HRMS : DO's AND DONT's

Sl no Do's

1 If there is increment give it through "Effect Increment"

screen only

If there is promotion enter only one record

2

3 In case of re-appointment , exit the employee with option

taken as re-appointment

4 If the person is under suspension then enter the record in

"invoke suspension" only once

5 In case of promotion and suspension do enter the records

of promotion or suspension and do full month salary at a
time, it will calculate automatically
6 In case of transfer do partial pay only

While entering transfer records, enter the relieving and

reporting carefully. Partial pay bill will be generated based
7 on this.
Also for transfer enter only the necessary entry number or
records

While generating leave encashment, enter the surrender

8 date properly, if the surrender date is 1 then previous
month's salary would come in leave encashment. If the
surrender date is 2nd the current month salary would come
in encashment

10

In case the employee has drawn complete salary at source

11 and then he is transferred out, then if employee has to get
any extra amount in salary (as HRA), add it in employee
specific allowances for next month along with next month’s
HRA with appropriate remarks

In case the employee has drawn complete salary at source

12 and then he is transferred out, then if employee has drawn
any extra amount in salary (as HRA), recover it as ROP with
appropriate remarks.

The allowances must be entered correctly across the actual

13 allowance name. EX: PP-SFN should be entered as PP-SFN
itself.
 While entering employee basic details, check next increment
14 date after entering joining date. If the employee is old
employee, then next increment date will be 1st of joining
date + 1 year.

While entering employee basic details, fill the addresses

15 fathers name and other details correctly as many reports are
generated through data in HRMS and details will be fetched
correctly in S1 form for NPS employees. Verify the details
and then save and approve.

16
In remarks field always enter valid remarks

17 If the employee is exited from service

(death/retirement/other reasons mentioned in employee
exit details), enter the record in employee exit details. While
generating appendix B, correct working strength can be
calculated for your department.

If any extra salary is done (in case of suspension invoke

18 order is issued late with retrospective effect/ Leave not yet
sanctioned), wait till the decision is taken. sanctioned), wait
till the decision is taken

19

20 Check the Draft Paybill before approving and approve only if

it is correct. Changes made will be reflected in Draft Paybill.

In case DA Arrears is not coming in Report Before Approval,

22 Then Generate DA arrears for that employee through
Generate Arrears Screen
Check the Arrears Bill before approving and approve only if
it is correct. Changes made will be reflected in Before
23 Approval.

24
In case Arrears Bill has to be reverted, Contact nodal Officer.
O's AND DONT's
Don'ts
Don't give increments using promotion screen

Don't send request to change the increment date and basic

Don't enter more than one record in case of promotion you can
enter more than one record only in case of pay fixation

Don't add basic and grade pay in promotion

add new basic only.
Grade pay you has to be put in "Employee specific allowances"

Don't do transfer out and then enter the records in promotion to

change the basic.
Don't enter more than one record if you can't see the records they
will be present in unapproved list.

Don't do half month or some days salary and leave the remaining days

You can't do draft pay bill. For joining time salary use split salary.

If any amount is drawn in HRMS and the bill is already passed in

treasury and for some purpose it has to be repaid back, Don’t repay at
any circumstences

In this case, do not make the employee to repay the salary drawn
from relieving date through Challan to treasury

In this case, do not make the employee to repay the salary drawn
from relieving date through Challan to treasury

Not as PP or Special Pay or as some other allowance. Applicable for all

allowances. PP-SFN case is just an example
Do not ignore and approve, as request to change next increment can
be initiated only once.

While entering employee basic details, do not specify addresses

fathers name and other details as xyz or abc.

In remarks field do not enter something which does not make any
sense like xyz, abc .

If any employee is dead or retired or other reasons mentioned in

employee exit details, please do not create new establishment and
put the employee there. Because it effects working strength in your
DDO.

In this case, do not make the employee to repay amount through

Challan to treasury or do not make ROP.

If employee repays any amount through Challan to treasury, HRMS

will not be having track of it. Its affects further transactions done in
HRMS.

Do not Approve the Final Paybill and then make changes as changes
will not reflect once the bill if finalized.

Do not complain to HOD or Helpdesk

Do not Approve the Arrears Bill and then make changes as changes
will not reflect once the bill if finalized.
 HRMS : COMMON ISSUES AND ITS SOLUTIONS
# MODULE NAME ISSUES

Increment is not coming only for one

1 Payroll employee but coming for others

While adding Allowance/Deductions, message is displayed

2 Payroll as ‘Record already exists’ but it will not be present in
approved list.

Employee specific Allowances /Deductions

3 payroll already added but not reflecting in the pay bill

4 Payroll In Draft Pay bill, Pay Held Over is displayed

Employee name is not displayed in draft

5 Payroll pay bill
 Employee name is not displayed in draft
5 Payroll pay bill

6 NPS NPS arrears is generated but not coming in salary bill

7 Arrears Partial Pay bill is not generating

8 Medical Allowance, GIS is not displaying in Draft Pay Bill

Payroll

9 NPS S1 form is not generating

Not able to make Changes in Basic, and Nps Amount in nps

10 NPS
arrears

11 Payroll In Stagnation Increment screen, if it shows No Record exists

11 Payroll In Stagnation Increment screen, if it shows No Record exists

In Stagnation Increment ,if it shows as “the current basic

12 Payroll
has not reached maximum”

13 DA, HRA is not displaying in Draft Pay bill

Payroll

NPS amount not getting deducted in

14 Payroll , NPS pay bill

15 Increment Arrears is not coming

Payroll

16 Payroll , Service Register HRA rent is displayed in Pay bill, but it should not come

Employee Suspension period is completed, but still he is

17 Payroll, Suspension
getting half of the basic

18 Service Register , Payroll Delete Employee from draft pay bill

18 Service Register , Payroll Delete Employee from draft pay bill

19 Payroll , Arrears DA arrears is not coming

20 Promotion Not able to change Pay scale in Employee basic details

Unable to change the Establishment Number of the

21 Service Register
Employee

22 Service Register Unable to change the HOA of the Employee

23 Service Register Unable to change the address in basic details

24 Service Register Unable to change the Marital Status in basic details

 Not able to enter PAN number and service and Account
25 Service Register
General Code (Gazette) in employee basic details

26 Problem/Query Not able to give new request for employee addition

New employee is added but details are not able to view in

27 Service Register
Service Register

Promtion Arrears(pay fixation and time bound), arrears is

coming only for a year or the difference amount more
28 Promotion arrears

the difference amount of promotion arrears is coming more

Increment or promotion or allowance arrears is not coming

29 Arrears
in the bill or displaying "No records found" message

Increment arrears not coming in the bill or displaying "No

30 Increment Arrears
records found" message

31 Stagnation Unable to give stagnation

The basic in service register is different from the amount

32 Service Register
displayed in draft pay bill

33 Payroll Not able to give request for reverting paybill/arrears

 In Draft paybill if IR amount is not coming and DA amount is
34 Payroll
coming more

If you can see the employee details only in employee basic

details apart from that screen if you enter the KGID in other
35 Service Register
screen then the error will come as “KGID number does not
exists”

36 Service Register If HRA is not coming in the bill or wrong amount is coming
OLUTIONS
ROOT CAUSE
Next Increment Date in Basic Details might
be wrong.

Employee record might be in approved

Suspension List.

Increment might be stopped for the

employee through ‘Stop/Revoke Increment
screen under Pay Roll’ for that year and not
revoked

In Basic Details, Current Status might be:

PROBATIONARY OR TEMPORARY

In this case the employee adds the record for

a specific allowance/deduction and clicks on
Reject button. The Record goes to DEO.

Employee specific Allowances /Deductions

are
added but will be in unapproved list.

Allowance/Deduction is stopped in Stoppage

of Allowances and Deductions

Attendance is not added.

Deduction and recoveries exceed the Basic

Designation of the employee will be blank.

Check Date of Birth of the employee

Employee records will be present in the

unapproved list of basic details.

Employee details will be in exit details.

Check the Date Of Birth of the Employee

employee pay bill was stopped by making

attendance zero or through stop pay bill
Pay bill may be approved for the employee.
(But wrongly your checking in draft pay bill)

Bank details are not added

In transfer case, draft may be already

approved in source DDO

Only Schedule IV and V is generated but in

employee contribution option no records
exists with corresponding recovery month
and year

Records are not present in transfer

destination –IN approved list.
Salary is not generated at the source DDO for
that month using HRMS.

Reporting date will be 1st of the month

Proper Group is not selected in Employee

Basic Details.

For GIS, check DOJ.

Allowance/Deduction is stopped in Stoppage

of Allowances and Deductions.

In PRAN Registration Form, all mandatory

fields are not filled

If Schedule IV finalized and Schedule V is not

approved.
If Schedule V is also approved and pay bill is
not approved with Nps arrears
If Schedule V is approved and pay bill I salso
approved with Nps arrears

Next increment date in employee basic

details screen will be wrong.
Month and Year should selected will not be
as per next increment date in employee basic
details.

Then the current basic has not reached

maximum or the scale is wrong might be
stagnation amount will be merged in basic

Scale Category and Pay scale selected will be

wrong in employee basic details screen.

Allowance will be stopped in Stoppage of

Allowances and Deductions for some period
of time

Employee will not be having PRAN no.

DDO will not be having nps registration

number
date of joining will be wrong

Records will not be entered through effect

increment screen.

Some times records will be entered through

effect increment screen, but without order
date

Quarters occupied will be selected as Yes.

Suspension is invoked for that employee but

not revoked

Reason can be
Case of Retirement or death or
reappointment
Salary is held up for that particular month .

If Salary bill is not approved in HRMS.

IF DA arrears is approved for one or two

months but not approved for all three
months.

Pay Scale will be changed in case of Time

bound or Normal Promotion or Pay Fixation.
Pay Scale is entered wrong and that has to be
corrected.

Required Establishment Number is present in

the DDO Code.

Establishment number is not present in the

DDO Code

Required HOA is present in the DDO Code.

HOA is not present in the DDO Code

Incorrect address is entered in Basic Details

Martial Status has to be Updated in basic

Details
PAN number and service and Account
General Code (Gazette)has to be entered in
Basic Details

One pending request is not been processed

yet.
Records may be in unapproved list in Service
Register

Records may be rejected in Service Register

They have entered only one record

In between they have increment or

promotion arrears manually

For those months pay bill may be in

unapproved status or done as manual bill

Order date might not be given or given

wrong

Increment date be wrong

Scale may have not reached maximum

Records may be rejected

Records may be present in promotion with

lower basic
Leave Records may be entered as half pay
leave or Extra ordinary leave
In suspension records may be present

In promotion or increment depending on the

effective date the basic would been
calculated

If the token number is already passed in the

treasury and the same token number is used
and any bill is approved then revert request
cannot be given
Then the employee Payscale will be of old
paycomm then the IR amount will not come
and DA amount will come more

The employee records may be in unapproved

list or it might be rejected

Then you might have stopped the HRA from

stoppage of allowance and deductions
screen in payroll

IF the amount is coming wrong then they

might have entered the HRA amount in
employee specific allowances
 SOLUTIONS
Increment date has to be corrected by sending request to the
HOD.

In Suspension Period employee cannot get increment. In case

suspension ends, it should be revoked through Suspension Revoke
Screen.

Increment has to be revoked for the employee through

‘Stop/Revoke Increment screen under Pay Roll’ for that year.

If employee is under Probation ,Maximun two increments can be

taken. If Probation is cleared, then enter records in Probation
details screen under Service Register

Then login as DEO, go to allowances/deductions and click on ‘Send

All’.
Then again login as DDO, and go to allowances/deductions and
click on 'Accept All'

So, ‘Accept all’ should be clicked in Specific Allowances/ Deduction

acreen to approve the records. Then Pay bill has to be
regenerated.

Revoke the stopped record and then regenerate pay bill.

Add attendance through Adding Attendance screen under Pay

Roll. Then check no. of working days in Attendance Register under
Pay Roll.

Check the records in Deductions are Recoveries and add it in such

a way that total deductions in the salary will not exceed basic pay.
Send request to Help Desk to update designation mentioning
correct data with HOD seal and sign
If employee is retired as per DOB entered in HRMS, then contact
HOD to get it corrected
Approve the records in employee basic details screen. Records will
be seen in Un Approval list.
If employee details are found in exit details, then send request to
revert exit details with HOD sign and seal.
If employee is retired as per DOB entered in HRMS, then contact
HOD to get it corrected.

If the pay bill was stopped for any reason, the draft pay bill can be
generated for the employee only after 1st of the succeeding month
Check in Final Pay bill for his name. To revert pay bill send request
to HOD with treasury seal and signature that the corresponding
pay bill is not honoured in the treasury.
Add the bank details, and see that status of the bank detail is
Approved.

Contact your Department HOD

In employee contribution option, click on the edit button for the

contribution month and year you want to recover. Then on top the
details will get displayed. Enter month and year in which you want
to recover it and then update the record.

Approve the records in Transfer Destination in screen.

Salary can be generated using Regenerate draft pay bill screen
under pay roll menu.

Send request to change reporting date to help desk.

Send request to change group to help desk.

If DOJ is wrong, send request to HOD.

Revoke the stopped record and then regenerate pay bill.

Fill PRAN registration form.

If any address is found wrong, then change it through Update
employee basic details screen under Service Register menu.
To change employee name go to screen change employee name
under Service Register menu.

Under Nps Menu, go to Arrear regeneration screen and regenerate

Nps arrears.

send a request to unapprove Schedule V to help desk.

Get permission letter to Help desk from NPS cell to make changes
in Schedule V.

Send request to change next increment date to HOD.

Select month and year in stagnation increment screen under Pay

Roll menu as per next increment date in Employee basic details
screen.
Please check all the three things in service register module and
employee basic details screen and for further corrections contact
your HOD

Check for Scale Category, Pay scale.

Revoke the stopped record and then regenerate pay bill.

For PRAN number contact NPS Cell.

For NPS Registration number, contact NPS cell.

For Date of joining change contact HOD.

Enter the increment records through effect increment screen,

enter order date compulsorily (purpose of order date is to specify
till when you want to draw increment arrears).

Revert given increment through increment details screen under

pay roll menu. Select month and year in which increment has got
added to basic pay in HRMS, then enter the increment date
applicable after reverting the increment as 'effect increment date'.
Then click on revert increment screen.

Go to Quarters occupied screen under Service Register menu.

Enter the date from when they have vacated the quarters as 'From
date'. Select Quartes occupied as NO. Update the record. Then
regenerate the salary bill.
Go to Suspension Revoke Screen and revoke the suspension for
that employee by adding the end date.

Add record in Employee Exit details Screen present in Service

Register with appropriate reason for exit like: Retirement or Death
or Re-appointment.
In Approve Draft pay bill option, Select Stop pay bill and Enter kgid
number for whom to stop pay bill.
Paybill should be approved in HRMS for the month for which DA
arrears is to be taken.

In such case DA arrears bill has to be reverted and then DA arrears

has to be regenerated and should be approved only for the month
for which DA arrears is not drawn.
Get the DA arrears unapproved by sending a request to HelpDesk.

Enter the records in Promotion screen, selecting appropriate

Promotion type and regenerate the pay bill.The Records in
Promotion Details should be in the approved list.
Upload a document with DDO and HOD approval (Seal and Sign) or
send a Fax to HelpDesk.

Select Update Employee basic details Screen present in Service

Register. Enter kgid number and Select transaction as
Establishment details and change the establishment number from
dropdown. Update and approve the records.
Contact HOD for Establishment Creation. Once it is created follow
the procedure mentioned above

Select Update Employee basic details Screen present in Service

Register. Enter kgid number and Select transaction as
Establishment details and change the HOA from dropdown .
Update and approve the records.
Contact HOD for HOA Crteation. Once it is created follow the
procedure mentioned above

Select Update Employee basic details Screen present in Service

Register.
Enter kgid number and Select transaction as Communication
address or Permanent address of Parent address.
Update the address and then click on Update button and Approve
the records.

Select Update Employee basic details Screen present in Service

Register.
Enter kgid number and Select transaction as Marital Status.
Change the Marital Status and then click on Update button and
Approve the records.
Select Update Employee basic details Screen present in Service
Register.
Enter kgid number and Select transaction as Additional service.
Enter Pan number, service, account general code and then click on
Update button and Approve the records

In enable employee addition , another request to add new

employee will not be processed if there any approved request
which is not saved

First approve the record present in unapproved list

Login as DEO , and click on Send all.Then again login as DDO and
click on 'Accept All'

They have to enter yearly one record with separate basic and
effective date
First approve the manually done arrears record in HRMS and then
generate the new arrears

For those months bill should be generated and approved in HRMS

They have to revert the increment in "Increment Details Screen".

After that again "Effect Increment" giving proper order date upto
to what they want to generate arrears.

Request HOD to change the increment date

Confirm the scale or get it corrected by your nodal officer

Login as DEO , and click on Send all.Then again login as DDO and
click on 'Accept All'

Check and correct the entries

Check and correct the entries

Check and correct the entries

Check and correct the entries

Send a letter to your nodal officer

You have to send request to your HOD from problem query
request for the change of payscale

If the employee records are in unapproved list you can click on

unapproved list and click on accept all then the records will get
approved

If the records are rejected then login as DEO and send the records
to ddo from deo then you can see those records in unapproved list
and you can approve those records

You have to revoke the allowance from stoppage of allowance and

deductions screen in payroll and regenerate the bill then the HRA
will come in the bill

Check in employee specific allowances in payroll if there is any

record in that then delete that record and regenerate the bill then
the HRA will come correctly