Dubai sits at the intersection of two of the world's busiest maritime corridors. Jebel Ali Port handles over 14 million containers a year. Hundreds of UAE-registered shipping companies, ship managers, and manning agencies operate out of Dubai, Sharjah, Fujairah, and Abu Dhabi, managing seafarers from dozens of nationalities who rotate on and off vessels continuously throughout the year.
The payroll complexity this creates is unlike anything a standard HR or payroll system is designed to handle. A seafarer does not earn a fixed monthly salary. They are paid for the days they are actually onboard from sign-on to sign-off. A portion of their wages is sent as an allotment to a family member's account in a different country and currency while they are at sea. Per diem payments accumulate for each day at sea. Overtime rules differ from UAE labour law because the applicable framework is MLC 2006. And if the company also employs shore-based staff in the UAE, those employees must be paid through WPS with a correctly formatted SIF file every month under the June 2026 MOHRE deadline.
TrueBays StackHX handles both. Shore-based staff are managed under UAE labour law with automated WPS payroll. Shipboard crew are managed on rotation-based contracts with sign-on to sign-off payroll cycles, allotment processing, per diem calculations, and MLC 2006 compliance documentation. Both payroll streams run within the same system and the consolidated workforce cost is visible to management from one dashboard.
Dubai is home to the world's busiest man-made port at Jebel Ali. UAE-registered maritime companies managing both shore-based and shipboard staff face a dual compliance obligation: WPS for onshore staff under MOHRE, and MLC 2006 for shipboard crew under international maritime law. TrueBays StackHX manages both without requiring two separate systems.
Understanding these terms is the foundation of understanding why crew payroll requires a different system from standard monthly payroll software. TrueBays StackHX handles every one of them natively.
The period a seafarer spends onboard followed by a period of paid leave ashore. Typical rotations are 4 months on and 2 months off, or 3 and 3, depending on the vessel type, flag state requirements, and the seafarer's employment agreement. Payroll is calculated per rotation based on actual days onboard from sign-on to sign-off rather than as a fixed monthly amount.
A portion of a seafarer's wages sent directly to a designated family member's bank account, typically in the seafarer's home country and home currency. MLC 2006 gives seafarers the right to request allotments. The allotment amount and destination account are defined in the employment agreement, and the process must be documented for compliance. The seafarer receives the remainder of their wages as take-home or onboard cash.
A daily allowance paid to crew members for each day worked onboard or away from their home base. Per diem rates are specified in the employment agreement and vary by rank, vessel type, and trade area. Per diem is calculated daily from sign-on to sign-off and added to base wages in the total payroll figure for the rotation. It is separate from overtime and special allowances.
The dates when a seafarer officially joins and leaves the vessel, as recorded in the crew list and the seafarer's employment agreement. Payroll entitlement starts from sign-on and ends at sign-off. The sign-on and sign-off dates determine the total days at sea for the rotation, which drives the per diem calculation, total wages, and final settlement. These dates also impact leave entitlement accrual during the rotation.
Cash provided to the ship master for distribution to crew members onboard, used for small purchases, port expenses, or immediate crew needs where direct bank transfer is not practical at sea. Cash advances are logged against each crew member's wage account and reconciled against total wages at the end of the rotation. The master maintains a cash account record that feeds back into the payroll reconciliation.
Additional compensation paid to crew members assigned to offshore operations such as oil platforms, offshore supply vessels, or drilling rigs. Offshore allowances are typically higher than standard vessel per diems, reflecting the more demanding conditions and extended periods away from port. They are specified in the employment agreement and calculated based on days spent on the offshore asset or on rotation status.
These are the specific pain points that come up consistently in maritime companies that are still processing crew wages through spreadsheets and manual bank transfers.
The payroll officer receives rotation records, calculates each seafarer's total wages for the period, then manually computes the allotment amount based on the percentage or fixed figure in their employment agreement, converts to the correct home currency, and creates separate bank transfer instructions for each seafarer's allotment account. A company with 40 seafarers on rotation can spend most of a working week on this process every month.
TrueBays StackHX stores each seafarer's allotment configuration — the amount, the destination account, and the currency. When total wages are calculated for a rotation, allotment amounts are deducted automatically and bank transfer instructions are generated per destination account. The seafarer's net remaining wages are calculated separately. What currently takes most of a week takes under an hour when the system has the configuration data.
A seafarer's STCW Advanced Fire Fighting certificate expired three weeks ago. The company's certificate tracking is a shared spreadsheet that gets updated when someone remembers. The certificate lapse is not discovered until the vessel is detained in port during a Port State Control inspection. The vessel is delayed, the seafarer has to be repatriated and replaced, and the company faces a flag state deficiency record that affects its inspection profile going forward.
TrueBays StackHX stores each seafarer's full certificate profile including STCW endorsements, medical fitness certificates, flag state endorsements, seaman's book, and vessel-specific qualifications with their expiry dates. Automated alerts fire 60 days before any document expires. The crewing manager sees a renewal dashboard at the start of every month showing exactly which certificates need attention, leaving enough time to arrange training or replacement before any vessel is affected.
Shore-based office staff are on UAE labour contracts processed through WPS. Shipboard crew are on international seafarer employment agreements processed through a separate spreadsheet or legacy system. Finance cannot easily see the total workforce cost because the two data sets live in different places and are formatted differently. Consolidating the monthly cost report requires someone manually combining the two outputs each time it is requested.
TrueBays StackHX manages UAE shore-based staff under standard WPS payroll and shipboard crew under rotation-based maritime payroll within the same platform. The WPS SIF file generates for onshore staff. Rotation payroll processes for crew. Management sees the total workforce cost consolidated in one report without anyone manually combining data from two systems. Both payroll streams share the same employee database, document storage, and reporting framework.
A vessel carries an officer from India whose contract is in USD, a Filipino bosun whose wages are calculated in USD but whose allotment goes to a Philippine Peso account, and Ukrainian engineers whose family allotments need to be sent in EUR. Getting the exchange rates right, applying them consistently, and documenting the conversion for each seafarer's payroll record is a manual process that introduces rounding errors and inconsistencies month after month.
TrueBays StackHX stores each seafarer's contract currency and allotment destination currency separately. Wages are calculated in the contract currency and allotments are processed in the destination currency. Exchange rate records are maintained per payroll cycle for audit purposes. The same payroll run processes crew members in USD, GBP, EUR, PHP, INR, or any other required currency simultaneously without requiring separate spreadsheet calculations for each nationality group.
The Maritime Labour Convention 2006 is the international framework that sets minimum standards for seafarer wages, working hours, rest periods, and welfare. It is ratified by most flag states and applies to vessels trading internationally. At the same time, a UAE-registered maritime company with a Dubai office and shore-based staff must also meet MOHRE's WPS requirements for those employees, including the June 2026 rule requiring salary payment by the 1st of every month.
Most payroll systems handle one or the other. A standard UAE HR system manages WPS for onshore staff but has no concept of allotments, rotation contracts, or per diem. A maritime crew management system handles MLC compliance but is not configured for UAE labour law or WPS SIF file generation. TrueBays StackHX is configured for both simultaneously, making it particularly useful for UAE-based ship management companies and manning agencies that have a foot in both worlds.
Each feature addresses a specific payroll or compliance requirement that is unique to maritime operations and does not exist in standard monthly payroll software.
Payroll cycles are defined by sign-on and sign-off dates rather than calendar months. Total wages for each rotation are calculated from actual days onboard multiplied by the daily wage rate set in the employment agreement. When a seafarer signs off, their rotation payroll settles automatically. When they sign back on, a new cycle begins. Part-month rotations are calculated proportionally without manual proration.
Each seafarer's allotment configuration is stored once — the amount, the destination bank account, and the currency. Monthly allotment distributions are calculated automatically from total wages, deducted before net pay is determined, and payment instructions are generated per destination account. MLC 2006 requires allotment records to be maintained and made available to seafarers on request, and TrueBays keeps a complete allotment history per crew member.
Per diem rates are configured per seafarer or per rank group. Daily per diem accumulates from sign-on to sign-off and is added to the total payroll figure for the rotation. Offshore operations with higher per diem rates can be configured separately. Additional allowances for hazardous trade areas, special vessel types, or vessel-specific conditions are set up as pay components and apply automatically based on the vessel assignment in the seafarer's contract record.
Store each seafarer's full certificate profile: STCW Basic Safety Training, Advanced Fire Fighting, Medical First Aid, GMDSS, flag state endorsements, medical fitness certificate, seaman's book, and passport. Automated 60-day expiry alerts fire before any document needs renewal. For Port State Control inspections, the complete certificate file for any crew member is retrievable in under five minutes.
Process wages in the contract currency for each seafarer regardless of nationality. Allotment distributions to home country accounts in local currencies are handled separately with exchange rate records maintained per transaction for audit purposes. A single payroll run processes crew in multiple currencies simultaneously. This removes the manual spreadsheet currency conversion that is the most common source of calculation errors in multinational crew payroll.
UAE shore-based office staff, port agents, and operational staff on MOHRE labour contracts are managed within the same system as shipboard crew. The WPS SIF file generates automatically for onshore staff at month end. Crew payroll processes on rotation cycles. Finance sees total workforce cost across both categories from the same reporting module without any manual consolidation.
Seafarer employment agreements are stored per crew member with start date, rank, vessel assignment, wage scale, rotation pattern, and contract expiry. When a contract ends or is renewed, the system updates the payroll configuration for the new terms without requiring re-entry of all seafarer data from scratch. Contract history is maintained so that any dispute about wage terms at a historical point can be resolved from the system record.
Cash advances issued to the master for crew distribution are logged per vessel per month. Amounts distributed to individual crew members are recorded against their wage account. At rotation end, cash advances reconcile against total wages in the final settlement calculation. The cash account history per vessel is available for audit and for resolving any crew disputes about amounts received during the voyage.
For UAE-based manning agencies deploying crew to multiple client vessels, TrueBays StackHX supports multi-vessel payroll structures with each vessel or client as a separate cost centre. Crew records are centrally maintained and travel with the seafarer from vessel to vessel. Consolidated reports show total crew cost by vessel, by client, or across the full crew pool for monthly billing and financial management purposes.
Unlike monthly payroll that follows a calendar, crew payroll follows the seafarer. Here is the sequence from sign-on to settlement.
Seafarer boards the vessel. Sign-on date recorded in TrueBays. Payroll cycle begins. Per diem starts accumulating daily.
Daily wages, per diems, and offshore allowances accrue based on the employment agreement rate. Overtime is logged as it is worked.
Each month while at sea, the configured allotment amount is transferred to the family account. The balance remains in the seafarer wage account.
Seafarer leaves the vessel. Sign-off date records the end of the rotation. Total wages for the full rotation are calculated automatically.
Total wages less allotments sent, cash advances, and deductions. Remaining balance paid to the seafarer. Leave entitlement for the rotation calculated and credited.
Seafarer on shore leave. Next rotation sign-on planned. Certificate renewal checks happen during this window.
TrueBays StackHX crew payroll is used across the different maritime business types operating in Dubai and the wider UAE.
When allotment configurations are stored once and applied automatically each month, the manual calculation and bank transfer instruction creation process that currently takes most of a week for a medium-sized crew pool takes under an hour. The time goes back to actual crewing management work.
When all seafarer certificates are in one system with current expiry dates and 60-day advance alerts, Port State Control preparation is not a scramble. The inspector requests documentation for a specific seafarer and it is retrieved immediately rather than located across paper files and email chains during a live inspection.
Multi-currency payroll processed through a system with stored exchange rate records per transaction is significantly more accurate than the same process done manually through spreadsheets. Seafarers who regularly query their allotment amounts stop querying when the calculation is visible and consistent.
The monthly finance report showing total workforce cost across onshore and shipboard staff generates from one system rather than requiring someone to combine outputs from two different platforms. The figure is accurate, current, and consistent with both the HR and accounting records.
Running one system that manages MLC 2006 seafarer wage payment records alongside WPS SIF generation for shore-based UAE staff means compliance with both frameworks is maintained from a single source. There is no gap between the two where something falls through because it belongs to neither system.
When seafarers can see their own wage calculations, allotment distributions, and cash advances on the mobile app, the number of disputes that reach the crewing manager drops. Transparency about how the payroll figure was calculated is the most effective way to reduce payroll grievances in a maritime crew.
Request a free demo and our team will walk through the rotation contract setup, allotment configuration, per diem calculation, and STCW certificate tracking using a crew structure similar to your own operation.
Tell us your fleet size, crew pool, and whether you need WPS for shore-based staff alongside crew payroll. The demo is configured for your specific setup rather than a generic walkthrough.
Common questions from maritime companies, ship managers, and manning agencies about crew payroll software in Dubai and the UAE.
What is crew payroll software and how is it different from standard payroll?
Crew payroll software is a specialized system for maritime companies where employees work on rotation-based contracts. Unlike standard payroll where the same employees are paid on a fixed monthly schedule, crew payroll handles sign-on and sign-off dates that change each cycle, daily per diem accumulation, allotment distributions to seafarer family accounts in different currencies, offshore allowances, MLC 2006 compliance documentation, and cash to master reconciliation. TrueBays StackHX manages all of these alongside standard WPS payroll for shore-based UAE staff within the same platform.
Does TrueBays crew payroll software comply with MLC 2006?
Yes. TrueBays StackHX is configured to support MLC 2006 compliance requirements for UAE-registered maritime companies. MLC 2006 requires prompt and accurate wage payment, documented and limited deductions, allotment processing on seafarer request, and maintained seafarer employment agreements. TrueBays manages wage calculation, allotment processing, and employment agreement records within one system, supporting MLC 2006 compliance for ships operating under UAE flag or managed by UAE-based ship management companies.
How does TrueBays handle allotments for seafarer crew payroll?
Each seafarer's allotment configuration is stored in TrueBays — the amount, the destination bank account, and the currency. When total wages are calculated for a rotation, allotment amounts are deducted automatically and payment records are generated per destination account. The seafarer's remaining net wages are calculated separately. Allotment history is maintained per crew member for MLC 2006 compliance and for resolving any payment queries from the seafarer or their family.
Can TrueBays process payroll for crew on rotation-based contracts?
Yes. TrueBays StackHX supports rotation-based crew contracts where payroll cycles run from sign-on date to sign-off date rather than on fixed calendar months. Total wages for each rotation are calculated from actual days onboard, daily wage rate, per diem, and applicable allowances. When a seafarer signs off, their rotation payroll settles automatically. When they sign on for the next rotation, a new cycle begins from the new sign-on date.
Does TrueBays support multi-currency payroll for multinational ship crew?
Yes. TrueBays StackHX supports multi-currency payroll where each seafarer's wages are calculated in their contract currency and allotments are processed in their home country currency. A single payroll run processes crew members in USD, GBP, EUR, PHP, INR, or other currencies simultaneously. Exchange rate records are maintained per transaction for audit purposes. This removes the manual currency conversion spreadsheets that are the most common source of calculation errors in multinational crew payroll.
Can UAE maritime companies use TrueBays and still meet WPS requirements?
Yes. UAE-registered maritime companies with shore-based staff on MOHRE labour contracts must meet WPS requirements. TrueBays StackHX generates WPS-compliant SIF files for shore-based staff while simultaneously managing rotation-based crew payroll for shipboard personnel. Both payroll streams run within the same system with a consolidated management view of total workforce cost across shore and sea operations.
Does TrueBays handle STCW and seafarer certification tracking?
Yes. TrueBays StackHX stores each seafarer's STCW certificates, medical fitness certificates, flag state endorsements, seaman's book, and vessel-specific qualifications with their expiry dates. Automated 60-day alerts fire before any document expires. For UAE-based ship management companies preparing for Port State Control inspections, all seafarer certification records are searchable and retrievable immediately rather than scattered across paper files and email archives.
Can TrueBays manage payroll for a UAE manning agency with multiple vessels?
Yes. TrueBays StackHX supports multi-vessel and multi-client payroll for UAE-based manning agencies. Each vessel or client is managed as a separate cost centre within the system. Seafarer records are centrally maintained and move between vessels within the same database. Consolidated reports show total crew cost by vessel, by client, or across the full crew pool for monthly billing and financial management purposes.
A Fast Growing Dubai Based Business Software Solutions Provider specialized in providing Business Software Applications for Small to Enterprise level companies.
