Web Payroll
- 1. Web Pay
- 2. • This is where you do all of • All of the activities which the initial and one time should be carried out before configurations processing a payroll Initializing Pre-Process and Activities Configuring Post- Process Payroll Activities & Process Outputs • Generating outputs related to • Processing and verifying reconciliation, statutory, data before and after the finance and electronic bank process transfers
- 3. Pre – Process Activities Pre- Initializing Process and Activities Configuring Post- Process Payroll Activities & Process Outputs
- 4. Add Employees to Payroll Assign Pay Items Salary Increment Details Run Process Payroll Validations Salary Revision Process GL Details Bank Diskette Details Manage Process Period Loan Up-loader
- 5. Tool Tip Tick the check box to select corresponding employee(s)
- 6. • Click on Add New Record button to enter employee’s salary grade Basic Salary details • Tick on the benefits applicable for the package Other Benefits • Select the bank name from the drop down list. Bank • Pick any additional details from User Defined Fields Additional Fields • Pick Relevant taxes Tax • (PAYG) Withholding Tax, Payroll Tax etc... • All Earnings and deductions assigned to the employee can be Pay Items viewed • finally to Save the entered details Press SAVE Tool Tip Follow the above steps in the Screen “ADD EMPLOYEES TO PAYROLL”
- 7. Select the Pay Item Type Liabilities/Exceptions/percentage Earnings/Deductions/Basic Salary based earnings and deductions Select the relevant Pay Item Based on the nature of selected pay item the Add Employees, Bulk Adjustments and table columns would be adjusted and displayed. Add Employees Add Employee Bulk Adjustment Add New Record
- 8. Select the Pay Item Type Select the relevant Pay Item Add Employees The activity of assigning employees to pay items is done with the use of Assign Employees to Pay Items form Tool Tip Same page will be used to enter Pay items, contributions and Salary transfer details
- 9. Select Employee From the Employee Search option Select the Employee Pay Item Selection Fixed Variable View All Assign Pay Item Direct Transfer Amount Based Unit Based Contribution Details
- 10. Select Employee Pay Item Selection Assign Pay Item Tool Tip The activity of assigning pay items to employees is done with the use of Assign Employees to Pay Items form. This form allows you to assign both fixed and variable pay items (which are further categorized as Amount Based, Unit Based, Contribution and Direct Transfer) to a selected employee.
- 11. Click on the All valid records Select the Pay Item Select Pay Item button to of the file will from the drop Type down list. generate the be shown in the excel file table Tick on the Click on the Specify the Select the records to be Read button Location Currency uploaded Invalid records Click on SUBMIT Tick on the can be viewed Specify the pay to upload upload types to and fixed on period. selected records be uploaded. original file Sent for Proceed to SUBMIT Approval process
- 12. 1. Select Pay Item Type 2. Select the Pay Item from the drop down list. 3. Click on the button to generate the excel file 4. Specify the Location 5. Click on the Read button 6. Tick on the records to be uploaded 7. Invalid records can be viewed and fixed on original file 8. Click on SUBMIT to upload selected records 9. Tick on the upload types to be uploaded. 10. Specify the pay period. 11. SUBMIT Sent for Approval Proceed to process
- 13. Payroll Process Initializing Pre- and Process Configuring Activities Post- Process Activities & Payroll Outputs Process
- 14. Select your process period Clear the activity checklist Verify data and reconciliations for the current Pay Period Run the process in bulk or by batches Verify your outputs Error Correction & Reprocess Finalize your payroll
- 15. Operational→ Manage Process Period
- 16. Dashboard → Activity Completed Status
- 17. Operational→ Payroll Validations Report Navigator→ My reports → Payroll
- 18. Operational→ Run Process → Salary
- 19. Operational→ Run Process → Salary Report Navigator→ My reports → Payroll
- 20. Operational→ Run Process → Salary
- 21. Operational→ Manage Process Period
- 22. Post-Processes and Outputs Initializing Pre- and Process Configuring Activities Post- Payroll Process Process Activities & Outputs
- 23. General Ledger Bank Diskette Report (GL) Navigator Navigator Navigator • Provides • Provides • Hosted as a outputs for output files for separate ledger bank module, will requirements transactions provide all and financial other statutory analysis and analysis reports
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- 26. Configure GL Finalise GL If any errors Select GL to Rollback GL Generate Process Validate & Specify Process Generate GL Period Text File
- 28. Configure Finalise Diskette Format If any errors Select Diskette Rollback to Generate Diskette Process Validate & Specify Process Generate Period Diskette Text File
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- 30. Report Description
- 31. Report Description Basic Reconciliation To display the monthly total reconciliation details of Basic Salary. Coin Summary Report To display the coin summary details of employees’ salaries for a selected pay frequency, year. Grand Summary Base Currency To display the grand summary totals of employees’ salaries and transactions. Grand Summary Currency Wise To display the grand summary totals of employees’ salaries and transactions grouped by currency types. Pay Slip
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- 33. Select your process period Run the Finalize process in bulk Payment or by batches Error Verify your Correction & outputs Reprocess
- 34. Select the Point or range Specify the Salary Tick on the Use employee group salary Increments Increment Effective Custom Increment eligible for the based on salary Date using the date Logic check box salary increment grade picker Click on the “APPLY Enter any Select the Select the Currency in ALL” button to Rounding method which the increments process the data necessary applicable for the are given using the entered. Comments. salary increment drop down list. Select the employees for the increment * Tick on the Use Custom Increment Logic check box if a logic written dynamically should be used as the increment logic
- 35. 1.Select the employee group eligible 1 2 2. Point or range salary Increments 3 3.Tick on the Use Custom Increment Logic check box 4 5 4.Specify the Salary Increment Effective Date 6 7 5.Select the Currency in which the increments are 8 6.Select the Rounding method applicable 7.Enter any necessary Comments. 9 8.Click on the “APPLY ALL” button to process the data 9.Select the employees for the increment
- 36. Initializing & Configuring Initializing and Pre- Configuring Process Activities Post- Process Payroll Activities Process & Outputs
- 37. Process Details Add Pay Group • Define Pay Processes • Assign Payroll Actions to Processes Payroll Company & Bank Configurations Details Salary Grade Pay Item Details Details
- 38. Each Pay group is a payroll Is the first activity that should be performed prior to using the payroll system 5 1 2 3 4 Detailed View:- Further configurations Can be done Created Using Name of the Pay Frequency Advanced Security Save the Pay Group to •Weekly Be created configurations •Monthly •Annually
- 39. Eligible Employee Groups Tick which other sub db groups are eligible to access the payroll. Tax Tax information related to payroll can be specified.
- 40. Salary 1 This allows the user to specify a rounding method 2 for Net Salary and following methods are available No rounding Round up Round down Once this option is ticked the user is refrained from entering data to the system as soon as the given cut off date passes.
- 41. Define Pay Processes Pay Processes represent payment types that should be made to the employees . E.g. Allowances Bonus Commissions defining and configuring pay process consists of the following steps
- 42. Select a Process group from Enter Process Code Add New Record the drop down Process Name Select the Type Select the Period Select Payment Type • Earning • Fixed • Unit • Deduction • Variable • Salary • Liabilities • Exemptions Add Amount To Tick the options as • Add to Net required • Allow for Inactive Save the Record • Add to Gross Employees • Enable Read Only
- 43. 1. Restrict editing details of the pay process being If pay process defined group is not available then 2. Enable the pay item define a new being defined process group using 3. Allow assigning the button pay process to payroll inactive employees
- 44. With the following interface the display name, priority order of the pay process on the pay slip can be configured and further it facilitates entering the basic General Ledger details GL Code Control Account Details
- 48. Once ticked pay process amount will be recorded in the company base currency type If a dynamic script is to be used to do the calculation involved in the pay item it can be specified using this option In situations where an amount from employee salary is deducted and transferred to a third party it is facilitated through direct transfer types
- 49. Select the Pay Process Tick the Actions as required
- 50. This form allows to define Company and payroll specific other details Select Group Select Hierarchy Enter Code Enter Company Name Save
- 52. System parameters allow you to define parameters unique to your company. configuration parameters (define parameters to be used by the system) user parameters (parameters defined related to a pay item can be defined as user parameters.)
- 53. Define Pay Items This section allows the user to define pay item details in the system. The pay item details defined in the system is used by the payroll process for the calculation Select Payment Enter Enter Select Select Type and Tick the Save Code Name Type Period Add options Amount to
- 54. More Details Custom Name on the Pay Slip Priority Order of the pay item on the Pay Slip pay item groups allow users to categorize pay items as groups to be used for reports.
- 55. Entitlement Details Pay items can be entitled to predefined categories (e.g. Salary Grade) using entitlement groups. It allows Default, Max amount and the validity period for the Pay item to be configured as well. Tick this option, If the pay item should be assigned to employees by default If the pay item involves a workflow level approval, it can be Configured here
- 56. Custom Entitlement Group tick Select • Custom Entitlement Group button will be Entitlement Group enabled. • separate screen will be displayed allowing Click the Parameter you to tick on the values of that category Tick the values • Custom Groups will be created and the appropriately And result will be displayed in the Group Click Create Group Description table Set the columns to be displayed properly • Unwanted columns will be hidden And Click View table Provide the details • The Record will be saved and Click Save
- 57. Contribution Basically two instances are considered. 1. Selecting the pay item type as “Contribution” when defining a contribution. 2. Selecting a pay item type which will be included in to the contribution base. Scenario 1 •Tick the Fix Amount check box if a fixed amount is deducted as contribution. •Enter employee amount and the employer amount in each currency Scenario2 Tick the relevant Pay Items Under Pay Item Base
- 58. Build Formula Custom formula can be built for the pay item If the formula should be built related to the current pay item tick on the “Build formula related to the current pay item” check box Tick, if the processed prorated salary should be considered To be ticked if the value of the previous period should be considered
- 59. Process Configuration This form allows to configure pay item details that are to be used at the processing time •if the variance of a certain month’s pay item exceeds Enter the threshold limit the threshold after the pay process, then there may be a probable malfunction to consider. Tick the Use Native •Proration has two options Currency/Enable •Pay Group Proration Proration/Schedule •Custom Proration Base appropriately Tick Define Custom •if a dynamic script is to be used to do the calculation Formula and select a involved in the pay item being defined Script Tick Direct Transfer Pay •Enter the Direct Transfer Details Item Click Save •The Record will be saved
- 60. The payroll system facilitates uploading of data from other data sources for its operations. The configurations part of pay items uploading is performed with the use of this form. Enter the Upload Type Select the Data Source Select the Pay Item Tick on the Upload • to automatically assign pay items to Automatically employees from the data source. Select the relevant • Employee No,From Date,To fields in the data source Date,Amount,Unit,Currency Save