Pay Roll Management

Payroll Training Module - Learn to serve and make better

Objective: To ensure that the respective Team Leaders / Specialist Operations are updated with the existing Payroll system and deliver the same Ensure that the errors related to while sending the Payroll inputs are reduced to minimal thus leading to reduction in Payroll querries Happy and satisfied employee  Duration: 1 Hour Content: All Payroll Inputs Outcome: Complete understanding on the Payroll System Payroll Training

Contents Short description of Salary structure Difference between payroll and attendance cycle. Know how to calculate leaves deduction (Monthly leave calculation) Oopri Kamai – Other Earnings Naam Gum Na Jaaye – Process of Name Correction Hum Safar – Importance of SAP ID Know your salary - Pay slips Bandhan toot raha hai : Separation Process Fataafat - Quick answers FAQ`s

CONTENT Short description of Salary structure Difference between payroll and attendance cycle. Know how to calculate leaves deduction (Monthly leave calculation) Oopri Kamai – Other Earnings Naam Gum Na Jaaye – Process of Name Correction Hum Safar – Importance of SAP ID Know your salary - Pay slips Fataafat - Quick answers FAQ`s

Salary Structure You can divide the Salary structure in parts: Band 5 : This salary structure does not contain the Employee welfare & Food coupons but it contains Statutory Bonus. Band 4 : It contain Bonus, Employee welfare & Food coupons Band 3 & Above : Excluding Bonus, It contains PLI as well rest is same as Band 4. Payable Salary = Net salary / (No. of days in a month – LOP) The table below makes it all clear

Finalized Bands & Designations Band wise - Salary Structure Cont… Band 5 Band 4 Band 3 & Above Bonus Employer ESI Employer PF Medical Special Allowance HRA Basic Head Employee Welfare Bonus Employer PF LTA Medical Special Allowance HRA Basic Head Employee Welfare Employer PF LTA Medical Special Allowance HRA Basic Head

CONTENT Short description of Salary structure Difference between payroll and attendance cycle. Know how to calculate leaves deduction (Monthly leave calculation) Oopri Kamai – Other Earnings Naam Gum Na Jaaye – Process of Name Correction Hum Safar – Importance of SAP ID Know your salary - Pay slips Bandhan toot raha hai : Separation Process Fataafat - Quick answers FAQ`s

Difference between payroll and attendance cycle Suppose we are processing the payroll for June 08 then our attendance cycle would be from 21st May 08 to 20th June 08 and payroll cycle would be from 1st June 08 to 30th June 08. The last date for attendance correction is before 20th of every month and the same is communicated by Central MIS team on monthly basis.

Monthly Leave Calculation Cont… Type of Leave :

Monthly Leave Calculation Cont… Step 1 : HR Collects the monthly attendance from Central MIS team. Step 2 : Division of leave into four category EL = EL + HD SL CL LOP = LP+UL+A+R+UR Suppose if any employee has taken/availed more leave ( authorized ) against what he has in his leave account, then it will be counted under TOTAL LOP Note : Unauthorized leave count as LOP For Example : Earned Leave are credit to active employees account after completion of one month payroll cycle. For Example: Ravi has joined the organization on 5th June 08 and at the time of payroll processing his EL would be zero but after completion of payroll cycle or at the end of each calendar month , EL will be credited in his account as per policy.

Monthly Leave Calculation Cont… Policy Description: During the calendar year a total of 18 days of Earned Leave will be earned. 1.5 leaves will accrue after completion of each month’s service. If the employee joins before the 10th of the month 1.5 leaves will be credited, if the employee joins after or on 10th and before 20th then 1 leave will be credited and if the employee joins after or on 20th and before 30th then a half day leave will be credited for the month. The attendance correction for current attendance cycle should reach to Central MIS team before 20th of every month . It is also very important to verify the attendance on daily basis.

Oopri Kamai – Other Earning On monthly basis HR receive the other earnings input and the last date of sending same is 14 th of every month . Type and format of Other Earning: 1. Approved Incentive Mail with SAP ID. 2. Approved Odd shift Allowance with SAP/IH ID. 3. E-mail IDs with SAP/IH ID( For payslip ). Ex:Active/Resigned Ex: Apr08 Ex: Incentive/Production Incentive Status Period Type of payment Amount Name SAP ID Ex:Active/Resigned Ex: Apr08 Ex: Odd Shift Status Period Type of payment Amount Name SAP ID Apr08+May08 Month E-Mail ID Name SAP ID

Oopri Kamai – Other Earning Cont… 4. Approved Other Input (Specify payment details) with SAP/IH ID. 5. Part-timer to be paid as FT during Training ( Approved ): Ensure that all eligible are covered with correct SAP ID and avoid duplicity of data. Ex:Active/Resigned Ex: Apr08 Ex: Incentive/Production Incentive Status Period Type of payment Amount Name SAP ID Trainer Name End Date Training Start Date No of days to be paid as FT Process Name SAP ID

Naam Gom Na Jaaye – Process of Name Correction All employees have to ensure that they provide the correct name as per their 10 th pass certificate and mention the same information in your Bank A/c and in HR records. Process of DD cancellation due incorrect name: Original DD with rejection slip, received from Bank. 10 th Pass Certificate. Application for name correction(Mention SAP ID). Photo ID Proof(As per requirement) Name Correction process in HR records: 10 th Pass Certificate. Application for name correction. Photo ID Proof(As per requirement. Correct Information in below mentioned format Submit the above mentioned documents to your ER SPOC. Correct Name Incorrect Name SAP ID / Temp ID

CONTENT Short description of Salary structure Difference between payroll and attendance cycle. Know how to calculate leaves deduction (Monthly leave calculation) Oopri Kamai – Other Earnings Naam Gum Na Jaaye – Process of Name Correction Hum Safar – Your SAP ID Know your salary - Pay slips Bandhan toot raha hai : Separation Process Fataafat - Quick answers FAQ`s

Hum Safar – Importance of SAP ID It is very important that SO / TL provide the correct SAP ID to employee’s, if they don’t have the same then they can collect the same from their ER SPOC in below mentioned format : Verify the SAP ID in the attendance inputs forwarded by you to the Process MIS as well as to the Central MIS Team.. DD/MMM/YYYY XXXXXX XXXXX XXXXXX DOB Father`s Name Name Temp ID SAP ID (required)

Know your salary - Pay slips Currently you can request for your pay slip in two cycles as per below mentioned timelines: Pay slip request format: Provide the correct and unique E-mail ID. Between 3 rd to 6 th of every month 20 th of every 2 nd Cycle Plz mark all request to your ER SPOC in the below mentioned format On and before 15 th of same month 10 th of every month 1 st Cycle Remarks Sent on Request on Cycle Apr08+May08 Month E-Mail ID Name SAP ID

Resignation Abandonment Termination Retirement Separation Types : Bandhan toot raha hai : Separation Process

Resignation: Guidelines Resignation should be submitted to the supervisor in writing. Date of Submission of Resignation becomes the effective date of resignation for Notice period calculation. Any employee’s resignation should reach HR within 24 hours of the resignation being submitted. Resignatio n (Voluntary / Involuntary) Letter + Full and Final Form + Exit Interview Form Handover to the Supervisor Handover to HR SPOC HR SPOC : Records Updation

Resignation: Guidelines Cont… The notice period for employees stands as under : For Executives / Sr. Executives - Operations 1st Two Months in the Company – No Notice Period 3rd to 6th Month in the Company - 7 days After Confirmation i.e. 6th Month onwards – 30 days All other employees - One Month If an employee wishes to resign, giving less than the notice period, the employee must pay the company an amount equal to his gross salary pertaining to the notice period, on pro-rate basis. However, the Management reserves the right to accept or reject such requests to adjust salary against notice period. Management may require the separating employee to actually work during the notice period. The company reserves the right to relieve an employee with immediate effect on resignation from services

Resignation : Full and Final Settlement Entitlements : Encashment of EL`s Unclaimed Medical entitlements Unclaimed benefits of the Company Gratuity as per Gratuity Entitlement Proceeds to Employees PF Contribution Dues : Separating employee shall handover following to the company: Returnable company asset ID Card Company Documents Policy Manuals

Resignation : Relieving Process Employee will have to get Full and final settlement Form cleared from respective functions (Process Owner/ Functional Head, Administration, IT) and submit it to HR HR to conduct Exit Interview with departing employee Subject to positive clearance of all dues to the Organization – HR will handover the relieving letter after 50 Days Full and Final DD’s / Cheque are released upon producing the F & F receipt to HR along with a photo identity proof only. Full and Final Form is available with all the process Owners Exit Interview Form Full and Final receipt Format

Abandonment of Services Unauthorized Absence = Loss of Pay 3rd UA = Show cause Notice 7th UA = Termination Letter Abandonment = No Salary Payout

Full and Final Processing : Guidelines

Fatafat - Quick Answers Payroll Inputs mail is forwarded every month with timelines All employees leave balance details are shared with you on first week or 5th of every month. You can collect your details from your ER SPOC. Only TL & above are eligible to collect salary DD’s. Payroll Help desk in conducted every month to assist the employees understand their salary issues Employees who are serving the Notice Period – salary will go on hold for the first month and released along with next month's salary..

Pay Roll Management

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Pay Roll Management