H R E N T R I E S

1.Introduction

This section provides an overview of the payroll module and its capabilities. The section delves into the various types of inputs required for typical monthly payroll processing, when you need to prepare these various inputs and under what conditions. Subsequent sections also cover the process of executing your monthly payroll process in detail.
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1.1.Payroll Concepts

Payroll is a critical periodic activity that needs to be done by all organizations. The process in and by itself is fairly straight forward and simple. However, it is the various exceptional situations that need to be handled that make the process involved. Maintaining statutory compliance with the regards to TDS, EPF, ESI, PT and LWF bring in an additional level of complexity to the process. This the main reason why a well defined, processes oriented approach is essential to ensure timely and error free payroll processing. In this section, we will cover various payroll specific concepts briefly to give you an overview and how the same can be used within hrEntries.

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1.1.1.Payroll Calendars

Before you begin using the Payroll functionality, the first step you need to do is to set up a Payroll Calendar. As the name indicates, the Payroll Calendar details the periods when payouts will be made out. In India, this is typically done on a monthly basis. However, if you have a need to have Payroll executed on a different frequency, such as either Four Weekly, Half Monthly, Monthly, Two Weekly, or Weekly, for whatever reasons, you can define such calendars. You can also specify the types of employees that the calendar is applicable for. Again, in the Indian context, largely we follow a single Monthly cadence calendar and the same is applicable for all employees, irrespective of their employment type.

Salary -> Payroll Calendars -> List Calendars -> View

Creating a new Payroll Calendar requires a few parameters as listed below:

  • Pay Run periodicity: This is the frequency at which you will be processing your Payroll. Usually, this is Monthly.
  • Applicable Employments Types: You can select all the relevant Employment types from the drop down. Please ensure that you select the right employment types for each calendar. What you specify here will be used to determine the list of all employees to process PayRun for when you select a Payroll Calendar and Period during your PayRun Execution process. The default setting for this attribute should include all Employment Types. This will ensure that you follow a single Payroll Calendar for all employees across the organization.
  • Financial Year: The Financial year. For example 2019-20.
  • Assessment Year: The Financial year. For example 2020-21.
  • Calendar Start Date: The start Date of the Payroll Calendar. For example 1st April 2019
  • Calendar End Date: The end Date of the Payroll Calendar. For example 31st March 2020.

Salary -> Payroll Calendars -> New Calendar

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1.1.2.Payheads

Most organizations have their overall compensation structured in various buckets, called Payheads. For example in India, you will come across Payheads like Basic, Housing Rent Allowance (HRA), Medical Allowance, Conveyance Allowance etc. Different organizations follow different approaches to structuring their compensation structures to meet their specific objectives, including ensuring greatest possible flexibility is given to employees to maximize their take home pay.

Payheads in hrEntries are of ten types:

  1. Earnings: These represents the largest category of payheads and include Basic, Dearness Allowance, HRA etc.
  2. Benefits: These include various allowances such as Dressing Allowance, Club Membership Allowance, Entertainment Allowance, Fuel Allowance etc.
  3. Reimbursements: These include payheads such as Leave Travel Allowance, Business Expenses, Telephone/Internet Expense etc. These can be subject to payment on production of bills, if needed.
  4. Perquisites: These include payheads such as Gardner Allowance, Free Education, Non-Qualified Stock options etc.
  5. Variable Pay – Withholdings: These are essentially those payheads where compensation is withheld on a monthly basis and released on a periodic basis (quarterly, semi-annually or annually) depending on various performance metrics. Examples include Performance Bonus, Project Based Bonus, Bonus etc.
  6. Loans and Advances: All loans and advances given to employees will be under this category of payheads.
  7. Deductions: These are the non-statutory deduction payheads, that are typically used to handle recoverables from employees. For example, Loan Recovery, Other Deductions etc.
  8. Statutory Deductions – Employee: These are statutory deductions that need to be recovered from employees. For example, Employee’s PF Contributions, Professional Tax, Employee’s ESI Contributions and Employee’s LWF Contributions.
  9. Statutory Contributions – Employer: These are statutory contributions that Employers are required to make on behalf of the employees as mandated by law. For example, Employer’s PF Contributions, EPF Administrative Fees, EDLIS Contribution etc.
  10. Gratuity: This is the gratuity contribution to be done by the employer.

hrEntries provides more than 140+ payheads out of the box to cater to most requirements across organizations. You can customize any of these payheads to meet your specific needs and classify them as necessary.

Salary -> Payheads -> New Payhead

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1.1.3.Pay Structures

Pay Structures are groupings of various payheads. Most organizations have multiple levels of employees. The compensation structure for each level is usually different in terms of the pay heads they include. For example, the Senior Leadership team might have a Performance Bonus Component mandatorily included in their compensation structure, while the other levels in the organization might not have one. So, depending on your organizational needs, you can configure multiple pay structures aggregating various pay heads as needed.

Additionally, the individual pay heads within a Pay Structure might be related to one another through formulae. For example, the HRA component of compensation is usually determined as a % of Basic (like HRA = 40% of Basic). You can specify such formulae between various pay heads within your Pay Structure. hrEntries allows you to even configure complex conditional relationships such as:

  • if(Basic>15000,Basic,if((Basic+ConveyanceAllowance+MedicalAllowance+SpecialAllowance)>15000,15000, Basic+ConveyanceAllowance+MedicalAllowance+SpecialAllowance))) 
  • if((Basic+HouseRentAllowance+LunchAllowance+ConveyanceAllowance+MedicalAllowance+SpecialAllowance)<=21000,(Basic+HouseRentAllowance+LunchAllowance+ConveyanceAllowance+MedicalAllowance+SpecialAllowance),0)
     

 Salary -> Pay Structures -> List Pay Structures -> View Pay Structure

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1.1.4.Salary Structures

A Salary Structure represents the compensation for the employee at a particular time. hrEntries enables you to track the compensation history of employees across their entire tenure within the organization. Each Salary Structure as such has a defined effective period, comprising the following dates:

  • Effective From 
  • Effective To 

Salary Structures themselves exist in three states:

  • Current Salary Structure: These are Salary Structures that are effective during the current period as the name indicates. The Current Salary Structures only have an Effective From date specified. The Effective To date needs to be empty for such structures. 
  • Past Salary Structure: These are Salary Structures which were in force in the past and have since been superseded by the Current Salary Structure. 
  • Future Salary Structure: These are Salary Structures that will come into force as of a future date. These are usually created when you are going through a compensation revision process. 

Salary Structures include all components of the compensation structure, including the statutory contribution and deduction components as is relevant the individual based on their regional jurisdiction. A sample Salary Structure is listed below:

Salary -> Salary Structures -> List Current Salary Structures -> View

 

A sample Salary Structures listing screen is listed below:

Salary -> Salary Structures -> List Current Structures

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1.1.5.Salary Structure Operations

There are various operations that can be performed on Salary Structures. These are listed below:

  • Generating New Salary Structures for New Joinees
  • Modifying an Existing Salary Structure
  • Revising a Salary Structure
  • Marking a Future / Past Salary Structure as Current
  • Displaying a Salary Structure

These operations are done at various points in time based on various requirements. These scenarios and typical requirements that necessitate such operations are listed below:

  1. Generating New Salary Structures for New Joinees: As the title suggests, this operation is performed when a new employee joins the organization. Before a New Salary Structure can be generated for an employee, you first need to map him/her to a pre-defined Pay Structure. This can be done from: Salary -> Employee -> Pay Structure Associations. Follow through the subsequent screens to locate the specific employee for whom you want to update the Pay Structure Association. Then choose the Pay Structure that is relevant for the employee depending on their level and your organizational compensation policy. Salary -> Employee -> Pay Structure Associations.  Once you have completed the Pay Structure Mapping, you can go ahead an generate a new Salary Structure for the Employee. For this, you would need to follow the following path: Salary -> Employee -> Generate Salary Details.  Here, select the employee for whom you want to generate the new Salary Structure and click on Generate Salary Structure under Actions. Once a new Salary Structure has been generated for the employee per the Pay Structure mapped, you can modify the Salary Structure to specify numeric values for various pay heads as required.
  2.   Modifying an Existing Salary Structure: Once a Salary Structure has been generated as detailed above for a new employee, you can go ahead and Modify the newly create Salary Structure and specify numeric values as required. The other situation when you might have a need to modify an existing salary structure is in case of any inadvertent errors during a creation process.
  3. Revising a Salary Structure: As the name suggests, you would execute this operation when you are going through a compensation revision, usually either as part of your annual compensation review process or as part of an off cycle revision process. This can be done from: Salary -> Employee -> Generate Salary Details : Actions -> Revise Salary Structure.
  4. Marking a Future / Past Salary Structure as Current: When you revise a Salary Structure as listed above, the newly generated Salary Structure will be in the Future Salary State. All the values will be the same as the Current Salary Structure. However, you will need to ensure that you manually specify the Effective From date for a Future Salary Structure. To make a Salary Structure in the Future Sate as Current, you can use this operation. This can be done using the Mark Current button on the Salary Structure display Screen.
  5. Display a Salary Structure: This is a display operation. You can view the Salary Structure details from the listing of Current Salary Structures or from the listing of Salary Structures in the search screen based on your search criteria.

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1.1.6.Salary Slips

A Salary Slip, as the name indicates, is the monthly Pay Slip generated for each of the active employees within the organization. A sample Salary Slip is listed below: 

 

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1.1.7.TDS Workings

This is essentially a summary of the TDS workings for the particular employee. This provides a simple snapshot view of both earned as well as projected income for the entire calendar year and also lists out the details of how the TDS computations are worked out for each individual. A sample TDS working sheet (also called a Tax Working) is listed below:

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1.1.8.Declarations & Operations

Declarations are basically the details of various investments that employees intend to make to ensure they optimize on all Tax Saving options available per the Income Tax Department statutes. In India, these include things like your investments under various sections of Chapter VIA, such as 80C, 80CCC, 80DD, 80E etc. This also includes investments that employees make in House Property that needs to be declared for tax exemptions under Section 24. Each employee is required to make their own declarations on their Self Service portal. A sample declaration screen is listed below. These can be accessed from: 

Salary -> Declarations -> CY Declarations -> View

Declaration Operations

As an administrator, you can do various operations on Declarations based your specific needs. All these operations are accessible under Salary -> Declarations. Some of the operations are listed below:

  1. Enable/Disable Declarations: You can Enable or Disable Declarations. Once you enable declarations, employees can go ahead and make changes to all their investment and house property declarations. Most organizations usually do this at the beginning of the Financial Year, in April and May in India. Once all employees have submitted their investment declarations, you can disable declarations. This will lock the declarations and employees will not be able to make changes to their investments declared. Additionally, you can Enable/Disable Declarations either for all active Employees at once or only on select Employees/Employee Groups. This gives you finer control of managing your declaration operations. It also helps you to enable/disable declarations only for employees who join the organization in the middle of the financial year. 
  2. Enable/Disable Investment Proofs: hrEntries, in addition to allowing employees to make declarations online, also allows them to upload their investment proofs directly on the portal. Most Organizations usually do this during the last quarter of the Financial Year, between December and February. As with enabling/disabling declarations, you can enable/disable investment proofs for all active Employees at once or selectively to specific Employees/Employee Groups.  
  3. Enable/Disable Approved Amount Updates: Usually, there is a separate team involved in verifying the investment proof documents submitted by employees. Such a team is tasked with verifying the investments declared at the beginning of the Financial Year versus the actual Investments made during the year based on the proofs submitted. This team finalizes and updates the actual exemption amount to be considered for each employee across the organization under each of the sections. The final annual TDS liability and outstanding deductions for the last month(s) are computed based on these final approved amounts for each of the employees.  

 

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1.2.Processing PayRun

This section covers details of how you would process the monthly PayRun. Before we get into the PayRun processing details, it is necessary to understand the various types of PayRun processing that can be done as listed below:

  • Complete PayRun: This is the regular / normal monthly PayRun process. This can include adjustments, arrears, incentives, loans, variable payouts and leave encashments as well.
  • Adjustments Only PayRun: This type of PayRun is useful when you want to process only adhoc adjustments off your regular monthly pay cycle. For example, in case you want to have Bonus processed at a time other than the regular monthly period, you can use this type of PayRun.
  • Arrears Only PayRun: This type of PayRun is useful when you want to process only outstanding arrears off your regular monthly pay cycle.
  • Loan / Advance Settlements Only PayRun: This type of PayRun is useful when you want to process only Loan / advance settlements off your regular monthly pay cycle.
  • Incentives Only PayRun: This type of PayRun is useful when you want to process only Incentives off your regular monthly pay cycle.
  • Variable Payouts Only PayRun: This type of PayRun is useful when you want to process only Variable Pay off your regular monthly pay cycle.
  • Leave Encashments Only PayRun: This type of PayRun is useful when you want to process only Leave Encashments off your regular monthly pay cycle.

You can process PayRun for all employees at once or selectively for specific employees or groups of employees, whichever is relevant to your specific needs.

PayRun -> Process PayRun -> All Employees

The section below details how various inputs for your payroll process can be readied before you commence processing your monthly payroll.

Once all the necessary inputs have been readied, you can go ahead and execute the PayRun Process for the month as listed above. It can be done for All Employees or for select Employees or Employee Groups. This gives you the flexibility to split your payroll processing across groups and types, if required, for various reasons including efficient cash flow management.

Once you have completed your PayRun, you can view your Journal entries as below:

PayRun -> List Pay Runs -> View Pay Run

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1.3.Payroll Inputs

Processing monthly Payroll requires that you ready various inputs as a beginning step. For a typical monthly PayRun Process, the following set of inputs might be required:

  1. New Joinees/Exits: This covers all employees joining and exiting the organization.
  2. Attendance details: This covers all the loss of pay to be considered while processing.
  3. Adhoc Adjustments: This covers all adjustments (earnings and deductions) to be handled outside of the payrun process.
  4. Arrears: This covers all arrears to be given to employees.
  5. Loan Settlements: This covers all loans and advances to be recovered for applicable employees.
  6. Incentives: This covers all incentives based on target achievements.
  7. Variable Payout: This covers all retained salary components that are disbursed at periodic intervals.
  8. Leave Encashments: This covers details of all leave encashments that are paid out as required.

In hrEntries, all these inputs are provided as summary reports. Remember, not all these inputs are mandatory for every month’s PayRun Process. Depending on what is relevant for your specific need, you create such inputs for your PayRun Process.

Sections below describe how to prepare these inputs for processing.

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1.3.1.New Joinees/Exits

There are two ways of providing these inputs:

a. In bulk through excel import (Settings -> Load Employees)

b. Individually through the UI (Employees -> New Employee) 

In each case, certain fields are mandatorily required as listed below. For bulk uploads using excel, please download the latest version of the template from the application itself. The template is available for download on the same page as the upload functionality (please refer the image below).

Settings -> Load Employees

In addition to the mandatory fields listed below, additional data elements (such as bank account details, unified account number/Aadhaar/PAN etc.) can also be provided through the excel file or through the UI. In case additional fields are missing while the new employee data is being created, the employee records can be incrementally updated with various data elements as and when they become available.

  • New Joinees: If you are creating new Employee masters through the UI, then please fill in all required fields as marked on the screens. On the other hand, if you are planning to do a bulk import of all New Employees data, the following fields are required to be filled mandatorily in the provided Excel templates (Settings -> Load Employees):
    1. EmployeeID
    2. UserName (should be Unique across the organization)
    3. Default Password 
    4. Enabled (TRUE/FALSE) (Default: TRUE)
    5. Account Expired (TRUE/FALSE) (Default: FALSE)
    6. Account Locked (TRUE/FALSE) (Default: FALSE)
    7. Password Expired (TRUE/FALSE) (Default: FALSE)
    8. Roles (comma separated array containing the roles: ROLE_EMPLOYEE,  ROLE_MANAGER, ROLE_ADMINISTRATOR etc) (Default: ROLE_EMPLOYEE)
    9. Locked (Locked/UnLocked) (Default: UnLocked)
    10. First Name
    11. Last Name
    12. Father Or Husbands Name
    13. isFathersName (TRUE/FALSE) (Default: TRUE)
    14. Gender (Male/Female)
    15. Marital Status (Default: UnMarried)
    16. Is Disabled (TRUE/FALSE) (Default: FALSE)
    17. Is International Worker (TRUE/FALSE) (Default: FALSE)
    18. Date of Joining 
    19. Date of Birth 
    20. Employment Status (ACTIVE/INACTIVE) (Default: ACTIVE)
    21. Employment Type (Permanent, Consultant, Contract, Intern)  (Default: Permanent
    22. Is Eligible for ESI India (TRUE/FALSE) (Default: TRUE)
    23. Is Eligible for EPF India (TRUE/FALSE) (Default: TRUE)
    24. Is Eligible for EPS India (TRUE/FALSE) (Default: TRUE)
    25. Is Eligible for EDLI India (TRUE/FALSE) (Default: TRUE)
    26. Is Director With Substantial Interest (TRUE/FALSE) (Default: FALSE)
    27. ESIGross Less than Ceiling (TRUE/FALSE) (Default: FALSE)
    28. Employee EPF Contribution Percentage (12)
    29. Employee EPF Contribution Level (Default: Statutorily Mandated Level (12% of EPF Gross)
    30. Employer EPF Contribution Level (Default: Match Employee EPF Contribution)
    31. Is Metro Location (TRUE/FALSE) (Default: FALSE)
    32. Professional Tax Jurisdiction (Choose appropriate state)
    33. LWF Tax Jurisdiction (Choose appropriate state)
    34. Is Eligible for LWF (TRUE/FALSE) (Default: TRUE)
    35. Is Professional Tax Applicable (TRUE/FALSE) (Default: TRUE)

You can also use the bulk upload facility, to incrementally update various attributes on the Employee Masters. For example, if you wish to update the relieving dates/last working dates for all exiting employees in bulk every month, you can do the same by providing the following fields for such employees in the template excel file:

  1. UserName
  2. EmployeeID
  3. Date Of Leaving
  4. Employment status (TRUE/FALSE): If you want the salary of the employee to be processed during the month of exit itself, choose True, else choose False. If chosen value is FALSE, the employee’s salary has to be settled as part of the full and final settlement process.
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1.3.2.Attendance Details

Attendance details required for payroll processing are primarily the number of days of loss of pay for various employees during the relevant pay period. The Loss of Pay (LOP) data will be inferred based on the leave transactions recorded in the system.

For processing your monthly payroll, you need to provide an Attendance Summary Report as input (incase you have any loss of pay for any of the employees). There are two ways of preparing this input Attendance Summary Report needed for payroll processing as listed below:

  1. Creating an Attendance Summary Report through the UI with Manual LOP inputs: A new Attendance Summary Report can be created for the specified period and Loss of Pay (LOP) details can be specified for relevant employees in the report. This a manual process of specifying only the Loss of Pay (LOP) details for relevant employees for the concerned month. This can be done from: PAYRUN -> ATTENDANCE SUMMARY -> NEW SUMMARY REPORT 
  2. Generate Attendance Summary Report which will determine the LOP data based on leave transactions available in the system. If you have enabled Leave management capability, these transactions are automatically generated when Leaves are applied for by employees and the same get approved by the respective approving managers. This can be done from:                     PAYRUN->ATTENDANCE SUMMARY->GENERATE SUMMARY REPORT

In case, you have not enabled Leave management within hrEntries, there is another way to import processed leave summary data using the timesheets import template provided. You can fill in all the relevant leave summary details for all employees in the organization along with their respective time sheet specific inputs and import the same in bulk. This will automatically generate all the necessary leave transactions. Once the leave transactions are generated, you can go ahead and generate the Attendance Summary Report as specified above.

Time Sheets data using the provided template can be imported from:

SETTINGS -> LOAD TIMESHEETS

The required template file for Time Sheets is available on the same upload page as well.

Sample Generated Attendance Summary Report

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1.3.3.Adhoc Adjustments

This set of inputs comprise all changes that need to be considered while executing payrun outside of the pre-defined salary structures. For example, items like one off bonus, one off deductions, business expense reimbursements etc. are ideally loaded through Adhoc adjustments. There are two ways of generating Adhoc Adjustments summary report needed for payroll processing:

  1. Creating an Adjustments Summary Report through the UI: In this approach, you will be creating a new Adjustment Summary Report and specifying the required adjustments by various payheads for the relevant employees. This approach is suitable if the number of such adjustments are limited. In case you have a large number of such adjustment transactions across many employees in the organization, an easier approach is to upload the adjustments data in bulk using the provided template. A new Adjustments Summary Report can be created from:     PAYRUN->ADHOC ADJUSTMENTS->NEW ADJUSTMENT
  2. You can import the adjustments data in bulk from: PAYRUN->ADHOC ADJUSTMENTS->IMPORT ADJUSTMENTS  
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1.3.4.Arrears

Any arrears to be processed from previous periods can be specified through the Arrears Summary Report. The arrears inputs are specified in terms of days of pay for a specified period. Arrears are computed on different basis as listed below. You can choose the relevant calculation basis as is applicable in your case:

  1. Arrears on Current Salary Structure for the given number of days for the specified period. This is applicable when there is no difference in current salary and the salary for the specified Arrears period. 
  2. Arrears on Relevant Period Salary as of the the specific period. This is applicable when there has been a salary revision between the period for which Arrears are to be paid for and the period in which the Arrears will be paid out. For example, if the arrears are to be computed for compensation that was previously missed out, say for the period of April 2019 and the same is being paid out in July 2019 with a revision already having been done anytime after April (May or June), you can specify Arrears based on the previously existing Salary Structure as of April 2019. 
  3. Arrears on the difference of current salary and Relevant Period Salary existing as of the specific period. This is applicable when there is a revision of salary retrospectively. For example, in case the salary was revised on the 1st of June 2019 but is retrospectively effective from the 1st of April 2019. In such a case, you would need to compute Arrears on the difference of the revised salary and the salary that was already paid for the months of April and May. 

 The arrear inputs can be specified in two ways, either manually or via bulk import using the provided template. A new Arrears Summary Report can be created manually from: 

PAYRUN -> ARREARS SUMMARY -> NEW SUMMARY REPORT.

You can import the arrears data in bulk from:

PAYRUN -> ARREARS SUMMARY -> IMPORT ARREARS 

PAYRUN -> ARREARS SUMMARY -> NEW SUMMARY ARREARS 

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1.3.5.Loan Settlements

In case there are any loans or advances that have been given to employees and the same needs to be recovered from the monthly payroll, such inputs can be specified using the Loan Settlements Summary Reports. 

When the loans or advances issued to employees get recorded, the system will automatically generate the listing of all monthly deductions for the entire loan tenure. The monthly recoverable amount will be computed based on the interest and tenure specified. As part of the monthly Payroll process, in case there are loan related settlements to be taken into consideration within the payroll, you can generate the Loan Settlement Reports. The system will automatically determine the deductibles for the relevant employees and include the same in the Loan Settlement Report. You can override these numbers in case required for whatever reasons as required by modifying the Loan Settlement Report. Once the Loan Settlement Report has been finalized, you can use the same as part of your Payroll process. 

A new Loans Settlements Summary Report can be created from: 

PAYRUN -> LOAN SETTLEMENTS -> NEW SETTLEMENT REPORT.

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1.3.6.Incentives

Incentives are applicable for employees who have part of their compensation tied to performance and target attainments. For example, sales teams usually have a part of their compensation tied to the sales revenues attained. Similarly, in case of manufacturing companies, a part of the compensation might be tied to production targets. 

As part of preparing inputs for the monthly payroll process, you can create a new Incentives Summary Report from: PAYRUN -> INCENTIVES SUMMARY -> NEW SUMMARY REPORT. 

Inputs needed for this report are the employee specific target and attainment numbers. These inputs can be either revenue attainments or the units produced/manufactured/sold. Based on the incentive plans defined and how the various employees have been mapped to various incentive plans, depending on the target/attainment inputs provided, the system will automatically compute the payouts that the employees are eligible for. The Incentives Summary Report will be used as part of the periodic payroll process. 

 

PayRun -> Incentives Summary -> New Summary Report

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1.3.7.Variable Payouts

Variable Pay is applicable for organizations that follow a practice of withholding a portion of the employee’s salary under any Payhead(s) and pay out the same on a periodic basis. The quantum of the payout may be based on multiple parameters such as overall performance of the organization, department, division and the individual concerned. Typically, in such organizations, the compensation structure agreed with the employees will have one or more payheads which are classified as Variable Pay and the corresponding payheads need to be classified as Withholding payheads in the system.

If your organization follows such a philosophy of including variable pay as part of the salary structure, you will need to use the Variable Payouts Summary Report for the months when you will make the actual payouts under Variable Pay for your employees. For other periods, i.e. pay periods when Variable Payout is not done, you need not specify any inputs under Variable Pay Section for your monthly PayRun processing. 

You can generate new Variable Payout Summary Report from: 

PAYRUN -> VARIABLE PAYOUTS -> GENERATE SUMMARY REPORT. 

Once the Variable Payout Summary report is generated, you will be able to allocate payouts based on your specific criteria. After all the allocations are completed, the Variable Payout Summary report is now ready to be used as part of your Payroll process. 

The image below, the organization had withheld earnings under the Payhead Bonus, for the period from July to Sept 2019. The same was to be paid out during the month of October 2019, with appropriate allocations (in this case 100%). 

 

PayRun -> Variable Payouts -> Generate Summary Report

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1.3.8.Leave Encashments

Leave encashments are done typically at the end of the financial year, in the month of March, for employees who in continued employment with the organization. On the other hand, leave encashments are also done on a periodic basis for employees who have already exited the organization as part their Full & Final Settlements. In both the cases, the essential inputs here are the number of days of leave that are encashable for each of the employees for the given Financial Year. The number of days of leave to be encashed depends on the leave policies of the organization.

Once you have the leave tracking enabled in hrEntries, it is a breeze to generate the leave encashment reports at any point in time. As all leave transactions are already recorded in the system, you can create a new Leave Encashment Report in one of two ways listed below:

  1.  Manual Creation: In this case you will be manually specifying the number of days of encashable leaves for each of the relevant employees. This will typically be the case when your leave transaction data is maintained outside the system. The new Leave Encashment Summary Report can be created from: PAYRUN -> LEAVE ENCASHMENTS -> NEW SUMMARY REPORT. 
  2. Auto Generation: In this case, the system will auto populate the eligible number of encashable days for each of the employees, based on your predefined leave policies and the leaves that employees have taken during the period. The new Leave Encashment Summary Report can be generated from: PAYRUN -> LEAVE ENCASHMENTS -> GENERATE SUMMARY REPORT.  

 

PayRun -> Leave Encashments -> New Summary Report

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1.4.Post PayRun Process Operations

Once you have executed your PayRun process, there are a set of operations that you can undertake. This section details such operations below.

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1.4.1.PayRun Summary View

You can view the details of the executed PayRun process from: PayRun -> List Pay Runs -> View. 

Journal Entry Details View

You can also view the various Salary Slips that were generated as part of this PayRun process as below: 

Salary Slip Listing

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1.4.2.Bulk Download Salary Slips

You can also download Salary Slips of selected employees in bulk. You can do this by clicking on the Export Salary Slips button within the PayRun display screen. In the subsequent screen, you can choose the employees for whom you wish to download the salary slips for. 

 

A sample downloaded Salary Slip will look as below:

 

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1.4.3.Bulk Email Salary Slips

You can also mail out Salary Slips in bulk to selected employees. This provides an additional way of sharing the Salary Slips with employees apart from the Self Service portal. You can do this by clicking on the Email Salary Slips button on the PayRun details display screen.

You can customize the mail message as well as indicated below:

A sample message received appears as below:

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1.4.4.PayRun Data Publication, Exports & Reports

Once the PayRun is processed, you can submit the same for approval. The designated approver will be notified on submission. Once the designated approver approves the PayRun after conducting their due diligence, the PayRun now become available for publishing. Only after the PayRun is published, will the respective Salary Slips be visible in the Self Service Portal. Also, this step is necessary to also generate the Salary Payout Statement Instructions to be generated for the Banks. This can be done from: 

PayRun -> Payout Statements -> Salary Statement

 

You can additionally download the Salary Register from:

Reports -> Payroll Data Export -> Export PayRun

The Exported Salary Register will be as below:

In addition to this, you can export various types of Payroll Statutory Reports that are available as under:

Reports -> Payroll Statutory Reports

You can also do detailed analytics comparing PayRuns across periods, by employee etc. All these operations are available under the section titled Reports.

 

 

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