USER GUIDE & FAQs ON KVS SALARY WEBPORTAL

Transcription

1 USER GUIDE & FAQs ON KVS SALARY WEBPORTAL 1. Open the website (No other address will work) 2. Login using Login ID and Password given to you through by RO Office / Nodal Officer. Login ID will the Employee code. First time the password will be kv@employee_code then password would be kv@ (kv in small letters). eg if Employee code is After User ID & Password, we need to type the code as displayed in the black box. This code is case sensitive and will keep on changing, whenever the web site is refreshed.

2 3. After logging for the first time, the system will ask for new password. Provide the old password and 2 times the new password and save it. The pass words in small letters should contain minimum 6 characters ( at least 1 digit, 1 alphabet & 1 special character ) 4. Re login with Login ID (Employee Code) and new Password. 5. Create the Staff by going to Go to Administration > Staff > Add New Staff 6. Note: Do not create the new staff for Principal and Clerk, as they already exist 7. The new staff joining the school has to be created by KVS Entry User / KVS Verify User only once. Thereafter the schools need not use this option on every month. Do not try to add the transferred staff as new staff, the transfer procedure has to be followed in such cases.

3 8. Once the Entire staff member details of the schools are created in the system, the salary is to be uploaded by the School Entry User. 9. Login into Clerk ID (LDC /UDC) and Go to Salary Management > Salary Upload. 10. Select Year/Month and Locate the pay slip (by clicking over BrowseButton) and click on Upload Button 11. The successful message should come. 12. Login into Principal ID and Go to Salary Management > Salary Verification. 13. Click on the Details if you wish to see the salary details of an employee 14. Verify the employee salary by clicking on the box (leftmost column) and clicking on Verify Button. You can also select all employees at once and do verify for all. 15. The rows corresponding to verified salaries would turn green; this confirms that you have verified them. 16. Logout and inform the RO office about the successful uploading of the salary pay bill.

4 Frequently Asked Questions (FAQs) on Kendriya Vidyalaya Sangathan Problems (For KVS / ROs) Ques 1. I am not able to actively use the menu option in the web portal or the sub menu options of the main menus appear blank. Ans: Ensure to use Internet explorer version 6 (IE6) as the browser, in case of version 8 activate the following option to rectify the blank sub menu options: Tools > Compatibility view Ques 2. I Don t have ID and Password. How shall I get the new password? Ans : All the User Password for Schools are created through KVS RO Office. Kindly contact RO Office / Nodal Officer of the bank. Any new requisition should be applied through proper channel i.e through the school principal or the RO authorities. Ques 3. I am not able to open the website. What should I Check? Check the internet connection. And confirm that you are using the address is as provided with this document. Ques 4. I have changed the Staff ID and not able to re login. Kindly use the new staff code as Login ID and password (as changed in step 2). Ques 5. Uploading file and error coming is Ikvalid total Deduction / Ikvalid Gross Total. Ans : Kindly ensure that the Total deductions and the gross amount in the excel file are correct and also the no. of columns in Pay bill prepared by you is same as the sample file down loaded from the web portal. Do not put Header / Footer, Totals & Sub totals, do not add any extra column to the pay bill. Sample file can be found at Salary Management > Salary Upload > Download Link Ques 6. Uploading file and error coming as 'Unable to decrypt file' or some other complex message Unprotect the sheet using password as 'password', save file and re upload. Keep the name of the file short. Number of days column should always be duely filled and not left blank.

5 Ques 7. Unable to re upload the salaries If not already verified at KVS Principal Level Follow Salary Verification Process and instead of pressing Verify press Reject. Reload Again. If already verified at KVS Principal Level Follow the above procedure with RO Verify User Id. And then ask KVS UDC to re upload. Points to take care (For KVS / ROs) Ensure that the details are entered once and correctly (most important one being Staff Code). Staff cannot be deleted once you have created it, so be very careful while putting staff code. However Staff Code can be changed once. You should not create a new staff for Entry user or Verifying user as they be created by your RO. Write your ID and Password on a piece of paper and keep it somewhere away from access to others. In all numeric column wherever blank, put 0 ( Zero ) (do not put Nil, NA or something else). The order of staff entries in pay bill is irrelevant to the software. Do not leave blank rows in between or at start. Do not keep subtotal rows.

6 Do not keep grand total rows. Do not have multiple sheets in a excel file. Ensure that the Pencil mark appears in front of the staff code, as the absence of it would prevent the salary upload of that particular staff. Kindly contact the RO / Nodal officer for support. Always generate an excel file before the upload of monthly salary to ensure that all the IFSC Codes an bank account numbers of the employees are correctly fed in the web portal. Modifications in staff details would not permitted once the pay bill is uploaded for that month. Administration Staff Export to Excel File Special Cases Intra-region Transfer Whenever an employee is transferred from one School to another within the same Region, the School need not create the fresh employee for that staff. KVS School may inform in writing, the respective KVS RO & RO User / Nodal Officer may update the staff details from the following option : Goto Administration > Staff > Search Staff > Click on Update Link > Select new school for the staff from the KVS List. Inter-region Transfer Whenever an employee is transferred from one Region to another Region, the School need not create the fresh employee for that staff. KVS School may inform in writing, the respective KVS HQ / Nodal Officer User may update the staff details from the following option : Goto Administration > Staff > Search Staff > Click on Update Link > Select new school for the staff from the KVS List.

7 Retirement Save the Date of Retirement of the staff in Staff Details, Deactivate and Save Details. How to update the Account Numbers / IFSC Codes : Salary would be transferred to the Employees Accounts based on the information on Account Numbers / IFSC Codes given in the Web based system. These details may be updated from the following option: Goto Administration > Staff > Search Staff > Click on Update Link > Feed the Correct Account Number & IFSC Code for each employee