Payroll

HOW TO USE THIS MANUAL

This section will be added after the document format finalization and this section will let the user know that how the user should go through this manual, how this manual is designed and what is the format followed to design this document.

CAUTION & WARNING

This section warns the user about the possible ways that may harm the system potentially and the user must be aware of it, in order to avoid any harm to the system.

EXCLUSIONS

Manual would not be covering the following entities:

• The fields that are generated by the system.
• The field that are non navigable.
• The fields that are read only.

GETTING STARTED

Login Screen is the High Level User Interface that validates user and then proceeds to the SmartHCM main menu. To access Login Screen, write the URL of SmartHCM on any browser, press enter button after writing the link of SmartHCM the Login Screen appears now enter the valid User ID and Password.

1. User ID

2. User Password

SMARTHCM MODULES (PAYROLL)

After correct authorization of the user, the very first screen of SmartHCM module will be opened and that screen is divided into two divisions. The first division has pictures in it for making the screen user friendly and contains the basics of the screen, where the user can “Refresh” the data by simply pressing the button or simply pressing the “Logout” button to shut down the SmartHCM Module.

Second division is the most commonly used, as it contains the overall transactions that are being used in SmartHCM, with following heads:

1. Human Resource

2. e-Recruitment

3. Payroll

4. Employee Self Service

5. Leave Workflow

6. Time Office Management

7. Settings

8. Security

Payroll: This module is used to make the payroll ready on each month, maintains records of the various components of employee salary, categories the salary components on the basis of allowances / deductions and auto-generates salary sheet and salary slip of all employees. All these functionalities can be done under the defined rules of allowances, deductions, attendance, overtime, income tax, funds and loans for employees.

Main Screen of SmartHCM Modules:

NAVIGATION

Forms in SmartHCM have a standard format, it facilitates in a user-friendly way to view, insert, and delete data. Following is the screen short of the toolbar, which will be frequently used by the user, to view, insert, cancel or delete the information.

Standard Toolbar

User can save changes such as addition, modification or deletion of record by pressing this button from the toolbar.

To exit from the any open screen press this cross button which is showing with the name of screen Tab.

Press this button to add a new record.

Press this button to reject changes a record.

Press this button to remove or delete a record.

Press this button to edit a record.

Press this button to authorize a record.

Press this button to amend a record after authorization.

SETUP FORMS

Before entering transactions in the system employee wise, we must enter the initial data and one time information through the Setup Forms.

Allowances

Purpose of the Screen: The purpose of screen is to define the various allowances for employees as per policy of the organization.

Steps How to Enter the Information

1. Press Add button to enter the various allowances.

2. Press Save button to save the record.

3. Press Authorize button to authorize the record.

Deductions

Purpose of the Screen: The purpose of screen is to define the various deductions for employees as per policy of the organization.

Steps How to Enter the Information

1. Press Add button to enter the various allowances.

2. Press Save button to save the record.

3. Press Authorize button to authorize the record.

Bonus

Purpose of the Screen:The purpose of screen is to define the various bonuses for employees as per policy of the organization.

Steps How to Enter the Information

1. Press Add button to enter the various allowances.

2. Press Save button to save the record.

3. Press Authorize button to authorize the record.

Allowances Deductions Location Grade Setup

Purpose of the Screen: The purpose of screen is to define the various allowances and deductions with different rules applied on different locations of the organization and different grades of the employees as per policy of the organization.

Steps How to Enter the Information

1. Select the Location from the combo.

2. Select the Grade from the combo.

3. Press Add button to enter different allowances and deductions with defined rules for selected location and grade as per policy of the organization.

4. Press Save button to save the record.

5. Press Authorize button to authorize the record.

6. Press Add button of lower block to enter depend code if select % of Payment or % of Rate in above block.

7. Press Save button to save the record.

8. Press Authorize button to authorize the record.

Employee Allowances & Deductions

Purpose of the Screen: The purpose of screen is to define the various allowances and deductions with different rules applied on the employee individual level as per policy of the organization. This screen will be helpful if there is no single policy available for a bunch of employees in the organization.

Steps How to Enter the Information

1. Select the Employee from the combo.

2. Press Add button to enter different allowances and deductions with defined rules for selected employee as per policy of the organization.

3. Press Save button to save the record.

4. Press Authorize button to authorize the record.

Monthly Payment Deduction (Code Wise)

Purpose of the Screen: The purpose of screen is to define the special Payment given to the particular employees for any specified month as per policy of the organization or to define the special Deduction taken from the particular employees for any specified month as per policy of the organization.

Steps How to Enter the Information

1. Select the Payment/Deduction Code from the combo.

2. Select the particular Date from the Calendar.

3. Press Add button to enter the particular employees and amount of payment/deduction specified by the organization.

4. Press Save button to save the record.

5. Press Authorize button to authorize the record.

Payroll Parameters

Purpose of the Screen: The purpose of screen is to enter every employee name with payment mode to calculate his/her allowances, deductions, attendance, loans, funds, etc by using Payroll Process. Payroll Process never calculate any employee salary if his/her name is not present in this screen.

Steps How to Enter the Information

1. Press Add button to enter the employees and payment mode specified by the organization.

2. Press Save button to save the record.

3. Press Authorize button to authorize the record.

Attendance Setup

Purpose of the Screen: The purpose of screen is to define the various attendances for employees as per policy of the organization. Initial two codes are fixed and cannot be used for other rules and these are the default rules.

Steps How to Enter the Information

1. Press Add button to enter the different attendances.

2. Press Save button to save the record.

3. Press Edit button to modify the record.

4. Press Authorize button to authorize the record.

Attendance Location Grade Setup

Purpose of the Screen: The purpose of screen is to create and assign the rules of attendance to the specific location / branch and or to specific grades on various methods. There are two types of attendance “Days” & “Constant Divisor” Days means payroll will use the no. of days of the months and Constant Divisor payroll will use the divide the salary with no. of divisor assigned and multiply by default value assigned.

Steps How to Enter the Information

1.Use the list item to choose a Location.

2. Use the list item to choose a Grade.

3. Press the Add button to add and assign the rules to selected location and grade.

4. Press Save button to save the record.

5. Press Copy Records button to copy all records against location and grade to another location and grade.

6. Press Edit button to modify the record.

7. Press Authorize button to authorize the record.

Employee Attendance

Purpose of the Screen: The purpose of screen is used to add and view manually the attendance of an employee on monthly basis if Time Office module is not integrated.

Steps How to Enter the Information

1.Use the list item to choose an Employee.

2. Use the list item to choose a Month.

3. Press Add button to add and assign the attendance to selected employee on selected month.

4. Press Save button to save the record.

5. Press Edit button to modify the record.

6. Press Authorize button to authorize the record.

Back Dated Attendance Adjustment

Purpose of the Screen: The purpose of the screen is used to define the backdated attendance of an employee or arrears of an employee. This screen is specially used for new employees who has join at the end of last month and his salary of those days is due which will have to be pay in current month. The payroll will calculate his/her salary on the current month rules.

Steps How to Enter the Information

1. Use the list item to choose an Employee.

2. Use the list item to choose a Month.

3. Press the Add button to add and assign the rules to selected employee on selected month.

4. Press Save button to save the record.

5. Press Edit button to modify the record.

6. Press Authorize button to authorize the record.

Overtime Setup

Purpose of the Screen: The purpose of screen is to define the various types of overtime for employees as per policy of the organization.

Steps How to Enter the Information

1. Press Add button to enter the different types of overtime.

2. Press Save button to save the record.

3. Press Edit button to modify the record.

4. Press Authorize button to authorize the record.