Provident Fund Management System

About the Module#

The Provident Fund module is designed to facilitate the efficient management of employee provident fund accounts in a University/HEI. It automates tasks related to contributions, withdrawals, interest calculations, and account maintenance for employees eligible under the GPF scheme.

Key Features of the Provident Fund Management (GPF) Module#

• Employee Subscription Management: Tracks monthly contributions based on the percentage chosen by the employee.
• Loan and Withdrawal Processing: Handles advanced payments, withdrawals, and their recovery through payroll.
• Interest Calculation: Calculates yearly interest on the fund balance as per government-specified rates.
• Annual Statement Generation: Provides detailed statements of contributions, interest earned, withdrawals, and closing balances.
• Account Management: Maintains individual GPF account ledgers with historical data and current status.
• Integration with Payroll System: Syncs deductions and recoveries seamlessly with the payroll module.

Benefits of Provident Fund Management#

• Ensures transparency and accuracy in fund management.
• Reduces manual work and potential errors.
• Facilitates easy access to employee fund information.
• Complies with government regulations and financial audits.

Prerequisites to initiate the Provident Fund Management module#

To use the Provident Fund Management module smoothly, Universities/HEIs must complete the following steps in the Samarth Suite:

1. Set up the Base Module with Organizational Units
   • Create and define the structure of the university, like departments, sections, and centres.
2. Create Admin and User Accounts
   • Create administrative accounts for module administrators.
   • Set up user accounts for employees to ensure access and functionality.
3. Process GPF Subscription Salary
   • Make sure the salary for GPF-subscribed employees is processed through the Payroll Management module.

Roles in the PF Process#

• pf_admin: This administrative role should be assigned to an account responsible for configuring all settings in the Provident Fund module. The assigned user will have full access and authority to perform all actions within the module.

Administrator’s Guide (pf_admin)#

Provident Fund Management Dashboard#

The dashboard provides a summary view of the Provident Fund (GPF) details for all employees enrolled under the GPF scheme.

Configuration (Settings)#

Payroll Financial Year#

The PF Admin can set the duration of the payroll financial year in the settings. (This duration should be the same as the Payroll Financial Cycle Settings.)

Steps to add Payroll Financial Year:

• Click on the Add button provided on the top-right side to add the duration.
• After adding the detail, click on the Savebutton to confirm this entry if the entered data is correct.

Note: After confirmation, data cannot be deleted.

GPF Financial Year#

PF Admin can add and set the duration of GPF financial year in the setting.

Steps to add GPF Financial Year:

• Click on the Add button provided on the top-right side to add the duration.
• After adding the detail, click on the Save button to confirm this entry if the entered data is correct.

After confirmation, data cannot be deleted.

Note: In case, GPF calculation is based on a financial year duration from April to March, payroll entry for March will be calculated in April, April will be calculated in May and so on. The payroll for February will be calculated in March.

When the financial year is from April to March, the payroll will be calculated for the month in itself: April to be calculated in April, May in May and so on.

GPF Interest Rate#

The PF Admin set the GPF interest rate (Set by the Government) for each month based on the Financial Year.

• Click on the Add in Bulk button to add interest rates in bulk for each of the financial years set in the GPF financial year duration in settings.

GPF Heads & Payroll Head Mapping#

The PF Admin can define and map GPF deduction heads used in the Payroll module.

For example:

If the Finance Section has deducted GPF Advance or Loan amounts under different heads and now wants those deductions to appear correctly in the GPF Statement Reports with the correct interest calculation, they can map those deduction heads here.

This ensures accurate reporting and interest calculation for GPF-related deductions.

Feature Settings#

These settings will be applicable in the employee’s login.

• Admin can control the visibility of the GPF interest amount & closing balance in the GPF Statement in the employee’s login.

Declaration#

The PF Admin can update and add the declaration for the GPF statement.

To edit the declaration for the GPF statement:

• Click on the three-dot button provided on the right side
• Then click on the Update button and update the declaration.

Configuring employee GPF and other information#

Opening Balance#

In this section, PF Admin can add and uplaod the employees GPF opening balance, these configuration will be cofigure and uplaod only one time.

Steps to add Opening Balance:

• Click on the Bulk Data button to upload the opening balance for each employee for a particular financial year in bulk.
• After uploading the opening balance, click if the data is correct and confirm the entry individually or in bulk.

Note: After confirmation, data cannot be deleted. And add the Opening balance for the month of April.

Manage GPF Monthly Data#

In this section, the Admin can upload GPF head values for the month — including GPF Arrear, Withdrawal, Refund, and Advance — either individually or in bulk.

• If no data is uploaded for a particular month, the system will automatically consider the value as 0 for that head.
• The uploaded values are independent of the Payroll Financial Year when the year follows the March to February cycle.

Example:

Payroll Financial Year: March to February (2025–2026)

You want to generate the GPF statement for April 2025.

• This GPF statement will be based on March payroll entries.
• If any GPF values exist (Arrear, Withdrawal, Refund, Advance), you must upload them for April 2025.
• The statement generated will reflect the data entered for April 2025.

Important Note: Once confirmed, uploaded data cannot be deleted. Please review before submission.

Generate Statements#

In this section, Admin can genrate the employee montly GPF statement.

To generate GPF statements:

• Fill in the required details and click the Submit button.

You can generate statements for a single employee or for multiple employees at once.

Example:

Case 1: Payroll Financial Year – March to February (2025–2026)

You want to generate the GPF statement for April 2025.

Then fill the form as follows:

• Financial Year: 2025–2026
• Year: 2025
• Month: March

After submission, the GPF statement for April 2025 will be generated.

Case 2: Payroll Financial Year – April to March (2025–2026)

You want to generate the GPF statement for April 2025.

Then fill the form as follows:

• Financial Year: 2025–2026
• Year: 2025
• Month: April

After submission, the GPF statement for April 2025 will be generated.

Process GPF Statements#

In this section, the Admin can verify, finalize, and approve the GPF statements (either individually or in bulk) after generating the employee’s PF statement.

Note: If there is any error in the generated GPF statement, you can delete the entry (individually or in bulk) before approval. Once approved, changes cannot be made.

Approved Statements#

This tab displays only the approved GPF statements separately for easy reference.

Reports#

There are 5 reports available in the GPF module:

Month-Wise GPF Opening Balance#

This report provides the details of the GPF opening balance on monthly basis.

To download the report:

• Click on the Generate Report button provided in front of the respective report.
• Fill in all the details that are required.
• Click on the Submit button

The report will be downloaded in Excel format.

Month-Wise GPF Heads Data#

This report provides details of the GPF Heads data.

To download the report:

• Click on the Generate Report button provided in front of the respective report.
• Fill in all the details that are required.
• Click on the Submit button.

The report will be downloaded in Excel format.

Month-wise GPF Statement#

This report provides details of the GPF Statement for the month.

To download the report:

• Click on the Generate Report button provided in front of the respective report.
• Fill in all the details that are required.
• Click on the Submit button.

The report will be downloaded in Excel format.

Financial Year Wise GPF Statement#

This report provides details of the GPF Statement on a yearly basis.

To download the report:

• Click on the Generate Report button provided in front of the respective report.
• Fill in all the details that are required
• Click on the Submit button

The report will be downloaded in PDF format.

GPF Broad Sheet Report#

This report provides details of the Broad Sheet Of GPF Account(Yearly basis).

To download the report:

• Click on the Generate Report button provided in front of the respective report.
• Fill in all the details that are required
• Click on the Submit button

The report will be downloaded in PDF format.

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