GujPe. User Guide (Block Level) Version 1 Date: Online Payroll Management System Do not print; only Download, Save Paper

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1 GujPe Online Payroll Management System Do not print; only Download, Save Paper User Guide (Block Level) Version 1 Date: Prepared by Skydot Infotech 214, Ronak Complex, Opp. Bombay Hotel, Gondal Road, Rajkot Gujarat (India) Support : support@gujpe.com 2017 Skydot Infotech, Rajkot

2 Contents 1. Introduction Requirements How to Login Forgot / Retrieve Password Dashboard Select Login Level Change Password Employee Retiring List Employee Whose Pay Details is remaining Block Level Configuration Settings User Access Management Employee Add New Employee... 7 Profile... 7 Pay Details... 8 Leave Details Loan Details Search Employee Filters Update Employee Records Stats - Statistical Info of Employees Office Leaves Transfers Society Pay Bill Update Current Pay Bill Records Approval of Pay bills Return for Modification Print Pay Bill Bill Wise Reports General Reports Common Reports Log Login Activity Support GujPe Online Pay Bill Management System (2) support@gujpe.com

3 1. Introduction This Gujpe Quick Guide is designed to provide step by step instructions for working in Online Payroll Management System. The hope is that the steps presented in this tutorial will provide you with foundational knowledge that can be built upon later. As the name indicates this is a Quick Start Guide that serves as a launching point for your exploration into GujPe. It will not provide an in depth explanation for the processes involved. For this, you can consult the GujPe Support. GujPe System Developed for Reduce Paper Work and Consuming Human Hours of Government Employees. It s a ONE STEP TOWARDS PAPERLESS ADDMINISTRATION UTILIZATION FOR different Government Agencies like District Primary Education Office, District Panchayats District Institute of Education and Trainings Taluka Panchayat Block Resource Centers Paycenters Schools/Office Employees Gujarat Council of Educational Research and Trainining, Gandhinagar Director of Primary Education, Gandhinagar Serva Siksha Abhiyan 2. Requirements Internet Browser Like Google Chrome, Mozila FireFox, Internet Explorer Internet Connection Min. 2MBPS Speed Any Device Like Desktop, Laptop, Tablet, Mobile Work on Any OS Like Windows, Linux, Mac, Ubantu etc GujPe Online Pay Bill Management System (3) support@gujpe.com

4 3. How to Login Go to Internet Browser and type below url to login Enter Your Username and Password Click On Login If you find Login is temporary disabled Please contact your higher authority to start your login. Please Enter Received OTP (One Time Password) in authorized mobile number and submit. You will resend OTP after one minute if you could not get OTP 4. Forgot / Retrieve Password If you forgot you credential you could retrieve by your registered address or mobile number OTP. GujPe Online Pay Bill Management System (4) support@gujpe.com

5 5. Dashboard 6. Select Login Level If Login user have more than one charge of offices he/she can change his/her login level by click on right side of Dashboard Change Office and select his/her office. 7. Change Password Password must be strong and keep in hard security. Please don t declare your password to anybody. 8. Employee Retiring List Employee who will retire in next 3 months shown on dashboard and they will not come in next month s pay bill. Who adopt option for semester option please updates his/her retirement date. 9. Employee Whose Pay Details is remaining Any employee whose pay detail like pay type GPF, CPF or fix remaining or those employees whose pay details is pending will be shown this list GujPe Online Pay Bill Management System (5) support@gujpe.com

6 10. Block Level Configuration Settings In Configuration setup, General Tab please update name of office, set a Date-Time Format for Reporting, How many records you want to display in pages and have also option to select a theme. 11. User Access Management In Access Role tab, Main DDO officer can take right and set user mapping which level login will be start or close for entire application like Pay center, School, Employee and Society etc. Drawing Officer can set a Pay Bill approval level for different office level. 1. Block Level Only => in this Level Only approval process of pay bill at Block Level. No any changes will be made after block level approval. 2. Pay Center + Block Level => In this level first Pay Centers have to approve the bill and after Block level Drawing officer will be approve the pay bill. No any changes will be made after pay center level approval at any stage. 3. Office + Pay Center + Block Level => In this level first Offices have to approve the pay bill and afterwards Pay Centers have to check and approve the bill and after Block level Drawing officer will be approve the pay bill. No any changes will be made after office level approval at any stage. GujPe Online Pay Bill Management System (6) support@gujpe.com

7 Drawing Officer can mapping which right give to different office level. Employee Add => Can Add? checked Pay center can Add a Employee from their login. Employee Update => Can Edit? Office or Pay center can only update selected checkboxes in this form. Employee View => Can View? Offices or Pay Centers can view only those filed which checkboxes selected in this form. Offices or Pay Centers have different rights to edit or update like employee leave, Pay details, Educational Details, Employee loan and Pay Bills for updating or view. 12. Employee - Add New Employee Drawing Officer can add a new employee from this form. Profile In this profile section employee s details as below mentioned filed have to be filled. Full name in English and Gujarati Employee s Profile Picture (Passport size color photographs) Designation Mobile Number (Must be unique)* address (Must for Login purpose) Address Residential Date of Birth Gender (Male/Female) Marital Status Cast Category Is Physically Handicapped. Please provide this information for pay bill purpose Blood Group Aadhar Card Number PAN Card Epic Number (Government Voter ID Card Number) Office Details like Office Name, Joining Date, Retirement Date, Office Joining Date, District Joining Date etc. GujPe Online Pay Bill Management System (7) support@gujpe.com

8 Pay Bill Type GPF, CPF, Fix Pay and GPF/CPF Account Number GIS A/c Number (Group Insurance Savings A/c Number) Bank Details like Bank Name, Bank IFSC Code, Bank Account Number etc., Display Order (Set a sorting number of employee in office list) Pay Details In Pay Details section / tab enter employee s Pay details like Pay Scale (As per 7 th pay fixation annexure) Grade Pay (is depreciated in 7 th pay commission) Special Pay like Family Planning Increment Dearness Allowance (DA) as per day to day Government Rules. House Rent Allowance (HRA) as per Govt. Rules Medical Allowances (MA) Transport Allowances (TA) as per Govt. Rules (If Handicapped Employee please its allowance amount in TA filed like if TA is Rs.400 and Handicapped Allowances is Rs Update TA to Rs. 800) as per Govt. Rules Head Teacher Allowance, Other Income and Cash Allowance GujPe Online Pay Bill Management System (8) support@gujpe.com

9 Deduction part like Income Tax Rent of Building (Enter Rent for who leave in Government Quarter or building) PLI/LIC (enter if employees PLI or LIC deduct from salary bill) Profettional Tax GIS Insurance and Savings GPF or CPF Amount Recover1 and Recover 2 (for recovery of pay of employee) Society (If employees contribution of society deduct from Salary bill enter details like Society Member Account Number, EMP Amount, Saving Amount and If loan closing date) GujPe Online Pay Bill Management System (9) support@gujpe.com

10 Leave Details Enter Employees leave records before pay bill generation. Loan Details Enter Employees Loan details like HBA(Home Loan) or GPF Loan in this form. Details like Loan Type (GPF/HBA/Society) Loan A/c Number Loan Start Date Loan Amount EMI of Principal EMI of Interest Total numbers of installments to be pay. Total cost of loan No. of Paid Installments Paid Amount till date Notes related to loan etc. GujPe Online Pay Bill Management System (10)

11 13. Search Employee Filters Left Menu=> Employee In this page user can find employee by his/her given rights to filter employee. Like Pay Center wise, Office wise, Employee ID/Name wise, Designation wise or employees status wise. 14. Update Employee Records User can update records by Action button of employee. 15. Stats - Statistical Info of Employees Every User can get info like Statistical information of his/her office employees as below on status of active employee. GujPe Online Pay Bill Management System (11) support@gujpe.com

12 And also get info by hierarchical view. 16. Office Drawing Officer can Add / Update Office from this form Fill Office details like Office name, in Gujarati, Office Title, DISE Code, Area (Rural/Urban), CRC Office Name, Display Order, Office Address etc., Parent Office Name (Select Pay Center office or Parent Office, If office is self pay center select same as parent office) Select Head of office in Head Officer Name like office s Principal or Head Teacher name. If not selected user could not be login as officer head. Set Officer Role like Office, Pay Center, employee, society etc. GujPe Online Pay Bill Management System (12) support@gujpe.com

13 17. Leaves Leave View and Update at Block Level Listing. 18. Transfers Drawing officer can view block level In and Out of Employee s Transfer details from here. Add Transfer Add transfer details of employee Select Pay center -> Office -> Employee Name -> Set Relieving Date In Transfer to Select District -> Block -> Office -> Joining Date -> Designation (change if promotion or designation will be change) Type Reason if any. GujPe Online Pay Bill Management System (13) support@gujpe.com

14 19. Society Society Menu visible only on Drawing Officer and Society Dashboard. By this form update employees society records like Savings and EMI of society loan. Society can also get report for particular month s deduction from pay bill. 20. Pay Bill In this Menu user get pay details of different bill month and year wise. 21. Update Current Pay Bill Records Go to Pay Bill Select Bill Month and Year Select Bill Type Search Go to Action View Pay Center View Office View Office Update Pay Detail GujPe Online Pay Bill Management System (14) support@gujpe.com

15 GujPe Online Pay Bill Management System (15)

16 Please update Income and deduction columns type a note and save the data. 22. Approval of Pay bills Go to Pay Bill Approve this Bill If all data of current type and month bill data is updated please approve the bill. No any changes will be made after approval of the bills at any stage. So be sure and approve your bill carefully. After click on Approve the bill a popup will be display, you have to enter One Time Password (OPT) for approve the bill. 23. Return for Modification After approval of bill drawing office only be able to return the bill for further modification to pay center or office. GujPe Online Pay Bill Management System (16) support@gujpe.com

17 24. Print Pay Bill Go to Pay Bill Select Month and Year Bill Type and Click on Print button In Print Form you could be able to download below print reports. 25. Bill Wise Reports Bill wise Outer, Inner, Certificate, Pay Center wise Inner summary, Income Tax, Professional Tax, HBA, Insurance, Society, House Rent, GPF-CPF Report. 26. General Reports Income Tax, Professional Tax, HBA, Insurance, Society, House Rent 27. Common Reports Summary Reports like All, Society All, Income Tax Excel All, Bank Payment Excel All employee 28. Log In this System Manage all logs of every user s login. Which user logged in?, When and How much time work on system be a recorded automatically. GujPe Online Pay Bill Management System (17) support@gujpe.com

18 29. Login Activity In this page Admin could be able to trace out every user s login activity. 30. Support For any clarification and contact at below. Support : support@gujpe.com GujPe Online Pay Bill Management System (18) support@gujpe.com