Payroll Management System

About the Module#

Payroll: Payroll is the comprehensive management of all financial records related to employee compensation, including salaries, bonuses and deductions. From an accounting perspective, payroll refers to the payments made to employees for their services over a defined time period.

The Payroll Management System further streamlines this process by handling the following key functionalities:

• Salary Calculation and Disbursement: Manages employee salaries, including allowances, deductions and bonuses.
• Report Generation: Automates the creation of monthly salary statements and other payroll-related reports.
• Employee Self-Service: Provides employees access to their personal information and payroll details, ensuring transparency and control.

Key Features of the Payroll Management Module#

1. Comprehensive Salary Processing: Facilitates salary calculation in alignment with updated pay commissions.
2. Budget Management: Covers budget allocation to disbursement for effective fiscal planning.
3. Automation and Efficiency: Processes salaries for various employee categories such as:
   • Permanent Staff
   • Contractual Employees
   • Ad-hoc and Guest Faculty etc.
4. Attendance-Linked Salary: Automatically calculates salaries based on working days.

The payroll module is a powerful tool designed to meet the financial and fiscal needs of Universities and Higher Education Institutions (HEIs), ensuring smooth and efficient payroll operations.

Additional Features of the Payroll Module#

The Payroll Module is equipped with advanced features to cater to the complex needs of employee payroll management in Universities and HEIs:

1. Online Tax Declaration & Calculation
   • Facilitates employees in declaring their taxes online.
   • Automates tax calculations based on the latest tax slabs and deductions.
2. Other Taxable Payments
   • Handles additional taxable components such as perks and allowances.
3. GPF (General Provident Fund) Calculation
   • Automatically calculates GPF contributions for eligible employees.
4. Pension & Gratuity Calculation
   • Manages post-retirement benefits like pensions and gratuities efficiently.
5. Increment Generation
   • Automates the process of incrementing salaries based on pre-defined criteria.
6. Advances/Loan Calculation
   • Tracks and calculates employee advances or loans and their repayments.
7. Recovery
   • Manages recoveries for loans, advances or any other dues.
8. Arrears Payments
   • Processes arrears for revised salaries, allowances, or other adjustments.
9. Salary Bills & Deductions Parking
   • Generates salary bills and manages parking for deductions.
10. Pay Fixation
    • Simplifies pay fixation during promotions, transfers, or other revisions.
11. Pay Slips & Paybill Generation
    • Generates detailed pay slips and consolidated pay bills for employees.
12. Comprehensive Reports
    • Provides detailed reports on payroll, taxes, deductions, arrears, and more, ensuring transparency and compliance.

These features enhance the efficiency of payroll processing while ensuring compliance with institutional and governmental regulations.

Prerequisites to Initiate the Payroll Management System#

To effectively use the Payroll Management System, Universities/HEIs need to complete the following configurations in their Samarth Suite:

1. Configuration of the Base Module with Organizational Unit Types
   • Define and set up the organizational structure, including all unit types (e.g., departments, sections, centres).
2. Addition of Employee Details in Organizational Units
   • Ensure all employee records (permanent, contractual, ad-hoc, guest faculty) are added under the respective organizational units.
3. Creation of Administrative and User Accounts
   • Create administrative accounts for module administrators.
   • Set up user accounts for employees to ensure access and functionality.

Note:

• These configurations must be completed by HR administrators or users assigned the admin role for the respective modules in the Samarth Suite.
• Accurate and complete data entry is crucial to ensure smooth payroll processing.

Roles in the Payroll Process#

There are 6 types of User roles available in the Payroll Management Module.

• payroll_admin (Payroll Admin) The role to be given to the administrative account can configure all the settings of the payroll module, the Admin can generate & approve salaries, and they can change the salary heads and fetch all payroll reports.

• payroll_pcm (Payroll Change Manager) The role is to be given to the administrative account responsible for bulk updating the salary heads of the employees.

• payroll_pda (Payroll Dealing Assistant) The role is to be given to the administrative account responsible for generating the salary.

• payroll_pvo (Payroll Verifing Officer) The role is to be given to the administrative account responsible for verifying the salary.

• payroll_pfo (Payroll Finalizing Officer) The role is to be given to the administrative account responsible for finalizing the salary.

• payroll_ar_salary (Payroll Approving Officer) The role is to be given to the administrative account responsible for Approving the salary.

Note: Employees can download payslips and declare Income Tax forms through their User login. These roles are automatically configured when the administrator creates the employee login.

Administrator’s Guide (Payroll_admin)#

Payroll Management Dashboard#

The dashboard gives an overview of the Payroll Management for all the employees working in the University/Organisation Unit.

Key Dashboard Features Include:

1. Active Financial Year: Displays the salary status for the current year and month.
2. Salary Paid (Previous month): Shows the total count of employees and the paid amount for the previous month.
3. Salary Paid (Current Month): Highlights the approved employee count and paid amount for the current month.
4. Salary slips: Lists employees who have downloaded their payslips in the previous month of user login.

Configuration (Settings)#

To start the Payroll process, the admin is required to configure the payroll settings. This can only be done by the admin.

Bank Lists#

Admin - (with the user role payroll_admin) can view bank details here. This section also displays the detailed list of banks which will be mapped with the employees.

Pay Commission#

This section displays a list of various Pay Commissions active in Universities/HEIs.

• The Pay Commissions section displays the following:
  • 6th Pay Commission
  • 7th Pay Commission
  • Not Applicable (Not Applicable for only Contractual Employees)

Financial Cycle#

A financial cycle is used by the University in order to calculate its budget for a period of 12 months.

• Click on the Add Financial Cycle button provided on the top right-hand side
• Admin can update and view previously used cycle details

Some new fields were added in the Financial Cycle Setting in the settings section.

No. of Increments:

Universities can add the total number of increments in a Financial Year in this field. This is entirely dependent upon the Universities/HEI whether they want to give increments once, twice, or thrice to their employees in that Financial Year.

Increment Interval:

This field defines the duration between two increments in terms of months. Universities/HEIs should add this field for the date of the next increment for each employee. For example, if the number of increments in a financial year is one, then the increment interval should be 12 months. If the number of increments is two then the increment interval will be six months.

                               **This field is dependent on the number of increments**

Increment Percentage:

Universities/HEIs can set increment percentages according to the Government rules as well as their own, for their employees.

Pay band Categories#

The University consists of pay band categories for its employees. It lists all the available categories of pay bands along with their descriptions.

Some pay band category already exists in the system by default, namely:

5200-20200

9300-34800

15600-39100

37400-67000

67000-79000

75500-80000

Steps to Add Pay Band Category:

• Click on the Pay Band Categories button provided on the top right-hand side.
• Admin can update/view the details.
• Click on Add Pay Band Categories and fill in the following information to create a new Pay Band Category:
  • Pay Band Name
  • Description
  • Status (Active/In-Active).
  • Click on the Save button.

Grade Pay Scale#

The Grade Pay scale depends upon pay band categories. It is a term used in the 6th Pay Commission which defines the pay structure. The higher the rank, the more will be the grade pay.

Steps to add Grade Pay Scale:

• Click on the Grade Pay Scale button provided on the top right-hand side
• Admin can update/view the details.
• Click Add Grade PayScale to create a new Grade Pay Scale and fill in the required information details:
  • Pay Band
  • Grade Pay Name
  • Grade Pay Amount
  • Description
  • Status (Active/In-Active)
  • Click on the Save button

Levels#

In the 7th Pay Commission, Pay Band and Pay Scale are merged into levels.

There are different levels ranging from 1 to 18 (According to academic and Non-academic).

Steps to add Level:

• Click on the Add Level button provided on the top right-hand side.
• Admin can update/view the details.
• Click the Add Level option and fill in the required information to a new level in the section:
  • Level Name
  • Pay Range (According to Paymetrix index/cell)
  • Pay Band
  • Description
  • Status (Active/In-Active)
  • Click on the Save button.

Note: If you select pay commission to be 6th pay commission then you will see two options of Pay band and Grade Pay which are used to make salary on 6th pay commission. If you select the 7th pay commission then you see the only matric required i.e. LEVEL.

Pay Matrix#

In the Pay Matrix section, the admin needs to define the Pay Matrix that is present in the salary structure defined for the Central government employees. The pay structure is segregated into 18 different pay levels. University/Institution will add a Pay matrix according to the institution’s rules.

There are different levels ranging from 1 to 18 (According to academic and Non-academic).

Step to add Pay Matrix:

• Click on the Add Pay Matrix button on the top right-hand side of the screen.
• Admin can view/update the details
• Click the Add Pay Matrix option and fill the required details to add a new pay matrix in the section:
  • Pay Matrix Name
  • Pay Band
  • Grade Pay
  • Level (1 to 18)
  • Cell No (1 to 40)
  • Basic Pay
  • Description
  • Status (Active/Inactive)
  • Click on the Save Button

Income Tax Sections#

All sections are already added according to Government rules.

• Admin can only view the Income Tax section.

Income Tax Slabs#

All Tax slabs (New slab and Old Slab) are already added as per Government Rules.

• Admin can only view the Income Tax Slabs.

Payroll Constants#

In this option, some new income tax constants can be defined for the New Slab and Old slab according to the Government policies.

Income Tax Surcharge Slabs#

In this option, some new income tax surcharge slabs can be defined for the New Slab and Old slab according to the Government policies.

Payroll Entry Types#

Payroll entry type was designed to capture the types of payroll entries which are usually either Earnings or Deduction.

• Admin can view the Earning and Deductions.

Payroll Entry Groups#

This subsection helps to add the various entry groups of earnings and deductions.

Steps to Add Entry Group:

• Click on the Payroll Entry Group button provided on the top right-hand side.
• Admin can View/Update entry details.
• Click Add Entry Group to add a new entry group and fill in the following information:
  • Entry Type
  • Name
  • Short Code
  • Description
  • Status (Active/In-Active)
• Click on the Save button

Payroll Entries#

This section captures the payroll entries for each type of payroll head. The admin can add and update salary component heads as needed.

Steps to add payroll entries:

• Click on the Payroll Entries button provided on the top right-hand side.
• Admin can View/Update Payroll Entries' details.
• Click Add Payroll Entry and fill in the following information to add a new Payroll Entry:
  • Entry Type
  • Entry Group
  • Tax Group
  • Report Group
  • Entry Name
  • Description
  • Applicable On
  • IT Section
  • Maximum Limit (For IT Declaration Use)
  • Display Order (For IT Declaration Use.)
  • Status (Active/In-Active)
• Click on the Save button

Salary Structure Templates#

Payroll_admin can add various salary structure templates with this option.

Steps to add Salary Structure Template:

• Click on the Salary Structure Template button provided on the top right-hand side.
• Admin can View/Update Salary Structure Template
• Click Add Salary Structure Template and fill the following details to add new Salary Structure Template:
  • Nature of Employment (Permanent/Contract)
  • Cadre (Teaching/Non-teaching)
  • Salary Structure Template Name
  • Pay Commission ID
  • Level
  • Status (Active/In-Active)
• Click on the Save button

After completing these steps admin can configure the employee salary structure (Earning rules and Deduction rules which are formula-wise and actual value also) that is reflected in the configured Employee salary slips.

(Non-practicing Allowance) or NPA: Non-Practicing Allowance is a special kind of allowance payable to Doctors occupying the posts of Medical and Veterinary Services.

System Wide Changes#

If the payroll_admin wants to make some changes in the payroll entry, it can be done from this section, which will be reflected in the whole system.

• Admin can edit/update/Overview change into System/View Old Changes in the system icons available on the right side.

Group Management#

Payroll_admin can create various Employee payroll groups from this section. Admin can create groups based on designation, nature of employment, type of employee, department wise etc. as per the requirement and assign accordingly.

Steps to create a group in Group Management:

• Click on the gear button in front of the Group Management.
• Click on the Create Groups button and fill in the required details i.e. Name and Description.
• Click on the Save button

Employee Group Management#

The Employee Group Management section allows the admin to create and edit payroll groups. Admin can also add/remove employees from the group.

Here, the admin can create some groups based on designation, nature of employment, Cadre, etc. as per the requirement.

• Edit: edit the group details by clicking on the Edit Group button.

• Add: Create a Group by clicking on the Create a group button.

• Overview: The admin can have an overview of all the groups, their member counts, and a list of members by clicking on the Overview button.

• View: Admin can view all the member lists with names by clicking on the View icon.

• Add/Remove Member: Admin can add/remove members from the groups as per the requirement by clicking on the Add/Remove Members button.

• Add Group: Admin can add a new payroll management group by clicking on the Add Manage payroll management group button.

Note: In our module, we have one Payroll Dealing Assistant (PDA - who will generate salary) and one Payroll Change Manager (PCM - who will change the attributes related to payroll) for each Payroll Group (Single) which contains multiple Employee groups. These employee groups may contain single or multiple employees.

Admin can assign group assistant, and group manager (group-wise) in the managed payroll management group section.

Declaration#

In this section, the admin can View/Edit the declaration which is reflected in pay slips during tax declaration in both Hindi & English languages.

Bulk Upload Management#

In this section, all the Bulk upload sheets are available for Payroll Bulk Upload.

• Bulk Salary Configuration Data: The admin can upload Payroll salary configuration data in bulk in the portal he/she does not need to upload salary data one by one. i.e. Account Number, IFS Code, Basic Salary, PFMS number, etc.
• Bulk Salary Data: Here, the admin can upload all the earning head, deduction head, Gross, Net, and basic details in the portal after uploading whole details will be visible in the portal.
• Bulk Progression Data: In this section, the admin can upload/update basic salary in bulk by only mentioning employee code and basic salary details in the sheet uploaded in the portal. For this, the admin can upload/update the basic salary in bulk.
• Bulk Recurring Data: in this section, the admin can upload Recurring data by mentioning a particular head for a particular time period i.e. LIC by mentioning the start date and end date by mentioning a particular time being that head will In-active.
• Bulk One-Time Data: Here, the admin can upload bulk one-time data of employees by mentioning the Employee code, any salary head, selecting a particular month for that month admin required head (Arrear head, Recoveries head), the actual value. After filling all these details, admin can upload sheet that will be reflected for that particular month after which, it will be automatically de-activated.
• Bulk City Category Configuration Data: In this section admin can upload/update city-wise configuration data in bulk.
• Bulk Update Recurring Data: The admin can change/update any salary head status (active/inactive) and extend the salary head start date to the end date in the Bulk.
• Bulk Update Salary Configuration Field Data: Here, the admin can update any payroll Configuration details in the Bulk i.e Account Number, IFS Code, Basic Salary, PFMS number, etc.
• Bulk Arrear Data: Admin can upload NPS Arrear (Employee contribution and Employer contribution) in bulk here.
• Bulk Paymatrix Cell Data: Here, admin can upload Employee pay matrix cell in bulk.
• Bulk PF Contribution Data: Admin can upload NPS/CPF/NPS Arrear (Employee contribution and Employer contribution) in bulk after approving the salaries.

Head missing Listing#

With this option, the admin can create and add various Major/Recurring Head Entry.

Steps to add Major/Recurring Head Entry:

• Click on the gear button in front of the Major/Recurring Head Entry section.
• Admin can View/Update Heads.
• Click the Add Head button to add a new head entry and fill in the following details:
  • Head Type
  • Entry Type
  • Head Name
  • Description
  • Status
• Click on the Save button.

Feature Settings#

This section displays the following features:

• Allow/Not-allowed if required to be applicable in the payslips and reports section by the Payroll admin.

• The admin can activate/de-activate to show PF Employer Contribution or Pay-Band on Salary Slip.

• Admin can also send Pay slip-on Mail by activating the Send Salary Slip-on Mail button.

• Admin can activate automatic Income Tax Calculation by clicking on the given button, the Tax will be automatically calculated and visible on the Salary slip.

Payroll Generation Date Setting#

This feature is used for Payroll Generation for a set period (required to specify start date and end date). If the finance section has to generate salary for a particular month, the Admin needs to set a start and end date period and set it as Active. The HR/Establishment section cannot update the employee profile in the duration date.

Payroll PF Subscriptions#

In this section, the Payroll admin can add various PF subscriptions that are applicable to the University/HEI like:

• General Provident Fund (GPF)
• Central Provident Fund (CPF)
• National Pension Scheme (NPS)
• Employees' Provident Funds (EPF) etc.

If a University/Institution has another PF subscription, they will add it by clicking on the Add on Subscription button, and filling in the required details.

Other Payment Listing#

• In settings, a feature is added (Other Payment Listing), from where you can add heads for other payments separately.
• Only these heads will be shown in the drop-down while entering other payment data of employees individually.
• While uploading other payments of employees in bulk through an Excel sheet, they can only upload the values of the heads mapped in Other Payment Listing in the settings section.

When you click on the Settings button on the right side, a page with a grid view will open, where all the heads that are added by the admin / you for other payments will be shown.

When the payroll admin / You click on the Add Other payment Head button in the top right corner, a form view will open where the admin/ You can add a new head for other payments by clicking on the Save button.

After saving, the admin/ you can view or update. When he clicks on the three dots button on the right side, there will be two options from where the section can be viewed or updated.

Long-Term Advances Head#

In this section, the Admin can add the long-term advance heads by clicking on the right side of the Add Long-term Advance Head button. Fill in the required details:

• Head Name - (That is reflected in the Payroll entries)
• Interest Head - (Yes/No)
• Description (this is not mandatory but can be filled in as per University/HEI requirement)
• Taxable? - (Yes/No)
• Visible (For IT Declaration Use.) - (Yes/No)
• Status - (Active/Inactive)

Once saved, the admin/ you can view or update. Click on the three dots button on the right side to get two options to view or update the section.

Loan Term Advances#

In this section, the admin can add and configure the Long Term Advance category and rules which is applicable in the Institutions. The admin can create long-term advance heads and rules by clicking on the Add Long Term Advances/Loan button and fill the required fields:

• Name (In shortcode)
• Code (Heads code)
• Category (Advance/Loan)
• Description (this is not mandatory but can be filled in as per University/HEIs requirement)
• Status (Active/In-active)

After saving, the admin/ you can view or update. When he clicks on the three dots button on the right side he will get three options to view, update or update rules.

After clicking on the Update rule section, the admin can set the Loan/Advance interest rule (Interest deduction and principal deduction) for a particular head.

Report Template#

In this section, the Payroll admin can design the Salary slips according to the Permanent/contractual with the University/Institution logo and require the Employee details in the Payslips.

With this option, the admin can create and add various Major/Recurring Head Entry.

Steps to add Major/Recurring Head Entry:

• Click on the gear button in front of the Major/Recurring Head Entry section.
• Admin can View/Update Heads.
• Click the Add Head button to add a new head entry and fill in the following details:
  • Head Type
  • Entry Type
  • Head Name
  • Description
  • Status
• Click on the Save button.

Configuring employee Payroll and other information#

The salary processing module manages the calculation of salaries of the employees based on their level or pay grade criteria.

All Employee#

All employees are fetched from the employee management module. Here, payroll is configured for all these employees. This section shows 4 payroll filters/statuses with counts:

• Payroll Active (contains a list of all employees whose payrolls are configured)

  • When Admin defines salary structure for the employee and configures payroll for the employee, it automatically appears in the Payroll Active section as their status is changed from “Not Configured" to “Active”.

• Flagged/Debarred (contains a list of employees who are marked debarred or whose payroll-related profile has been changed).

  • Changed Value - By clicking on the I icon, one can view all the details if changed.
  • If Payroll is active for a particular employee but some changes have been made which can affect the salary processing and generating mechanism, then entry for a particular employee automatically appears in the Flagged/Debarred section.
  • To transfer the entry from flagged to the payroll active section, the admin needs to activate that entry by changing the status to Active again. Also, Employee Payroll status can be explicitly marked as debarred by the organization due to certain cases.

• Payroll Not configured (contains a list of all those employees whose payroll is not configured yet)

  • Salary not structured - This column specifies whether the particular employee salary structure is defined or not. When the salary structure is not defined then the cross icon appears, and the check icon appears.

• Retired - After the date of superannuation/retirement is over, the portal automatically moves to the Retired section.

Employee Salary Structure#

Here the employee is mapped with Payroll entries like which type of salary heads will be included for that employee. In this section, the admin can view/add/edit payroll entries for each employee individually. Admin can even add one-time payroll entries.

• Add Payroll Entry: Payroll entry can be added by clicking on either the Add Payroll Entry button(Manually) or Add Payroll Entry from the Rules Set button (select from the already defined rules set).

• Add Payroll one-time Entries: Admin can even add one-time payroll entries.

Admin/Dealing assistant can upload the salary slips through the Upload Bulk recurring sheet and Upload Bulk One Time Datasheet in the portal rules.

If the Admin/PD (Payroll Dealing Assistant) wants to add/deduct some amount to/from the employees, then it can be done in bulk under that salary head. For example: to provide bonuses, we can select multiple employees together and update that bonus amount.

Note: Payroll entry must be mapped to Employee Salary Structure for the bulk updates.

Generating Salary#

Before processing and approving the salary, we need to generate it first. By clicking this option, the user is directed to the Employee Detail Records interface where information on all the employees of the payroll active section is displayed.

• Generate Individual Salary

If the Admin/PD (Payroll Dealing Assistant) wants to generate a salary for each employee one by one he/she can click on the Rupee icon.

Additionally - Admin/PD (Payroll Dealing Assistant) also process the employee salary as per the number of working days to follow the mentioned step:

• Click on the ‘Generate Salary’ Tab.
• Click on the ‘Add/Update’ button of the employee for whom you want to generate the salary based on the number of working days, and then the form will open.
• After filling in all the details, click on the ‘Final Submit’ button.
• You will get a flash message in the same tab.
• Now the process is completed and you can generate salary for this particular employee.

Generate Bulk Salary#

If the Admin/PDA(Payroll Dealing Assistant) wants to generate employee salaries in bulk, the process is done by selecting all the employees whose salary needs to be generated together and clicking on the Generate Bulk Salary button.

If the Admin/PDA(Payroll Dealing Assistant) wants to generate a salary for a single employee then they search for the particular employee, click on the Rupee button and fill in the required details.

Process Salaries#

After the salary is generated by the Admin/PDA (Payroll Dealing Assistant), it is moved to the Process Salary section.

View Generated Salary#

After the salary is generated by the Admin/PDA (Payroll Dealing Assistant), the salary slip can be viewed after Generation/approval salary slips, by clicking on the View icon.

View Previous Salary#

After the salary is generated, the Admin/PDA (Payroll Dealing Assistant) can also view the previous salary slip of an employee by clicking on the View icon. It can also be printed from here as per the requirement.

• Delete Bulk Salary

If there is a need to delete a salary entry for any changes, the Admin/PDA (Payroll Dealing Assistant) needs to click on the delete Bulk Salary button. After deleting, the generated salaries, the Admin/PDA (Payroll Dealing Assistant) can regenerate the employee salary multiple times.

• Verify Individual/Bulk Salary

Upon clicking this option, the PVO (Payroll Verification Officer)/Admin is directed to the Salary Processing Interface of all the employees whose salary has been generated.

The information displayed on this page is only of those employees whose salary has been generated. The PVO(Payroll Verification Officer)/Admin can l verify the salary details and mark it as verified by clicking on the Verify Bulk Salary button.

• Un-Verify Individually/Bulk Salary

If Admin/PVO (Payroll Verification Officer) wants to un-verify the salary which has been verified but not finalized yet due to some changes, then he/she needs to click on the un-verify Bulk Salary button. It cannot be unprocessed/unverified once finalized. Un-verification can be done for multiple employees in bulk.

• Finalize Bulk Salary

After verification, the PVO (Payroll Verification Officer)/Admin can finalize the salary for approval. No changes can be incorporated after the finalization process.

• Approve Bulk Salary

Upon clicking this option, the AR(Assistant Registrar)/Admin is directed to the Salary Processing Interface of all the employees whose salary has been processed.

The information displayed on this page is only for those employees whose salary has been verified and finalized.

• Download Generated salary option

After generating the salary, Admin/PDA (Payroll Dealing Assistant) can generate a Pre-procession reports (Excel/PDF) report by clicking on the Download Generate Salary button.

Approved Salaries#

Admin can view the approved employee salary details for information.

Provident Fund Contributions#

Admin can view the Provident fund employee/employer contributions details for just information to each employee. Admin can select the filtration for our according information.

Income Tax Section#

When the user clicks on this option, they are redirected to the Income Tax Management Interface. This interface allows the user to manage/deposit and generate slips for payments of income tax returns for each employee.

• Income tax Depositions

When the user clicks on the tax deposition, the control is redirected to the tax deposition entries. This interface allows the user to add new tax depositions.

Add Tax Deposit: Admin can add Tax Deposit by clicking on Add Tax Deposit and filling in the required details.

• Income Tax Generation & Declaration

To generate an Income tax declaration, click on the Show List icon then select the year and click on submit.

After calculating all the Gross earnings, Gross Deduction, and Net Pay; the admin can declare tax by saving the changes.

Admin can also generate Income Tax Declaration details in Excel format.

• Form 24

In this section, Admin can generate the IT form 24 in the Excel format to select the Financial year for verification of the Income Tax declaration details.

• Income Tax Projection

In this section, Admin can generate the Income Tax projection report in Excel format as per Financial year.

Removed Salary Logs#

In this section, the admin can view deleted salary details that were removed after salary approval.

FSCM Mapping#

This section links the Payroll module with the FSCM and Vendor Bill modules. After approval, the salary admin can process salary bills and allocate deductions under liabilities and income heads in the FSCM module.

Prerequisites for Creating Salary Bills:

1. Ensure a bill type PAYROLL BILL with the category VENDOR BILL is available (system-generated). If not, create it as specified.
2. Create a vendor named PAYROLL VENDOR in the vendor section of the FSCM module, completing all required fields.

Here are some of the steps for processing the salary bills through the Payroll module.

Payment Scheme#

In this his section, a feature called “FSCM & Salary Head Mapping Configuration” is added, allowing you to integrate FSCM (Budget) with Payroll. You can also find this settings section in the left-side menu bar.

When you click on it, a page with a grid view will open, displaying all the mappings (Configurations).

The first step here should be creating the configuration. For this click on the Create Scheme button. When you click on it, a form will open.

Create the configuration according to the needs of the institute, and fill the require details:

• Name (Add the configuration name according to the Institution)
• Financial Year (like; 2024-2025)
• Type (Group/other)
• Groups (Select the group name)
• Employees (select employee accordingly)
• Description (Mentione according to the Institution)

After creating the combination click on the Map Heads button, and the following page will open:

By clicking on the View Scheme Details button, you can see all the details based on the configuration.

Before this Mapping, you should follow the following rules (Disclaimer):

1. Select only that source OU (Organization Unit), for which the Budget Estimate has been done in FSCM Module while mapping net salary head.
2. Source details (OU, Category, Head & Subhead) should be the same for all the mapping throughout this configuration.
3. While adding the source details, the source budget subhead should be selected if it exists based on the selected source budget head.
4. After mapping salary deduction heads, source details of net salary head can not be changed.
5. All salary deduction heads (Deduction heads included in gross salary deductions) should be mapped for this configuration.

If there is a source subhead based on the selected source head (Estimate is created based on the sub head) then you should select that subhead while mapping Net Salary Head.

1. Now, click on the Add/Update button beside Salary Deduction Heads Mapping to map deduction heads with the budget.

2. After mapping all the salary deduction heads with Source & destination budget details, click on the save button.

3. Now, click on the Add button beside Employer Contribution Heads Mapping to map employer contribution heads with the budget.

If all the details are correct, click on the check box and then click on the to ‘Publish’ button to publish this configuration.

To map a new salary deduction head with this configuration, you have to unpublish the configuration. Then, map the deduction head, and finally publish this configuration again.

Generate Salary Bill#

Before generating a salary bill, you should follow the following rules (Disclaimer):

1. Bill will be generated based on the configuration that you have created in Payment Scheme.
2. Configuration should be published.
3. Salary should be approved for the specific Financial Year, Year, and Month before generating the salary bill.
4. If you are trying to generate a salary bill for the same configuration (Same Financial Year, Year & month), the previous bill (Deduction Heads) with this configuration should be parked.

After filling in all the details, when you click on the Submit button, a page displaying all the details (Bill Amount, Source Budget Details) will open.

If the salary bill amount is greater than the available balance based on the source details, then the bill will not be generated.

If all the details are correct, click on the Generate Bill button to generate the salary bill.

After generating the salary bill you can view all the details in the Bill & Deduction Details Tab.

Manage Salary Deductions#

Before parking salary deduction heads, you should follow the following rules (Disclaimer).

1. Generated bill should be approved based on the approval hierarchy in the Vendor Bill Tracking module.
2. If the bill is approved, then the configurations corresponding to the Financial Year, Year, & Month will be displayed in the Configuration dropdown.
3. All the salary deduction heads (*Deduction heads included in gross salary deductions) should be mapped with the configurations.

After filling in all the details, when you click on the Submit button, a page displaying all the details (Approved Salary Bill Details, Parking details of Individual salary deduction heads) will open.

If there is any mismatch between the amount to be parked and the total deduction amount, then you can not park the deduction heads. You have to map the remaining salary deduction heads in FSCM & Salary Head Mapping Configuration Settings that are used in Gross salary deductions.

If all the details are correct, Click on the Park button to park all the salary deduction heads.

After parking the salary deduction heads, you can view all the details in the Bill & Deduction Details Tab.

Bill & Deduction Details#

In this section, the admin can view the parked net and deduction details after parking the salary deduction.

Generating Reports#

In this report section, Admin (all requested payroll roles) can download the payroll reports.

Pay Slip Report#

• Admin has an option to generate bulk salary slips for all employees and print them in PDF format by clicking on the Print PDF button.

• Admin can also click on the All employee salary slip through the mail/Official Email ID by clicking on the Compose mail button.

Single Sheet#

It shows the list of all the employees with their pay level, department, Designation, and basic pay along with all the deductions and savings. The Employee single sheet will display the employee’s savings and Income Tax projection (according to the Old slab and New slab).

Department Summary Before Approval#

It shows the overall earnings and deductions of the entire department before approval of salary.

Department Summary#

It shows the overall earnings and deductions of the entire department after approval of salary.

Provident Fund Report#

GPF/CPF: It is categorized by different employee categories and shows the amount of CPF/GPF subscriptions added for the particular month.

NPS: The National Pension System(NPS) is calculated and computed based on the employee’s basic pay with the salary head Dearness Allowance (DA).

Note: The amount of NPS calculated for Doctors also includes NPA.

Contingent Bill Report#

Contingent bills are generated on the basis of extra expenses in the management of an office.

Remittance Letter#

A remittance letter is issued to employees as payment towards some expenses made in the office or is sent as a gift to the employee.

Salary Head Report#

Salary heads reports are generated with all salary heads details for a particular month and can be downloaded in Excel/PDF format.

Monthly Bank Advice Report#

It will be generated for monthly salary purposes and institutions will be able to generate an Employee monthly bank statement after approved the salary for a particular month.

Check Bank Data Report Before Approval#

It will be generated for monthly salary purposes and institutions will be able to generate an Employee monthly bank statement before approve the salary for a particular month.

Earning-Deduction Report#

It will generate an Earning and Deduction Report of an employee for a particular month.

LIC Report#

The LIC report generated here gives information about the employees who have opted for LIC policy.

Income Tax Deduction Statement#

It will be generated here to give the Information about the Employee’s income tax deduction statement.

Last Pay Certificate#

This is given to the employee who is going to be transferred from the existing organization or is on superannuation. It is very important for any employee because of its defined pay of employees or pension in the case of superannuation.

Employee Wise Approved Salary Report#

It will provide financial year reports to a Particular Employee (From Date to Date).

Pre-Processing Report#

Pre-Processing Report generates reports of those employees who have some missing details which can affect the salary generation process.

All details need to be completed before processing salaries so that they can be verified and finalized accordingly.

Export Approved Salary Report#

It will provide an approved Excel report for the particular month and after the salary approval.

Monthly Salary Comparison Report#

It will provide an Excel sheet for comparing Employee’s previous month’s salary details and the current month’s salary details for verification purposes.

Employee Wise Monthly Pay Report#

This report is generated monthly for each employee and downloaded in PDF.

Pay Bill Employee Wise Report#

This report generates monthly paybill information for each employee and shows a total summary of Paybill and can be downloaded in PDF format.

Pay Bill Department Wise Report#

This report generates monthly paybill information for each employee department wise and shows a total summary of Paybill which can be downloaded in PDF format.

OU Wise Pay Report#

This report is generated monthly for each Organizational Unit.

Employee Wise Head Report#

This report has provided particular employees’ heads reports from date to end date accordingly.

Financial Year Report#

This report has been generated for Financial year reports for each employee’s salary details.

Bulk Single Sheet Report#

It shows the list of all the employees with their pay level, department, designation, and basic pay along with all the deductions and savings. The Employee single sheet shows all saving and Income Tax projection (according to Old slab and New slab). The Admin can generate all employee single sheet statements in bulk (PDF).

Other Payment Report#

This report generates other taxable information for each employee month-wise after the upload in the portal in PDF/Excel format.

Financial Year Wise Other Payment Report#

This report generates other taxable information for each and particular employee as per financial year after the approval in the portal and can be downloaded in PDF format.

Increment Report#

This report generates increment information for each employee for process status as per financial year after the generated/approved status in the portal in PDF/Excel format.

Employee Wise PBR Report#

This report generates a particular employee’s financial statement in the single format for financial wise in the portal in PDF/Excel format.

Salary Summary Report#

This reports generates a total Earning and dedcution details statement for a particular month in PDF format.

Salary TDS Deduction Report#

This reports generates Income Tax quarterly statement in the single format in PDF/Excel.

Other Payment TDS Deduction Report#

This reports generates other payement Income Tax statement accoding to the from approved date to approved date in the single format in PDF/Excel.

Head View Wise Salary Head Report#

This reports generates salary heads wise statement in the single PDF format.

Employee Wise All Month Report#

This reports generates paid salary details statement for a particual financial year in the single Excel format.

Activity Logs#

Here logs of any updates/changes made in the payroll module are recorded.

Administrator Guide for Employee User#

Employee Guide for generating salary slips and declaring Income Tax through Payroll Management System.

Introduction#

This User Guide will help employees check their salary details, download their salary slips using their login credentials, and declare their tax and investment details.

Employee Login#

The employee needs to log in using their login ID and password.

After logging in, the employee will click on the Finance section in the menu.

Dashboard#

The dashboard provides an overview of the employee’s finances like their recent payslips and payroll details.

Payroll Details#

In this section, the Employee can view:

• Salary Details The employee can view all details like name, department, designation, pay level, basic salary amount, PF account details, beneficiary name, date of birth etc.

• Bank Details Employee can view salary account details like Bank name, account number, IFSC code, branch name etc.

Single Sheet Report#

Employees can fetch/download single sheet reports in this section to view the approved salary and estimated salary details. The single sheet report shows the employee’s financial year overview to declare the Income tax form.

PBR Report#

Employees can view PBR reports financial year-wise and can download these reports in PDF format by clicking on Print PDF.

Salary Slips#

Employee can view the Salary Slip as per Financial Year by clicking on the View button and can download the Salary Slip in PDF format by clicking on Print PDF.

Income Tax#

Employees can view their Estimated income tax details for the current financial year in the income tax section. This section helps declare the income tax form.

Declare Your Income Tax#

The employee can view/add all Income tax declarations like Employee details, Other income, Permissible Deductions, and Tax Calculations.

After declaring the Income tax form, the Employee can download the declaration form in PDF format and submit it to the University/Institution finance department/section.

Other Payment Report#

In this section, employees can check other details received apart from Salary (eg; Children’s Education Allowance, Honorarium etc.) as per Financial Year and can also download the details in PDF format by clicking on Print PDF.

External Resources#

📹 Module Training Video ⤤

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