Top Source Intro India Payroll
- 2. Key Contents About TopSource Why do we exist? How do we solve problems? Our Experience in Payroll Processing Our Approach ‘PayOne’ – Web based payroll portal Online Leave Management System Quality Infrastructure In-House Vs Outsourced Payroll TopSource – your outsourcer of choice
- 3. About TopSource Offices in – India & UK Mumbai, Pune, London & Kent 14000 Sq.ft. Operations Center Core team of CAs & IT Professionals In-house IT Infrastructure & Systems Total Team of 180+ People
- 4. About our Clients 200 + Clients in India & UK 150000 Payslips/Month 75 Mgmt Accounts/Month 50,000 + Invoices/Month 300+ Bank Reco/Month 2000 Supplier Reco/Month 10000+ Journals/Month • IT-ITES • Manufacturing • Engineering • Telecom • Pharma • Internet Media • Consulting • Shipping
- 5. Why do we exist? Save Money Free up Reduce Time Risk TopSource Process Scalability Timely & & Accurate Flexibility Payroll Reduce Salary & information leakages
- 6. How do we solve problems? With Payroll Competitive rates team with well mapped data & process processes backup & documentation Save Money Free up Reduce Time Risk With With Qualified In-house IT & Experienced How do Development CAs & Payroll we solve team at Professionals 14K sq.ft Process problems? office Scalability Timely & & Accurate Flexibility Payroll Reduce With Salary & Technical & Information Human Security leakages measures
- 7. Sample Payroll Process Flow
- 8. Our Experience in Payroll End-to-end payroll processing Payslips, banking upload, TDS, professional tax e-TDS and statutory returns filing, etc. Standard and bespoke reports Statutory reports – Form 16, 12BA, Q24, 27A Provident Fund Forms 12-A, 3-A, 6-A, 5, 10 Bonus, ex-gratia, overtime, leave encashment, PF Loans and advances tracking EMI calculation for loans Arrears calculation Payroll journal preparation All annual reports
- 9. Our Experience in Statutory Compliances Provident Fund A/c opening, Nomination for new joinees Computation of PF contribution Monthly Filing of Form 5, 10, 12-A Filing of annual returns in 3A, 6A in March Help the employees in filling of form 10C, 13, 19 etc. for withdrawal/ Transfer of outgoing members ESIC Preparation of monthly ESIC challan Maintenance of Form 7 in ESIC register Preparation, verification and submission of all statutory forms Collection of temporary and permanent insurance cards Labour Welfare Fund Preparation & filing of Half Yearly return Profession Tax Preparation & filing of monthly challan
- 10. TopSource's Delivery of Services across the Globe At TopSource we work with our clients parent/holding companies across the Globe Our Program Managers & Project Managers interacts on a regular basis to deliver outputs to our client contacts located in US, UK, Denmark, Germany, Singapore, Spain and India.
- 11. TopSource's Pan-India Delivery of Services Our project managers and perations staff serve our customers and their employees across India.
- 12. Our Approach to Outsourcing Document key processes Run trial and/or parallel Adjust processes to improve service Identify risk areas Determine workflow flow dynamics
- 13. PayOneTM Web-based Payroll - 1 Employee Self Service provided 24X7 over the web Employees can have secured access to ‘PayOne’ Individual login and password for viewing payroll data See and download historical payslips Update Investment Declarations Review latest income-tax computation and Provident Fund calculation Raise queries online – Turn around time of 24 hrs 100% secured and restricted access to only self records
- 14. PayOneTM Web-based Payroll - 2 Client Self Service for department heads and HR Flexible querying and reporting on data in PayOne Customised functionality as per user requirement Integrated leave Management and Attendance Recording System Bespoke Timesheet and overtime recording systems can be provided as per custom needs Flexible compensation structure definition permissible along with the ability for employees to change predefined components Complete Employee Self Service implemented on a Touch Screen Kiosk to enable easy access anywhere in the workplace
- 15. PayOneTM Touch Screen Kiosk Employee Self Service available on Touch Screen Kiosks PayOne application view is changed for ease of use via a Touch Screen Same data – Different views via Touch Screen Kiosk and Desktop internet application Can easily be implemented for Shop Floor usage or in environments where application access is restricted in the work place Lock-down browser ensures that no access is allowed to any other websites Attract pages can be viewed on the Kiosk when it is idle. Daily announcements can be configured on these attract pages. It is a HR and Payroll data ATM !
- 16. PayOneTM Touch Screen Kiosk
- 17. PayOne – LMS Leave Management System Employees can have secured access to ‘Leave Management System’ Works in three levels – Employee User, Manager, Admin Employees can apply for leave online, can see leave records like – Leaves - Availed, Accrued, Encashed & Balance Respective Managers can View/Approve/ Reject leave applications for their team members and system generates auto-mailers for the actions taken Complete flexibility to define any type of leave policy Multiple leave policies can be defined based on types of leave (PL,SL,CL etc.), locations, group of people (Staff, Workers, Top Managers etc.), nature of work etc. Outdoor duty can be configured as a leave type Employees can be assigned to leave policies and the assignment can be changed online. Reports are available for leave tracking, MIS and for interface to Payroll. 100% secured and restricted access to only self records for employees and managers.
- 18. PayOne Attendance Recording System Integrated with swipe card and biometric access systems Integrated with Leave Management System HR can override system recorded attendance to handle exception cases. The Attendance records provides a view on leaves, weekly offs and worked / not worked days summary Overtime can be calculated on the basis of predefined rules for the company Directly integrates with Payroll Processing Reports are available for Monthly attendance, Shift worked, late entry and Early out, Overtime hours, Shift Count and leave Card. 100% secured and restricted access to only self records for employees (read only) and managers.
- 19. Project Support One Project Manager owns day-to-day relationship, supported by his ops team for payroll and PF One Programme Manager available for process escalation One Director available for further escalation and all business issues
- 20. Quality We are serious about quality We have a focused QA group responsible for QA and process improvement We invest in rigorous quality checks We do 100% QA for: All employee amendments Every email containing instructions for payroll All banking information Estimated/Actual investments for the purpose of calculation of IT All statutory reports, challans
- 21. Infrastructure 8 Mbps bandwidth Additional bandwidth available on demand Dual back-up power supply via generator and UPS On premise back-up for all workstations
- 22. Infrastructure Batch management, daily ongoing data back-up facility and clear disaster recovery plans Linux-based proxy server and firewall for Internet and data security Anti-virus protection on all workstations and servers All workstations are password protected with regular periodic forced change of passwords Restricted access to documentation to concerned and responsible personnel only Log time-in / time-out in access control register 24x7 manned security for the STP NDA signed with all employees
- 23. Outsource Vs In-house Various Cost of Resources Payroll Done Payroll Outsourced to In-house with Software TopSource Hardware Yes Software Licenses Yes Database Licenses Yes Systems Cost No Cost Software Development & Customization Yes Software Training and Operation Yes Administration Yes Cost of Analysis/Study Yes Maintenance/AMC Yes Recruitment Cost Yes Training Cost Yes People Cost No Cost Salary Cost Yes Retaining Cost Yes Infrastructure Overheads Seat Cost x Number of People into Payroll Yes No Cost Opportunity Cost Salary Information Leakage & Other issues Yes No Cost Much Wider Scope of Payroll Services Investments Verifications Not Done Done by TopSource End-to-end F& F Cases & Form 16 Not Done Done by TopSource Payroll E-TDS Filling Not Done Done by TopSource Statutory Compliances – PF, PT, ESIC, LWF Not Done Done by TopSource Query Handling Not Done Done by TopSource
- 24. TopSource Your Outsourcer of choice Continuous process improvement Experts managing the teams Rigorous implementation planning Detailed process study supported by documentation, ready for internal and external audits Global experience at competitive price Excellent client references
- 25. The End Thank You!