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

Smart HCM 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.

Overtime Location Grade Setup

Purpose of the Screen: The purpose of screen is to create and assign the rules of overtime to the specific location / branch and or to specific grades on various methods. There are three types of Overtime calculations “Fixed”, “%Rate” and “%Payment”. Last two requires Depend Codes on which payroll calculate the Overtime.

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 Overtime Hours

Purpose of the Screen: The purpose of screen is to define or view the overtime hours with different types of overtime for an employee on monthly basis. Payroll will calculate the employee Overtime hours on the defined criteria.

Steps How to Enter the Information

1. Use the list item to choose an Employee.

2. Use the list item to choose the Date.

3. Press Add button to add and assign the overtime types with overtime hours.

4. Press Save button to save the record.

5. Press Authorize button to authorize the record.

Tax Slab

Purpose of the Screen: The purpose of screen is to define the tax slab for the relevant year specific gender separately. These slabs usually provide by the Government. Various slabs can be defined according to the income range.

Steps How to Enter the Information

1. Select the Tax year from the List option

2. Select the Gender from the List option.

3. Press Add button to enter the Tax amount range and Tax%.

4. Press Save button to save the record.

5. Press Delete button to delete the record.

6. Press Edit button to modify the record.

7. Press Authorize button to authorize the record.

Tax Slab Marginal Tax Relief

Purpose of the Screen: The purpose of screen is to define the marginal tax slab. The marginal tax is the adjustment in the amount of income tax payable by an employee or firm whose taxable income is just over the upper limit of a tax bracket (or band). Marginal relief is deducted from the total tax amount and is usually provide by the tax authority.

Steps How to Enter the Information

1. Use the list item to choose the Tax Year.

2. Press Add button to add and assign the marginal tax slab.

3. Press Save button to save the record.

4. Press Delete button to delete the record.

5. Press Edit button to modify the record.

6. Press Authorize button to authorize the record.

Senior Citizen Tax Slab

Purpose of the Screen: The purpose of screen is to define tax slabs for the senior citizen. The age where the senior citizen slab is applied if provide by the tax authority.

Steps How to Enter the Information

1. Use the list item to choose the Tax Year.

2. Use the list item to choose the Gender.

3. Press the Add button to add and define the tax slab for senior citizen.

4. Press Save button to save the record.

5. Press Delete button to delete the record.

6. Press Edit button to modify the record.

7. Press Authorize button to authorize the record.

Perk Taxable Income

Purpose of the Screen: The purpose of screen is to define and view the tax on the perks i.e. car, computers, etc. which company provided to its employees.

Steps How to Enter the Information

1. Press the Add button to enter the perk tax.

2. Press Save button to save the record.

3. Press Delete button to delete the record.

4. Press Edit button to modify the record.

5. Press Authorize button to authorize the record.

Tax Adjustment Setup

Purpose of the Screen: The purpose of screen is to define and view the various tax adjustment types for allowances and funds which company provided to its employees.

Steps How to Enter the Information

1. Press Add button to enter tax adjustment against allowances and funds.

2. Press Save button to save the record.

3. Press Authorize button to authorize the record.

Employee Other Tax

Purpose of the Screen: The purpose of screen is to define and view the tax other than the payroll of each employee.

Steps How to Enter the Information

1. Use the list item to choose the Tax Year.

2. Press Add button to enter the other allowances with Tax.

3. Press Save button to save the record.

4. Press Authorize button to authorize the record.

Employee Tax Adjustment

Purpose of the Screen: The purpose of screen is to define adjustment amount of tax for allowances and funds of any employee of the organization.

Steps How to Enter the Information

1. Use the list item to choose the Tax Year.

2. Press Add button to enter adjustment amount for adjustment code against employees.

3. Press Save button to save the record.

4. Press Authorize button to authorize the record.

Monthly CPR Info

Purpose of the Screen: The purpose of screen is to define, modify and view the CPR information which FBR provide on behalf of tax to a company. In this screen, user adds the tax CPR Number and information every month for their future references.

Steps How to Enter the Information

1. Use the list item to choose the Tax Year.

2. Press Add button to add and define the CPR Number & Payment date.

3. Press Save button to save the record.

4. Press Delete button to delete the record.

5. Press Edit button to modify the record.

6. Press Authorize button to authorize the record.

Fund Setup

Purpose of the Screen: The purpose of screen is to define the various types of funds for employees as per policy of the organization. Fund Type code starts with “F”. Some types are reserved you can see the reserved code by pressing the “Show Reserved Codes” button.

Steps How to Enter the Information

1. Press Add button to enter the various types of funds.

2. Press button to show the reserved fund type codes.

3. Press Save button to save the record.

4. Press Delete button to delete the record.

5. Press Edit button to modify the record.

6. Press Authorize button to authorize the record.

Fund Location Grade Setup

Purpose of the Screen: The purpose of screen is to define the various types of funds 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 types of funds 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 fund codes 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.

Fund Slab Setup

Purpose of the Screen: The purpose of screen is to define the slab setup (start – end) with multiplier of salary against different location of the organization, different grades of the employees and different funds as per policy of the organization.

Steps How to Enter the Information

1. Use the list item to choose the Location.

2. Use the list item to choose the Grade.

3. Use the list item to choose the Fund.

4. Press Add button to enter the slab of fund as per policy of the organization against location and grade.

5. Press Save button to save the record.

6. Press Delete button to delete the record.

7. Press Edit button to modify the record.

8. Press Authorize button to authorize the record.

Loan Setup

Purpose of the Screen: The purpose of screen is to define the various types of loans for employees as per policy of the organization. Loan Type code starts with “L”. Some types are reserved you can see the reserved code by pressing the “Show Reserved Codes” button.

Steps How to Enter the Information

1. Press Add button to enter the various types of loans.

2. Press button to show the reserved loan type codes.

3. Press Save button to save the record.

4. Press Delete button to delete the record.

5. Press Edit button to modify the record.

6. Press Authorize button to authorize the record.

Loan Location Grade Setup

Purpose of the Screen: The purpose of screen is to define the various types of loans 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 types of loans 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 codes 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.

TRANSACTION FORMS

Main forms are the transaction forms; over all activities can be performed through these forms. With the help of these screens an Administrator can enter the complete information of any existing / new employee of the organization and can run the payroll process to calculate payments and deductions of every employee on the basis of defined rules of the organization on each month.

Employee

Purpose of the Screen: This transaction screen is used by an Administrator to enter the new employee information with personal and organizational details and these details will be used in the Payroll.

Steps How to Enter the Information

1. Select the Employee from the combo to view the existing records.

2. Press the Add button to enter the new employee information.

3. Press Save button to save the record.

4. Press Authorize button to authorize the record.

Employee Promotion

Purpose of the Screen: This transaction screen is used by an Administrator to give the promotion to employee from one job position to another job position with a higher grade, a higher salary range, a higher level of job title and higher level job responsibilities.

Steps How to Enter the Information

1. Select the Promotion No. from the combo to view the record.

2. Press Add button to enter new promotion information of employees.

3. Press Save button to save the record.

4. Press Authorize button to authorize the record.

5. Press Add button to enter the information of interview of promotion for employees.

6. Press Save button to save the record.

7. Press Authorize button to authorize the record.

Employee Increment

Purpose of the Screen: This transaction screen is used by an Administrator to grant the increment to employee in recognition of service and satisfactory performance.

Steps How to Enter the Information

1. Select the Increment # from the combo to view the record.

2. Press Add button to enter new increment information of employees.

3. Press Save button to save the record.

4. Press Authorize button to authorize the record.

Employee Separation

Purpose of the Screen: This transaction screen is used by an Administrator to enter the information of those employees when they leave the company permanently.

Steps How to Enter the Information

1. Select the Resigned Employee from the combo to view the record.

2. Press Add button to enter new employee information when he/she leaves the company permanently.

3. Press Save button to save the record.

4. Press Authorize button to authorize the record.

5. Press Add button to enter the resign reason of employee.

6. Press Save button to save the record.

7. Press Authorize button to authorize the record.

Request for Leave

Purpose of the Screen: This transaction screen is used by H.R officer to enter the leave without pay (LWP) request manually. Employees of the organization applying for leaves without pay (LWP) through this form and H.R officer enter the information in this form manually.

Steps How to Enter the Information

1. Select the Leave Year range from the combo to view the record.

2. Press Add button to enter leave request information which is applied by the employee.

3. Press Save button to save the record.

4. Press Authorize button to authorize the record.

Leave Adjustment

Purpose of the Screen: This transaction screen is used by H.R officer to enter the adjustment of leave days for the purpose of correction against the employee in selected payroll month.

Steps How to Enter the Information

1. Select the Payroll Month from the combo to enter the new record or view the record.

2. Press button to view the record on selected payroll month.

3. Press Add button to enter leave days against employees for the purpose of correction.

4. Press Save button to save the record.

5. Press Authorize button to authorize the record.

Fund Contribution

Purpose of the Screen: This transaction screen is used to define fund contribution & balances for employees and company and fund joining date.

Steps How to Enter the Information

1. Use the list item to choose the Fund.

2. Press Add button to add an employee into the contribution.

3. Press button to add all remaining employees into the contribution.

4. Press Save button to save the record.

5. Press Delete button to delete the record.

6. Press Edit button to modify the record.

7. Press Authorize button to authorize and post the record.

Loan Disbursement

Purpose of the Screen: This transaction screen is used to define loan installments plan against loan amount for an employee as per policy of the organization.

Steps How to Enter the Information

1. Use the list item to choose the Loan No. to view the record.

2. Press Add button to enter loan installment plan against an employee.

3. Press Save button to save the record.

4. Press button to calculate the installments and show into the lower block.

5. Press Delete button to delete the record.

6. Press Edit button to modify the record.

7. Press Authorize button to authorize and post the record.

Loan Reschedule

Purpose of the Screen: This transaction screen is used to rescheduling the last loan disbursement plan against over payment of installment by an employee on any month.

Steps How to Enter the Information

1. Use the list item to choose the Loan No. to view the record.

2. Press Add button to enter reschedule loan installment plan information against the payment of an employee.

3. Press Save button to save the record.

4. Press button to calculate the installments after reschedule and show into the lower block.

5. Press Delete button to delete the record.

6. Press Edit button to modify the record.

7. Press Authorize button to authorize and post the record.

Skip Installment

Purpose of the Screen: This transaction screen is used to skip any Installment or multiple installments of a specific month on the request of an employee after the approval of the management.

Steps How to Enter the Information

1. Use the list item to choose the Skip No. to view the record.

2. Press Add button to skip the single installment or multiple installments against the request of an employee.

3. Press button to reschedule the loan plan after skip the installments.

4. Press button to restore the previous loan plan.

5. Press Save button to save the record.

6. Press Delete button to delete the record.

7. Press Edit button to modify the record.

8. Press Authorize button to authorize and post the record.

Payroll Process

Purpose of the Screen: This transaction screen is used by an Administrator to run the payroll process to calculate payments and deductions for location and employee type wise of all employees on the basis of defined rules of the organization on each month. This is Single-Click Payroll Process. Administrator can run multiple Provisional payroll process to check the salary amount of all employees whether the amount is correct or wrong before run Final payroll process.

Steps How to Enter the Information

1. Select the Location and Type from the combo.

2. Select the Date of This Month Run from the Calendar.

3. Select the Radio button of Provisional Run or Final Run.

4. Press the button to run the payroll.

REPORTS

Reports can cover a wide range of matters, but usually focus on transmitting information with a clear purpose to specific viewers.

Salary Sheet

Purpose of the Screen: The purpose of report is to show the complete salary information (allowances and deductions) of all employees of each month with geographical location and organizational location wise on a single sheet.

Pay Slip

Purpose of the Screen: The purpose of report is to show the complete salary information like allowances, deductions, loan details, provident fund details and tax details with personal and organizational information of each employee on each month.

Bank Advice

Purpose of the Screen: The purpose of report is to show the advice for bank to transfer the salary of employees into their accounts which are present in the request letter from the company account.

Employee Monthly Attendance

Purpose of the Screen: The purpose of report is to show the monthly attendance (Attend Days and Absent / Late) of all employees of the organization.

Employee Overtime Detail

Purpose of the Screen: The purpose of report is to show the monthly overtime hours of different overtime types for the employees of the organization.

Salary Certificate

Purpose of the Screen: The purpose of report is to show the Salary Certificate of an employee generated by payroll under the Income tax rules.

Direct Taxes–Deduction at Source u/s - 149

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Purpose of the Screen: The purpose of report is to show the Tax Deduction of all employees by tax Section - 149.

Income Tax Statement u/s – 165 (2) – u/s - 149

Purpose of the Screen: The purpose of report is to show the Income Tax Statement of all employees by tax Section - 165(2) & 149.

Employee Promotion

Purpose of the Screen: The purpose of report is to show the list of those employees who has taken promotion in the organization in a given selected range of date.

Employee Increment List

Purpose of the Screen: The purpose of report is to show the list of those employees who has taken increment in a given selected range of date.

Stopped Employee List

Purpose of the Screen: The purpose of report is to show the list of those employees who has leaved the organization permanently in a given selected range of date.

Leave Record

Purpose of the Screen: The purpose of report is to show the list of those employees who has applied for leave in a given selected range of date.

PF Contribution

Purpose of the Screen: The purpose of report is to show the fund contribution of employees & company or both in each month in b/w the selected range of year.

Loan Sanction List

Purpose of the Screen: The purpose of report is to show the list of sanctioned loans to employees.

Loan Outstanding Balance

Purpose of the Screen: The purpose of report is to show the outstanding balance of loans of different employees.

Loan Plan

Purpose of the Screen: The purpose of report is to show the monthly installment loan schedule / loan plan of an employee.