May: 15th to 22nd of the month.
June: 10th to 12th of the month.

Any change to your pay (stipend, leave, reimbursement) needs its document in before that month's window to land in the same pay run.

🧮 What makes up your pay

Each item is processed from an approved source document:

Normal pay (basic + allowances)annual rate ÷ 12

+ Stipendstipend document

+ No-absence bonusHR report

+ Summer ticketcash-in-lieu offer

+ Housing allowancehousing form

+ Reimbursementspurchase requisition form

− Unpaid leaveHR report

− Electricity & waterADDC bills

Section 5

Your Monthly Pay Slip

Handled by

Accounts Office, through Synergetics.

When

Within five days after the pay month (latest).

How

Sent electronically from AISA Accounts to your AISA email.

Your pay slip reflects your net pay for the month — your normal (monthly) pay, monthly stipend, reimbursements and deductions. Check it each month against what you expect.

Annex C — Sample AISA pay slip showing Payslip month, Employee ID and name, then Basic, Allowances and Stipend lines adding up to Net Pay in AED. — **Annex C — Sample pay slip.** A worked example: Basic + Allowances + Stipend totalling the Net Pay line (figures shown are illustrative only).

Section 6

The Purchase Requisition Form (PRF)

A Purchase Requisition Form is an internal control document showing that a particular purchase of goods and/or services is duly authorized. To be valid it must be signed by the Principal, the School Director, and the Business Manager (Annex B).

🏪 1. School pays the supplier directly

Attach to the PRF:

• The invoice
• The supplier's bank account details

💳 2. Reimbursement through your payroll

Attach to the PRF:

• The invoice / proof of the charge
• Proof of payment you made
• The AISA PD application form, if using Professional Development money

Annex B — AISA Purchase Requisition Form with date, requisitioner, department, an itemised table of description, quantity, unit price and amount, plus signature blocks for Principal, Director and Business Manager approval. — **Annex B — Purchase Requisition Form.** Note the three approval signature blocks at the bottom: Principal, Director and Business Manager.

💡 Tip

Reimbursements feed into payroll, so a PRF submitted after the month's document-processing window will be paid in the next pay run. Submit early.

?

Knowledge Check 2

Purchase Requisitions

You paid out of pocket for an approved classroom resource and want to be reimbursed through your salary. Which is correct?

A Email the Accounts Office the amount; no form or signatures are needed.

B Submit a PRF signed by the Principal, Director and Business Manager, attaching the invoice/proof of charge and proof of your payment.

C A PRF is only for when the school pays a supplier directly, never for reimbursements.

D Only the proof of payment is needed; the invoice can be skipped.

Section 7

Quick Reference & Who to Contact

✅ Do

• Submit your Bank Account Form (Annex A) to HR straight away.
• Use a UAE dirham bank account for WPS.
• Check your pay slip each month against what you expect.
• Get PRF signatures and attachments in before the monthly window.

🚫 Don't

• Expect payment before your bank details are on file.
• Submit a PRF without all three approval signatures.
• Forget the invoice and proof of payment on a reimbursement.
• Make verbal-only requests for anything that needs a paper trail.

📞 Need help?

For any payroll or purchase-requisition question, contact Sheila Gonzalez — sgonzalez@aisa.sch.ae — at the Accounts Office, Ground Floor, Rotunda Area.

📎 Keep for reference

Open the original Accounts Office orientation deck (PDF) for the full Annex A, B and C forms you can print and fill in.