India s First HR Company Listed on NSE - Emerge. ApHusys Payroll Process Flow. September, 2017

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1 India s First HR Company Listed on NSE - Emerge ApHusys Payroll Process Flow September, 2017

delivering high quality, innovative, cost effective and time sensitive HR

2 Vision & Mission Our Vision "Synergizing Human Potential for Development of Business & Society Our Mission "To be the leader in deploying & delivering high quality, innovative, cost effective and time sensitive HR Services, leveraging human potential for the advancement of both business and society

3 Agenda Purpose Assumptions Configuration Steps Payroll Generation 3

4 Purpose The purpose of this document is to detail steps related to ApHusys Payroll process. This comprises activities related to configuration and payroll generation. These are Configuration Payroll Generation and Payroll Reports Intended audience for this presentation are Accounts/HR function resources who manage payroll activities ApHusys Implementation/training teams 4

5 Assumptions It is assumed that users of this presentation are Familiar with usage of PC, Laptop, Smart Phone, etc. Exposed to web and ecommerce applications Aware of cloud and cloud applications Undergone demo/training on ApHusys 5

6 Abbreviations List Abbreviation Explanation PT Professional Tax TDS Tax Deducted at Source IT Income Tax ESI Employees' State Insurance 6

Salary Components Define Salary Structures Assign Salary Structure Provide

7 Configuration Steps Define Company Information Configure Payroll Settings Display of Pay slip Information Company Settings Payroll Configuration Define Salary Components Define Salary Structures Assign Salary Structure Provide Working Schedule Assign Salary Structure Set state for PT Calculate TDS Employee Configuration 7

8 Step 1 Company Settings 1. Provide General Company Information: Path: Settings (Last module) -> Company -> General Information, Configuration The basic company details, company bank account information is to be given here. Apart from the Login page and Company logo, the logo to be reflected on all the Reports such as Pay Slips, Paysheet, Bank Advice etc. can be provided at Reports Image Next step is to Configure the payroll settings 8

9 Step 2 Company Settings (contd..) 2. Configure Payroll Settings: Path: Settings (Last module) -> Company -> Configuration a) Payroll Settings: All the company level payroll settings which includes Pay Start day, Pay End Day, Include weekends in payroll, Attendance Paid Days must be given here. Default salary structure for all the employees can also be set. 9

10 Company Settings (contd..) b) Display pay slip Information: 10

11 Company Settings (contd..) The following Pay slip settings can be given here: Payslip Information - The display of information on pay slip like personal details, Earnings, Leaves, Deductions, Annual Tax information can be selected here. Position of Company Logo & Address - You can choose the alignment (Left, Middle, Right) of the Company Logo and Address on the Pay Slip Include Entitles Values in - Display of Entitled (Actual) values in Payslip / PaySheet / Both can be chosen Display Payslip amount in words as - The format of the Net amount displayed in words can be chosen Personal Information Details on Payslip - Facility to choose the required Employee Master fields to be displayed on Payslip is provided here. 11

Payroll Configuration Step 1 Define Salary Components: Path: Master configuration (second last module) -> Payroll Configuration -> Salary Components Pay components such as BASIC, HRA etc.

12 Payroll Configuration Step 1 Define Salary Components: Path: Master configuration (second last module) -> Payroll Configuration -> Salary Components Pay components such as BASIC, HRA etc. are defined here. Click on Create to get the respective page. In this, the salary component name and the category, the code (eg: Basic - BASIC), sequence, Appears in pay slip and Appear on Pay sheet option are the details to be given General tab: Give the Conditions such as Salary range to be considered, Computation type. 12

13 Payroll Configuration (contd..) Inputs tab: The inputs (Variable or fixed every pay period) by clicking on this. Salary Types tab: Additional details such as considering the component for Professional Tax, one time component, Ignore for Tax etc. can be given here by checking against the respective condition 13

14 Payroll Configuration (contd..) Step 2 Create Salary Structures: Path: Master configuration (second last module) -> Payroll Configuration -> Salary Structures Different salary structure can be create based on the organization policy. Click on Create to get the page: Give the structure name in Name field, reference name and click on add an item in Salary Rules to get the salary components and select the required components in this Structure. Click on Save. 14

15 Step 3 Payroll Configuration (contd..) Assign Structure ranges: Path: Master configuration (second last module) -> Payroll Configuration -> Salary Structure Allocation Salary Structures created is assigned to the employees here with the specific period. Click on Create in the salary ranges to get the following page: 15

16 Employee Configuration Employee Configuration: Structure assignment can also be done through Employee configuration, along with the other details such as State for PT, Calculate TDS (for Auto TDS) and Working Schedule. 16

17 Payroll Operation Steps to be followed for payroll processing: New Joinees / Exit's Salary Revisions Updation / Verification of fixed salary components (CTC, Gross,..) Updation of monthly variable inputs (Incentive, Bonus,..) Clear all pending leave applications Updation of attendance (Loss of Pay, Leave, Half days) if any Final payroll processing 17

18 New Joinees / Exit s Step 1 (If there are no new joinees/exits in that month then skip to next step) Update New Joinees: How can HR create a new User? To create a new User, follow the below path: Settings (last module from left) -> Groups -> User -> Create -> Update -> Save How can HR create a new Employee data? To create a new employee, follow the below path: HRIS (third module from left) -> Employee Data Management -> Employee Data -> Create (update all required details) -> Save How can HR allocate operational information to an employee? To assign the Leave Structure, Salary Structure, Work Schedule, Professional Tax location, follow the path: HRIS (third module from left) -> Employee Data Management -> Employee Configuration -> Click on the respective record -> Edit -> Provide the required details -> Save 18

19 How can HR update/modify/change existing employee details? To update existing employee details by following the below steps: HRIS -> Employee Data Management -> Employee Data -> Click on the required Employee record -> Edit (update the details) -> Save Exit Employee: New Joinees / Exit s (Contd..) How can HR mark an exit of the employee (Relieving)? HR needs to provide exit date of the employee by following the below path: HRIS (third module from left) -> Employee Data Management -> Employee Data, Open the respective employee record -> (scroll down) Status -> Active -> Exit Date ( you can give the exit date of that employee) 19

20 New Joinees / Exit s (Contd..) How can HR make an exited employee record inactive? To make an employee record inactive, It might be used after completion of all exit activities, follow the below path: HRIS (third module from left) -> Employee Data Management -> Employee Data, Open the respective employee record -> (scroll down) Status -> Active, uncheck the box. Can HR process the payroll for the inactive employees? No. Payroll can be processed for only the active employees. 20

21 New Joinees / Exit s (Contd..) How can the HR access the inactive employee records? To get access to the inactive employee data, follow the below path: HRIS (third module from left) -> Employee Data Management -> Employee Data -> Search tab (top right) -> Advance Search (downward arrow) -> Advance Search -> Select Active from the dropdown -> Is False -> Apply, you ll get the list of all the inactive employees. Follow the same steps used to make the employee inactive incase you want to make them Active again. 21

22 Step 2 Salary Revision Salary Revision: Path: HRIS (third module from left) -> Payroll Management -> Salary Revision In case of any revision in any of the employees salary, the revised amounts can be updated here In this page Effective date indicates the date from which the salary revision should be applied. Selecting the employee from the Employee drop down would display the current salary inputs. Click on Apply Revision to update the new amounts to be applied to the mentioned employee 22

23 Step 3 Fixed salary components Salary Updation: Path: HRIS (third module from left) -> Payroll Management-> Salary Updation Give the input amounts for the fixed components (For ex: Gross, Basic, etc) here. Click on Create to get the following page. This will help for both verification & updation of all the fixed components Give the details employee details in Contract along with the Start date. The salary component details have to be given in the Salary Rule and Salary Rule Input. To modify / update an existing amount, click open the record -> Edit -> Save 23

24 Step 4 Variable inputs Payroll Inputs: Path: HRIS (third module from left) -> Payroll Management-> Payroll Inputs The input amounts for the variable components (For ex: Incentives, Adjustments etc) is given here. Click on Create to get the following page. Give the description in Name, the employee name in Employee, the Date of the respective payroll month and the Amount. The variable component type has to be given in the Rule Input. 24

25 Pending Leave Applications Step 5 Leave Approvals: Path: HRIS (third module from left) -> Leave Management -> Leaves Approval Before generating the Payroll, any pending approvals have to be actioned (Approve/Refuse) 25

26 Pending Leave Applications (Contd..) Leave Application Path: HRIS (third module from left) -> Leave Management -> Leave Request -> Select the date on the Leave calendar -> Select the Employee in Apply leave for field, give the details -> Submit to Manager As an HR, the leave can be applied on behalf of an employee which has to be approved by the Reporting manager or the HR himself. NOTE: Save option will save the request as a draft 26

27 Step 6 Updating Attendance Attendance Import: Path: HRIS (third module from left) -> Attendance -> Attendance Regularization As an HR, attendance (Leave/Absence) can be marked on behalf of the employee through the below step: The employee attendance such as LOP, First half leave, First half absent, leave, etc. can be marked here to consider the details in the required month payroll process. (Please note that it maybe needed to do only if you are not using the leave module) NOTE: Considered in pay slip has to be kept unchecked. On completion of payroll process & freezing, it would automatically be checked. 27

28 Step 7 Payroll Generation Generate Payroll: Path: HRIS (third module from left) -> Payroll Management -> Generate Payroll The payroll can be processed for all the employees here. Click on Create to get the following page Enter the description in Name field and the period of payroll. 28

29 Payroll Generation (Contd..) Click on Add employee to get the following page. Then click on Add an item to get the list of employees. Selection of Employees can also be done Category (Designation, Location, Department, Vertical) wise. After selecting the employees, click on Process Payroll to generate payroll & pay slips. Save the record. 29

30 Payroll Reports Pay Slips Other Reports (YTD Salary Component, Reconciliation, ETDS..) Pay Sheet Statutory Reports Bank Payment Advice

31 1. Payslip: Path: HRIS (third module from left) -> Payroll Management -> Payslip Pay Slip After completion of payroll generation, individual pay slips can be accessed from here 31

32 Pay Slip (Contd..) By clicking on Print, the respective pay slip can be downloaded (Pay slip) or viewed (Pay slip Preview) in a pdf format. 32

33 Pay Slip (Contd..) Below are the details that can be verified in each of the pay slips: - Worked days, Leave days - Break up of each component - Tax details - Tax Statement (PDF) 33

34 Pay Slip (Contd..) Click on the Tax Statement to get the below. To download the statement, click on Print option on top. 34

35 2. Pay Sheet: Path: Reports (first module from left) -> Payroll -> Pay sheet The pay sheet for the respective month can be downloaded by clicking on Print from the page. It can also be downloaded category wise (Department, Location, Designation, Vertical, Level). Pay Sheet Also, the Employee information required to be displayed in the Pay sheet can be selected from the dropdown in Personal Information Details 35

36 Pay Sheet (Contd..) After clicking on Print, a pop up of the pay sheet would be displayed and you would be having export to excel option on the top right corner. 36

37 3. Payment Advice: Path: HRIS (third module from left) -> Payroll Management -> Generate Payroll Bank Payment Advice Click open the processed payroll record in Generate Payroll, where you ll have an option to Freeze the payroll for that month. Freeze meant for to lock you payroll (So that no more changes will be entertained in the payroll) NOTE: No changes can be made in the pay sheet or pay slips once the payroll is frozen. 37

38 On Freezing, the following are the options that will be displayed: 1. Create Advice 2. Pay slips Bank Payment Advice (Contd..) NOTE: Employees will be able to view their pay slips of that month only after HR freezes the payroll. 38

39 Bank Payment Advice (Contd..) 1. Create Advice: Click on this option to create Bank Payment Advice. Made Payment Advice checkbox would be ticked upon creation of advice. The advice would be created at: Reports (first module) -> Payroll -> Bank Advice 39

40 Click open the advice -> Edit Bank Payment Advice (Contd..) There are multiple options to extract the payment advice. The same can be selected in Payment Advice Print Setup 40

41 Below are the setup types that can be chosen: Bank Payment Advice (Contd..) Advice Type Location Payment Mode Payment Type Any combination of the above types can be chosen and saved After choosing the advice type (if any), in the Print option on top, the advice can be downloaded in a pdf format by clicking on Print Advice or can be exported in a Excel format by clicking on View Advice (exportable). 41

2. Email Pay slips: Email Pay Slip Click on Email Payslips option to share the pay slips with the employees.

42 2. Pay slips: Pay Slip Click on Payslips option to share the pay slips with the employees. would be sent to their work s provided in their employee data. Status of the same can also be checked in Status 42

43 4. Statutory Reports: Path: Reports (first module from left) -> Payroll -> Statutory Reports Statutory Reports All the statutory reports such monthly ESI, PF etc for a specific period can be generated and exported 43

44 1. PF / ESI Report Path: Reports (first module from left) -> Payroll -> Statutory Reports -> Create PF / ESI Report Choose the Report Type as PF Monthly Report or ESI Monthly Report from the dropdown. Select the period of the report -> Save. After saving, click on the Print option to download the Report. 44

45 Below are the three options in Print: PF / ESI Report (Contd..) Payroll Report: Click on this to download the report in a PDF format Payroll Report Preview: Click on this to get the popup view the report and to export it in an Excel format Payroll Report Preview 45

46 EPF or ESI Return file: PF / ESI Report (Contd..) To download PF return file, click on Generate EPF Return File ->.txt file would be created at Download Return File. In case of ESI return file,.xls file be created. You can either click on the file created and you can find the same in the Attachments on top. 46

47 IT Statement 2. Income Tax statement Path: Reports (first module from left) -> Payroll -> Statutory Reports -> Create Choose the Report Type as Income Tax Monthly Statement from the dropdown. Select the period of the report -> Save. After saving, click on the Print option to download the Report. Below are the three options in Print: Payroll Report: Click on this to download the report in a PDF format Payroll Report Preview: Click on this to get the popup view the report and to export it in an Excel format 47

48 PF 12A Report 3. PF 12A Report Path: Reports (first module from left) -> Payroll -> Statutory Reports -> Create Choose the Report Type as PF 12A Report from the dropdown. Select the period of the report -> Save. After saving, click on the Print option to download the Report. Payroll Report: Click on this to download the report in a PDF format Payroll Report Preview: Click on this to get the popup view the report and to export it in an Excel format 48

49 4. Professional Tax Statement Path: Reports (first module from left) -> Payroll -> Statutory Reports -> Create PT Statement Choose the Report Type as P Tax Monthly Report from the dropdown -> State for PT purposes, select the State -> Choose the period of the required report -> Save After saving, click on the Print option to download the Report. Payroll Report: Click on this to download the report in a PDF format Payroll Report Preview: Click on this to get the popup view the report and to export it in an Excel format 49

50 Other reports / Analysis YTD Salary Component Path: Reports (first module from left) -> Payroll -> YTD Salary Component A report for breakup of specific component in a particular period can be taken. Select the Dates -> Category of the component -> Component Type -> Employees (table below), Add an item, to select the employees -> Print A preview of the report will popup which can be saved as PDF or you ll have an option on the top right corner to export it in an Excel format 50

51 Salary Reconciliation Report Salary Reconciliation Report - A report for salary values comparison between two months. Path: Reports (first module from left) -> Payroll -> YTD Salary Component To take an employees salary reconciliation report -> Choose the Months and the respective Years -> Report can be taken in the combination of Department, Location, Designation or Level specific -> Print A preview of the report will popup which can be saved as PDF or you ll have an option on the top right corner to export it in an Excel format 51

52 #gethrenabled Consulting, Operations, Technology THANK YOU PLEASEGET IN TOUCH AT: facebook.com/husys twitter.com/husys linkedin.com/ company-beta/ Reference Offices: Bengaluru Chennai Delhi Hyderabad Mumbai Gurgaon Pune Vizag USA

India s First HR Company Listed on NSE - Emerge. User Manual for ApHusys HR Role

India s First HR Company Listed on NSE - Emerge User Manual for ApHusys HR Role TABLE OF CONTENTS PREFACE... 7 DISCLAIMER... 7 GETTING STARTED... 8 OVERVIEW OF MODULES... 8 FIRST TIME ACCESS TO APHUSYS...