Index Page

Index Page

Payroll Management Software for Windows

EMPLOYEE

This function stores HR and Payroll details of the Employees. Employees can be added here only if the employee’s resume has been entered in HR – Masters – Resume option and has undergone interview & approved for admission in HR – Masters – Interviews.

ADD RECORD

Employees – Personal

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Employee Name:

A drop down list displays the names of the candidates selected in the Interview by the selection committee. If an employee details has to be added then first the employee resume has to be fed and then undergo through an interview and finally approved by the General Manger for recruitment. When a candidate is selected as a new employee, most of the resume details such as candidate's education, family, personal and work experience is updated, however the same can also be modified.

Employee Code:

Employee code number allotted by the company to the employee has to be fed here, this will remain unique for the company. The same number cannot be allotted to other employee even after the current employee has left the services of the company. This code is alpha numeric with a maximum length of 20 characters.

Photo:

Double click on the photo frame to select the file in which the employee photo is stored. The user is prompted to select the path in which the photo file is stored, the photo can be in the .bmp (bitmap) or .jpg (JPEG) format.

Address:

The present address of the employee, which by default is picked up from the employee's resume.

Phone:

Employee Phone number which is by default picked up from the resume

Fax No.

Employee Fax number which is by default picked up from the resume

Blood Group:

Blood group of the employee to be keyed in here

Gender:

Select the radio button whichever is applicable to the employee

Date of Birth:

Date of Birth of the Employee, enter in dd-mm-yyyy format

Date of Joining:

Date of Joining the Company, enter in dd-mm-yyyy format

Date of Confirmation:

Date of Confirmation of the employee

Date of Leaving:

Date of leaving of the Employee. Once this date has been mentioned the software considers the employee as an ex-employee and does not generate any pay slip for the same. This field cannot be empty, if date of leaving is not know, key in 01/01/9999.

E S I No.:

Employee ESI No. allotted by the company

P F No.:

Employee PF Number allotted to the employee by the company.

P A N No.:

Employee's Permanent Account Number of the Income Tax

Bank Name:

This dropdown list of banks in which the employee owns an account

Bank Account No.:

Bank Account Number of the employee in the bank name earlier selected.

Languages Known:

The list of languages the employee knows to Speak, Read and write.

Employees – Education

The employee education background, these details by default are picked up from the resume option whenever a new employee is added.

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Education Level:

A dropdown field which lists the different classes/education levels.

School/College Name:

The Name of the College/School in which the employee studied during the corresponding education level.

Year:

The year in which the employee completed the corresponding education level.

Percentage:

Percentage obtained by the employee in the corresponding education level.

Employee – Family

The employee Family background, these details by default are picked up from the resume option when ever a new employee is added.

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Relation:

A dropdown field lists the different relations. The relation name on how the person mentioned is related to the employee.

Name of the Person:

The Name of the person whose relation is selected.

Occupation:

A dropdown field, which lists the different occupations and the current occupation of the person mentioned, is to be selected.

Percentage:

This family details also forms as the nomination declaration. The employee can declare the percentage applicable to different family members.

Employee – Work Experience

Previous work experience of the employee is stored here. This by default is picked up from the resume of the employee.

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Company Name:

The names of the company where the employee worked earlier

From:

The date from which the employee worked for the corresponding company

To:

The date to which the employee worked for the corresponding company

Designation:

The designation as which the employee worked for the corresponding company

Salary:

Salary drawing during his tenure in the corresponding company

Employee – Job Details

The job details of the employee like the employee group, designation, department etc.

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Group:

This dropdown field lists all the employee groups available, the user has to select the particular employee group for the employee from the list. Based on this group the group pay structures will be applicable to this employee, however this can be changed in the Allowances/Deductions. Make sure the Groups have been filled in the Masters Menu.

Grade:

This dropdown field lists all the employee grades available, the user has to select one from the grades list for the employee. Make sure the Grades have been filled in the Masters Menu.

Designation:

This dropdown field lists all the designations available, the user has to select one from the designations list for the employee. Make sure the Designations have been filled in the Masters Menu.

Department

This dropdown field lists all the departments available, the user has to select one from the departments list for the employee. Make sure the Departments have been filled in the Masters Menu.

Location:

This dropdown field lists all the locations available, the user has to select one from the location lists for the employee. Make sure the Locations have been filled in the Masters Menu.

Superior:

This dropdown field lists all the employees in company, the user has to select the immediate superior employee for the employee being entered.

Email ID.:

Employee internal E-mail ID. This will be helpful for mailing reports to the employee.

Dispensary Name:

The ESI dispensary to which the employee is attached.

Calculation:

The type of salary calculation based on Days worked, Hours worked or Minutes worked for the month.

Payment Mode:

The salary to an employee can be paid in three modes,

Cash : Nett salary paid to the employee by cash

Bank : Nett salary Cheque issued to the employee

Transfer: Nett salary transferred to the employee bank account

A report is generated with the employee names and their net salary grouped on the payment modes.

Income Tax:

If Yes radio button is selected then the Income Tax for the employee is automatically calculated by the software.

Overtime:

Over Time Salary per hour for the employee. This will also be used by the job costing module.

Nett Salary:

Nett Salary of the employee.

PF Opening Balance:

Provident Fund opening balance amount has to be fed initially, this amount will be updated as and when the payslips are generated.

PF Interest Balance:

Provident Fund opening balance of the interest amount has to be fed. This value has to be updated manually yearly.

Employees – Basic Pay

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Date:

The effective date on which the Basic Pay for the employee is changed.

Basic Pay:

Basic Pay value of the Employee

Reimbursement:

Maximum amount of Reimbursement eligible to the employee, based on the calendar year / financial year.

Employees – Allowances / Deductions

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Allowances/Deduction Name:

A dropdown list of the Allowances/Deductions from which the user has to select the Allowance/Deduction name associated to the employee.

Date:

The effective date from which the Allowance/Deduction is associated to the employee.

Main/Supplementary:

The Allowance/Deduction is part of the Main or Supplementary Payslip.

Category:

If the category selected is Entry then the related information of the Allowance/Deduction has to be fed here. If category is group/slab the Allowance/Deduction will to be referred to the corresponding group/slab structure.

Percentage/Flat:

Whether the Allowance/Deduction selected is calculated on percentage basis or flat amount.

Loss of Pay:

Loss of Pay is applicable to the Allowance/Deduction name selected.

Round Off:

In case of Loss of Pay then the value calculated can be rounded off. The user has to select from this dropdown field, the rounding off ranges from 5 paise to Rs.10/–.

Nearest/Highest/Lowest:

The user has to select any one from the radio buttons to indicate the slab value to round off to Nearest/Highest/Lowest of the Round Off value selected earlier. If the slab amount is 58.45 and

Example:

Slab Result Value 58.43

Round Off Selected Rs.1/–

Nearest 58.00

Highest 59.00

Lowest 58.00

Amount:

The value entered in this field is considered as flat value for the allowance/deduction selected. If percentage is selected then the amount corresponds to the percentage of the formula.

Employees – Leaves

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Date:

The effective date from which the leaves mentioned are applicable to the employee.

Leave Name:

The software lists all the leave names mentioned in the Payroll Setup. Only active leave names are listed. Leave names which are not enabled means they are not applicable to a particular gender.

Opening Balance:

The user has to key in the opening balances of the leaves applicable to the employee. This has to be done only while defining the employee leaves or yearly.

Used:

The used leaves are automatically updated when the payslips are generated. The user does not have access to this field.

Balance:

The balance leave is the difference of opening leaves and used leaves. This is also automatically updated by the software. The user does not have access to this field.

Employees – Loans

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Loan Name:

A dropdown field from which the loan name is to be selected.

Description:

The description of the loan name

Main/Supplementary:

Whether the Loan has to be deducted in the Main or Supplementary Payslip

Starting Date:

The starting date of the loan

Ending Date:

The Date on which the loan ends

Installments:

Number of installments for the loan

Loan Amount:

Total value of the Loan sanctioned

Interest Type:

The type of Interest, Flat, Diminishing, EMI etc.

Rate of Interest:

Percentage of interest applicable yearly

Monthly Deduction:

By default the software calculates the monthly deduction of loan value, however the user can change the value calculated.

Opening Balance:

Opening balance of the loan amount. All new loans will have zero as opening balance, in case of old loans where part payments have already been deducted the opening balance has to be mentioned.

Bank Name

The name of the bank on which the loan has been issued.

Cheque No.:

The Cheque leaf number of the loan issued

Cheque Date:

The Cheque issued date

Interest Paid:

Interest amount collected from the loan amount. By default the software calculates the interest amount and adds up to this field.

Loan Paid:

This field keeps the updated value of the total loan paid till date.

Employees – LIC

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Details of the Life Insurance policies of the employee are stored here, which will be used to automatically deduct from the Employee Payslip.

Start Date & End Date

Starting and Ending date of the LIC policy

Policy Type:

The type of LIC policy, endowment, money return etc.

Amount:

Total Amount of the Insurance

Policy Number:

Insurance policy number

Premium:

Monthly Premium of the LIC

Employees – Reimbursement

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The employee eligible for different Reimbursements has to be keyed in here
Reimbursement Name:
This dropdown field lists all the Reimbursement names and the user has to select the reimbursement applicable to the employee
Start Date:
the starting date of the reimbursement, this usually will be beginning of the calendar or financial year.
End Date:
The ending date of the reimbursement, this usually will be ending of the calendar or financial year
Amount:
The total value of reimbursement the employee is eligible
Opening Balance:
opening balance of the reimbursement
Amount Used:
Reimb. amount used till date. For the new reimbursement detail if the employee has already used some amount then the value has to be keyed in here. This field is automatically updated when the payslips is generated based on the reimbursement availed.
Main/Supplementary:
Whether this Reimbursement is part of the main or supplementary payslip.

Employees – Income Tax




Income Tax details of the employee are stored here, Rent paid details, Savings, Company leased accommodation or vehicle is stored here.
PAN No.:
Income Tax Permanent Account No. of the employee

Date:
The date from which the income tax details filled are applicable
Company Leased Vehicle:
If the employee has been given a vehicle by the company then the BHP of the vehicle has to be selected.
Below 16 BHP : Vehicles such as Maruti 800, Matiz, Santro etc.
Above 16 BHP : Vehicles such as Mitsubishi Lancer, Esteem, Mercedes Benz etc.

No Vehicle : If no company leased vehicle is given to the employee.

CLV Date:
The date from which the employee is given company leased vehicle.
Driver/Chauffeur:
Select Yes if the employee is provided a chauffeur along with the vehicle.
Company Leased Accommodation:
Company leased accommodation provided by the company to the employee, The value of the CLA per month has to be mentioned here.
Start Date:
The starting date from which the employee is given Company leased accommodation.
End Date:
The ending date to which the employee is given company leased accommodation Furnished Accommodations and effective date.
Furnished Accommodation:
The values of the furnished accommodations along with their respective dates has to be keyed in here. There are six furnished accommodations and all are optional entries.
Metro:
Yes : The employee stays in Metro City, like Delhi, Mumbai, Chennai and Calcutta
No : The employee does not stay in a metro city. This is used for calculation of HRA Exemption and CLA.
Medical Allowance Limit:
Value of the Medical Allowance limit eligible to the employee.
Donation Limit:
Value of the Donation limit eligible to the employee.
Rent Paid:
Rent paid by the employee for the financial year. This is not applicable in case the employee is given CLA.
Start Date:
The starting date of the Rent paid.
End Date:
Ending date of the Rent paid.

TDS:
Tax Deducted at Source by the previous employer. This has to be filled only incase their is TDS deduction by the previous employer for the current financial year. This happens to only employees joining the company in the middle of the year.
BASIC PAY
This has to be filled only incase the employee has availed basic pay by the previous employer for the current financial year. This happens to only employees joining the company in the middle of the year.
HRA – HOUSE RENT ALLOWANCE
This has to be filled only incase the employee has availed HRA by the previous employer for the current financial year. This happens to only employees joining the company in the middle of the year.
PT – PROFESSION TAX
This has to be filled only incase the employee has been deducted P T by the previous employer for the current financial year. This happens to only employees joining the company in the middle of the year.
PF – PROVIDENT FUND
This has to be filled only incase the employee has been deducted P F by the previous employer for the current financial year. This happens to only employees joining the company in the middle of the year.

Employees – Savings

The savings done by the employee for the current financial year. This savings will carry a certain amount of exemption (% mentioned in Income Tax setup) from the Income Tax calculated. Like NSC, LIC, etc.

Savings Name:
This dropdown field lists the savings names, the user has to select the savings name applicable to the employee.

Date:
The date on which the employee bought the savings.

Savings Amount:
The value of the savings bought.

Employees – Other Income

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Any other income generated by the employee apart from the salary paid by the employer. Like Performance Bonus, LTA, amount gained in real-estate etc.
Other Income:
Any other income generated by the employee apart from the salary paid by the employer. Like Performance Bonus, LTA, amount gained in real-estate etc.
Name:
This dropdown field lists all the other income names, the user has to select the other income applicable to the employee.
Amount:
The amount of Other Income
Tax Amount:
Taxable amount in the other income
Non Tax Amount:
Non Taxable amount in the other income.
TDS:
Tax deducted at source while the Other Income is given to the employee.
Date:
The date on which the Other Income is received by the employee.
Employees – Other Deductions

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Deductions which are applicable for calculating the Income Tax. Like interest earned on NSC, Loss on House Property, donations paid to a recognised trust etc.
Name:
This dropdown field list names of the deductions, the user has to select the deduction name applicable to the employee.
Amount:
Value of the other Deduction.
Date:
Date from which the Other Deduction is applicable.

Employees – Emergencies


The name and contact details of the person who has to be contacted in case of any emergency relating to the employee. The person's Name, Address and Phone number are recorded here.
Employees – Others

The employee's miscellaneous information is recorded here.

Additional Qualifications:
Additional qualifications of the employee other than the academic (educational) qualifications listed earlier:
Hobbies:
Hobbies of the Employee
Notes:
Notes about the employee
Achievements:
Achievements of the employee before and during his stay in the company
Showcause Notice:
Any Showcause notice issued to the employee
Feedback:
Feedback details on the employee
Vehicle Details:
Vehicle details of the employee

MODIFY RECORD
� Select the Employee using Employee Name or Code field.
� Click on Modify Button, Employee Personal Info along with other category buttons are enabled
� Click on any of the category buttons to select the details which is to be modified
� Click on save button in respective categories

DELETE RECORD
. Select the Employee using Employee Name or Code field.
. Click on Delete Button