PayMatrix. (Web Based and Client Server Based Human Resource Management and Payroll Software with Taxation Solution) Page 1

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1 PayMatrix (Web Based and Client Server Based Human Resource Management and Payroll Software with Taxation Solution) Page 1

2 Why You Should Use PayMatrix? Maintain up to date information about employees in a centralized database. To allow the attendance data to be collected at many computers around the company but processed and reported on central without the need for extra work. Helps the Supervisor to know who is at work in fraction of seconds saving the time and allowing them to react more quickly to staffing problems. Saving time for the accountant and HR that was previously spent processing the old manual time and attendance system data. Prevents buddy punching and fraudulent time keeping records. BY knowing your employees by shift and department you can have a check over the internal efficiencies more closely. The features of PayMatrix Create Multiple Salary Structure Create Dynamic Salary Component under a Salary Structure with help of Formula Builder. Highly Security User wise Role and Permission to work with the software. Create a new payroll month & Process Salary. Over-ride facility for any Salary components (By Admin Power). Auto Calculation Taxation ser by user choice. Salary on Hold & Freezing of Salary in case of Termination of Employees / HR decision. Process holds previous month hold salary. Information of all newly joined employees and resign left employees. Process by Exception - you only need to enter Pay and/or deduction information when there are changes. Pro-rata calculations for employees based on Absenteeism. Process & Print Pay slips for groups (Branch/Department wise) or for selected employees. Lock month facility to avoid changes in Processed Data. Easy to install on your machine. Easy to use and navigate around. Easy to setup your company and employees data and make future changes. Ability to handle the number of employees you expect to process payroll for, while having room for future growth and expansion. Easy to update the existing records, no changes will be reflected until proper editing. Easy to back up and restore your database. Able to be customized to better fit your needs. Able to generate reports or data to export to excel. Supporting updates, changes in tax tables and forms that are covered during the tax year. Page 2

3 PayMatrix Software Category:- PayMatrix (HR & Payroll Software) 1. Stander PayMatrix. 2. PayMatrix Plus. 3. Web based PayMatrix. ** Stander PayMatrix Software features ** Flexible Structure building capability of Earnings & Deductions Dynamic Flexible to add or modify any a number of Salary Components - Earnings & Deductions User Defined Entry Field with unmatched flexibility for Formula, percentage or Customized Calculation by Formula Builder Taxable & Non Taxable Earnings for Income Tax Calculations Pay slip / Non Pay slip Component Calculation based on Attendance Monthly or Yearly Payments Also compute various other components that do not appear in Pay slip. Page 3

4 Employee Information Management This is the first submenu under Human Resource which opens Employee Master window which show the details of employees. Here user can search for an employee by Id or name. User can delete particular record. All tabs under Employee Information provide facility to Print, Export to Pdf. Filtration of record is possible by every field. Now Personal Info and Qualification & Experience tabs help to provide information off personal categories, Education when entering new record as well as when editing occur with Leave Account. It keeps tracks of all necessary details of employee such as Employee Code, Grade, Designation, Joining Date, Contact Details, Skills, Basic Salary/ Gross Salary. Page 4

5 Attendance Management Arrival and departure can be loggedd in from a PC or multiple PCs located at the entry point and connected to the network, or may be captured from the swipe card or smart card based Attendance Recording System. Can integrate with Attendance / Swipe card machine into remote location through IP server or File transfer System disallows arrival login if the arrival time of the employee is beyond the grace period permitted by the company s rules. Managers can, at any point, see fromm their terminals, which all employees have reportedd for work and who all are absent. Swipe card / Attendance machine if any can be linked to our software. Monthly Attendance Register & Yearly Attendance Summery. Excel Attendance data upload. PayMatrix system transfers the attendance data to the Payroll system at the end of eachh month for salary processing. Leave Management Leave Rules can be defined Increment of Leave on Pro-rata basis Carry forward facility for balance leave The Leave system credits the employees leave accounts with accrued leave at appropriate intervals Employees submit their leave applications in on-line mode through the system. CL, PL, SL, Compensatory & Customizable Leaves Employee Daily Approved Leave Entry Page 5

6 Leave System sends an on-line alert to the controlling officer of the employee as soon as a leave application is received.(web based) The controlling officer approves or rejects r the leave application digitally through the system (Web based). The system keeps a check on whether the leave applied for is within the available balance in the employee s leave account.(web based) Encashment of Leave Page 6

7 PayMatrix (HR & Payroll Software) Payroll Processing Input information for all newly joined employees and resign left employees Salary on Hold & Freezing of Salary in case of Termination of Employees Employees / HR decision Process hold Previous month hold salary Pro-rata rata calculations for employees based on Absenteeism Single Click Salary Processing Branch wise. Salary Slip format (Option) Monthly Salary Salary Slip with YPD Salary Slip with YPD & Tax calculation Page 7

8 Salary Reports (Pay slip & Salary Sheet) User defined Salary Sheets can be viewed Generates Cash / Cheque / Bank Transfer (NEFT NEFT)List Generate Bank Statement, Direct Electronic Bank transfer files Excel Bank Transfer Bank Transfer Statement facility available for all the banks Soft copy format also available in Excel or any format specified by different banks Cheque / Bank Transfer / Cash List Data Import (Masters, Salary & Leave Record) Employee & Payroll Data if available in Excel can Imported to our software Attendance (Daily & Monthly) Excel can be import to software Database Backup Page 8

9 PayMatrix (HR & Payroll Software) PF Calculation & Reports User defined PF Rate of Deduction for Employer & Employee Employee & Employer Contribution Automatic Bifurcation of EPF & EPS,PF applicability check at Employee Level Options to Limit Maximum Salary for PF Deduction Form 3A, 6A, Challan & Reconciliation Statement Combined Challan ESIS Calculation & Reports User defined ESIC Rate of Deduction for Employer & Employee ESIC applicability check at Employee Level ESIC Register, Form 5, 6 & Challan Professional Tax User definable State wise Slab PT applicability check at Employee Level Professional Challan Income Tax Process Financial Year wise Tax Settings Employee Investment Declaration (Proposed and Proof Declaration) Income Tax Return Page 9

10 PayMatrix (HR & Payroll Software) Employee Form16 User Defined Reports User Defined Reports with the option to choose from the available field, user can define his own customized columnar reports Sorting, Searching & Filtration MIS Reporting Salary Head Wise total Summary Output reports to screen, printer & Excel Option to preview Pay slips / Salary Sheets or any other reports on screen before final printing Generating report is made easy with an advanced filter function function to select the relevant employees or groups for the report Prints any of our report for the previous periods. Combination Popup, Increment History Department Wise Salary Summery Page 10

11 Branch Wise Salary Summery Page 11

12 ** PayMatrix PLUS Software features ** Loan & Advance Management User Definable Loans/Advances (Multiple) Loan Disbursement option with EMI option Automatic recovery of EMI & stops automatically once the Loan amount is totally recovered Auto calculation of Interest on Loans based on Flat Interest, Reducing Balance Loan Recovered, Loan Balances & Loans History Employee wise Other Payments Gratuity, Bonus Calculation Reimbursement - Medical, LTA or any other user definable reimbursement Supplementary Payments Monthly Reconciliation - allow us to compare the changes in the pay components from last month to this month or for any number of months Page 12

13 Document Flow All Letters are in word format & Customized Offer Letter Appointment Letter Confirmation Letter Appraisal Letter Standard Revision & Pay Show Cause Letter Termination Letter Release Letter ***** PayMatrix Plus is 100% Customizable as per User Requirement ***** Page 13

14 ** Web based PayMatrix features ** Web Employee Login Employee Dashboard Page 14

15 Employee Attendance Leave Application with Leave Authentication System Page 15

16 Salary Viewer and Salary Slip S Download Page 16

17 Technical Specification- PayMatrix Application:- Front End Design -- VB and VB.net Backend -- SQL Server 2005 (MS Express Edition) Operating System -- Windows XP service pack 2 with IIS Server Specification 80 GB HD, 2 GB RAM. Implementation & Support : Phase-I - System Requirements Analysis - 1 Days Phase II - Finial Delivery - 2 Days. Phase II - Free Training (3 Days X 4 Hours) Support (Excluding New Development):- 3 months Free Supports. Remote Support (Onsite as require) within working Hours. General Terms & Conditions: The software and the updation are provided only through Internet download. CD containing software or any soft copy related to the software will not be provided. 3 months free online ( & telephonic) support will be provided. However onsite support and cross loop (Remote desktop access system) support will be only available for the period of three months. These services can be extended by renewing AMC. Company will be delivering all the modules and reports which are readily available in our Present version along with customizations decided at time of contract. Annual Maintenance Contract Commercials & Services covered under our Software AMC: AMC Means, it is a pure support and handholding of customers. It covers tax updation (existing norms), handling bug etc. AMC will be renewed on 12 Month Basis. AMC can have element of Online Support, Onsite Support, Additional any kind of handholding based on client requirement. Telephone support will be given during duty hours/days on working days only. Online support/e mail support will be given during duty hours/days on working days only. AMC will be charging 20% of the Product price or Rs. 10,000 (which is Higher) including customization towards total billing. We will be providing free online support during the said 1 year through telephone & , as well as cross loop (Remote desktop access system), during working hours. Our executive will be visiting onsite free of cost however Travelling, Boarding and lodging actual expenses has to be reimbursed from nearest city among these listed cities of India. The listed Cities are Delhi, Jaipur, Ahmadabad, Indore, Kolkata, Hyderabad, Mumbai, Chennai and Bangalore not Applicable for Delivery Home City. The above free visit will be extended to the client to the maximum of 8 visits. In case if client wants our engineer to be visited more than the specified visits, client will have to pay Per Man day which is in addition to Actual Travel, Boarding and Lodging expense. Software Updation Commercials & Services covered Updation Means, user will get Regular Feature updation of Payroll, enhancement in PF, ESI, PT and Income Tax Module. Updation of product will happen Financial Year wise. That means one purchases the system on 1st April, they will get updation of those product till 31st March of next year. Sales of Updation of the Package will be through Online. Our online support will ask for updation of contact details, after confirmation, we will be asking the new computer id then backend, software will connect these data to our registration program and generate the soft key for the end user. We will provide free updation in case of any statutory changes or improvement in version during Financial Year. At the beginning of every financial year one time, four hours training can be given at your office free of cost to update the latest changes during the year. Updating the software will be done free of cost during the contract period. Any software defects, runtime errors, in the captioned software will be rectified and the software will be supplied to your office. New customized Developments will be charged extra. Page 17

18 PayMatrix Software Cost:- Product category Amount Stander PayMatrix Software (With Training) ` 00,000 PayMatrix Plus Software (+Stander PayMatrix) ` 00,000 Web Based epaymatrix (Add-ons Stander PayMatrix) ` 00,000 Page 18