User Manual - Payroll and WPS

Transcription

1 User Manual - Payroll and WPS

2 The User Guide below will help you navigate through the key features of Payroll, and includes features and additional screenshots not covered in the Tutorials. Payroll and Payslip Management ) Manage Payroll categories...7 2) Manage Payroll Group: ) Generate Payslip for Payroll Group ) Generate Payslip for employee ) Payslip Report ) Generate WPS Report ) View WPS Report ) Authorities...23 Thank you! of 24

3 Payroll and Payslip Management Payslip management deals with generating Payslip (Salary slips) for the employees in an institution. Payslip management involves the function of Human Resource module and Finance module Admin or Human Resource Manager having Payslip power can generate a Payslip. This can be done using the create Payslip option in Human Resource module. Then the employees can see their Payslip from their profile after generation of Payslip. A Payslip for a month can be generated either for the entire employees or individually. The Payslip thus generated will be send to Finance department for further action. Finance department will have authority to pay the salary after generating Payslip from HR section. When you click on the HRM, you will open the HRM Section, here navigation will show such as: Under HR we will navigate to payroll. 3 of 24

4 Under Payroll we will come across these navigations such as: Note: For creating Payslip, it is necessary to add salary of all employee because without salary Payslip will not generate. 4 of 24

5 How to add salary? While adding employee there is a tab of salary which have fields like, salary, bank name, etc. as shown below. After Filling all the desired fields click on Save button. Loss of Pay (LOP) You can allot number of leaves to a particular employee i.e. leaves which an employee can use in a session. If the leaves taken exceeded than numbers of leaves then LOP i.e. Loss Of Pay will be applied means salary will start deducting once the employee exceed his total leaves. How to add leave? While adding employee there is a tab of leaves which have fields like allow leave limit,session as shown below. After filling this click on save. Under this it also shows the leave status of the employee like how many leaves has allotted, how much is used, leave balance and year. It displayed as : 5 of 24

6 There are six options under the Payroll and Payslip Management: 1. Manage Payroll Category 2. Manage Payroll Group 3. Generate Payslip for Payroll Group 4. Generate Payslip for individual employee 5. Payslip Report 6. Generate WPS Report 7. View WPS Report 8. Authorities 6 of 24

7 1) Manage Payroll categories It will manage the categories which is to be added in the Payslip of an employee. It will Open-up as: It tell the types of categories which is to be added in the Payslip. Payroll categories are components under which the emoluments are paid to the employees. 1. Provide a meaningful and recognizable name for each payroll category as you want it to appear in the employee Payslip. 2. Each payroll category is assigned a code (eg: Category - Basic Pay, Code - BASIC). The code will be the unique identifier of a payroll category. Payroll categories can have variable values based on formulas created using other payroll category codes. (eg: Health Allowance = 10%BAS). 3. Category Value: The category value defines how the amount for the category is to be calculated. It can be one of the following: o Numeric - If the value is a numeric constant, use this option. o Formula - If the value of this category is based on other categories, use the codes of other categories and create a formula. o Conditions - If the value of the category is based on certain conditions. Categories can be of two types Earning which is to be add in pay 7 of 24

8 Deduction which is to be deducted from the pay How to add a payroll category? There is a add button through which you can create new category. Now we will need to go to : HRM ->HR ->Payroll and Payslip Management -> Manage Payroll Category When you click on the Add button, then the following window will open which will allow you to enter the details such as the payroll category name, category code, category value and select a category type. Fill the entries Payroll category name- Here write the name of category Category code- Code for the category Category value- Here you can define it in Three ways- o Numeric- In which you can write only value. For example- 8 of 24

9 Write the category name, code and select numeric, then a box will appear where you can define only a value. On right side all the categories made will be displayed and their code.this will be helpful at the time of defining condition and formula. o Formula In this you can write formula using category code.for example you want to give Travel Allowance as 2% of Basic.Then you can define it as- From Help Box on write side will help you in defining the formula. o Conditions with formula In this you can define a condition say that if basic BAS is greater than then income tax TAX will be 10 percent of basic BAS. Basically here you use comparison operator like greater than, less than, equal to, etc. 9 of 24

10 Category type- In which category you want to add either in earning or in deduction. After filling this click on Save option and it will be saved in the categories. There is option of Edit and Delete for the categories. Editing a Payroll Category To Edit a payroll category, click on the following links: HRM ->HR ->Payroll and Payslip Management ->Manage Payroll Category ->Edit. 10 of 24

11 A window will open that will allow us to make changes to the payroll category name, category type, category value and category type. Deleting Payroll Category There is a Delete option for deleting the category. You cannot delete that category if it is assigned to someone. It generate an error message like this- 11 of 24

12 2) Manage Payroll Group: What is Payroll Group? Payroll groups are used to manage employees of your institution with similar payroll structure and payroll categories. Now that all your employees are linked to a payroll group, all Payslip related activities happen inside a payroll group. With the recent update, all your existing payroll categories and employees are linked to their default payroll groups How to create a Payroll Group? Payroll groups are the roles only which is defined in the organization. So we do not need to create any payroll group, by default they are present here. The groups present will be shown like this- How to assign Payroll Categories to Payroll Groups? If you want to assign earning or deduction categories to any employee then first step is to assign payroll categories to groups to generate the Payslip. To assign categories click on edit option and follow these steps: 1. Click on the Assign in the action column. 2. A window will open up as given below. 3. A list of payroll category will be displayed in the window along with the checkbox. 12 of 24

13 4. Check in the checkbox for the categories which you want to assign and click on the Assign payroll category and the payroll group will be assigned to that categories. There is option of cancel also if want to cancel the changes. 13 of 24

14 3) Generate Payslip for Payroll Group HRM>Payroll > Generate Payslip for Payroll Group You can generate Payslip for an entire payroll group that you have created by using this option. To generate a Payslip for an payroll group, 1. Select the month and group of which you want to generate Payslip.Then click on the Generate button. It displayed a message as Payslip generated successfully. If the employee joining date is of current month then the Payslip will not generate for that employee and it will display a message as- 2.Now you can view the Payslip in the Payslip report. 14 of 24

15 4) Generate Payslip for employee HRM>Payroll >Generate Payslip For Employee. This option allows you to generate a Payslip for an individual employee. To generate a Payslip for an individual employee, 1. Select and check mark the checkbox of the employee whose Payslip is to generated and select the month. 2. Click on the Generate button. 15 of 24

16 Once you click on the Generate button, a message will be displayed that your Payslip is generated successfully. View the Payslip HRM>HR>Employees>View>Payslip To view the Payslip, follow these steps: 1. Click on the HR tab 2. Click on the Employees. 3. Click on the Edit icon in the action column of the employee for who you want to view the Payslip. 4. Click on the 'Payslip' in the second panel from the left of the Edit window or View window. 16 of 24

17 It will display the Payslip of employee. There is also an option to add any earning or deduction from here. How to add an earning or deduction in a Payslip? On Payslip there is option of earning in earning categories.to add any head in Payslip click on earning.it opens up as- 17 of 24

18 IT works same as the way we add category.the category made will be applied in the Payslip and net amount get change. In the same way you can add a deduction. If you to change or delete the category which you have made,then click on update button. Perform the action which you want to do. 18 of 24

19 5) Payslip Report This module will generate the reports of employee Payslip. From this you can view the Payslip of the employee of particular month and year There is filter option of year, month, and role.suppose I want to see the Payslip of role teacher for month September and year 2017, select this and click on Search. It will open up as- There is option of View Payslip,on clicking this you can view the Payslip of the employee with all its details.it open up as- 19 of 24

20 Any earning or deduction can be added separately on particular employee from here as explained earlier. You can take a Print or save it as PDF of the Payslip from here. 20 of 24

21 6) Generate WPS Report WPS is an electronic salary transfer system that allows companies /institutions to pay workers wages via banks, bureaux de change, and financial institutions approved and authorized to provide the service. This will show the salary transfer mode with reference of employee whose Payslip has generated. It opens up as- To generate report select WPS status, year and month. Here on this navigation select the list of employees for which you wish to generate WPS Report then we select the mode of salary transfer and document reference number and on the last step click on Generate button to generate the report. This will generate the WPS report. If the Payslip is not generated for employee and you are generating their report then it will display an error like this- 21 of 24

22 7) View WPS Report Here you can view WPS report of employee whose report has generated. Select the Year, Month, and Employment Status and then we select the employee name, for which we wish to see WPS Report. Then click on search It will show list of employee whose report has generated such as: By clicking on the view report, one can see the detailed WPS report for the selected student, it will show such as: This report can be taken as print from here, if needed. 22 of 24

23 8) Authorities From here you can see the authorities name which verified the passport /visa. It opens up as- From Add button you can Add new authority of you want to add. It displayed as- Fill the details and click on Save. This will add in the list of authorities. 23 of 24

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