HR and Payroll User Guide

To login to the software:

Connect to VPN

Any Borswer

10.10.11.36:3030

Select Module

System Admin: For Administrative and Settings

HR Management: For HR Related Activities

Employee Self Service: For Employee Online Access

System ADMIN

SYSTEM STETINGS: One time setup at the time of implementation

USER SETTINGS

DEFINE USERS: To create new user for HR and ESS (EMPLOYEE MUST BE CREATED FIRST IN EMPLOYEE
MASTER)

1. Select Employee Number

2. Create Login Name (Same Employee number can be used)
3. Create Password
4. Module (Select Modules which will be used by the users) (ESS for ESS users only)
Permissions:

Select the user and select the permission for the user

View User:

To view all existing users and to edit, delete or deactivate

ESS Settings:
To define Process for ESS (One time setup)

Audit Trail:

To Check reports of users activities in the system

 HR MANAGMENT
Main Screen:
Left Side: ALL Menu

Display: Dashboards
Dashboards:

All Type of graphical dashboard

HR Dashboard

Payroll Dashboard

Employee Turnover

Accrual dashboard

PRO Dashboard

Settings:

Company DOCS to be uploaded for notification of renewal (CR, Computer Card Etc)

Upload and click submit

Company Settings (One time Setup)

Pay Slip Print or Mailing:

Select The criteria and Generate PaySlip

 EMPLOYEE
To Create New Employee or Edit Existing Employee

New Employee: To create New Employee

Search Criteria : To Filter and Search

Edit: To Edit Existing Employee

View: To View Existing Employee with Records

Print: To Print Employee Profile

NEW EMPLOYEE ADD

Employee ID : Employee Personal Details

Organization (Department, Division, Location etc)

Pay Details: Bank Details of Employee

Documents: All employee documents upload and renewal dates

Family: Family info of the Employee

Asset Info: Assets provided to the employee

Qualification Info: Education of employee and certificate upload

Accruals: Leave, Ticket and gratuity Settings of employee

Pay Structure: Salary Details

Training Details: Training details of the employee

Personal Details:

Employee ID is mandatory and DOB

Organization:

Date of Joining and assigning of position

Pay Details:

WPS details and bank information of the employee

Documents:

Select document type

Upload and click save

Family:

Family Information

Click appropriate flag if eligible for Ticket, Insurance and Education

Asset Info:

For any asset provided to the employee to track

Qualifications:

For Education certificates of the employee

Accruals:
Leave:
Gratuity:

Air ticket:

Select Designation

Frequency by month (12 for one year, 24 for two years)

Eligibility (Self and family is applicable)

Pay Structure:

Basic and other Allowance

Salary revision (For Increment of Basic or Allowances)

Training Details:

Tracking of all training provided to the employee

List View of Employee

Report of all employee and click on excel to export to excel.

 Common Settings (CARDS)

Used of settings of different parameters

Common Codes:

To create different type of categories

Select Code and create categories

Example Loan Types:

Create Different type of Loans

Common Codes types:
Earning and Deductions:
To create and Edit different type of earning and deduction categories:
Each earning and deduction rule need to be defined

Click Edit

Select Appropriate parameters

Holiday Master:

Create Holiday master in the system

Month Close:

After Payroll is processed and all transactions and complete each month need to be closed to open new
month
Overtime Setup

To create overtime and setup of rates. OT rate is 1 if same hourly rate of basic, 1.5 if 50% more of basic
etc)

Code: NOT

Description: Normal OT

Type: Daily or Hourly

OT rate: 1.25 (here 25% mor eof basic hour rate)

Earning Component (Category to be displayed in Salary sheet)

Loans and Advances:
Go to Loans and Loan Entry

Loan code: type of Loan

Loan Amount: Value of Loan

Amount Paid: If Old loan than vale of amount paid back

Deduction Code: Component to reflect in salary sheet

Deductible : IF monthly EMI through Payroll or cash

Loan against Gratuity: If deductible at the time of settlement.

IF deductible, EMI will be activated:

Here is existing loan, for any change in EMI amount, Postpone, need need to updated before payroll
 Payroll Process
Following must be done before processing payroll.

• ALL leave must be entered in the system (absent or Annual Leave)

• OT must be Uploaded
• Other Earnings Must be Uploaded (Bonus, Commision Etc)
• Loan Adjustment (Postpone or Amount Change)
• Other Deductions must be uploaded (Not Loan)

Leave Entry:

1. Go to leave ----- leave entry

2. Select employee
3. Select leave type
4. Select from date
5. Select no of days absent
6. Remark
7. Click submit
OT Upload:

• Go to Payroll ----- OT Upload

• Select Upload and Select File
• Click Upload

OT Template:
To download OT template, click on template, it will download excel file

1. Employee ID
2. Date (Any date from the payroll month)
3. NOT (Enter Number of Hours)
4. HOT (Enter Number of Hours for Contract Over time)
Other Earnings and Deductions:
To add other earnings and deductions

1. Go to Payroll ----- ADhoc Entry or Adhoc Upload

2. If Single Employee Use Ahdoc Entry

• Select Employee
• Select Date (Any date from the Payroll month)
• Select Type (Earning or Deduction type)
• Select Amount
• Remarks (Note if any)
• Click Submit

For Bulk Upload Select Adhoc Upload click download format

• Enter Employee ID
• Enter Date (Any date from the payroll month)
• Enter Allowance code (All Allowance or deduction code are entered in codes, earning and
deduction) (Example : FD for Food, OH for Others)
• Enter Amount
• Save File and Upload

Processing Payroll
When all the above steps are complete do the following

• Go to Payroll--------- Process Payroll

• Select Payroll month (Automatically current month will come)
• For single employee calculation (Select Employee for all employee auto all employees)
• Click Search
• All Employee or selected employee will be listed
• Process – This option is selected to calculate salary
• Reverse – This Option is selected if we want to reverse already process salary for corrections
• Run Payroll
• All Salary will be processed.
Salary Sheet:
After Processing the payroll to view or print salary sheet

• Go to Payroll ----- Salary Sheet

• Select Salary Month
• Click Search
• Report can be exported to excel by clicking export to excel

WPS SIF FILE

To generate WPS SIF file

• Go to Payroll ---- WPS

• Select Criteria
• Click Search
• Click WPS for SIF and Excel for excel export
 ANNUAL LEAVE:
For Annual Leave go to leave and annual leave

• Go to Leave --- -Annual Leave Entry

• Select Employee
• Select Leave Days (System will check balance and will not allow more than accrued leave)
• Pay Days will be cauclated
• Click Submit.
• Click Report for Annual leave report
 Exit Process
For Employee resignation, termination follow the process

• Go to EXIT Process
• Employee Separation

• Select Employee
• Select Separation type
• Select date
• Select if Notice period is required
• Select last working day
• Click submit
Final Settlement

• After Employee is separated

• Click Exit Process- ---- Final Settlement
• Select the Employee from the separated list

• IF the Employee is terminated before the monthly salary is paid or his salary should reflect in his
final settlement click YES
System will show his details

Click on Separation details to view his date of joining and unpaid leaves

Assett Details if Any

Click Settlement

• System Will calculate his gratuity

• System if calculate his Unpaid salary
• Adjustment if Any
• Click Submit
• Report

Reports
• Go to Reports
• All type of reports are available
• Example of ticket ledger and report
• Go to ticket ledger
• Select Employee
• System will generate his ledger
• Click opening balance and adjustment ofr any correction
 Hold Salary
For any reason if the employee’s salary need to be on hold for a period of time

• Go to Payroll ---- Hold Salary

• Select employee
• Select from date to date
• Reason
• Select the flags if the days must include in accruals

Release Hold Salary

• Go to Payroll
• Release hold salary
HR Letters
• Go to HR Letters
• For any letter creation use template
• Letters will be mailed to the employees emails

Action Menu

• For any role change in the company from one employee to other
• Salary revision report

Master Reports
For all type of master reports
 Employee Self Service
To login to the software:
Connect to VPN

Any Borswer

10.10.11.36:3030

• Each employee will Have Login and Password

Once Logged In the employee will get his full details

 To Request Letter

•
• Click Request
• Click General
• Process (Letter, salary certificate Etc)
• Attachment (The employee can attach any certificate or letter pdf or jpg)
• Click Submit

To Request Leave
 • Click Request
• Click My leave Request
• Select Leave type
• Select Replacement Employee if Any
• Select Leave days
• Click Submit

To Check Status of Request

• Click Request
• Click My Request status

Approval For Managers and HR

•
• Click Requests
• Click My Appoved request
• Click Search
• Click Action (Approved or Rejected or comments)